General Terms and Conditions for the

Circularity Days 2026

20th to 21st May 2026 in Wolfsburg

 

Name and address of the controller

The person responsible within the meaning of the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is the

 

Technische Universität Braunschweig

Uniersitätsplatz 2

38106 Braunschweig

P.O. Box: 38092 Braunschweig

Telephone: +49 (531) 391-0

E-mail: webredaktion(at)tu-braunschweig.de

 

The Technische Universität Braunschweig is a public corporation. It is legally represented by President Prof Dr Angela Ittel.

 

Competent supervisory authority:

Niedersächsisches Ministerium für Wissenschaft und Kultur

Leibnizufer 9

30169 Hanover

www.mwk.niedersachsen.de

 

 

Name and address of the data protection officer

 

The data protection officer of the controller is

 

Chief Information Security Officer (CISO)

Dr. Christian Böttger

Bültenweg 73

38106 Braunschweig

 

Tel: +49 (0)531 391 55630

Fax: +49 (0)531 391 55640

 

ciso(at)tu-braunschweig.de

https://www.tu-braunschweig.de/ciso

 

 

General information on data processing

 

  1. Scope of the processing of personal data

We only process our users' personal data to the extent necessary to provide a functional website and our content and services. The processing of our users' personal data only takes place regularly with the user's consent. An exception applies in cases where prior consent cannot be obtained for factual reasons and the processing of the data is permitted by law.

 

  1. Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a EU General Data Protection Regulation (GDPR) serves as the legal basis.

When processing personal data that is necessary for the fulfilment of a contract to which the data subject is a party, Art. 6 para. 1 lit. b GDPR serves as the legal basis. This also applies to processing operations that are necessary for the implementation of pre-contractual measures.

Insofar as the processing of personal data is necessary to fulfil a legal obligation to which our company is subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.

In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 lit. d GDPR serves as the legal basis.

If the processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 para. 1 lit. f GDPR serves as the legal basis for the processing.

 

  1. Data erasure and storage duration

The personal data of the data subject will be erased or blocked as soon as the purpose of storage no longer applies. Data may also be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

 

Information on order processing

This website uses the conference management software Converia, which is provided by the company Converia GmbH. Converia GmbH hosts the software and provides the organiser with additional services such as software maintenance and support. Converia GmbH also offers to handle payment processing for the organiser. Converia GmbH may therefore come into contact with personal data stored in the software in the course of this work and is therefore to be regarded as a processor.

An order processing contract has been concluded with Converia GmbH in accordance with Art. 28 GDPR. (For information on the company, see section ‘List of processors’ in this document).

 

 

Provision of the website and creation of log files

  1. Description and scope of data processing

Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer.

The following data is collected:

  • Information about the browser type and version used
  • The user's operating system
  • The user's internet service provider
  • The IP address of the user
  • Date and time of access

 

  1. Legal basis for data processing

The legal basis for the temporary storage of data and log files is Art. 6 para. 1 lit. f GDPR.

 

  1. Purpose of the data processing

The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user's computer.

For this purpose, the user's IP address must remain stored for the duration of the session.

The data is stored in log files to ensure the functionality of the website. We also use the data to optimise the website and to ensure the security of our information technology systems. The data is not analysed for marketing purposes in this context.

These purposes also constitute our legitimate interest in data processing in accordance with Art. 6 para. 1 lit. f GDPR.

 

  1. Duration of storage

The data will be deleted as soon as it is no longer required to fulfil the purpose for which it was collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.

If the data is stored in log files, this is the case after ten days at the latest. Storage beyond this period is possible. In this case, the IP addresses of the users are deleted or anonymised so that it is no longer possible to identify the accessing client.

 

  1. Possibility of objection and removal

The collection of data for the provision of the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility for the user to object.

 

Use of cookies

  1. Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in the Internet browser or by the Internet browser on the user's computer system. When a user accesses a website, a cookie may be stored on the user's operating system.

This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is called up again.

 

We divide cookies into the following categories

Necessary cookies (type 1)

These cookies are absolutely necessary for websites and their functions to work properly. Without these cookies, services such as participant registration cannot be provided.

