Privacy notice

If you visit our website, we will collect, process and save various so-called personal data, e.g. your IP address; if you contact us via the contact information on the website, these data will also include your name, your email address, etc. We are therefore obliged according to the EU General Data Protection Regulation (in the following referred to as “GDPR”) to take corresponding measures but also to inform you accordingly.

In our privacy notice, you will find the following information:

A. Our contact details

A.1. Nme and contact details of the Controller
A.2. Contact details of the Data Protection Officer

B. Details on data processing

B.1. Contact form, email contacts, fax and phone call
B.2. Processing due to the visit to our Website
B.4. Use of the Matomo analysis tool

C. Your rights as a data subject

C.1. Right of Access
C.2. Right to rectification
C.3. Right to erasure
C.4. Right to object to the processing based on legitimate interest
C.5. Right to withdrawal of consent
C.6. Right to restriction of processing
C.7. Right to be informed
C.8. Right to data portability
C.9. Automated decision-making, including profiling
C.10. Voluntary provision of data
C.11. Right to lodge a complaint with a supervisory authority

A. Our contact details

A.1. Name and contact details of the Controller

Controller as defined in data protection legislation is:

C³ Event & Marketing
Owner: Ursula Griemsmann
Babenstieg 7 b
22143 Hamburg
Germany

Phone  +49 (0)40 645 32 333
Fax       +49 (0)40 644 25 695

Web www.c3event-marketing.com
Email info(at)c3event-marketing.com

For further information on our company, please refer to the imprint on our home page  www.c3event-solutions.com/kontakt/impressum.html.

A.2. Contact details of the Data Protection Officer

We have not appointed a Data Protection Officer and are not obliged to do so. In case of questions or complaints regarding data protection, please contact us using the contact details from A.1.

 

B. Details on data processing

B.1. Contact via email, fax and phone

B.1.a) General information on contact via email, fax and phone:

You can contact us using the provided email addresses, fax or phone numbers. In this case, your personal data which are transferred via email, fax or phone will be saved.

Please also observe the information in B.2 regarding our website in general.

B.1.b) Purpose in case of contact via email, fax and phone:

We will process personal data which are transmitted via email, fax or phone solely for the purpose of communicating with you and handling your request.

We will also use your contact data for the purpose of direct marketing (email, print, phone).

B.1.c) Legal basis in case of contact via email, fax and phone:

The legal basis for the processing of data in case of queries via email, fax or phone is our legitimate interest in data processing in accordance with art. 6 (1) point (f) GDPR to actually be able to reply to your query and process it. If you are contacting us to initiate a contract or if a contract is concluded as a result of the contact, the legal basis is the performance of the contract in accordance with art. 6 (1) point (b) GDPR.

We need your email address or fax number or phone number to be able to reply. Since experience shows that follow-up questions are easier to handle on the phone, the phone number field is a mandatory field in the contact form input screen.

The legal basis for contacting you for the purpose of marketing is also art. 6 (1) point (f) GDPR, unless you have given your express consent.

B.1.d) Disclosure of data in case of contact via email, fax and phone:

Data will not be disclosed to any third parties if no contract is concluded unless we are legally obliged to disclose the data.

If a contract is concluded and an invoice is issued, your data which are the subject matter of the invoice will be disclosed to our tax consultant for financial accounting purposes.

B.1.e) Data storage period in case of contact via email, fax and phone:

Your data will be erased as soon as they are no longer required for the purpose for which they were collected:

If your contacting us only resulted in a non-contractual conversation, the purpose is achieved as soon as the conversation is over and we can rule out any indication for a coming conclusion of a contract or possible contractual warranty or liability claims. In this case, we will delete the data at the end of the conversation.

Email data will be stored by our provider with whom we concluded a commissioned data processing agreement (art. 28 GDPR).

Fax data will be stored separately from print data in the storage unit of the device. When the fax has been printed, the occupied storage space will be released again so that the next fax can be received and stored there. Parts of the fax can temporarily remain in the storage unit of the device until they are overwritten by the next received fax. Usually, this leads to an automatic deletion of the data. With the “Transmission report with proof of the first page” option which we have activated, the report including the proof of the first sent page temporarily remains in the storage unit of the device until it is overwritten/deleted by the next transmission report or by disconnecting the device from the power supply for several days or resetting it.

In case of an incoming phone call or an outgoing call, we record your phone number or the name/company name which is on file with your telephone provider as well as the date and time of the call in our telephone system in a so-called ring buffer which overwrites the oldest data with new data. This means that, usually, the data in the telephone system are deleted after 3 months at the latest.

