1. Name and contact information of the data controller and of the company’s data protection officer Data controller
The data controller is the company:
Reitmeier Input Management Services GmbH
as represented by the managing directors Hans Reitmeier, Heinrich Fischer and Martin Sippel
phone: +49 (0)89 / 1 49 02 79 – 0
fax: +49 (89) / 1 49 02 79 – 29
e-mail: firstname.lastname@example.org Data protection officer
Contact details for our data protection officer:
Datenschutzbeauftragter (Data Protection Officer)
Reitmeier Input Management Services GmbH
phone: +49 (0)89 / 1 49 02 79 – 0
fax: +49 (89) / 1 49 02 79 – 29
e-mail: email@example.com 2. The collection and storage of personal data; the nature and purpose of data processing; the use of data Data processing for the purpose of organising and realising the trade show, and passing on data to exhibitors
We collect and process your personal data where this is necessary as part of the work of organising and realising the Research & Results trade show. In particular, this data includes your name and address in order to ensure that only registered participants gain entry and to ensure that participants really are trade attendees. For this purpose you will receive a visitor pass (badge) at the entrance; this has a barcode that contains your participant data (e.g. title, name, surname, company). Your badge is scanned each time you enter the trade show halls.
We use your email address to send you confirmation of registration and to provide information about the trade show beforehand (dates, venue, directions, programme, etc.), and afterwards to provide information about other dates and subsequent trade show events.
We pass on the list of all trade show attendees to all exhibitors at the trade show. Email addresses are expressly not passed on. The exhibitors process the data for their own purposes, in particular for statistical, market research, advertising and marketing purposes. Data processing for the purpose of gathering statistics and conducting market research on the data controller’s part
We also process your personal data for the purposes of gathering statistics and conducting market research for our own purposes. By analysing this data we hope to gain insights that can help us to further improve the trade show, to adjust the organisation of the trade show to your needs and wishes, and to keep the framework programme interesting and relevant for visitors. Data processing for the purpose of advertising and marketing by the data controller
We also process your personal data for our own advertising and marketing purposes. This refers, in particular, to the storage and use of your data with regard to future Research & Results trade show events/dates and to promote our trade journal of the same name. Since we know from statistical surveys that many participants visit the trade show every three years, rather than annually, we process your data for these purposes for three years after the end of the last Research & Results trade show for which you have registered. Further data processing over the course of the trade show and passing on data to exhibitors
Over the course of the trade show data is also processed in a number of other ways, all of which are related to your attendance and your specific interests. If, for example, you take part in a workshop at the trade show, your badge will be scanned as you enter the workshop. The lists of workshop participants are then passed on to the exhibitor who organised/put on the respective workshop. Email addresses are expressly not passed on. The exhibitor, in turn, processes the participant data for their own purposes, which relate, first and foremost, to advertising, marketing, statistics and market research. Data processing as a result of networking with other participants and exhibitors
During the trade fair, visitors and exhibitors often exchange business cards and other forms of contact information. Establishing contacts in this way is expressly desired, but it does not lead to any data processing on our part. Data processing through image capturing and video recordings
We, or a third party commissioned by us, will be taking photos and recording video footage for marketing and advertising purposes during the trade show. We use these photos and videos on our websites www.research-results.de and www.research-results.com, on our social media channels and in catalogues, flyers and other advertising materials that refer directly or indirectly to the Research & Results trade show and/or that advertise the event. The purpose of these images is never to provide close-up images that would allow individuals to be identified, but always to provide a general impression of the trade show. Should it be possible to identify you on any of these photos, you can contact us at any time to let us know that you object to the (further) use of this photo (in that form). To do so, please send an email to firstname.lastname@example.org. Data Processing for Press Accreditation Purposes
Press representatives can be accredited for trade fair participation. For this purpose, we collect the press representative data required for the verification and implementation of the accreditation. In particular, the type of press enterprise, the company, the full name, the (business) postal address, as well as the (business) e-mail address are designed as mandatory fields as this is the only way in which we can verify the right to an accreditation. The press representatives receive their accreditation after verification. This allows them to shoot photos and/or films on the trade fair grounds. The press representatives have to respect the interests of trade fair visitors and exhibitors with respect to data protection and are responsible for their compliance with legal requirements before and after the trade fair. Accredited press representatives receive press information from us before and after the trade fair and also – upon explicit request – trade fair photos for use in the context of press coverage. This also requires the processing of press representative data. Manner of data processing
Your data is automatically collected and processed in our IT systems, and is stored, processed and administered in a database (CRM software). The data is protected from access by unauthorised persons, and from deletion and destruction, to the extent possible using the latest technology. The measures implemented to protect the data are evaluated regularly and adjusted as technology develops. 3. Legal basis for data processing Data processing for the performance of a contract (Article 6 Par. 1 Point b GDPR)
Data is processed pursuant to Article 6 Par. 1 Point b GDPR in order to perform the contract you concluded with us regarding participation in the trade show. The subject of the participation contract, in particular, also includes the data processing and the passing on of data to exhibitors in return for the opportunity to take part in the trade show at no cost.
