Privacy Statement - old

Privacy

PRIVACY STATEMENT

I. Name and address of the responsible person

The responsible party within the meaning of the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is:

Ministry Group GmbH
Factory Hammerbrooklyn
Stadtdeich 2-4
D-20097 Hamburg, Germany
T: +49 40 27 15 15 30
F: +49 40 27 15 15 40
info@ministrygroup.de
Managing Directors: Marco Luschnat, Nis Niemeier, Andreas Ollmann, David Cummins
AG Hamburg HR B 126526
VAT identification number: DE 28 762 5060

II. Name and address of the data protection officer

The data protection officer of the data controller is:

Attorney-at-law and specialist attorney for information technology law.

Prof. Dr. Christian Rauda
GRAEF Rechtsanwälte Digital PartG mbB
Jungfrauenthal 8
20149 Hamburg, Germany
E-Mail: dataprotection@ministrygroup.de
Website: www.graef.eu

III. General information on data processing

Scope of the processing of personal data

As a matter of principle, we collect and use personal data of our users only to the extent that this is necessary for the provision of a functional website and our content and services. The collection and use of personal data of our users is regularly only carried out with the consent of the user. An exception applies in those cases where it is not possible to obtain prior consent for factual reasons and the processing of the data is permitted by legal regulations).

Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for processing operations involving personal data, Art. 6 (1) (a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis. When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) lit. b DSGVO serves as the legal basis. This also applies to processing operations that are necessary for the performance of pre-contractual measures. If processing of personal data is necessary for compliance with a legal obligation to which our company is subject, Art. 6 (1) c DSGVO serves as the legal basis. If processing is necessary to protect a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not override the first-mentioned interest, Art. 6 (1) f DSGVO serves as the legal basis for the processing.

Data deletion and storage period

The personal data of the data subject shall be deleted or blocked as soon as the purpose of the storage no longer applies. Storage may also take place if this has been provided for by the European or national legislator in Union regulations, laws or other provisions to which the controller is subject. Blocking or deletion of data also takes place when a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or performance of a contract.

Transfers to third countries

If we process data in a third country (i.e. outside the European Union (EU) or the European Economic Area (EEA)) or if this is done in the context of using third-party services or disclosing or transferring data to third parties, this is only done if it is done to fulfill our (pre-)contractual obligations, on the basis of your consent, on the basis of a legal obligation or on the basis of our legitimate interests. Subject to legal or contractual permissions, we process or allow the processing of data in a third country only if the special requirements of Art. 44 et seq. DSGVO are met. I.e. the processing is carried out, for example, on the basis of special guarantees, such as the officially recognized determination of a level of data protection corresponding to the EU (so-called “adequacy decision”) or compliance with officially recognized special contractual obligations (so-called “standard contractual clauses”). A copy of the EU standard contractual clauses can be found here: https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj?locale=de&uri=CELEX%3A32021D0914

IV. Provision of the website and creation of log files

1. description and scope of data processing

When our website is called up, our system automatically collects data and information from the computer system of the calling computer.

The following data is collected for a limited period of time:

(1) Information about the browser type and version used.

(2) The operating system of the user

(3) The user’s Internet service provider

(4) The IP address of the user

(5) Date and time of access

(6) Websites from which the user’s system accesses our Internet site

The data is stored in the log files of our system. This data is only required for the analysis of any malfunctions and is deleted within seven days at the latest. The legal basis for the temporary storage of the data and the log files is Art. 6 para. 1 lit. f DSGVO. The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user’s computer. For this purpose, the IP address of the user must remain stored for the duration of the session. The storage in log files is done to ensure the functionality of the website. In addition, we use the data to optimize the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context and no conclusions are drawn about your person. These purposes are also our legitimate interest in data processing according to Art. 6 para. 1 lit. f DSGVO. The collection of data for the provision of the website and the storage of the data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility of objection on the part of the user.

