a) Training registration
If you want to register for a training, we collect the following mandatory data:
- Name, first name,
- Company,
- Address,
- Email address.
The purpose of processing the mandatory data is to identify you as training participant, to check the provided data for plausibility, to reserve a spot for your participation and to establish a contractual relationship with you.
We also require your data in order to prepare name badges and lists of participants for other participants, as applicable, and to supply you with training information before, during, and after the training. This is done to ensure optimal participation for you and to allow us to plan the training and ensure that it goes smoothly.
We need your payment information to process the participation fee.
Further information can be provided voluntarily. Voluntary data allow us to plan and conduct the training in accordance with participants’ interests.
We process data at your request and for the purposes described by Art. 6 (1) lit. b GDPR to fulfill the obligations of the participation agreement and to execute precontractual provisions.
We will use your email address to inform you about similar trainings organized by us in the future only if you have expressly consented to this use of your email address or if we have informed you thereof separately when collecting your email address and have pointed out your right to object to this use at any time. To the extent that this use is not based on consent, the processing takes place on the basis of Art. 6 (1) lit. f GDPR. This may be the case in a business customer relationship if you are an existing customer, the product or service is similar, and we have informed you that you can object to the processing at any time. We have a legitimate interest in notifying our participants of other trainings also organized by us.
In the case of trainings for which a fee is charged, the personal data we collect for the training are, in principle, stored until the end of the standard limitation period of three years after the end of the year in which the training was held, and the data are erased after that. In the case of free trainings, we erase the personal data collected by us no later than six months after the training was held. Storage beyond the respective period stated takes place only if and to the extent that:
- we are obligated to store the data for a longer period pursuant to Art. 6 (1) lit. c GDPR based on statutory obligations of storage and documentation (especially Sec. 147 of the German Fiscal Code (AO)). In this case, the data are stored only to the extent required by the retention obligation.
- you have consented to storage beyond that pursuant to Art. 6 (1) lit. a GDPR.
- we use your email address, subject to the requirements set out in Sec. 7 (3) of the German Act Against Unfair Competition (UWG), to inform you of future trainings by email. In this case, we store your email address and your first and last names until you object to processing for this purpose..
To accept training registrations from our online visitors, we have commissioned the service provider Mailingwork GmbH, Birkenweg 7, 09569 Oederan (“Mailingwork”). The purpose of working with the service provider is the professional management of online registrations. This service requires storing the collected data on the servers of Mailingwork in Germany.
We have entered into a data processing agreement with Mailingwork. By signing this contract with us, Mailingwork agrees to process the data on our behalf pursuant to the General Data Protection Regulation (GDPR) and to ensure that the rights of the data subjects are protected.
b) Participation in an online training
If the training in which you participate is not on-site, but rather online (e.g., via video- and/or audioconference), the following instructions shall also apply.
To conduct the online training, we use a technical service provider as processor, which processes the data according to our instructions.
In connection with participation in the online training the following data may be collected:
- Access data: e.g., an individualized link through which you dial into the online training.
- Content data: Contents of your contributions, e.g., in chats or in votes or files released by you. Image or sound recordings of you will be made only if and to the extent that you have separately consented to this in advance (Art. 6 (1) lit. a GDPR). The purpose as well as your consent to recording will be documented within the recording.
- Profile data: Data about yourself that you have voluntarily released in connection with the online training; for example, your name or your profile photo. Profile data are used for personalization, for tailoring contents to the interests of the public and for a more personal style of communication.
- Dial-in data: This includes, for example, the date and time of your dial-in to the conference and the time you leave it.
- Support /Feedback data: Information in connection with the handling of any troubleshooting tickets or feedback.
- Telemetry data: These include diagnostic data in connection with the use of the service, including the transmission quality. These data serve to improve troubleshooting, securing, and updating technical service and its monitoring. The legal basis is Art. 6 (1) lit. f GDPR. Our legitimate interests are the provision of a secure and error-free service for online trainings.
Unless otherwise specified, the processing of the data is done for the technical and content-related execution of the online training, i.e., for the performance of the contract (Art. 6 (1) lit. b GDPR) and we delete the data after 90 days at the latest.
During the conference, the following information is visible to other participants who are not the organizer: Your name, profile photo and your chat contributions.
We do not record whether you participated attentively in the training (e.g., whether you opened windows other than that of the online training, during the training).
If the online training takes place using the “Microsoft Teams” service, the following shall also apply:
The technical service provider is Microsoft Ireland Operations Ltd. in Dublin, Ireland (Microsoft), which works for us as a processor. Data storage takes place in the Microsoft Cloud, specifically in computing centers in the European geographic space. It is not anticipated to transmit personal data to a third country for reasons related to the operation of Microsoft Teams. Should you dial in from a third country, the processing ordered by us will be done using European computer centers in this case as well.
In providing the service Microsoft captures certain diagnostic and service data and uses these on its own authority for its own purposes. To the extent that Microsoft processes personal data in connection with its own legitimate business processes, Microsoft is the independent controller within the meaning of the GDPR for such processing. Particulars concerning the processing by Microsoft may be found at https://docs.microsoft.com/de-de/microsoftteams/teams-privacy
You may also participate in an online training based on Microsoft Teams even without your own Microsoft user account. If you do use your own Microsoft user account to participate, then additional data pursuant to the provisions of your Microsoft user account may be processed.
c) Subscribing to the newsletter in the context of the training
In the context of the training, you have the option to register to receive our regular newsletter. You can do this either online when registering for the training or directly at the training itself by entering your email address in a form intended for this purpose.
Once you have subscribed, you will receive a registration notification by email, which you need to confirm to receive the newsletter (so-called double opt-in). Your email response serves as confirmation that you are in fact the person who initiated the subscription.
We will send you the newsletter exclusively if you have given your express consent pursuant to Art. 6 (1) lit. a GDPR.
You may unsubscribe at any time, e.g. via a link at the end of each newsletter. Alternatively, you may also unsubscribe by email via datenschutz@zv.fraunhofer.de.
Your email address is erased without delay after you withdraw your consent to receive the newsletter, unless you have consented to storage beyond that pursuant to Art. 6 (1) lit. a GDPR or unless such storage is necessary, pursuant to Art. 6 (1) lit. b GDPR, for the performance of the contract.