Information/Details on data protection for participation in events

In the following, we inform you about the processing of your personal data within the scope of events of fka GmbH. You can find additional information on data protection at www.fka.de/privacy.

1 Name and contact details of the person responsible

VThe person responsible within the meaning of the data protection law ("we") is

You will find further information about our company, details of the persons authorised to represent us and also further contact details in the imprint of our website: www.fka.de/imprint.

2 Contact details of the data protection officer

We have appointed a data protection officer. If you have any questions or other concerns regarding data protection, you can contact him most easily at:

fka GmbH
- Data protection officer-
Steinbachst. 7, 52074 Aachen
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

3 Categories of personal data, purposes and legal basis of data processing

We process the following personal data and data categories, which you have provided or communicated to us, for the business purposes specified below:

• Master and contact data (especially first and last name, address, e-mail address, telephone) of participants, accompanying persons and, if applicable, invoice recipients;
• If applicable, organizational master data (e.g. company, job/function description, department, hierarchy level, supervisor);
• Contract and payment information (e.g. services booked; bank details, if applicable, different billing address, discounts);
• If applicable, other content and usage data (e.g. message content, documents, contact data).

We process the data in particular for the organisation and implementation of the event, including all measures required for this purpose and for establishing contact. The legal basis for this is Art. 6 para. 1 lit. b) DSGVO for the data required to fulfil the contractual relationship between you and us arising from your event booking or, prior to event booking, to carry out pre-contractual measures at your request. In other respects, we process the data on the basis of legitimate business interests of ourselves or third parties in accordance with Art. 6 Para. 1 lit. f) DSGVO, if and insofar as the data is necessary to safeguard the legitimate interests and your interests, basic rights and freedoms do not prevail. The legitimate interests are to be seen in the efficient planning and implementation of the event, including the provision of appropriate services.

In addition, we create name badges for the participants and accompanying persons, which also serve to control the access authorization. The legal basis for this is also Art. 6 para. 1 lit. f) DSGVO. Our legitimate interests here lie in the effective exercise of our domiciliary rights and the associated economic interests as well as in enabling you and the other participants to hold discussions in an open event atmosphere.
For some events, we offer you the opportunity to be included in a list of participants and process your data for this purpose, provided that you have booked the corresponding service. The legal basis for this is also Art. 6 para. 1 lit. b) DSGVO.

In addition, processing for the fulfilment of legal obligations, in particular those arising from commercial or tax law, including corresponding storage obligations, is also possible. This is carried out on the basis of Art. 6 para. 1 lit. c) DSGVO.

The processed personal data is limited to the data necessary to implement the business purpose for which the personal data is collected. As a matter of principle, we collect the personal data directly from the persons concerned. However, data may also be collected by third parties in compliance with the statutory provisions, for example if data of accompanying persons are communicated by third parties.
If necessary and where appropriate, we process your data in accordance with Art. 6 Para. 1 lit. a) DSGVO on the basis of your consent, provided you have given such consent.

4 Duration of storage

We only store your data for as long as they are necessary for the respective purposes, in particular for the execution of the event. In principle, the collected data is deleted as soon as the event is over.

However, data may be stored for a longer period of time if this is necessary due to tax or commercial law storage obligations. Data collected in this way must be stored for up to 10 years after the end of the event. In other cases, personal data may be stored until the statutory limitation periods with regard to our legal claims have expired.

5 Recipients/categories of recipients

Your data will be shared within our company only with those persons and departments and only to the extent necessary for the proper fulfilment of the aforementioned processing purposes.

If and to the extent necessary for the specific processing purposes and if legal provisions permit or require this, the data may be passed on or disclosed to the recipients or categories of recipients named below:

• Other event partners involved, in particular the Institut für Kraftfahrzeuge ("ika") of RWTH Aachen University as our cooperation partner;
• Our affiliated companies.

For some processing we use the assistance of specialized service providers. For example, they provide us with IT or other services (e.g. mail services and server provision). We ensure by appropriate contractual provisions that data processing is carried out in a permissible manner.

The data is processed exclusively in computer centres within the European Union.

6 Rights as data subject

In accordance with Article 15 et seq. DSGVO, you have the right of access to personal data concerning you, as well as the right to correct or delete data or to restrict processing, the right to object to processing and the right to data transferability, subject to the conditions defined therein.

You have the right to complain about the processing of personal data by us to a data protection supervisory authority if you believe that the processing of data concerning you is in breach of the DSGVO.

If the processing is based on your consent, you also have the right to revoke such consent at any time, without affecting the lawfulness of the processing carried out on the basis of the consent until revoked. We may, however, have to continue to store certain data for the fulfilment of legal requirements or in the context of legal proceedings (see item 4).

Status: June 2019