2. Cookies

We use so-called session or flash cookies on our website and in our applications. Cookies are text files that are stored in or by the Internet browser on the user’s computer system. When a user visits a website, a cookie may be stored on the user’s operating system. This cookie contains a characteristic string of characters that allows the browser to be uniquely identified the next time the website is accessed. Some functions of our website cannot be offered without the use of cookies. For these, it is necessary that the browser is recognized even after a page change. The user data collected with technically necessary cookies are not used to determine the identity of the user or to create user profiles. The legal basis for the processing of personal data by means of technically necessary cookies is Art. 6 para. 1 lit. f) DSGVO.

V. Data processing for registered users

When you register for our events and use certain online features, the following personal information is collected from you:

Salutation
First name, last name
Address
E-mail address
Institution
Position
Password (bcrypt hash)
Billing and contract data

Optionally (if specified by the user) we also collect:

Title

We also process the following technical data:

IP addresses
browser type and version
Operating system used
Referrer URL
Host name of the accessing computer
Time of the server request
Metadata
Device identifiers
Language settings

The processing of this data is carried out for the implementation of the usage contract between us and you (Art. 6 para. 1 p. 1 lit. b DSGVO). This data will be deleted after the expiry of the statute of limitations for any claims arising from the contract of use for the event. However, if there are mandatory legal retention periods, the relevant data will only be deleted after the expiry of the legal periods (e.g. retention period under tax law for invoice data).

If you order tickets via our website, then you will be directed via an iframe to the page of Eventbrite (Eventbrite, Inc., 535 Mission Street, 8th Floor, San Francisco, CA 94105, USA (“Eventbrite”). Eventbrite processes the data required for the implementation of the event for us as a processor. In all other respects, the following applies: for the personal data processed there solely by Eventbrite, Eventbrite is also the sole controller within the meaning of the GDPR. Eventbrite may also process data in the USA and offers sufficient guarantees within the meaning of Art. 46 DSGVO due to the use of EU standard contractual clauses. Data protection information on the processing of personal data by Eventbrite can be found at https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB

VI. Newsletter

If you subscribe to our newsletter with your consent, we process your e-mail address and the registration data (date and time of registration) for this purpose. The legal basis is § 7 para. 3 UWG and Art. 6 para. 1 lit. a DSGVO. The data will be deleted as soon as it is no longer required to achieve the purpose for which it was collected or consent to send the newsletter is revoked. Consent to send the newsletter can be revoked at any time via the link contained in each newsletter. The revocation does not incur any costs other than the transmission costs according to the base rates. In the context of sending the newsletter, we forward your e-mail address to The Rocket Science Group, LLC, 675 Ponce de Leon Ave NE, Suite 5000, Atlanta, GA 30308 USA (our provider of the newsletter sending platform “MailChimp”). Due to the conclusion of EU standard contractual clauses, The Rocket Science Group, LLC offers sufficient guarantees for adequate data protection within the meaning of Art. 46 DSGVO. A copy of the EU standard contractual clauses can be found here: https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj?locale=en&uri=CELEX%3A32021D0914

VII. contacting

When contacting us (e.g. by contact form, e-mail, telephone or via social media), the information provided by the user will be processed for the purpose of handling the contact request and its processing pursuant to Art. 6 (1) lit. b) DSGVO. In the case of the contact form, this is the e-mail address, surname, first name, otherwise those data that are transmitted by the inquirer. The user’s details may be stored in a customer relationship management system (“CRM system”) or comparable inquiry organization.

The legal basis for the processing of the data is Art. 6 para. 1 lit. f DSGVO. Our interest in responding to your inquiry outweighs your interest; furthermore, since you are writing to us, responding is also in your interest and you are aware that we need to process your data to respond to your inquiry.

If the e-mail contact aims at the conclusion of a contract, the legal basis for the processing is Art. 6 (1) lit. b DSGVO.

We delete the requests if they are no longer necessary. We review the necessity every six months; Furthermore, the legal archiving obligations apply.

VIII. online presence in social media

Facebook Link

We maintain online presences within social networks and platforms in order to be able to communicate with the customers, interested parties and users active there and to inform them about our services there. Accordingly, we have set a link to the Facebook page, which is operated by Meta Platforms, Inc., 1 Hacker Way, Menlo Park, CA 94025, USA, or if you are a resident of the EU, Meta Platforms Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland (“Facebook”).