In the case of accredited press representatives, an agreement is concluded upon request and acceptance of the accreditation, which is used as the legal basis for data processing with regard to the accredited press representatives as well as Article 6 para 1 P. 1 (b) of the GDPRData processing based on legitimate interests (Article 6 Par. 1 Point f GDPR)
If and insofar as the data processing is not carried out for the purpose of performing a contract, it is carried out on the basis of a legitimate interest pursuant to Article 6 Par. 1 Point f GDPR. This applies in particular, but not exclusively, to data processing carried out in relation to the production and use of photos and videos within the framework of the trade show. Specifically, our legitimate interest stems from the fact that the collection and processing of this data supports and facilitates the organisation and realisation of the Research & Results trade show, and to some extent makes it possible for the trade show to continue to operate in the first place.
In the assessment of legitimate interest we also proceed on the assumption that trade show participants know, as a result of our policy of transparency, that the trade show could not continue to operate without their readiness to allow the data to be processed and passed on to the exhibitors, or that we would otherwise have to charge unreasonably high entry fees, which would then stop the majority of those interested from ever returning to the trade show. Data processing is therefore carried out not only in the interests of the data controller, but also at least to the same degree in the interests of individual participants and thereby, in turn, all participants of the trade show. 4. Storage duration In cases where data is processed to perform a contract
In cases where we store data to perform a contract, we store the data at least until the respective trade show is over and no claims can be made against us relating to participation in or the realisation of the trade show. Since we know from statistical surveys that many participants visit the trade show every three years, rather than annually, we process your data for these purposes for at least three years after the end of the last Research & Results trade show for which you have registered.
Even after the end of this period, we may continue to process the data initially stored on the basis of performing a contract, and that we do so on the basis of a legitimate interest by way of a change of purpose. In that respect we will observe the requirements laid out in Article 6 Par. 4 GDPR.
We shall store the data of the accredited press representatives until the next trade fair in order to inform them about the new trade fair date and to invite them to register for accreditation. In cases where data is processed on the basis of a legitimate interest
We store data collected on the basis of a legitimate interest until that legitimate interest ceases to apply, until the assessment of the legitimate interest comes to a different conclusion, or until you successfully file an objection pursuant to Article 21 GDPR (see note in clause 7 of this document) and we have, apart from that, no other justification for continuing to process the data, which can be the case despite such an objection. Note on retention and storage obligations
If we have a duty to store certain data for longer periods pursuant to Article 6 Par. 1 Point c GDPR due to the retention and documentation requirements laid out in tax and commercial laws, we store such data for the duration of the statutory periods.