If an initiation or conclusion of a contract results from your contact with us, the following applies: We will store any data which we have collected in this regard until the contract is terminated and no more claims can be asserted based on the contract or the initiation of contract, i.e. until the prescription period has expired. The general prescription period is 3 years according to sec. 195 BGB [German Civil Code]. Certain claims, such as damage claims, however, only become time-barred after 30 years. If there are reasonable grounds to assume that this is relevant in an individual case (e. g. imminent claims against us), we will store the personal data for this period. The specified prescription periods start at the end of the year (i.e. on 31 December) in which the claim occurred and the creditor as well as of the debtor became aware of the circumstances which gave rise to the claim or should have become aware without gross negligence. Please note that we are also subject to statutory retention obligations for tax and accounting reasons. We are therefore obliged to keep certain data which may include personal data for a period of 6 to 10 years as a verification for our accounting. These retention periods take precedence over the above-mentioned erasure obligations. The retention periods also start at the end of the relevant year, i.e. on 31 December.

If we process data based on our legitimate interests (art. 6 (1) point (f) GDPR, in this case for marketing purposes) after preliminary assessment, we will store them until there are no longer any legitimate interests, the assessment yields a different result or you have effectively objected in accordance with art. 21 GDPR (see also C.4. for your right to object).

B.1.f) Rights to object in case of contact via email, fax and phone:

To the extent to which we refer to our legitimate interest, you have the right to object to the processing of your personal data by us at any time on grounds relating to your particular situation. If we cannot prove that there are any reasons for further processing which are worthy of protection and outweigh your interests, rights and freedom, we will cease to process your data (see art. 21 GDPR). To object, you can contact us by post or email (see A.1.). Our conversation will, however, also end with your objection.

All personal data which were saved in the course of contact will be erased in this case if we can exclude that the conversation contains any indication for possible contractual warranty or liability claims or that we have claims against you. In all other cases, the data will be blocked so that only our management will have access to these data and only based on statutory retention obligations or for the purpose of the defence against or the assertion of actual or possible claims until the prescription period has expired (please read our information on the storage period first).

In case of contract initiation or contract closure, you have the possibility to request the erasure of your data at any time. This also means that the contract is terminated. Generally, your request for erasure shall not affect our payment claim regarding an agreed fee unless our payment claim is excluded due to legal reasons (e. g. legitimate withdrawal).

B.2. Processing due to the visit of our website:

When you visit our website, various data processing procedures will occur about which we will inform you in this section.

B.2.a) General information on visiting our website:

When you visit our website, we collect the following data for technical reasons:

  • Date and time of access

  • URL (address) of the referring website (referrer),

  • websites which you access via our website,

  • your screen resolution,

  • file(s) you access and information on whether this was successful,

  • amount of sent data,

  • your internet service provider,

  • your browser, browser type and browser version, browser engine and engine version,

  • your operating system, operating system version, operating system type,

  • your anonymised IP address and the internet service provider.

These data will be processed separately from other data. These data will not be processed together with your other personal data. We are not able to assign these data to a certain individual.

B.2.b) Purpose of data processing when visiting our website:

The temporary processing of data by the system is necessary to allow the content of the website to be provided on your computer. To this end, your IP address must be stored for the duration of the session. Storage in log files occurs to ensure the functionality of the website. In addition, the data serve to optimise our service and the website, and ensure the security of our IT systems. The data will not be evaluated for marketing purposes in this context.

B.2.c) Legal basis of data processing when visiting our website:

The legal basis for the temporary storage of data is art. 6 (1) point (f) GDPR. Our main legitimate interest in this kind of data processing refers to the above-mentioned purposes. We concluded a commissioned data processing agreement with our provider (see art. 28 GDPR).

B.2.d) Disclosure of data when visiting our website:

The data which we collect when you visit our website will be collected and stored by our provider in the framework of commissioned data processing (see art. 28 GDPR).

No other disclosure of data will take place. unless we are legally obliged to disclose the data.

B.2.e) Data storage period when visiting our website:

The data will be erased as soon as they are no longer required for the purpose for which they were collected. Regarding the collection of data for the provision of the website, this will be the case when the session in question ends. Regarding the storage of data in log files, this will be the case after 7 days at the latest. Retention beyond this time is possible. In this case, your IP addresses will, however, be erased or modified so that they can no longer be assigned to the accessing client.

B.2.f) Option of objection and elimination when visiting our website:

The collection of data for the provision of the website and the storage of the data is essential for the operation of the website. Consequently, you do not have the option to object. You can, however, stop using our website at any time and thereby prevent any further processing of the mentioned data.

B.3. Use of the Matomo analysis tool (formerly known as PIWIK)

B.3.a) General information:

This website uses Matomo (Piwik), an open-source web analysis tool by the company InnoCraft Ltd., 150 Willis St, 6011 Wellington, New Zealand (https://matomo.org), to collect and store data for the purpose of marketing and optimisation. Pseudonymous user profiles may be generated based upon such data. Cookies may be used for this purpose. Cookies are small text files which are stored locally in the cache of the internet browser of the website visitor. The cookies allow for the recognition of the internet browser. The data collected by Matomo (Piwik) will not be used to identify the user of this website personally and will not be not combined with personal data on the holder of the pseudonym without the explicit consent of the data subject.

