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Data Privacy Policy Event Management & Sponsorship

Data Protection Information
on Event Management and Sponsorship
of Zühlke Engineering 

 

In the context of event management and sponsorship, Zühlke processes personal data.

Below you find information on the controller, the representative and the data protection officer of the controller (Section A) as well as on your rights regarding the processing of your personal data (Section B).

Below you also find information on the processing of your personal data (Section C) in context with event management and sponsorship.

TABLE OF CONTENTS

A...... Information on the controller 3

I.          Identity and contact details of the controller. 3

II.         Contact details of the controller’s data protection officer 3

B....... Information on the rights of data subjects. 4

I.          Right of access. 4

II.         Right to rectification. 5

III.       Right to erasure (“right to be forgotten”) 5

IV.       Right to restriction of processing. 6

V.        Right to data portability. 6

VI.       Right to object. 7

VII.     Right to withdraw consent 8

VIII.    Right to lodge a complaint with a supervisory authority. 8

C....... Information on the processing of personal data. 9

I.          Event management and Sponsorship. 10

D...... Effective date of and changes to this Data Protection Information. 16

A.  Information on the controller

I.  Identity and contact details of the controller

Zühlke Engineering AG, Wiesenstrasse 10a, 8952 Schlieren, Switzerland (ZCH)

Zühlke Engineering GmbH, Düsseldorfer Str. 38, 65760 Eschborn, Germany (ZDE)

Zühlke Engineering (Austria) GmbH, Rivergate, Handelskai 92, 1200 Vienna, Austria (ZAT)

Zuhlke Engineering Ltd, 80 Great Eastern Street, London EC2A 3JL, United Kingdom (ZUK)

Zuhlke Engineering d.o.o., Bulevar Milutina Milankovića 1ž, 11070 New Belgrade, Serbia (ZRS)

 

II.  Contact details of the controller’s data protection officer

Zühlke Engineering GmbH, Data Protection Office, Düsseldorfer Str. 38, 65760 Eschborn, Germany; E-Mail: dataprotection@zuehlke.com

B.  Information on the rights of data subjects

As a data subject, you have the following rights with regard to the processing of your personal data:

  • Right of access (Article 15 of the General Data Protection Regulation)
  • Right to rectification (Article 16 of the General Data Protection Regulation)
  • Right to erasure (“right to be forgotten”) (Article 17 of the General Data Protection Regulation)
  • Right to restriction of processing (Article 18 of the General Data Protection Regulation)
  • Right to data portability (Article 20 of the General Data Protection Regulation)
  • Right to object (Article 21 of the General Data Protection Regulation)
  • Right to withdraw consent (Article 7 paragraph 3 of the General Data Protection Regulation)
  • Right to lodge a complaint with a supervisory authority (Article 57 paragraph 1 point f of the General Data Protection Regulation)

You may contact our data protection officer (Section A.III.) for the purpose of exercising your rights.

Where applicable, you find information on any specific modalities and mechanisms which facilitate the exercise of your rights, in particular the exercise of your rights to data portability and to object, in the information on the processing of personal data in Section C of this Data Protection Information.

Below you find more detailed information on your rights with regard to the processing of your personal data:

I.  Right of access

As a data subject, you have a right to obtain access and information under the conditions provided in Article 15 of the General Data Protection Regulation.

This means in particular that you have the right to obtain confirmation from us as to whether we are processing your personal data. If so, you also have the right to obtain access to the personal data and the information listed in Article 15 paragraph 1 of the General Data Protection Regulation. This includes information regarding the purposes of the processing, the categories of personal data that are being processed and the recipients or categories of recipients to whom the personal data have been or will be disclosed (points (a), (b) and (c) of Article 15 paragraph 1 of the General Data Protection Regulation).

You can find the full extent of your right to access and information in Article 15 of the General Data Protection Regulation, which can be accessed using the following link: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679.

II.  Right to rectification

As a data subject, you have the right to rectification under the conditions provided in Article 16 of the General Data Protection Regulation.

This means in particular that you have the right to receive from us without undue delay the rectification of inaccuracies in your personal data and completion of incomplete personal data.

You can find the full extent of your right to rectification in Article 16 of the GDPR, which can be accessed using the following link: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679.

III.  Right to erasure (“right to be forgotten”)

As a data subject, you have a right to erasure (“right to be forgotten”) under the conditions provided in Article 17 of the General Data Protection Regulation.

