Information on Data Protection for Participants

Information on data protection according to Art 13 DS-GVO for data subjects (participation in an event, conference, gathering on Kasama including recording)

The following information provides you with an overview of how we process your personal data and of your rights.


I. Responsible party and contact details of the data protection officer

Responsible officer for the processing:

VRTLZE Virtualize UG (limited liability)

Koenigsallee 75B

14193 Berlin

Tel.: +49 30 40368282

E-mail: info@vrtlze.de


II. Purposes, legal basis, legitimate interests


Purposes:

Specifically, your personal data is processed for the following purposes:


  • Processing the registration

  • Enquiry processing

  • Implementation of communication

  • Processing for the performance of pre-contractual obligations

  • Processing in the context of the performance of a contract


The Kasama Conference hosted by VRTLZE, will be fully recorded. This means that if you participate in the Kasama conference, image recordings will be made of your avatar with your freely chosen username, as well as audio recordings of you. Specifically, the data will then be processed for the


  • Creation of image and sound recordings as part of the implementation of the conference.


In addition, your data will be used for the following purposes:


  • Processing to fulfil documentation and verification obligations

  • Processing to meet legal requirements


Legal basis:


1. On the basis of a contract


The legal basis is the initiation of the contract or the contract in conjunction with Art. 6 para. 1 sentence 1 lit. b DS-GVO. The provision of the data is necessary for the initiation or execution of the contract.

2. Based on our legitimate interests within the scope of balancing such interests.


Where necessary, we process your personal data on the basis of legitimate interests. Examples:

  • Contact by you (as far as no contract initiation). Our legitimate interest is to process or answer your enquiry.

  • Assertion of legal claims and defence in legal disputes. Our legitimate interest is the pursuit of legal claims or the defence against legal claims.

The legal basis is our legitimate interest in connection with Art. 6 para. 1 sentence 1 lit. f DS-GVO.


3. Due to legal requirements.


Examples:

  • Fiscal Code (AO)

  • German Commercial Code (HGB)

  • EU General Data Protection Regulation) DS-GVO

The legal basis is the respective legal provision in conjunction with Art. 6 para. 1 sentence 1 lit. c DS-GVO.


4. On the basis of your consent


If you provide consent, then the legal basis for the processing is your consent in conjunction with Art. 6 (1) sentence 1 lit. a DS-GVO. In particular, we process your personal data on the basis of your consent in order to be able to contact you following your participation in the Kasama conference, to receive feedback on your experience of participating and to inform you about the services and offers of the VRTLZE.

III. Recipient


We use external service providers. In order to provide their services, these external service providers collect data or we forward data to them for these purposes. The personal data concerned is processed by our external service providers exclusively on our behalf in accordance with contractual criteria and on our instructions. Personal data is also passed on in the event of legal obligations (e.g. to authorities) or after you have given your consent.


We use the service "Typeform" to collect data for the purposes of participant registration for our events, participant surveys and evaluation thereof. For more information about "Typeform", please visit: https://www.typeform.com/. This service is provided by TYPEFORM S.L., Carrer Bac de Roda, 163, 08018 Barcelona ("Typeform"). For more information about data processing in connection with Typeform, please refer to Typeform's privacy notice: https://admin.typeform.com/to/dwk6gt.


The legal basis for this data processing is Art. 6 (1) lit. f DSGVO (legitimate interests of the controller). We have a legitimate interest in the customized presentation of registration forms and the ability to create and customize them ourselves quickly and inexpensively, and to conduct surveys easily.


IV. Storage period


The data will be stored for as long as is necessary for the implementation of the above-mentioned purposes and then deleted after expiry of the statutory retention periods. If several retention periods come into consideration, the longest period shall be decisive. If no contract is concluded with you, the data will be retained by us for three years. If a contract is concluded with you, the data will be retained by us for ten years after the end of the contractual relationship. The retention period begins at the end of the respective calendar year. If the data is processed on the basis of your consent, it will be processed until you revoke your consent.


V. Will data be transferred to a third country?


If you want to participate in a Kasama conference, we will transfer your email address to a country outside the EU or EEA (so-called third countries), namely to the USA to our service provider Event Farm as well as VirBELA, in order to have an access set up for you to enable you to participate in the Kasama conference.

If you enter into a contract with us for the provision of one of the services we offer, we will transfer your business email address to a country outside the EU or EEA (so-called third countries), namely to the USA to our service providers Event Farm and VirBELA, in order to have access set up for you to provide the contractual service on Kasama.

We have agreed standard EU contractual clauses and additional guarantees with our service provider. We will provide you with information on the main content of the contract with the subcontractor or a copy of the agreement upon request.


VI. Your rights


You have the right:

  • to receive information in accordance with Art. 15 DS-GVO about the data stored about you,

  • to demand correction of incorrect data in accordance with Art. 16 DS-GVO,

  • to request deletion of your data in accordance with Art. 17 DS-GVO,

  • of restriction of processing in accordance with Article 18 of the GDPR.

  • if you have provided us with your data on the basis of a contract or consent, you may request to receive the data you have provided in a structured, common and machine-readable format or that we transfer this data to another responsible party.

  • furthermore, you have the right to revoke your consent for the future 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.


Right to object


You have the right to object to data processing by us at any time for reasons arising from your particular situation, insofar as this is based on the legal basis of "legitimate interest" in conjunction with Art. 6 (1) sentence 1 lit. f DS-GVO.

If you wish to exercise your right to object, simply send an e-mail to: info@vrtlze.de

In such a case, the data will be deleted unless we can demonstrate compelling legitimate grounds for the processing which override your rights, or the processing is for the purpose of asserting, exercising or defending legal claims.


  • You also have the right to complain to a data protection supervisory authority about our processing of your personal data if you consider that the processing of personal data relating to you infringes the General Data Protection Regulation.


VII. Status


The data protection declaration is valid as of May 2021. It can be adapted to current legal and technical developments at any time.