Participation in Online and In-Person Events

Eligibility

Participation in the Event is open to all individuals who have reached the legal minimum age.

Registration & Contract Formation

Participation in the Event requires prior registration via the respective registration form on the website. The participation contract, which entitles you to attend, is only concluded upon confirmation of registration by ZUG. Registrations are processed in the order they are received. If your registration cannot be accepted due to exceeding the limited number of participants, ZUG will inform you promptly. Participation in ZUG events is free of charge.

If you are unable to attend the Event, please inform the event team as early as possible, but no later than 3 working days before the scheduled Event. This allows the spot to be given to another person if attendance is limited.

Reservation of Changes, Cancellation

 ZUG reserves the right to reschedule the Event in terms of time and/or location, as well as to make changes to the program. In all cases, your registration remains valid. If you no longer wish to participate, you may cancel your participation at any time according to Clause 2. ZUG is entitled to cancel the Event for legitimate reasons, including insufficient number of participants, up to 7 (seven) days before the Event begins. If a significant reason outside ZUG’s control arises later (e.g., illness of the presenter, official orders, force majeure), a short-notice cancellation is also possible. You will be notified of changes or cancellation using the contact details provided in your registration.

Access Control, House Rules

To verify your eligibility to attend an in-person Event, your full name is required. Your name will be used to create attendance lists and may be printed on a name badge. Both documents are not publicly accessible. You can decide whether to wear your name badge visibly. Before, during, and immediately after an Event, instructions from ZUG and third parties commissioned by ZUG must be followed. All participants are required to comply with the house rules and fire protection regulations of the venue, including any smoking bans. The enforcement of house rules is always the responsibility of ZUG or third parties commissioned by ZUG.

For participation in an online Event, you will receive a link to access the digital conference room via email prior to the Event. You are responsible for ensuring the necessary technical requirements before registering for an online Event. Instructions from hosts and moderators must be followed, including technical instructions, behavioral rules, and organizational notes. In case of violations, ZUG reserves the right to exclude participants from the Event.

Livestream, Recordings

ZUG broadcasts certain online Events as a live stream on the website to make a public Event available to the public and/or records them. Audio and video recordings include only those actively participating through speaking. If a livestream or recording is planned, you will be informed during the registration process and/or immediately before the Event begins.

At in-person Events, ZUG or a third party commissioned by ZUG takes photo and/or video recordings of the Event and its guests. If recordings are planned, you will be informed immediately before the Event begins and possibly during the registration process. Individual portrait shots of participants or targeted group shots of up to 10 people at in-person Events will only be taken with your consent. Further information, particularly regarding consent, can be found in the following Privacy Policy for Events. Audio, video, and/or video recording of the Event or parts thereof by participants is not permitted.

Surveys, Evaluation

Before, during, or at the end of an Event or afterward, ZUG or third parties commissioned by ZUG conduct surveys among participants to systematically review the quality of the Events and continuously improve services. Participation in such surveys is voluntary. Further information can be found in the following Privacy Policy for Events.

Copyright Licensing Rights to Event Materials

If you receive Event materials from ZUG, the following applies: All Event materials are protected by copyright. You are granted a simple, non-transferable right to use the materials for personal use. In particular, you are not permitted to alter, publicly make available, or forward the materials without express permission from ZUG, either for free or for commercial purposes. Any copyright notices, labels, or trademarks must not be removed.

Liability

The Events are carefully prepared and conducted by qualified individuals. ZUG accepts no liability for the timeliness, accuracy, and completeness of the Event content and materials, nor for the usability of the Event for your professional or personal purposes.

ZUG’s liability is unlimited only for intentional misconduct and gross negligence. In cases of slight negligence, ZUG is liable only if an obligation is violated whose fulfillment is essential for achieving the contractual purpose (“cardinal obligation”). Cardinal obligations are those whose fulfillment enables the proper execution of the contract and on whose compliance the contractual party regularly relies and may rely. In such cases, liability is limited to foreseeable damage typical for the contract. Otherwise, liability for slight negligence is excluded. The aforementioned provisions also apply to the benefit of ZUG employees and vicarious agents. The limitation of liability does not apply to claims under the Product Liability Act and liability for injury to life, body, or health.