No further data exchange with Facebook takes place on our site. When calling up the respective networks and platforms, the terms and conditions and data processing policies of their respective operators apply. Unless otherwise stated in our privacy policy, we process the data of users if they communicate with us within the social networks and platforms, e.g. write posts on our online presences or send us messages.

Twitter Link

We have also linked to the Twitter site operated by Twitter, Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA (“Twitter”). When calling up the respective networks and platforms, the terms and conditions and data processing policies of their respective operators apply. Unless otherwise stated in our privacy policy, we process the data of users if they communicate with us within the social networks and platforms, e.g. write posts on our online presences or send us messages.

XING Link

We use buttons of Xing AG, Dammtorstraße 29-32, 20354 Hamburg, Germany. When you call up one of our pages with a corresponding button, content from Xing is called up. To our knowledge, no personal data is retrieved and your surfing behavior is not evaluated. The privacy policy for the Xing button applies: https://www.xing.com/app/share?op=data_protection.

IX. Data protection for applications and in the application process

We collect and process the personal data of applicants for the purpose of handling the application process. The data is used to assess your suitability for the position (or other open positions in our companies, if applicable) and to carry out the application process. Processing may also take place electronically. This is particularly the case if an applicant submits relevant application documents to the data controller by electronic means, for example by e-mail or via a web form located on the website. Your applicant data will be viewed by the HR department after receipt of your application. Suitable applications are then forwarded internally to the department managers for the respective open position. The further procedure is then coordinated. In principle, only those persons in the company who require this for the proper conduct of our application process have access to your data. If the controller concludes an employment contract with an applicant, the transmitted data will be stored for the purpose of processing the employment relationship in compliance with the statutory provisions. If the controller does not conclude an employment contract with the applicant, the application documents will be deleted after notification of the rejection decision, provided that no other legitimate interests of the controller conflict with such deletion. Other legitimate interest in this sense is, for example, a duty to provide evidence in proceedings under the General Equal Treatment Act (AGG). The legal basis for the processing is Art. 6 (1) lit. b DSGVO. Should the data be required for legal prosecution after the conclusion of the application procedure, if applicable, data processing may take place on the basis of the requirements of Art. 6 DSGVO, in particular to safeguard legitimate interests pursuant to Art. 6 (1) f) DSGVO. Our interest then consists in the assertion or defense of claims. We delete the data after six months following a rejection, unless you have consented to longer storage. If you are accepted for a position as part of the application process, the data from the applicant data system will be transferred to our HR information system.

X. Rights of the data subject

If personal data is processed by you, you are a data subject within the meaning of the GDPR and you have the following rights against the controller:

Right of access

You may request confirmation from the controller as to whether personal data concerning you is being processed by us. If such processing is taking place, you may request information from the controller about the following:

(1) the purposes for which the personal data are processed;

(2) the categories of personal data which are processed;

(3) the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed;

(4) the planned duration of the storage of the personal data concerning you or, if concrete information on this is not possible, criteria for determining the storage period;

(5) the existence of a right to rectification or erasure of the personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing;

(6) the existence of a right of appeal to a supervisory authority;

(7) any available information about the origin of the data, if the personal data are not collected from the data subject;

(8) you have the right to request information on whether the personal data concerning you are transferred to a third country or to an international organization. In this context, you may request to be informed about the appropriate safeguards pursuant to Art. 46 DSGVO in connection with the transfer.

Right to rectification

You have a right to rectification and/or completion vis-à-vis the controller if the personal data processed concerning you is inaccurate or incomplete. The controller shall carry out the rectification without undue delay.

Right to restriction of processing

You may request the restriction of the processing of personal data concerning you under the following conditions:

(1) if you contest the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;

(2) the processing is unlawful and you object to the erasure of the personal data and request instead the restriction of the use of the personal data;

(3) the controller no longer needs the personal data for the purposes of the processing, but you need it for the establishment, exercise or defense of legal claims; or

(4) if you have objected to the processing pursuant to Article 21(1) of the GDPR and it is not yet clear whether the controller’s legitimate grounds override your grounds.