Functional cookies (type 2)

These cookies make it possible to improve the convenience and performance of websites and provide various functions. For example, language settings can be saved in function cookies.

Performance cookies (type 3)

These cookies collect information about how you use websites. Performance cookies help us, for example, to identify particularly popular areas of our website. This enables us to tailor the content of our websites more specifically to your needs and thus improve our offering for you. The information collected with these cookies is not personalised. Further information on the collection and analysis of information can be found in the section ‘Analysis of usage data’.

Third-party cookies (type 4)

These cookies are set by third parties, e.g. social networks. They are primarily used to integrate social media content such as social plugins on our website.

Information on how we use social plugins can be found in the ‘Social plugins’ section of the privacy policy.

 

  1. Legal basis for data processing

The legal basis for the processing of personal data using cookies is Art. 6 para. 1 lit. f GDPR.

 

  1. Purpose of the data processing

We use the following cookies on our website:

Name of the cookie

Purpose

Type

PHPSESSID

Identification of a user session

1

Converia_SID

Identification of a front-end user

1

 

 

  1. Duration of storage, possibility of objection and removal

Cookies are stored on the user's computer and transmitted by it to our website. As a user, you therefore have full control over the use of cookies. You can deactivate or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all functions of the website to their full extent.

Registration & use of the conference management software functions

  1. Description and scope of data processing

In the conference management software, users are offered the opportunity to register by providing personal data. The data is entered into an input mask and transmitted to us and stored.

Mandatory information may be requested during registration. These must be complete and correct. If this is not the case, the registration will be rejected.

The system includes a function that requires active confirmation of a data protection agreement before personal data is stored in the software.

 

  • A registration process is generally required for the following activities, among others:
  • Registration as a participant in an event
  • Submission of a scientific contribution in the system
  • Review of scientific contributions
  • Actions as speaker or chair of a session
  • Use of the conference planner's favourites function

 

The following data is collected and stored as part of the registration process and use of the software functions:

  • Access data (user name, password)
  • Address data
  • E-mail address
  • Shopping basket data
  • Billing information
  • Information on submitted contributions
  • Time and location planning data (conference schedule)
  • Information on memberships
  • Information on certificates (e.g. student certificate)
  • Information on selected additional services such as workshops or dinners

 

Payment processing

The participant's data is stored in order to process the payment. Data collected for the purpose of invoicing will be stored in accordance with the retention periods set out in Section 14 b (1) sentence 1 UStG.

The following data is collected as part of payment processing:

  • Invoice amount
  • Amounts paid
  • Billing data
  •  
  1. Legal basis for data processing

The legal basis for the processing of the data is Art. 6 para. 1 lit. a GDPR if the user has given consent.

If the registration serves the fulfilment of a contract to which the user is a party or the implementation of pre-contractual measures, the additional legal basis for the processing of the data is Art. 6 para. 1 lit. b GDPR.

  1. Purpose of the data processing

Registration of the user is necessary for the fulfilment of a contract with the user or for the implementation of pre-contractual measures.

 

  1. duration of storage

The data will be deleted as soon as it is no longer required to fulfil the purpose for which it was collected.

This is the case for the data collected during the registration process for the fulfilment of a contract or for the implementation of pre-contractual measures if the data is no longer required for the implementation of the contract. Even after conclusion of the contract, it may be necessary to store personal data of the contractual partner in order to fulfil contractual or legal obligations.

As the access data including address data can be used for further events such as follow-up events, this data is generally removed from the system within 2 years of the last login.

 

  1. right of objection and cancellation

As a user, you have the option of cancelling your registration at any time. You can have the data stored about you amended at any time.

To do so, please contact the controller by email or telephone (see information above).

If the data is required for the fulfilment of a contract or for the implementation of pre-contractual measures, premature deletion of the data is only possible insofar as contractual or legal obligations do not prevent deletion.

 

Rights of the person concerned

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights against the controller

 

  1. Right to information

You can request confirmation from the controller as to whether personal data concerning you is being processed by us.

