Converia – Conference Management Software

Data Privacy Statement for Website Users, Attendees, Presenters and Exhibitors of ESE Kongress

1. General Information - How We Handle Your Data

We would herewith like to inform you about our handling of personal data.

 a. Objectives

It is necessary for us to collect, process and use your personal data for organizing the event ESE Kongress and offering you customized services. Whenever possible, you are free to choose which data you wish to submit. We usually collect personal data directly from the data subjects, and, on rare occasions, also from third parties, mainly from sources accessible to the public.

b. Responsible Parties

MicroConsult Microelectronics Consulting & Training GmbH
Charles-de-Gaulle-Str. 6
81737 Munich, Germany
Phone: +49 (0)89 450617-71
Managing Director:  Ingo Pohle

Vogel Communications Group GmbH & Co. KG
Max-Planck-Str. 7-9
97082 Würzburg, Germany
Phone: +49 (0)931 418-0
Managing Directors: Matthias Bauer (chair), Günter Schürger

c. Data Protection Official, Vogel Communications Group

Dietmar Modes
Max-Planck-Str. 7-9
97082 Würzburg, Germany
Phone: +49 (0)931 418-2605, e-mail: support@vogel.de

 d. Your Rights

If we process your personal data, you as the data subject have the following rights against Vogel Communications Group and MicroConsult pursuant to Article 4(1) GDPR:

Right to information

Pursuant to Article 15 GDPR, you shall have the right to obtain from us confirmation as to whether or not personal data concerning you are being processed, and, where that is the case, access to the personal data and the following information:

  • the purposes of the processing;
  • the categories of personal data concerned;
  • the recipients or categories of recipient to whom the personal data have been or will be disclosed;
  • (where possible,) the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  • the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;
  • the right to lodge a complaint with a supervisory authority;
  • where the personal data are not collected from the data subject, any available information as to their source;
  • the existence of automated decision-making, including profiling (Article 22(1) and (4) GDPR and - at least in those cases - meaningful information about the logic involved as well as the significance and the envisaged consequences of such processing for you.

Where personal data are transferred to a third country or to an international organization, you shall have the right to be informed of the appropriate safeguards pursuant to Article 46 GDPR relating to the transfer.

Right to rectification

Pursuant to Article 16 GPDR, you shall have the right to obtain from us the rectification and/or completion of your inaccurate personal data.

Right to erasure

Pursuant to Article 17 GPDR, you shall have the right to obtain from us the erasure of your personal data without undue delay. We shall have the obligation to erase your personal data without undue delay where one of the following grounds applies:

  • your personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
  • you withdraw consent on which the processing is based according to point (a) of Article 6(1) GDPR or point (a) of Article 9(2) GDPR, and where there is no other legal ground for the processing.
  • you object to the processing pursuant to Article 21(1) GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2) GDPR ;
  • your personal data have been unlawfully processed;
  • your personal data have to be erased for compliance with a legal obligation in Union or Member State law to which we are subject;
  • your personal data have been collected in relation to the offer of information society services referred to in Article 8(1) GDPR.

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

Exceptions: The right to erasure shall not apply to the extent that processing is necessary:

  • for exercising the right of freedom of expression and information;
  • for compliance with a legal obligation to which we are subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in us;
  • for reasons of public interest in the area of public health (points (h) and (i) of Article 9(2) as well as Article 9(3) GDPR);
  • for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) in so far as the right referred to in paragraph a) is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
  • for the establishment, exercise or defense of legal claims.

Right to restriction of processing

Pursuant to Article 18 GDPR, you shall have the right to obtain from us restriction of processing where one of the following applies:

  • the accuracy of your personal data is contested by you, for a period enabling the controller to verify the accuracy of the personal data;
  • the processing is unlawful and you object to the erasure of the personal data and request the restriction of their use instead;
  • we no longer need your personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defense of legal claims, or
  • you have objected to processing pursuant to Article 21(1) GDPR pending the verification whether our legitimate grounds override those of you.

Where processing of your personal data has been restricted, such data - with the exception of their storage - shall only be processed with your consent or for the establishment, exercise or defense 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 you have obtained restriction of processing pursuant to the requirements stated above, you shall be informed by us before the restriction of processing is lifted.

Notification obligation regarding rectification or erasure of personal data or restriction of processing

Pursuant to Article 19 GDPR, we shall communicate any rectification or erasure of personal data or restriction of processing to each recipient to whom your personal data have been disclosed by us, unless this proves impossible or involves disproportionate effort. We shall inform you about those recipients upon request.