B.3.b) Purpose of data processing:

The analysis tools or analysis cookies are used for the purpose of improving the quality of our website and its content. In this way, we see how the website is used, allowing us to continually optimise our content.

B.3.c) Legal basis of data processing:

The legal basis for the processing of personal data is art. 6 (1) point (f) GDPR, i.e. our legitimate interest. Our legitimate interest refers to the above-mentioned purposes.

B.3.d) Duration of storage:

The cookies are stored on the user's computer and transferred to our site. Each visitor’s IP address will be anonymised immediately after processing and prior to storage. As the user, you therefore have full control over the use of cookies. By changing the settings in your Internet browser, you can disable or restrict the transfer of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. A “Do Not Track” setting of this kind in your browser will be considered as an objection to the further collection and use of your personal data by us. Note: If cookies are disabled for our website, you may not have full access to all website functions 

Apart from that, we will store the data which we collected based on a legitimate interest until the legitimate interest no longer applies, the assessment yields a different result or you have effectively objected in accordance with art. 21 GDPR (see also the highlighted “Note on a special right to object” under C.). We will check regularly, at least once a year, whether the legitimate interest still applies. We will no longer have an interest especially if the data are no longer sufficiently relevant to us regarding the analysis and statistics of website use which can be assumed after three years at the latest.

B.3.e) Option of objection and elimination:

By changing your browser settings accordingly, you can prevent cookies from being saved on your computer; however, we point out that you may not have full access to all the functions of this website if this is the case. You can also prevent the collection of the data regarding your use of the website which is generated by the cookie (including your IP address) and the processing of these data by us by using the opt-out option:

C. Your rights as a data subject

If your personal data are processed, you are a “data subject” and have the following rights against us as the controller (for our contact details, refer to A.1.):

C.1. Right of access

You have the right to receive a free of charge confirmation from us as to whether your personal data is being processed. If that is the case, you have a right of access to this personal data and of receiving further information specified in art. 15 GDPR. You can contact us by post or email for this purpose (see A.1.).

C.2. Right to rectification

You have the right to request us to immediately rectify inaccurate personal data concerning you. Furthermore, you have the right to request completion of incomplete personal data, also by a complementary declaration, taking into account the above-mentioned purposes of processing. You can contact us by post or email for this purpose (see A.1.).

C.3. Right to erasure

You have the right to erasure of your personal data without undue delay if one of the grounds specified in art. 17 GDPR applies. You can contact us by post or email for this purpose (see A.1.). We have described the legal consequences under B. in the context of the corresponding processing steps.

C.4. Right to object to the processing based on legitimate interest

To the extent to which we process your data based on art. 6 (1) point (f) GDPR (i.e. based on our legitimate interest), you have the right to object to the processing of your personal data by us at any time on grounds relating to your particular situation. If we cannot prove that there are any compelling reasons for further processing which are worthy of protection and outweigh your interests, rights and freedom or if we process the relevant data for the purpose of direct marketing, we will cease to process your data (see art. 21 GDPR). To object, you can contact us by post or email. A technical procedure which you use, e.g. a clear technical information which your web browser transmits to us (“Do Not Track” notification) is also considered as an objection in this sense.

C.5. Right to withdrawal of consent

You have the right to withdraw your consent to the collection and use of personal data with effect for the future at any time. You can contact us by post or email for this purpose (see A. above). In doing so, the lawfulness of the processing which was carried out based on consent until the time of its withdrawal shall not be affected.

C.6. Right to restriction of processing

You have the right to request the restriction of processing by us if any of the conditions specified in art. 18 GDPR apply. You can contact us by post or email for this purpose (see A.1.).

C.7. Right to be informed

If you have asserted the right to rectification, erasure or restriction of processing, we are obliged to communicate such rectification or erasure of the data or restriction of processing to each recipient to whom your personal data have been disclosed, unless this proves impossible or involves unreasonable effort. You have the right to request information on those recipients from us.

C.8. Right to data portability

You have the right to receive the relevant personal data which you have provided to us in a structured, commonly used and machine-readable format, and you have the right to transmit these data to another Controller without interference on our part, provided that the conditions specified in art. 20 GDPR apply. You can contact us by post or email for this purpose (see A.1.).

C.9. Automated decision-making, including profiling

We do not use automated decision-making processes.

C.10. Voluntary provision of data

If you contact us, you do this of your own volition and transmit your data to us to enable us to reply.

C.11. Right to lodge a complaint with a supervisory authority

Without prejudice to other rights, you have the right to lodge a complaint with a data protection supervisory authority, especially in the member state of your habitual residence, your place of work or the place of the alleged infringement, if you are of the opinion that the processing of your personal data infringes data protection legislation.

 

Version of our privacy notice: 23 May 2018.