Digital Event Registration Privacy Policy STRAT 23
With this Privacy Policy, we would like to inform you about data processing within the scope of your registration for this year’s STRAT23 and in relation to your participation in the event, which will held both in-person at the Messe Stuttgart as well as in a digital format.
Published by:
Bechtle AG
Bechtle Platz 1
74172 Neckarsulm, Germany
Contact: kontakt@bechtle.com, +49 7132 9810
Data Protection Officer contact: privacy@bechtle.com
I. Data processing within the scope of your registration
Purpose and legal basis for data processing
When you register for the event, the following form fields are pre-filled with the information associated with your personal invitation link:
• Last name, first name
• Company
• E-mail
These data are required to complete registration and without them, it is not possible for you to participate in the event. The legal basis for this is Art. 6 Para. 1(b) GDPR for the purpose of STRAT23 participant management.
In addition, we collect the following information:
• Job title
• Age group (optional)
By collecting these data, we are able to analyse who will be attending and use this information in particular to optimise similar events held in the future within the scope of Bechtle AG’s legitimate interest pursuant to Art. 6 Para. 1(f) GDPR.
For those taking part in-person, the following data will also be collected:
• Dietary requirements (optional)
• Translation requirement (yes/no)
• Parking space requirement (yes/no)
By collecting these data, we are able to take into consideration any intolerances/allergies when catering for the event, plan for any potential language barriers and assess the parking situation. The legal basis for collecting these data is, first and foremost, your consent (Art. 6 Para. 1(a) GDPR) and Bechtle AG’s legitimate interest in collect said data (Art. 6 Para. 1(f) GDPR
For registration purposes, we rely on services provided by gastwerk! Teilnehmermanagement GmbH Theodorstraße 41 / Haus P, 22761 Hamburg, Germany, which receives access to your personal data.
To complete registration, your details (name, company, e-mail) will also be transferred to rooom AG, Löbstedter Str. 47a, 07749 Jena, Germany, which is responsible for providing the virtual platform.
All third-party service providers have signed the relevant agreements to ensure data protection.
Once you submit the registration form, you will receive a randomly generated password (ticket code) via e-mail from gastwerk!, which you can use to complete the registration process.
Retention period
Data collected in the context of your registration are stored for 30 days after the event and subsequently erased or anonymised in such a way that it is impossible to infer your person.
Other data collection / user tracking
For reasons of technical security and in particular to block attacks on our web server, we also collect the following data when you visit our registration page:
• the browser type and language;
• the IP address of the computer used to access the site;
• the server requests (e.g. page views) including time stamps; and
• the referral URL (i.e. the address of the previous website that you visited, if you came to our site by following a hyperlink from there).
The legal basis for collecting these data is our legitimate interest in the security and functionality of our website (Art. 6 Para. 1(f) GDPR).
No services analysing user behaviour are enabled on the registration page.
II. Data processing – Virtual platform
When taking part digitally, various data may be collected, an overview of which is given below.
The virtual platform offers a variety of ways for visitors to communicate and interact and we would like to inform you about the data processing associated with these functionalities.
Please note that you are also able to take steps to protect your data when you participate in the event so as not to disclose your identity to other attendees. These include:
- Disabling the camera
- Disabling the microphone
Please be aware that by doing the above, you may not be able to make use of all available functions.
Data processing within the scope of your profile
Once your registration is complete, a profile will be created on the virtual platform which serves as your virtual business card you can then use to network with other participants. The legal basis for this is Art. 6 Para. 1(b) GDPR.
Platform security and functionality / Logfiles
To ensure the security and functionality of the virtual platform, the following data will be collected during your visit:
• the browser type and language;
• the IP address of the computer used to access the site;
• the server requests (e.g. accessed pages) including time stamps
The legal basis for collecting these data is our legitimate interest in the security and functionality of the virtual platform (Art. 6 Para. 1(f) GDPR).
On demand videos / Live streaming
During the live event, you will have the possibility to view on-demand videos and take part in live stream events. The content required for this is provided by the service provider, Vimeo, in the form of embedded content.
In order to be able to view content provided by Vimeo, we require your consent (Art. 6 Para. 1(a) GDPR), which you can give in your user profile settings. You are hereby giving consent to your IP address being sent to Vimeo (Vimeo, LLC555 West 18th Street New York, NY 10011 United States), and to Vimeo installing browser cookies on your system. For your convenience, your consent is valid for 30 days and saved in a local storage object in your browser cache.
You may revoke your consent at any time with effect for the future by deleting the cookies in your browser settings, or by e-mail to privacy@bechtle.com. Please note that you will only be able to access on demand and live stream content if you have given your consent.