This means that you have the right to obtain from us the erasure of your personal data and we are obliged to erase your personal data without undue delay when one of the reasons listed in Article 17 paragraph 1 of the General Data Protection Regulation applies. This can be the case, for example, if personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed (point (a) of Article 17 paragraph 1 of the General Data Protection Regulation).

If we have made the personal data public and are obliged to erase it, we are also obliged, taking account of available technology and the cost of implementation, to take reasonable steps, including technical measures, to inform controllers which are processing the personal data that you have requested the erasure by such controllers of any links to, or copy or replication of those personal data (Article 17 paragraph 2 of the General Data Protection Regulation).   

The right to erasure (“right to be forgotten”) does not apply if the processing is necessary for one of the reasons listed in Article 17 paragraph 3 of the General Data Protection Regulation. This can be the case, for example, if the processing is necessary for compliance with a legal obligation or for the establishment, exercise or defence of legal claims (points (a) and (4) of Article 17 paragraph 3 of the General Data Protection Regulation).

You can find the full extent of your right to erasure (“right to be forgotten”) in Article 17 of the GDPR, which can be accessed using the following link: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679.

IV.  Right to restriction of processing

As a data subject, you have a right to restriction of processing under the conditions provided in Article 18 of the General Data Protection Regulation.

This means that you have the right to obtain from us the restriction of processing if one of the conditions provided in Article 18 paragraph 1 of the General Data Protection Regulation applies. This can be the case, for example, if you contest the accuracy of the personal data. In such a case, the restriction of processing lasts for a period that enables us to verify the accuracy of the personal data (point (a) of Article 18 paragraph 1 of the General Data Protection Regulation).

Restriction means that stored personal data are marked with the goal of restricting their future processing (Article 4 paragraph 3 of the General Data Protection Regulation).

You can find the full extent of your right to restriction of processing in Article 18 of the GDPR, which can be accessed using the following link: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679.

V.  Right to data portability

As a data subject, you have a right to data portability under the conditions provided in Article 20 of the General Data Protection Regulation.

This means that you generally have the right to receive your personal data with which you have provided us in a structured, commonly used and machine-readable format and to transmit those data to another controller without hindrance from us if the processing is based on consent pursuant to point (a) of Article 6 paragraph 1 or point (a) of Article 9 paragraph 2 of the General Data Protection Regulation or on a contract pursuant to point (b) of Article 6 paragraph 1 of the General Data Protection Regulation and the processing is carried out by automated means (Article 20 paragraph 1 of the General Data Protection Regulation).

You can find information as to whether an instance of processing is based on consent pursuant to point (a) of Article 6 paragraph 1 or point (a) of Article 9 paragraph 2 of the General Data Protection Regulation or on a contract pursuant to point (b) of Article 6 paragraph 1 of the General Data Protection Regulation in the information regarding the legal basis of processing in Section C of this Data Protection Information.

In exercising your right to data portability, you also generally have the right to have your personal data transmitted directly from us to another controller if technically feasible (Article 20 paragraph 2 of the General Data Protection Regulation).

You can find the full extent of your right to data portability in Article 20 of the General Data Protection Regulation, which can be accessed using the following link: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679.

VI.  Right to object

As a data subject, you have a right to object under the conditions provided in Article 21 of the General Data Protection Regulation.

At the latest in our first communication with you, we expressly inform you of your right, as a data subject, to object.  

More detailed information on this is given below:

1.  Right to object on grounds relating to the particular situation of the data subject

As a data subject, you have the right to object, on grounds relating to your particular situation, at any time to processing of your personal data which is based on point (e) or (f) of Article 6 paragraph 1, including profiling based on those provisions.

You can find information as to whether an instance of processing is based on point (e) or (f) of Article 6 paragraph 1 of the General Data Protection Regulation in the information regarding the legal basis of processing in Section C of this Data Protection Information.

In the event of an objection relating to your particular situation, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.

You can find the full extent of your right to objection in Article 21 of the General Data Protection Regulation, which can be accessed using the following link: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679.

2.  Right to object to direct marketing

Where your personal data are processed for direct marketing purposes, you have the right to object at any time to processing of your personal data for such marketing, which includes profiling to the extent that it is related to such direct marketing.

You can find information as to whether and to what extent personal data are processed for direct marketing purposes in the information regarding the legal basis of processing in Section C of this Data Protection Information.

If you object to processing for direct marketing purposes, we no longer process your personal data for these purposes.

You can find the full extent of your right to objection in Article 21 of the General Data Protection Regulation, which can be accessed using the following link: http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679.