Who is responsible for data processing?

ZUG gGmbH is responsible for processing your personal data in connection with participating in an Event. The contact details are:

Zukunft – Umwelt – Gesellschaft (ZUG) gGmbH
Stresemannstr. 69-71
10963 Berlin
Phone: +49 30 72618 0000
Fax: +49 30 72618 0099
Email: kontakt(at)z-u-g.org

Who can you contact with questions about data processing?

Questions about data processing can be directed to the data protection officer at: Zukunft – Umwelt – Gesellschaft (ZUG) gGmbH
Data Protection Officer
Stresemannstr. 69-71
10963 Berlin
Email: datenschutz(at)z-u-g.org

What data do we process from you, for what purposes, and on what legal basis?

Registration and Conduct of an Event

When you register for an Event, we process your data to prepare and conduct the Event. The type and scope of data processing depend on the Event you have registered for. Generally, we process the following categories of personal data to conduct an Event: name, company/institution (if applicable), position (if applicable), email address. Without the data marked as mandatory fields during registration, we will not be able to process your registration and conduct the Event. We process your data particularly for these purposes:

• Sending the registration confirmation and materials
• Assistance before, during, and after an Event
• Creating the attendance list
• Possibly forwarding the attendance list to the federal ministry or authority commissioning the Event
• Possibly creating a name badge at in-person seminars
• Possibly creating a certificate of attendance

Further information on the nature and scope of personal data processing when participating in an Event can be found in the terms and conditions above.
When registering via the registration form on a ZUG website, we process your personal data according to our privacy policy.

For sending the registration confirmation and Event information, we process your name and contact details using applications from CleverReach GmbH & Co. KG or cobra – computer’s brainware GmbH, with whom we have agreements as processors under Art. 28 GDPR. The legal basis for the described data processing are Art. 6(1)(b) GDPR (contract performance, Event execution) and Art. 6(1)(f) GDPR (legitimate interests based on our interest in preparing Events as effectively as possible).

Conducting an Online Event

To conduct online Events, we use the Zoom and Webex conferencing and collaboration solutions. Zoom Video Communications, Inc. provides Zoom, and Cisco Systems, Inc. provides Webex, both based in the United States, as processors under Art. 28 GDPR. When conducting online Events, we process the following categories of personal data within these solutions:

• Information about the participant (name, email address (optional), profile picture (optional)). To participate in an online Event or enter the meeting room, you must at least provide your name.
• Communication content (text, audio, and video data; for recordings, MP4 files of all video, audio, and presentation recordings, M4A files of all audio recordings, text files of all online meeting chats) as well as
• Meeting metadata (topic, description (optional), participant IP addresses, device/hardware information).

To enable video display and audio playback, data from your device's microphone and/or video camera are processed during the duration of the online Event. You can disable your camera and/or mute your microphone at any time using the meeting software. You may have the option to use chat, question, or survey features during an online Event. These text inputs are processed to display and potentially record them in the online Event. More information on handling personal data can be found in the privacy policies of the processors: Zoom and Cisco (WebEx).

The legal basis for the described data processing are Art. 6(1)(b) GDPR (contract performance, Event execution) and Art. 6(1)(f) GDPR (legitimate interests based on our interest in facilitating and promoting collaboration among participants during an Event).

Livestream and Recording

In livestream broadcasts or recordings (without livestream transmission), video and audio recordings will only capture the speakers and those participants who actively engage in the Event by speaking. Livestreams and video recordings are primarily used by us for journalistic and editorial purposes, such as publishing the Event or still images on our website, other public channels, and print media of ZUG (if applicable), as well as cooperation partners or clients involved in the Event, sharing with third parties, particularly print and online media for reporting purposes (public relations), and permanently archiving the recordings in an internal archive.