Please note that this service may transfer collected data to third countries outside of the European Union and the European Economic Area, which may not offer a suitable level of data protection (USA). In this case, there is a risk that your data will be processed by US authorities for purposes of control and surveillance, and you may not be entitled to legal recourse. We do, however, take all possible and necessary measures in accordance with Art. 44 et seqq GDPR to ensure the level of protection guaranteed by the GDPR in the third country.
Interactive surveys
We may conduct interactive surveys / quizzes during the live streams. Your participation in these is voluntary and anonymous although you do have the option to provide your name if you wish. To conduct surveys, we use a solution provided by sli.do [sli.do s. r. o., Vajnorská 100/A, 831 04 Bratislava, Slovakia (European Union)] with whom we have concluded all relevant agreements to ensure data protection.
During these surveys, we will collect and process data on voting results (number of votes and percentage distribution). Your participation in surveys is voluntary. The legal basis for data collection in the context of surveys is your consent pursuant to Art. 6 Para. 1(a) GDPR. This can be revoked at any time by e-mailing privacy@bechtle.com.
Communication and networking
• a) Chat
You will have to option of communicating with other participants using the chat feature provided by rooom AG. In this case, the following data will be collected and processed: First name, last name, message
The legal basis for data processing in the context of chats is Art. 6 Para. 1(b) GDPR.
The data are stored for a duration of 30 days before being deleted.
• b) Round tables
You will also have the opportunity to take part in round table discussions on various topics. When joining one of these round tables, your camera will be turned on by default. You can of course turn your camera off again in the settings.
Round table functionality relies on Jitsi, which is a locally embedded service run by our service provider, rooom AG, and hosted on German servers in the Amazon cloud.
Bechtle AG will not record round-table discussions.
User tracking
We will not track any information pertaining to your person as you visit our platform. We will, however, collect the following general information for the purposes of analysis:
- Total number of visitors to the platform on the day of the event and on the subsequent on-demand days
- Total number of live stream viewers
- Total number of times on-demand videos are viewed
These data are processed within the scope of our legitimate interest to generate statistics for the continuous improvement of our services (Art. 6 Para. 1(f) GDPR).
Image wall
During the event, you will have the opportunity to upload photos and videos and give feedback.
By uploading photos, you agree that these may be used by Bechtle for internal event-related communications. The legal basis is Art. 6 Para. 1(a) GDPR.
Bechtle AG will not publish this information for the public (e.g. on social media).
You may revoke your consent at any time with effect for the future by e-mailing privacy@bechtle.com.
This information will be stored for a period of 30 days after the event and subsequently erased / anonymised.
III. Data processing within the scope of in-person participation
When taking part in-person, the following data are collected.
It is planned to take photos and video footage at the event, which may be published on our social media channels (Facebook, Twitter, Instagram, YouTube, LinkedIn, Xing), intranet, our website and in Bechtle publications (e.g. customer magazine or newsletter).
These images and footage will not be passed on to third parties except in the cases mentioned above, and will only be used for the above-mentioned purpose. Please be aware that photos and videos published on the internet can be accessed worldwide and we cannot exclude that these may be obtained and processed by third parties and that publication on social media can mean that data is transmitted to countries outside the EU.
Bechtle AG’s legitimate interests in taking and publishing photos and video footage are for documenting and marketing the respective event (Art. 6 Para. 1(f) GDPR).
You have the right to object to the processing of your personal data as detailed above in accordance with Art. 21 Para. 1 S. 1 GDPR. To exercise your right to object, please contact us at privacy@bechtle.com before the event if possible. You may of course exercise your right to object by talking to us in person on site.
Your consent (Art. 6 Para. 1(a) GDPR) can also present a legal basis for the possible publication of photos and videos.
Consent to the use of images is voluntary and can be revoked with effect for the future by e-mail to privacy@bechtle.com.
Your data are deleted as soon as they are no longer required for the above purposes or you have revoked your consent.
Your rights as a data subject
As a subject of the data we collect and process, you are entitled to exercise certain rights:
• The right of access (Art. 15 GDPR)
• The right to erasure (Art. 17 GDPR)
• The right to rectification (Art. 16 GDPR)
• The right to data portability (Art. 20 GDPR)
• The right to restriction of processing (Art. 18 GDPR)
• The right to object (Art. 21 GDPR)
To exercise these rights, please contact: privacy@bechtle.com. You may also contact us via this e-mail address if you have any questions about data processing in our company. You also have the right to appeal to a data protection supervisory authority.
Additional information
For more information on data processing at Bechtle AG, we refer you to our comprehensive Privacy Policy available at https://www.bechtle.com/de-en/privacy-policy.
The Privacy Policies of gastwerk! Teilnehmermanagement GmbH and rooom AG can be found at https://www.gastwerkevent.de/datenschutz/ and https://www.rooom.com/sites/privacy.