The controller 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 provisions is:

Universität Hamburg
Mittelweg 177
20148 Hamburg
Germany

The Universität Hamburg (UHH) is a public corporation. It is legally represented by Prof Dr Hauke Heekeren, President of the UHH, Mittelweg 177, 20148 Hamburg.

Name and Address of the Data Protection Officer

The controller’s data protection officer is:

Datenschutzbeauftragte der Universität Hamburg
Mittelweg 177, 20148 Hamburg
E-Mail: datenschutz@uni-hamburg.de

General Information on Data Processing

Scope of personal data processing

In principle, UHH processes personal data only to the extent that is necessary to provide a functional website and its contents and services. As a rule, processing of users' personal data is only carried out with the user's consent. An exception applies in those cases where prior consent cannot be obtained for valid reasons and processing of the data is permitted by other legal provisions.

Legal basis for the processing of personal data

Insofar as UHH obtains the consent of the data subject for the processing of personal data, Article 6 (1) (a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis.

When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Article 6 (1) (b) of the GDPR serves as the legal basis. This also applies to processing operations that are necessary to carry out pre-contractual measures.

Insofar as the processing of personal data is necessary to fulfill a legal obligation to which UHH is subject, Article 6 (1) (c) GDPR serves as the legal basis.

Data erasure and storage period

Your personal data will be erased or blocked as soon as the purpose of storage ceases to apply. Data may be stored for longer periods, if this has been provided for by the European or national legislator in EU regulations, national laws or other provisions to which the controller is subject. In case of storage beyond the original purpose, the data will be stored exclusively for the purpose of such storage and otherwise blocked for further processing. As soon as such storage obligations cease to apply, personal data will be permanently deleted.

Notes on Order Processing

Personal data will not be transferred to third parties unless you have given your express consent in advance.

Under certain circumstances, UHH uses service providers for data processing who work on behalf of the UHH. Such service providers are so-called processors. Personal data may also be transferred to such processors without your express consent. However, only the data required to fulfil the order will be passed on to these processors. Personal data will only be passed on to service providers who offer sufficient guarantees that suitable technical and organisational measures are implemented in such a way that data processing is carried out in accordance with the legal requirements and that the processors comply with data protection laws in the same way as provided for in Art. 28 of the GDPR.

UHH uses the following companies as processors to carry out payment management (= registration of participants, participant communication, transmission of participant data to UHH and processing of the payment function by credit card, bank transfer or Paypal):

Universität Hamburg Marketing GmbH (UHHMG)
Feldbrunnenstrasse 9
20148 Hamburg

To fulfil the aforementioned purpose, the UHHMG uses the conference management software Converia on this website, which is provided by the company:

Converia GmbH
Kaufstr. 2-4
99423 Weimar

Converia GmbH hosts this software as a sub-processor of the UUHMG and in this function provides further services such as software maintenance and support. Converia GmbH also offers to handle payment processing. Converia GmbH may therefore also encounter personal data stored in the software in the course of this work.

An data processing addendum has been concluded with UHHMG in accordance with Art. 28 GDPR. For its part, UHHMG has concluded an order processing contract with Converia GmbH.

Provision of the Website and Creation of Log Files

Description and scope of data processing

Each time our website is visited, our system automatically collects data and information from the accessing computer’s system.

The following data is collected:

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

Legal basis for data processing

The legal basis for the temporary storage of the data and the log files is Article 6 (1) (e) GDPR, in conjunction with § 4 HmDSG in conjunction with § 3 and 4 HmbHG.

Purpose of 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 be stored for the duration of the session.

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

Storage period

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

Data stored in log files is erased after no more than seven days. Storage for a longer period is possible. In such cases, the user’s IP address is erased or masked so that it can no longer be associated with the accessing client.

Use of Cookies

Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in or by the web browser on the user’s computer system. When a user accesses a website, a cookie might be stored on the user’s operating system. This cookie contains a distinct character sequence that allows unambiguous identification of the browser when the website is accessed again.

We classify cookies into the following categories:

Necessary cookies

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

Legal basis for data processing

Necessary cookies are set to make a website usable by enabling basic functions so that a website can function properly. The legal basis for the storage of information on the end device (using cookies) and access to the information is Section 25 (2) No. 2 TTDSG. If personal data is processed simultaneously or subsequently with the storage or access to the information, the legal basis is Article 6 (1) (e) (3) GDPR in conjunction with § 4 HmDSG in conjunction with § 3 and 4 HmbHG.