Right to data portability

Pursuant to Article 20 GDPR, you shall have the right to receive your personal data which you have provided to us in a structured, commonly used and machine-readable format. You also have the right to transmit those data to another controller without hindrance from our side, where:

  • the processing is based on consent pursuant to point (a) of Article 6(1) GDPR resp. point (a) of Article 9(2) GDPR or on a contract pursuant to point (b) of Article 6(1) GDPR; and
  • the processing is carried out by automated means.

In exercising your right to data portability, you shall also have the right to have your personal data transmitted directly from us to another controller where technically feasible. This shall not adversely affect the rights and freedoms of others. The right to data portability shall 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 us.

Right to object

Pursuant to Article 21 GDPR, you shall have the right to object, on grounds relating to your particular situation, at any time to processing of your personal data which is based on point (e) or (f) of Article 6(1) GDPR, including profiling based on those provisions. We shall no longer process your personal data unless we demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defense of legal claims.

Right to revocation of consent

You shall have the right to revoke your consent to the processing of your personal data at any time with future effect. Your revocation of consent does not affect the legitimacy of processing your data, based on your consent, until the date of revocation.

Automated individual decision-making, including profiling

Pursuant to Article 22 GDPR, you shall have the right not to be subject to a decision based solely on automated processing - including profiling - which produces legal effects concerning you or significantly affects you similarly. This shall not apply if the decision:

  • is necessary for entering into, or performance of, a contract between you and us;
  • is authorized by Union or Member State law to which we are subject and which also lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or
  • is based on your explicit consent.

Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you shall 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 your personal data infringes GDPR regulations.

e. Responsibility for Processing

Data is processed for the purpose of organizing and implementing the event ESE Kongress on the authority of MicroConsult and for promotional, sponsoring and communication purposes on the authority of Vogel Communications Group. Data is basically processed on servers within the EU.

Data subjects may assert their rights in accordance to item 1.d of this privacy notice through the website support.vogel.de or by contacting MicroConsult GmbH (ese-kongress@microconsult.de).

f. Scope and Validity of the Privacy Notice

This privacy notice applies to the processing of data in the scope of the business processes indicated. Referenced external content is subject to different data privacy and data protection regulations. For details on the responsibilities for those offerings/services, please review the respective impressum pages.

Further development of our websites or the implementation of new technology may result in the need to modify this privacy notice. We therefore reserve the right to modify the privacy notice at any time with effect for the future. The version available at the time of your website visit is the valid version.

2. General Information on How We Handle Your Data

a. On the website www.ese-kongress.de

Our webservers collect the following data when you visit our website:

  • name of your internet service provider
  • requesting IP address
  • website from which access originates
  • websites visited
  • files, date, time and duration of your visit
  • quantity of data transmitted
  • browser type, browser version and operating system
  • request successful message

 I. Use and und disclosure of personal data, limited use

We respect your privacy and thus use your date exclusively for the following purposes:

  • Technical administration of your websites
  • Customer management
  • Marketing

We use your data only within the scope required for these activities.

II. Right of access

On request, we shall inform you without delay as to which personal data we have stored about you. In case we have stored incorrect data, we shall rectify such data immediately.

III. Data protection

We take state-of-the-art technical and organizational security measures to protect the personal data stored on our systems from accidental or intended manipulation, loss, destruction and unauthorized access. These measures are continuously validated and improved.

IV. Cookies

Cookies are files that are stored on your computer when you visit our website and that your browser “remembers”. A cookie file is stored in your web browser and enables the website or a third-party supplier to recognize your browser. Your browser can lock cookies so that e.g. only the site that set the cookies may read them. There are two categories: persistent cookies and session cookies. On our website, we use session cookies only to be able to run the website efficiently; persistent cookies are used for reach measurement in the scope of measurement processes (“SZMnG“) by INFOnline GmbH (see paragraph VI, IVW Measurement).

Your options regarding cookies

Whenever you visit our website, you can object to the use of cookies. In this case, we will delete any cookies we have set in your browser during your visit and will not set any further cookies.

If you wish to delete or reject the use of cookies yourself or via your web browser, please review the Help pages for your web browser and implement the required browser settings. Please note that, as a result, our web pages may not be displayed properly and that some functions may no longer be technically available, such as log-in, storage of your settings or rendering of specific web pages.