In addition, there may be other legal duties governing data processing and data storage, for example in the case of municipal, state or other funding programmes that stipulate certain data processing, e.g. for verification purposes. Here too we have the right to continue to process data pursuant to Article 6 Par. 1 Point c GDPR. 5. Passing on data
We pass on the personal data of visitors to our Research & Results trade show to the respective trade show exhibitors. Email addresses are expressly not passed on. You’ll find a list of exhibitors in the trade fair exhibitor directory, which also includes their contact details. The current list of exhibitors can also be seen here: https://www.research-results.com/trade-show/list-of-exhibitors/index.html
Personal data is also passed on to the following service providers and partners as part of the work of organising and realising the trade show. Under the company name you’ll find the reason or purpose for passing on the data:
- convey Information Systems GmbH, Leonrodstraße 68, 80636 Munich: delivery of advertising mailing lists for email and post, data collection when registering through convey’s IT systems, production of visitor and exhibitor passes, scanning visitors when they enter halls and workshops, preparation of visitor lists to be passed on to exhibitors
- Mafokonzept, Wittelsbacherstraße 5, 82319 Starnberg: handling company and workshop profiles, producing and distributing visitor lists for exhibitors, stand personnel, queries about exhibitor passes, email correspondence with exhibitors
- ProFairs, Waldblumenstraße 48, 75334 Straubenhardt: operator of trade fair software into which exhibitors can enter their company profiles. This information is then automatically published on our website via an interface. This data is also published in the trade fair catalogue.
- Mailingwork GmbH, Schönherrstraße 8, 09113 Chemnitz: provision of a system for sending out emails and newsletters, administration of recipient lists
- Brain Pirates GmbH, Bruggspergerstraße 27, 81545 Munich: handling newsletter distribution lists/email advertising, access to social media accounts, access to our website and website maintenance (CMS)
- Agentur zur schönen Gärtnerin, Kidlerstr. 10, 81379 Munich: web agency with access to the website on a programming level and therefore also to the registration data of trade fair visitors
- trinity networks Mühl GbR, Eversbuschstraße 100, 80999 Munich: IT service provider, maintenance of all programs and servers
These recipients are authorised to use the data we pass on to them exclusively for the above-stated purposes. 6. Rights of the data subject
You have the right:
- Pursuant to Art. 7 Par. 3 GDPR: to withdraw previously given consent at any time. This will mean that we cannot continue in future with the data processing that was carried out on the basis of this consent;
- Pursuant to Art. 15 GDPR: the right to receive information about the personal data about you that we process. In particular, you can request information about the purpose of processing the data, the category of the personal data, the categories of recipients to which your data is being or has been disclosed, the envisaged period for which the data will be stored, the existence of a right to rectification, deletion, restriction of processing or objection, the existence of a right to lodge a complaint, information about the origin of your data if it was not collected by us, as well as the existence of automated decision-making including profiling and, if applicable, meaningful information about the logic involved;
- Pursuant to Art. 16 GDPR: the right to demand the rectification of inaccurate or the completion of incomplete personal data we store about you without delay;
- Pursuant to Art. 17 GDPR: the right to the erasure of the personal data we store about you, as long as it is not necessary to process the data in order to exercise the right to freedom of expression and information, to fulfil a legal duty, or if it is in the public interest to do so, or to assert, exercise or defend legal claims;
- Pursuant to Art. 18 GDPR: the right to restrict the extent to which your personal data is processed if the accuracy of the data is contested by you, if the processing is unlawful but you oppose its deletion, or if we no longer need the data but you need it to assert, exercise or defend legal claims, or you have objected to processing pursuant to Article 21 GDPR;
- Pursuant to Art. 20 GDPR: the right to receive the personal data that you have provided us with in a structured, commonly used and machine-readable format, or the right to transmit that data to another data controller; and
- Pursuant to Art. 77 GDPR: the right to lodge a complaint with a supervisory authority. As a rule you can turn to the supervisory authority in your place of habitual residence or workplace, or the supervisory authority governing our registered office.
To exercise any of these rights, simply send an email to email@example.com.
7. Right to object
If your personal data is being processed on the basis of legitimate interests in accordance with Article 6 Paragraph 1 Point f GDPR, you have the right – in accordance with Article 21 GDPR – to object to the processing of your personal data on grounds relating to your particular situation. If you would like to assert your right to object, please send an email to firstname.lastname@example.org
Revision: August 29, 2018