Purpose of data processing

We use the following cookies on our websites:

Storage period, possibility of objection and deletion

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 the functions of the website to their full extent.

Registration & use of the conference management software functions

Description and scope of data processing

The conference management software offers you the option of registering for events by providing personal data and registering for a user account for future events. Your data is entered into an input mask and transmitted to us and stored.

Mandatory information may be requested during registration. This information must be entered completely and accurately. If this is not the case, the registration will be rejected.

A registration process is usually required for the following activities, among others:

• Registration as a participant for an event
• Submission of a scientific contribution to the system
• Reviewing of scientific contributions
• Actions as a speaker or chair of a session
• Using the favourite feature of the conference planner

The following data is collected and stored during the registration process and use of the software features:

• Access data (username, password)
• Address details
• E-mail address
• Shopping cart data
• Billing information
• Information on verification (e.g. student identification)
• In case of attendance terminal tour:
  • Nationality
  • Passport number

Payment processing

Various payment options (e.g. invoice/bank transfer, credit card, Google Pay and Apple Pay) are available for payment processing when participants register for an event. Sensitive payment information is not stored in the conference management system itself. For this purpose, specially certified payment service providers are employed which perform the data processing and storage. The user is led directly to the website of the respective provider. Further information on data protection can be found on the websites of the respective service provider.

The following data is collected for payment processing:

• selected method of payment
• invoice amount
• amounts paid
• billing data

Legal basis for data processing

The legal basis for the processing of your data when registering for a user account is consent in accordance with Article 6 (1) (a) GDPR.

When registering for events, the processing of your data serves the fulfillment of a contract or the implementation of pre-contractual measures, so that in these cases the legal basis for the processing of the data is Article 6 (1) (b) GDPR.

Purpose of data processing

The processing of your personal data when registering for an event is necessary for the fulfilment of a contract or for the implementation of pre-contractual measures.

If you have also consented to registering for a user account, the purpose of processing your data is to create, provide and manage this user account.

Storage period

The data will be deleted as soon as it is no longer required to achieve the purpose for which they were collected.

This is the case when you register for an event if the data is no longer required for the fulfilment of the contract or for the implementation of a pre-contractual measure. However, even after fulfilment of the contract, it may be necessary to store your personal data in order to comply with contractual or legal obligations (e.g. contractual claims for damages or retention obligations under tax law). Your data is therefore regularly stored for a period of 3 years up to 10 years in the case of tax retention periods, even after fulfilment of the contract due to general limitation rules. After this period has expired, your data will be permanently deleted.

If you have given your consent to register for a user account, your data will either be deleted if you request deletion or automatically deleted 2 years after you last logged into the system.

Possibility of objection and deletion

You have the option of cancelling your registration for a user account and requesting its deletion 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 your 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 Data Subject

If personal data concerning you is processed, you are a data subject within the meaning of the GDPR and have the following rights vis-à-vis the controller:

1. Right to information

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

If such processing has taken place, you can request the following information from the controller:

• The purposes for which personal data has been processed;
• The categories of personal data that have been processed;
• The recipients or categories of recipients to whom the personal data concerning you have been or are still being disclosed;
• The planned duration of the storage of personal data concerning you or, if specific information on this is not available, the criteria for determining the storage period;
• The existence of a right to rectification or deletion of personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing;
• The existence of a right to lodge a complaint with a supervisory authority;
• Any available information on the origin of the data if the personal data were not collected from the data subject;
• The existence of automated decision-making, including profiling in accordance with Article 22 (1) and (4) of the GDPR and –at least in these cases – meaningful information on the logic involved as well as the scope of such processing and its intended effects on 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 can request information on the appropriate safeguards pursuant to Article 46 of the GDPR in connection with the transfer.

2. Right to rectification

You have the right to request from the controller rectification and/or completion of the processed personal data concerning you if this data is incorrect or incomplete. The controller must carry out the rectification without delay.

3. Right to restriction of processing

Under the following conditions, you can request the processing of personal data concerning you to be restricted:

• If you contest the accuracy of the personal data concerning you for a period that enables the controller to verify the accuracy of the personal data;
• If the processing is unlawful and you refuse deletion of the personal data and instead request that use of the personal data should be restricted;
• If the controller no longer needs the personal data for the purposes of the processing, but you require them for establishing, exercising or defending legal claims; or
• If you have objected to processing pursuant to Article 21 (1) of the GDPR and it has not yet been established whether the legitimate reasons of the controller outweigh your reasons.