3.  Right to withdraw consent

Where an instance of processing is based on consent pursuant to point (a) of Article 6 paragraph 1 or point (a) of Article 9 paragraph 2 of the General Data Protection Regulation, as a data subject, you have the right, pursuant to Article 7 paragraph 3 of the General Data Protection Regulation, to withdraw your consent at any time. The withdrawal of your consent does not affect the legitimacy of the processing that occurred based on your consent until the withdrawal. We inform you of this before you grant your consent.

You can find information as to whether an instance of processing is based on point (a) of Article 6 paragraph 1 or point (a) of Article 9 paragraph 2 of the General Data Protection Regulation in the information regarding the legal basis of processing in Section C of this Data Protection Information.

4.  Right to lodge a complaint with a supervisory authority

As a data subject, you have a right to lodge a complaint with a supervisory authority under the conditions provided in point (f) of Article 57 paragraph 1 of the General Data Protection Regulation.

C.  Information on the processing of personal data

Insofar as we, as controller, alone or jointly with others, determine the purposes and means of the processing of personal data, you will find information below in particular on

  • the personal data or categories of personal data concerned,
  • the purposes for which the personal data are intended to be processed,
  • the legal basis for the processing and, where the processing is based on point (f) of Article 6 paragraph 1 of the General Data Protection Regulation, the legitimate interests pursued by us or by a third party,
  • the recipients or categories of recipients of the personal data, if any,
  • where applicable, the fact that we intend to transfer personal data to a third country or international organisation and the existence or absence of an adequacy decision by the EU Commission, or in the case of transfers referred to in Article 46 or 47 of the General Data Protection Regulation, or the second subparagraph of Article 49 paragraph 1 of the General Data Protection Regulation, reference to the appropriate or suitable safeguards and the means by which to obtain a copy of them or where they have been made available,
  • the period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period,

Where we obtain your personal data from you as the data subject, you also find below information on whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failure to provide such data.

Where we do not obtain personal data from you as the data subject, you will also find below information on from which source the personal data originate, and if applicable, whether it came from publicly accessible sources.

I.  Event management and sponsorship

Zühlke organises its own events and lectures. Zühlke also sponsors or participates in external events. For the purpose of planning, organising and conducting its own events and sponsoring external events, Zühlke processes the personal data of (potential) participants, external speakers, employees of catering and event service providers and members of the press.

Below you will find more detailed information on this:

1.  Details on the personal data processed

 

Categories of personal data processed

Personal data included in the categories

Sources of the data

Obligation to provide the data

Storage period

Contact details of (potential) participants

First name, surname, address, email address, title, gender, position, company, industry sector.

The information is provided by the participants themselves.

For business contacts, this information is required to conclude future contracts.

For event participants, the data is needed to identify the respective participant. Without this information, we cannot grant entry to the events.

 

​​​​​​​​​​​​​​We only store data for as long as we need it for the relevant processing goal and/or as long as there are legal retention obligations we must fulfil.

Contact details of external speakers

First name, surname, address, email address, title, gender, position, company, industry sector.

The information is provided by the speakers themselves.

The provision of the personal data is required to conclude a contract.

​​​​​​​We only store data for as long as we need it for the relevant processing goal and/or as long as there are legal retention obligations we must fulfil.

Contact details of members of the press

First name, surname, address, email address, telephone number, news-related interests.

The information is provided by the speakers themselves.

The provision of the personal data is required in order to receive an invitation to report from a Zühlke event.

​​​​​​​We only store data for as long as we need it for the relevant processing goal and/or as long as there are legal retention obligations we must fulfil.

Contact details of management staff at the catering and event service providers

First name, surname, address, email address, telephone number.

The information is provided by the catering event service providers themselves.

The provision of the personal data is required in order to enable the provision and billing of the services.

​​​​​​​We only store data for as long as we need it for the relevant processing goal and/or as long as there are legal retention obligations we must fulfil.

Billing details of participants

Billing address

The information is provided by the participants themselves.

The provision of the personal data is necessary to allow participation. The data subject is obliged to provide the personal data required for billing.

​​​​​​​We only store data for as long as we need it for the relevant processing goal and/or as long as there are legal retention obligations we must fulfil.

Payment details of external speakers

Bank account details

The information is provided by the speakers themselves.

The data subject is obliged to provide the personal data required for billing.

​​​​​​​We only store data for as long as we need it for the relevant processing goal and/or as long as there are legal retention obligations we must fulfil.

