Privacy Notice for the Data Spaces Symposium 2024

Fraunhofer-Gesellschaft zur Förderung der angewandten Forschung e.V.
Hansastrasse 27c
80686 Munich

for services of its

Fraunhofer Institute for Software and Systems Engineering ISST
Speicherstraße 6
44147 Dortmund, Germany
Contact: info@zv.fraunhofer.de

and

DATA AI AND ROBOTICS DAIRO (BDVA)
established in AVENUE DES ARTS 56
BRUXELLES 1000, Belgium
Contact: info@bdva.eu

FIWARE FOUNDATION EV (FIWARE)
established in FRANKLINSTRASSE 13 A
BERLIN 10587, Germany
Contact: fiware-personaldataprotection@lists.fiware.org

GAIA-X EUROPEAN ASSOCIATION FOR DATA AND CLOUD (Gaia-X)
established in AVENUE DES ARTS 6-9,
BRUXELLES 1210, Belgium
Contact: info@gaia-x.eu

INTERNATIONAL DATA SPACES EV (IDSA)
established in ANNA-LOUISAKARSCH-STR. 2
BERLIN 10178, Germany
Contact: info@internationaldataspaces.org

Hereinafter defined as “the Parties”, In this privacy notice, would like to inform you as a participant or guest at our event (hereinafter “participant” or “you”) or as a speaker or moderator at our events (hereinafter “speaker” or “you”) about the processing of your personal data with regard to the Data Spaces Symposium 2024, taking place at the Darmstadtium, in Germany (hereinafter “Event”).

1. Controller

The data controller is Fraunhofer Institute for Software and Systems Engineering ISST, along with the Parties.

2. Categories of personal data and data sources

In the course of hosting Events, whether online or in-person, the Parties will process your personal data to prepare, organise, and host the event as set out hereunder.

2.1. Registration for the Event

We process the following personal data of participants, speakers, and moderators in the preparation of the Event provided by you during the registration process:

We process these data to keep track of registrations and to allow us to keep you updated about details relating to the Event (such as topics, speakers, and schedules).

If they have consented, registered participants may be entered into our database so we may contact them about similar future events. Should you object to be included in our database or If you do not want to receive event invitations from us, you can withdraw your consent by sending an email to the contact person nominated by the Parties at events@dssc.eu

2.2. Attendance at the Event

Lists of participants
The Parties will keep a list with the names and affiliations of confirmed participants.

Photography and videography
By agreeing to this privacy statement, you consent that the Parties take photos during the Event to enable us to document it and promote awareness, for example, on social media and for the creation of offline communication material. If you do not wish your image to be taken or used, you may object at any time before, during, or after the Event, for example, by contacting us via email or otherwise using the above contact details. We may film events to provide them to a broader audience, for instance, by live streaming them on our youtube channel on our website.

3. Purpose and legal basis of the processing of personal data

3.1. Data processing due to the performance of a contract (Art. 6 Sec. 1 lit. b) GDPR)

Any personal data processed as part of your registration and to conduct the Event will be processed as this is necessary for the performance of a contract to which you are party. This includes the processing of your personal data to process your registration, contacting you for organisational purposes and conducting the Event.

3.2. Data processing due to legitimate interests (Art. 6 Sec. 1 lit. f) GDPR)

We also process personal data to pursue our legitimate interests to keep you posted about future Events, to document and promote our Events, and to gain insights into the impact of our Events and possibilities to optimise such events. In the latter cases, the legal basis will be our legitimate interest and therefore article 6 (1) f of the GDPR, except where such interests are overridden by the interests of fundamental rights and freedoms of the data subject, which require protection of personal data.

3.3. Consent (Art. 6 Sec. 1 lit a) GDPR

In those cases where you have consented to the use of your personal data, the legal basis is article 6 (1) a of the GDPR. You may unsubscribe at any time by email via info@zv.fraunhofer.de.

4. Disclosure of personal data

4.1. External service provider

Data may be accessed by service providers with whom we have entered into data processing agreements with, for the purposes of administrating our events logistics, photography, filming, cloud services, or video conferencing.

