Privacy Policy for the Geography Connect Convention (GCC)

1. Controller
The controller within the meaning of the EU General Data Protection Regulation (GDPR) for all data processing activities related to the Geography Connect Convention (GCC) is:

Deutsche Gesellschaft für Geographie (DGfG) e. V.
represented by the Executive Board
Postfach 310151
86062 Augsburg
gcc@geographie.de

You may contact us at any time regarding data protection matters.

2. Purpose of Data Processing
Personal data are processed exclusively for the planning, organisation, implementation, and follow-up of the Geography Connect Convention (GCC). This includes in particular:

  • Registration and participant management

  • Communication before, during, and after the event

  • Payment processing

  • Management of abstracts, contributions, and scientific roles

  • Programme organisation and allocation of presentation slots

  • Production of name badges, participant certificates, and participant lists

  • Dispatch of event-related information

  • Documentation of the event for association purposes

Legal bases for the processing are Art. 6(1)(b) GDPR (performance of a contract), Art. 6(1)(f) GDPR (legitimate interests), and — where applicable — Art. 6(1)(a) GDPR (consent).

3. Categories of Personal Data
The following categories of personal data may be processed:

  • Name, title, academic degree

  • Institutional and professional contact details

  • Registration, booking, and payment information

  • Information related to participation (session choices, preferences, notes)

  • Data submitted via abstract and contribution submissions

  • Information relating to roles in the scientific programme (speaker, session chair, contributor)

  • Usage and log data generated when using the Converia platform

4. Processing via the Converia Platform
For registration, abstract management, payment processing, and programme organisation, the DGfG e. V. uses the specialised conference management system provided by:

Converia GmbH
acting as a data processor pursuant to Art. 28 GDPR.

Key aspects:

  • Processing is carried out solely on behalf and under the instructions of DGfG e. V.

  • All servers are located within Germany or the EU.

  • Processing includes, among others:

    • Registration and account management

    • Payment processing

    • Submission and storage of abstracts and uploaded files

    • Programme and role management

    • Automated system e-mails (e.g., confirmations, reminders)

    • Technical logs (IP address, timestamps, system events)

Converia does not use personal data for its own purposes.

5. Transfer of Data to Third Parties
Data will only be transferred if necessary for the execution of the event, including:

  • to Converia GmbH (platform operation)

  • to payment service providers (e.g. credit card processors)

  • to session chairs, reviewers, and programme committees (in the context of abstract evaluation)

  • to external service providers (e.g. printing of name badges)

No data will be transferred to non-EU countries unless appropriate safeguards under Art. 44 et seq. GDPR are ensured.

6. Photo and Video Recordings
Photos and video recordings may be taken during the event by or on behalf of DGfG e. V.
These recordings may be used for documentation and public relations purposes (e.g. reports, website, publications, social media).

Legal basis: Art. 6(1)(f) GDPR.
Participants may object to being recorded or to the use of specific images at the venue.

7. Storage Period
Personal data will only be stored as long as necessary for organising the GCC and for complying with statutory retention obligations.
Abstracts, programme information, and event documentation may be retained permanently in the DGfG’s scientific archive.

8. Rights of Data Subjects
Data subjects have the following rights:

  • Right of access (Art. 15 GDPR)

  • Right to rectification (Art. 16 GDPR)

  • Right to erasure (Art. 17 GDPR)

  • Right to restriction of processing (Art. 18 GDPR)

  • Right to data portability (Art. 20 GDPR)

  • Right to object (Art. 21 GDPR)

  • Right to withdraw consent at any time (Art. 7(3) GDPR)

To exercise your rights, please contact the controller (see section 1).

9. Obligation to Provide Data
Certain personal data are required for participation in the GCC. Without these data, registration cannot be completed.

10. Data Security
DGfG e. V. and Converia GmbH implement appropriate technical and organisational measures pursuant to Art. 32 GDPR to protect all processed personal data against loss, misuse, and unauthorised access.
All data transmissions are encrypted.

11. Updates to this Privacy Policy
DGfG e. V. reserves the right to update this Privacy Policy to reflect legal, organisational, or technical changes.
The current version is always available on the event website.