Without your own contribution, neither your name nor your camera image will be stored. If we process personal data of yours during a livestream and/or recording, this is based on Article 6(1)(a) GDPR (consent). You give your consent to the recording and use of the recording by actively speaking and, if applicable, turning on your camera. You can therefore independently decide whether your image and/or voice will be recorded. If the camera is on, people visible in the camera’s field of view are visible to all participants of the online Event and will be part of the video recording we create if they speak. You are responsible for ensuring that no other people are in the camera's field of view. Alternatively, you can use the chat or Q&A function of the respective conference and collaboration solutions for questions and comments.

Photo and Video Recordings at In-Person Events

If recordings are made at an in-person Event as panoramic shots of the Event without a specific focus on certain groups of people or as recordings of crowds of more than 10 people, this is based on Article 6(1)(f) GDPR on the bases of our legitimate interest in documenting the Event and does not require the explicit consent of the depicted individuals.

If individual portrait shots of participants or targeted group shots of up to 10 people are taken, the recording and use are based on your consent according to Article 6(1)(a) GDPR. Participants are informed about the taking of photos and/or video recordings by public signs at the entrance. If you do not wish to have portrait and small group photos taken of you, you can pick up a colored badge at registration upon entering the Event, which you should visibly attach to your clothing. This signals to the attending photographers and camera operators that you do not wish to be photographed. You can also directly approach the photographers and camera operators and the Event team of ZUG at any time if you do not want to be recorded.

Photo and video recordings are made by our employees or service providers commissioned by us. They are primarily used for journalistic and editorial purposes, such as publishing the Event or photographs on the website, other public channels, and print media of ZUG (if applicable), as well as cooperation partners or clients involved in the Event, sharing with third parties, particularly print and online media for reporting purposes (public relations), and permanently archiving the recordings in an internal archive.

Surveys of Participants for Quality Assurance, Monitoring, and Evaluation

Before, during, or after an Event, ZUG or third parties commissioned by us regularly conduct surveys of participants to systematically check the quality of the Events and continuously improve our services. Participation in such surveys is voluntary. In addition to paper-pencil surveys, we use the survey functions of the conference and collaboration solutions Zoom and Webex as well as the service sli.do. Sli.do is provided to us by sli.do s.r.o. based in Bratislava (Slovakia) as a data processor according to Article 28 GDPR. With the survey functions of the digital services, we can make our meetings more interactive and conduct real-time surveys. We or third parties commissioned by us process your information and evaluate it anonymously. There is no personal evaluation and presentation of results, nor is your information passed on. If we ask you for data during registration that is relevant for quality assurance, monitoring, and evaluation, providing this information is also voluntary. This information is anonymized after your registration and processed separately from the registration data. A personal evaluation and presentation of results do not take place. The legal basis for the described data processing is Article 6(1)(f) GDPR (legitimate interest, based on our interest in ensuring the quality of our Events and continuously improving our services).

Information on Comparable Events

We use the email address you provided when registering for an Event to send you information about our own similar Events (Event information). You will receive this Event information regardless of whether you have subscribed to our newsletter. We want to provide you with information about Events that might interest you based on the Events you have previously attended with us. If you do not wish to receive information about further Events, you can object to the use of your email address for this purpose at any time. A simple message to the above contact details is sufficient. Alternatively, you can use the unsubscribe link included in every email. For sending this Event information, we process your email address and your name (if applicable) in the applications of CleverReach GmbH & Co. KG or cobra – computer’s brainware GmbH, with whom we have concluded a data processing agreement according to Article 28 GDPR. The legal basis for the described data processing are Article 6(1)(f) GDPR (legitimate interest, based on our interest in providing Event participants with information).