 

If such processing is taking place, you can request the following information from the controller

(1) the purposes for which the personal data are processed;

(2) the categories of personal data that are processed

(3) the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed

(4) the envisaged period for which the personal data concerning you will be stored, or, if specific information on this is not possible, the criteria used to determine that period

(5) the existence of a right to rectification or erasure of personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing

(6) the existence of a right to lodge a complaint with a supervisory authority

(7) all available information about the origin of the data if the personal data is not collected from the data subject

(8) the existence of automated decision-making including profiling in accordance with Art. 22 (1) and (4) GDPR and - at least in these cases - meaningful information on the logic involved and the scope and intended effects of such processing for the data subject.

You have the right to request information as to whether the personal data concerning you is transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.

 

  1. Right to rectification

You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning you is incorrect or incomplete. The controller must carry out the rectification without undue delay.

 

  1. Right to restriction of processing

Under the following conditions, you may request the restriction of the processing of your personal data:

(1) if you contest the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;

(2) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead

3) the controller no longer needs the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims, or

(4) if you have objected to processing pursuant to Art. 21 (1) GDPR pending the verification whether the legitimate grounds of the controller override your grounds.

 

If the processing of personal data concerning you has been restricted, this data - apart from its storage - may only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State.

If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.

 

  1. Right to erasure
  2. a) Obligation to erase

You have the right to obtain from the controller the erasure of personal data concerning you without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies:

(1) The personal data concerning you are no longer necessary in relation to the purposes for which they were collected or otherwise processed.

(2) You withdraw your consent on which the processing was based pursuant to Art. 6 para. 1 lit. a or Art. 9 para. 2 lit. a GDPR and there is no other legal basis for the processing.

(3) You object to the processing pursuant to Art. 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Art. 21 (2) GDPR.

(4) The personal data concerning you has been processed unlawfully.

(5) The deletion of personal data concerning you is necessary to fulfil a legal obligation under Union law or the law of the Member States to which the controller is subject.

(6) The personal data concerning you have been collected in relation to the offer of information society services referred to in Article 8(1) GDPR.

  1. b) Information to third parties

If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Article 17(1) GDPR, it shall take reasonable steps, including technical measures, taking into account the available technology and the cost of implementation, to inform controllers which are processing the personal data that you as the data subject have requested the erasure by such controllers of any links to, or copy or replication of, those personal data.

  1. c) Exceptions

The right to erasure does not apply if the processing is necessary

(1) to exercise the right to freedom of expression and information

(2) for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

(3) for reasons of public interest in the area of public health pursuant to Art. 9 para. 2 lit. h and i and Art. 9 para. 3 GDPR;

(4) for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Art. 89 (1) GDPR, insofar as the right referred to in section a) is likely to render impossible or seriously impair the achievement of the objectives of that processing, or

(5) for the establishment, exercise or defence of legal claims.

 

  1. Right to information

If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves a disproportionate effort.

You have the right to be informed of these recipients by the controller.

 

  1. Right to data portability

You have the right to receive the personal data concerning you, which you have provided to the controller, in a structured, commonly used and machine-readable format. You also have the right to transmit this data to another controller without hindrance from the controller to which the personal data has been provided, where

(1) the processing is based on consent pursuant to Art. 6 para. 1 lit. a GDPR or Art. 9 para. 2 lit. a GDPR or on a contract pursuant to Art. 6 para. 1 lit. b GDPR and

(2) the processing is carried out by automated means.

In exercising this right, you also have the right to have the personal data concerning you transmitted directly from one controller to another, where technically feasible. The freedoms and rights of other persons must not be affected by this.

The right to data portability does not apply to the processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

 

  1. Right to object

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (e) or (f) of Article 6(1) GDPR, including profiling based on those provisions.

The controller will no longer process the personal data concerning you unless the controller demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.

If the personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.

If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.

You have the option of exercising your right to object in connection with the use of information society services - notwithstanding Directive 2002/58/EC - by means of automated procedures that use technical specifications.

 

  1. Right to revoke the declaration of consent under data protection law

You have the right to withdraw your declaration of consent under data protection law at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

 

  1. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the GDPR.

The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Art. 78 GDPR.

 

List of the processors

ConveriaGmbH

Kaufstr. 2-4

99423 Weimar

 

Type of processing:

  • Hosting and operation of the Converia conference management software
  • Maintenance and support