​​​​​​​​​​​​​​2.  Details on the processing of the personal data

Purposes of the processing of the personal data

Categories of personal data processed

Automated decision-making

Legal basis and, where applicable, legitimate interests

Recipients

Invitation of (potential) participants, external speakers and members of the press to events

Contact details of (potential) participants, external speakers and members of the press.

No automated decision-making takes place.

Balancing of interests (article 6 (1) section f of the General Data Protection Regulation).

Our legitimate interest is the maintenance of business relationships, the positioning of Zühlke as an innovation partner and the promotion of brand awareness.

Zühlke Event Management

Zühlke Management

Cooperation with catering and event service providers for planning, organising and carrying out own events

Contact details of management staff at the catering and event service providers.

 

No automated decision-making takes place.

Balancing of interests (article 6 (1) section f of the General Data Protection Regulation). Our legitimate interest is the execution of the contract with the respective catering and event service provider in respect of catering and event services.

Zühlke Event Management

Cooperation with members of the press for planning, organising and carrying out own events

Contact details of members of the press.

 

No automated decision-making takes place.

Balancing of interests (article 6 (1) section f of the General Data Protection Regulation).

Our legitimate interest is the positioning of Zühlke as an innovation partner and the promotion of brand awareness.

Zühlke Event Management and Press Spokesperson

Cooperation with external speakers for planning, organising and carrying out own events

Contact details of external speakers.

No automated decision-making takes place.

Fulfilment of a contract in which a contractual party is the data subject (Article 6 (1) point b of the General Data Protection Regulation).

Zühlke Event Management

Planning and organisation of own events.

To prepare for the events, employees involved in the events receive the participant list for the relevant event.

To manage the events, we use an event management system provided by a specialised event management system provider.

Contact details of (potential) participants and external speakers.

No automated decision-making takes place.

Balancing of interests (article 6 (1) section f of the General Data Protection Regulation). Our legitimate interest is the planning and organisation of own events.

Zühlke employees, event management system provider

Execution of own events to fulfil a contract with participants or their employers in respect of participation in the event.

 

Contact details of participants.

 

No automated decision-making takes place.

To the extent that we process a participant's data in order to fulfil the contract with the respective participant regarding participation in an event, the legal basis is the fulfilment of a contract for which a contracting party is the data subject (Article 6 (1) point b of the General Data Protection Regulation). 

To the extent that we process a participant's data in order to fulfil the contract with the employer of the respective participant regarding participation in an event, the legal basis is a balancing of interests (Article 6 (1) point f of the General Data Protection Regulation). Our legitimate interest is the fulfilment of the contract with the relevant employer.

Zühlke employees

Billing of participants for participation in own events

Contact details of participants, billing details of participants

No automated decision-making takes place.

Fulfilment of a contract in which a contractual party is the data subject (Article 6 (1) point b of the General Data Protection Regulation).

Zühlke Event Management and F&C

Handling of payments made to external speakers for own events

Contact details of external speakers, payment details of external speakers

No automated decision-making takes place.

Fulfilment of a contract in which a contractual party is the data subject (Article 6 (1) point b of the General Data Protection Regulation).

Zühlke Event Management and F&C

Sponsorship of external events

Contact details of participants

No automated decision-making takes place.

Fulfilment of a contract with the external organiser, the contractual party of which is the data subject (Article 6 (1) point b of the General Data Protection Regulation).

Zühlke employees who take part in the relevant event and Zühlke Event Management

 

​​​​​​​​​​​​​​3.  Details on the recipients of the personal data and details on the transfer of personal data to a third country and/or international organisation

 

Recipient

Recipient’s role

Recipient’s location

Adequacy decision or appropriate or suitable safeguards for transfers to third countries and/or international organisations

Zühlke employees

Division of the data controller

Switzerland

Adequacy decision: http://eur-lex.europa.eu/legal-content/DE/ALL/?uri=CELEX%3A32000D0518

Event management system provider

Swisscom Event & Media Solutions AG, Binzstrasse 7, 8045 Zürich

Data processor

Switzerland

 

Adequacy decision: http://eur-lex.europa.eu/legal-content/DE/ALL/?uri=CELEX%3A32000D0518

Event management system provider ZRS:

Meetup, 632 Broadway, New York, NY 10012

Data processor

USA

 

D.  Effective date of and changes to this Data Protection Information

The effective date of this Data Protection Information is May, 25th 2018.

It may be necessary to modify this Data Protection Information due to technical developments and/or amendment of statutory or official requirements.

An up-to-date version of this Data Protection Information can be retrieved at any time at https://www.zuehlke.com/ch/en/legal/privacy-policy-eventmanagement/.