Newsletter and Other Information Services of ZUG

When registering for an Event, you have the option to sign up for newsletters and other information services of ZUG. We inform you about current Events, activities, and news from ZUG. If you provide us with your name, we will use it to address you personally. After submitting the registration form, you will receive a confirmation email. The registration will only take effect after you click on the link in the confirmation email. You can unsubscribe from the newsletter or information service at any time by using the unsubscribe link at the end of each email. For sending this information, we process your email address and your name (if applicable) in the applications of CleverReach GmbH & Co. KG or cobra – computer’s brainware GmbH, with whom we have concluded a data processing agreement according to Article 28 GDPR. The legal basis for the described data processing is Article 6(1)(a) GDPR (consent).

Who Has Access to Your Data and For What Purpose?

The above-mentioned service providers, whose services we use for registration and conducting the Events, have access to your data. If ZUG conducts the Event on behalf of a federal ministry or federal authority, the client receives the participant list with your registration data. Your data will not be disclosed to other recipients.

Are Data Processed Outside the European Union?

Zoom and Webex are services provided by vendors from the USA. Therefore, processing of personal data also occurs in a third country. Zoom Video Communications, Inc. and Cisco Systems, Inc. are certified under the Data Privacy Framework, so an adequacy decision according to Article 45 GDPR exists for the transfer to third countries. Additionally, a data processing agreement including standard contractual clauses has been concluded with both companies, providing an appropriate safeguard according to Article 46(1), (2)(c) GDPR. As an additional protection measure, we have configured our setup to use data centers in the EU/EEA only. Sli.do s. r. o. is part of a corporate structure with Cisco Systems, Inc., so it cannot be ruled out that personal data may be transferred to the USA when using sli.do. For data transfer to the USA, the previously mentioned conditions for Cisco Systems, Inc. apply.

How Long Are the Data Stored?

We generally delete personal data when there is no longer a need for further storage. A need may exist, in particular, if the data are still required to fulfill contractual obligations, as well as to examine and grant or defend warranty and possibly guarantee claims. In the case of statutory retention obligations, deletion will only be considered after the respective retention period has expired. Typically, we delete your data after the following periods or determine the deletion period based on these criteria:

• Data related to your Event participation will be deleted no later than 1 year after the Event ends.
• Data related to information services will be deleted after withdraw your consent.
• Data from surveys for quality assurance, monitoring, and evaluation are anonymized before evaluation and stored only in anonymized form.

Is Automated Decision-Making According to Article 22 GDPR Used?

Automated decision-making according to Article 22 GDPR is not used.

What Are Your Rights?

• Access: You can request information about your personal data processed by us according to Article 15 GDPR.
• Rectification: If your data are incorrect or incomplete, you can request their correction or completion according to Article 16 GDPR.
• Erasure: You have the right to request the deletion of your data according to Article 17 GDPR.
• Restriction of Processing: You can request the restriction of processing of your data according to Article 18 GDPR.

Objection

You have the right to object to the processing of your data based on Article 21 GDPR due to reasons arising from your particular situation. In the case of a justified objection, we will no longer process your data.

Objection to the Processing of Your Data for Event Information

You have the right to object to the processing of your data for the purpose of Event information at any time. This also applies to profiling related to targeted information. You can send your objection informally to us, preferably to the above contact details.

Right to Complain: You are entitled to file a complaint with a data protection supervisory authority if you disagree with the processing of your data.

Data Portability: You have the right to receive the personal data you provided to us in an electronic format according to Article 20 GDPR.

Withdrawal of Your Consent: You have the right to withdraw your consent to the processing of your data at any time. The simplest way to withdraw your consent is to send an email to the contact details provided above or to veranstaltung(at)z-u-g.org. The withdrawal of consent does not affect the legality of the processing of your data up to the point of withdrawal. You may also withdraw your consent by, for example, refusing to participate in a survey or cancelling your participation, or by objecting to recordings during an in-person Event with our staff and service providers, without incurring any disadvantages.