V. Web beacons

Web beacons are small graphic files connected to our servers. They help us track your usage of our website and related functionalities. We make use of web beacons that are required for IVW Measurement, to evaluate how many users have visited our website and which advertisements they have accessed. Data collected with cookies or GIF files do not contain your name, address, phone number or e-mail address.

VI. IVW Measurement

Our website uses the measurement procedure (“SZMnG“) by INFOnline GmbH (https://www.INFOnline.de) to determine statistical values on the usage of our offerings. These user metrics serve to generate statistics on the number of visits to our website, the number of website visitors and their reading patterns by means of a standardized procedure, thus obtaining values that can be compared across the market.

For all digital offerings by members of the Informationsgemeinschaft zur Feststellung der Verbreitung von Werbeträgern e.V. (IVW, German Audit Bureau of Circulation) or are part of online research performed by the Arbeitsgemeinschaft Online-Forschung e.V. (AGOF, German Online Research Working Group), user metrics will be further processed, on a regular basis, by AGOF and the Arbeitsgemeinschaft Media-Analyse e.V. (agma, Working Group for Media Analysis) and published under the performance indicator “Unique User” as well as by IVW with the performance indicators “Page Impression” and “Visits”. These reach values and statistics are available on the respective websites.

1. Legal basis for processing

Measurement by INFOnline GmbH using the SZMnG measurement procedure is performed on legitimate interest basis in accordance with point (f) of Article 6(1) GDPR. The purpose of processing personal data is to generate statistics as well as user categories. Statistics shall facilitate tracing and documenting the usage of our sites. User categories are the basis for identifying advertising media and/or activities in line with the interests of customers. Usage measurement that facilitates comparison with other market players is essential for promoting this website. Our legitimate interest therefore arises from the commercial applicability of the findings from the statistics and user categories and the market value of our website - even in direct comparison with third-party websites – which can be determined by using these statistics. We moreover have a legitimate interest in providing pseudonymized data to INFOnline, AGOF and IVW for market research purposes (AGOF, agma) and for statistical evaluation (INFOnline, IVW). We also have a legitimate interest in providing pseudonymized data to INFOnline for the further development and provision of advertising media reflecting the interests of users.

2. Type of data

INFOnline GmbH collects the following data which, according to GDPR, can be linked to a particular person:

IP address: On the internet, each device requires a unique address for data transmission, this is referred to as IP address. The technological nature of the Internet requires the IP address to be stored at least for a short time. IP addresses are truncated to 1 byte before processing. Further processing is only performed on anonymized IP addresses. IP addresses that have not been truncated will not be stored or processed.

Randomly generated client ID: For recognizing computer systems, reach data processing uses either a cookie with the identifier “ioam.de”, a local storage object or a signature compiled from diverse information from your browser that is automatically transmitted. This identification is unique for a browser as long as the cookie or local storage object is not deleted. The data can also be measured and subsequently assigned to the respective client identifier when you access other websites that also use the measuring procedure (“SZMnG”) by INFOnline GmbH. The validity of the cookie is limited to a maximum of 1 year.

3. Usage of data

INFOnline GmbH’s measurement procedure used on this web page determines usage data. The purpose is to obtain performance values for page impressions, visits and clients from which to derive

Geolocalization, i.e. the assignment of a web page access to the access location, is only performed based on the anonymized IP address and only up to the geographical level of federal state/region. Under no circumstances can the geographical data collected be used to identify a user’s current location.

Usage data from a technical client (e.g. device browser) are merged across websites and stored in a database. This data are used for a technical evaluation of age and gender and passed on to the AGOF service providers for further processing. In the scope of the AGOF survey, random samples for social characteristics are used for technical evaluation and categorized as follows: age, gender, nationality, profession, marital status, general household information, household income, place of

4. Retention period of data

INFOnline GmbH does not store full IP addresses. The truncated IP addresses will be stored for a maximum of 60 days. Usage data in connection with the unique identifier will be stored for a maximum of 6 months.

5. Disclosure of data

Neither the IP address nor the truncated IP address will be disclosed. In the scope of the AGOF survey, data with client IDs will be disclosed to the following AGOF service providers:

  • Kantar Deutschland GmbH
  • Ankordata GmbH & Co. KG
  • Interrogare GmbH

Right to object: If you do not wish to take part in the measurement, you can object via the following link: https://optout.ioam.de. To guarantee your exclusion from the measurement, it is a technical requirement to set a cookie. Should you wish to delete the cookies in your browser, you will have to repeat the opt-out process.