If the processing of personal data concerning you has been restricted, such data shall - with the exception of storage - 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 you have obtained restriction of processing under the conditions specified above, you will be informed by the controller before the restriction of processing is lifted.

4. Right to erasure

a) Duty to erase

You may request the controller to erase the personal data relating to you without delay, in which case the controller is obliged to erase this data without delay if one of the following reasons applies:

• The personal data concerning you is no longer necessary for the purposes for which it was collected or otherwise processed.
• You withdraw your consent on which the processing was based in accordance with Article 6 (1) (a) or Article 9 (2) (a) of the GDPR, and there is no other legal basis for the processing.
• You object to the processing pursuant to Article 21 (1) of the GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21 (2) of the GDPR.
• The personal data concerning you has been processed unlawfully.
• The personal data concerning you has to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
• The personal data concerning you has been collected in relation to information society services offered pursuant to Article 8 (1) of the GDPR.

b) Information to third parties

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

c) Exceptions

There is no right to erasure to the extent that processing is necessary:

• For exercising the right of freedom of expression and information;
• For compliance with a legal obligation according to which processing is required 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;
• For reasons of public interest in the area of public health in accordance with points (h) and (i) of Article 9 (2) and Article 9 (3) of the GDPR;
• For archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) of the GDPR, in so far 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
• For the establishment, exercise or defence of legal claims.

5. Right to notification

If you have exercised your right to rectification or erasure of personal data or restriction of processing vis-à-vis the controller, the controller is obliged to communicate this rectification or erasure of personal data or restriction of processing to all recipients to whom your personal data has been disclosed, unless this proves impossible or involves disproportionate effort.

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

6. 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. In addition, you have the right to transmit the data to another controller without hindrance from the controller to whom the personal data has been provided, as long as:

• The processing is based on consent pursuant to Article 6 (1) (a) of the GDPR or Article 9 (2) (a) of the GDPR or on a contract pursuant to Article 6 (1) (b) of the GDPR; and
• 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 others must not be affected by this.

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

7. Right to object

You have the right to object at any time, on grounds relating to your particular situation, to any processing of your personal data pursuant to Article 6 (1) (e) or (f) of the GDPR; this also applies to profiling based on these 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 the processing serves the establishment, exercise or defence of legal claims.

Where personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to processing of the 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 such purposes.

In the context of the use of information society services - and notwithstanding Directive 2002/58/EC - you may exercise your right to object by automated means using technical specifications.

8. Right to Withdraw the Data Protection Consent Declaration

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

9. 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, particularly 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 of the progress and the outcome of the complaint, including the possibility of a judicial remedy pursuant to Article 78 GDPR.

List of Processors

Converia GmbH
Kaufstr. 2-4
99423 Weimar

Type of Processing:

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

Data Protection Information

For payment processing, we use the payment service provider Secupay AG, Goethestraße 6, 01896 Pulsnitz, Germany. Secupay AG is a payment institution authorized by the Federal Financial Supervisory Authority (BaFin).

Secupay acts under its own data protection responsibility (§ 1 para. 1 sentence 2 no. 6 ZAG in conjunction with Art. 6 para. 1 lit. b, c, and f GDPR) and processes your personal data exclusively for the execution and handling of the respective payment transaction.

During the payment process, the following data is processed in particular:

• Payment information (e.g., IBAN, credit card number, verification number, payment amount)
• Transaction data (e.g., time, reference number, purpose)
• If applicable, contact details (e.g., name, address, email address)

The data processing is carried out for the purpose of secure and reliable payment processing and to fulfill legal obligations for fraud prevention, anti-money laundering, and record-keeping requirements.

Legal Bases for Processing:

• Art. 6 para. 1 lit. b GDPR (performance of a contract)
• Art. 6 para. 1 lit. c GDPR (legal obligation)
• Art. 6 para. 1 lit. f GDPR (legitimate interest in secure payment processing)

The data is transmitted exclusively to the recipients necessary for payment processing, in particular banks, credit institutions, and, if applicable, commissioned IT service providers.

The data is stored only as long as it is required for the processing purpose. Secupay deletes or anonymizes your data in accordance with legal requirements after the processing purpose has ceased.