If the processing of personal data concerning you has been restricted, such data may – apart from being stored – only be processed with your consent or for the establishment, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or a Member State. If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.

Right to deletion

a) Obligation to delete

You may request the controller to erase the personal data concerning you without undue delay, and the controller is obliged to erase such data without undue delay, if one of the following reasons applies:

(1) The personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed.

(2) You revoke your consent on which the processing was based pursuant to Art. 6(1)(a) or Art. 9(2)(a) DSGVO and there is no other legal basis for the processing.

(3) You object to the processing pursuant to Art. 21 (1) DSGVO and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 (2) DSGVO.

(4) The personal data concerning you have been processed unlawfully.

(5) The erasure of the personal data concerning you is necessary for compliance with a legal obligation under Union or Member State law to which the controller is subject.

(6) The personal data concerning you has been collected in relation to information society services offered pursuant to Article 8(1) DSGVO.

a) Information to third parties

If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Article 17(1) of the GDPR, it shall take reasonable measures, including technical measures, having regard to the available technology and the cost of implementation, to inform data controllers that process the personal data that you, as the data subject, have requested them to erase all links to or copies or replications of such personal data.

b) Exceptions

The right to erasure does not exist to the extent that the processing is necessary

(1) for the exercise of the right to freedom of expression and information;

(2) for compliance with a legal obligation which requires processing under Union or Member State law to which the controller is subject, or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

(3) for reasons of public interest in the area of public health pursuant to Article 9(2)(h) and (i) and Article 9(3) of the GDPR;

(4) for the assertion, exercise or defense of legal claims.

Right to information

If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to inform all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort. You have the right against the controller to be informed about these recipients.

Right to data portability

You have the right to receive the personal data concerning you that you have provided to the controller in a structured, common and machine-readable format. You also have the right to transfer this data to another controller without hindrance from the controller to whom the personal data was provided, provided that.

(1) the processing is based on consent pursuant to Art. 6(1)(a) DSGVO or Art. 9(2)(a) DSGVO or on a contract pursuant to Art. 6(1)(b) DSGVO and

(2) the processing is carried out with the help of automated procedures.

In exercising this right, you also have the right to obtain that the personal data concerning you be transferred directly from one controller to another controller, insofar as this is technically feasible. Freedoms and rights of other persons must not be affected by this. The right to data portability does not apply to processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Right of objection

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6(1)(e) or (f) DSGVO; this also applies to profiling based on these provisions. The controller shall no longer process the personal data concerning you unless it can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims. If the personal data concerning you is processed for the purposes of direct marketing, you have the right to object at any time to processing of the personal data concerning you for the purposes of such marketing; this also applies to profiling, insofar as it is related to such direct marketing. If you object to the processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes. You have the possibility, in connection with the use of information society services – notwithstanding Directive 2002/58/EC – to exercise your right to object by means of automated procedures using technical specifications. To do so, you can send an e-mail to our data protection officer.

Right to revoke the declaration of consent under data protection law

You have the right to revoke your declaration of consent under data protection law at any time. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.

Automated decision in individual cases including profiling

You have the right not to be subject to a decision based solely on automated processing – including profiling – which produces legal effects concerning you or similarly significantly affects you. This does not apply if the decision

(1) is necessary for the conclusion or performance of a contract between you and the controller,

(2) is permitted by legal provisions of the Union or the Member States to which the controller is subject and these legal provisions contain appropriate measures to protect your rights and freedoms as well as your legitimate interests; or

(3) is made with your express consent.

However, these decisions may not be based on special categories of personal data pursuant to Article 9(1) of the GDPR, unless Article 9(2)(a) or (g) of the GDPR applies and appropriate measures have been taken to protect your rights and freedoms and your legitimate interests. With regard to the cases mentioned in (1) and (3), the controller shall take reasonable steps to safeguard the rights and freedoms as well as your legitimate interests, which include, at a minimum, the right to obtain the intervention of a person on the part of the controller, to express his or her point of view and to contest the decision.

Right to complain to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your residence, workplace or the place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the GDPR. The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 GDPR.