The data subject shall have the right to lodge a complaint with a data protection authority. For more details on data privacy in the measurement procedure, please visit the website of INFOnline GmbH – the operator of this measurement procedure - as well as the online data privacy notices of AGOF and IVW.

b. Promotion and Organization of ESE Kongress

1. Purpose of Processing

We use personal data to support the ESE Kongress participants in the process of planning, registration, participation and wrap-up and to provide them with necessary and helpful information. We moreover use such data to submit event offerings that meet their information and communication demand.

2. Lawfulness of Processing

We process personal data in accordance with Article 6 GPDR as follows:

If you become party to a contract with us, we will process your data to perform this contract based on point (b) of Article 6(1) GPDR, for example, when you register for an event (online/offline).

In some cases, processing is based on the requirement to protect our legitimate interests or the legitimate interests of third parties according to point (f) of Article 6(1) GPDR. Such legitimate interests are, for example, the promotion of products and offerings, efficient information of customers in line with their interests and demands, advertising success measurement and acquisition of new customers. It is our objective to provide you only with information and services that are reflect your professional interests and demand.

You can assert your rights against us at any time. Hence, we see no reason to assume any conflicting interests of our customers and event participants. Should this not be the case on an individual basis, you can object to such use of your data at any time.

Another legitimate interest of ours is to perform a credit check when you use services with cost.

In this case, we shall basically assume that our interest in a contractual settlement of our services overrides the protection of our customers’ interest in the exclusion of such use.

Some data have to be collected and processed to comply with tax law regulations, with point (c) of Article 6(1) GDPR as the legal basis in such case. Should you as our business partner do not provide us with such data (e.g. your VAT identification number), we might be forced to retain additional taxes. Your consent is required for specific processing purposes, and we shall request such consent separately. In such cases, processing of your data is based on point (a) of Article 6(1) GDPR.

As far as we implement direct marketing via phone, fax or e-mail or disclose your data to sponsors or cooperation partners, this is based on our business model which you have acknowledged with our Terms and Conditions or, alternatively, with your consent. Only if we have obtained you e-mail address in the scope of your event attendance, we might use it to promote similar events (e.g. an annual congress). You can object to such use at any time.

You shall have the right to revoke your consent at any time with future effect. You can revoke your consent on all our portals and mailings through a link at the bottom of the page. Alternatively, send an e-mail to support@vogel.de or use our Service Portal http://support.vogel.de/.

3. Which Data is Collected?

We only collect and process data that is required for the purposes described above: your name, job function and position, job title and task area as well as address and contact data through which we can contact you electronically if required. If you are an existing customer or participant, we store all accounting data required for invoicing our services, if required, also your account information, your payment conditions and taxation-related data.

To optimize our services, we add data, such as data about your company that is publicly available on the internet, or we compare the actuality of your data with freely available content from suitable databases.

We also collect data about your interests which we derive from your requests and the usage of our online portals, as we want to submit only offers that meet your demands and interests. This is done either with your consent or pseudonymously; in such case, we undertake to prevent any merge with identifying data (see more below: software products used to this end).

We also perform advertising success measurement in the scope of which we collect and evaluate recipient response to our newsletters and promotional e-mails. To this end, we use information about which news and offers are opened and clicked.

Some data are also transmitted automatically: Your computer automatically provides information like IP address, browser type or access times when you use our online portals. We need such data for optimizing the presentation of our online services on your hardware.

4. Retention Period

We store your data until a contract entered by yourself and us is performed and finalized by all parties. After termination of the business relationship, we shall store your data for another 3 years.

In case of accounting data, we moreover have to comply with legal obligations from tax and commercial law requesting specific data retention (6 resp. 10 years).

We will delete your online usage data three years after the last contact with you, starting with the date of the last communication between you and us.

After three years, we shall also delete data for new customer acquisition which we may collect from third parties, where no contract is concluded or no further information is requested.

5. Data Recipients

Data of ESE Kongress participants are processed by both Vogel Communications Group and MicroConsult. Within the Vogel business group, data undergo centralized processing and are used for promotional purposes by order of the companies involved.

In some cases, we order professional service providers with the processing of personal data. In accordance with Article 28 GDPR, these service providers are bound by contract to process the data for our business purposes and based on our instructions only.