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).