FARN Design GbR
Ballindamm 13
20095 Hamburg
Germany
+49 (0)172 7 82 35 96
info@farn.de

ZORA Events GmbH
Heinestraße 4
35452 Heuchelheim
Germany
+49 (0)151 41465345
mail@zora-events.com

ALL-INKL.COM – Neue Medien Münnich
Owner: René Münnich
Hauptstraße 68
02742 Friedersdorf
Germany
+49 (0)35872 353-10
info@all-inkl.com

The registration process is carried out by a dedicated platform from the following service provider

gastwerk! Teilnehmermanagement GmbH
Theodorstr. 41P
22761 Hamburg
Germany
+49 (0)40 5327 3848
fasttrack@gastwerkevent.de

Hetzner Online GmbH 

Industriestr. 25 

91710 Gunzenhausen
Germany

+49 (0)9831 505-0 

info@hetzner.com

Other recipients
Furthermore, the images will be published for the purpose of post-event reporting on our media platforms such as Facebook, Twitter, Linkedin, belonging to the Parties. This processing is required in particular to document and promote our event.

5. Data Retention

As a matter of principle, we delete or anonymise your personal data as soon as they are no longer required for the aforementioned purposes and there are no other statutory retention obligations or justification reasons for storage. We conduct regular reviews to ensure that if information becomes outdated or outlives its purpose, it is removed from our database.

Furthermore, personal data may be retained by us for the period during which claims may be brought against us.

Where specific retention periods apply related to personal data processed by the respective video conferencing tools, we kindly ask you to refer to the information provided above for the relevant software tools.

Rights of the data subject

You have the following rights in regard to your personal data:

You have the right to access (Art.15 GDPR) , correct (Art. 16 GDPR), update or request the erasure of personal data (Art. 17 GDPR), and you can ask us to restrict the processing of your personal data (Art. 18 GDPR) or request portability (Art. 20 GDPR) .

If we process your personal data based on our legitimate interest, you can object to this processing (Art. 21 GDPR) insofar as reasons arise from your particular situation that conflict with this data processing. Having received your objection, we will then stop this processing unless we can demonstrate that there are compelling legitimate grounds for the processing which override your interests, rights and freedoms concerned, or the processing serves the purpose of asserting, exercising, or defending legal claims (Art. 77 GDPR). Contact: info@zv.fraunhofer.de, info@internationaldataspaces.org, info@gaia-x.eu, fiware-personaldataprotection@lists.fiware.org, info@bdva.eu

Where the processing of your personal data is based on your consent, you can withdraw your consent at any time and without any reason (Art. 7 (3) GDPR). Withdrawing your consent means that the Parties will not make use of your data any longer for the purposes that you consented to. This does not invalidate past uses of your personal data for which you gave consent, and your personal data will continue to be processed in the event of any legal obligations that the Parties must meet.

To exercise these rights or if you have any questions or complaints about data protection, please feel free to contact us. You can find our contact details under point 7 of this privacy notice. The Parties must confirm your identity and will review your request to ensure that it can be honoured without compromising other legal requirements and pursuant to the limitations provided by GDPR. We aim to have replied within 30 days of your request except where you have withdrawn your consent, which shall be actioned immediately.

In addition, you have the right to lodge a complaint with the competent supervisory authority (Art. 77 GDPR).

6. Contact

The Parties controlling for the processing of your personal data can be reached out at info@zv.fraunhofer.de, info@internationaldataspaces.org, info@gaia-x.eu, fiware-personaldataprotection@lists.fiware.org, info@bdva.eu

Consent Form regarding photographs, video recordings, quote excerpts and PowerPoint/PDF presentations

With the following Privacy Notice, the Parties, (hereinafter “The Parties”, “we” or “us”) want to inform you that photographs and/or videos and/or quote excerpts and/or PowerPoint/PDF presentations may be taken during the Data Spaces Symposium, in Darmstadt, Germany. We would like to ask you for your permission to publish your photographs and/or videos and/or quote excerpts and/or PowerPoint/PDF presentations in marketing materials such as the DSSC website, hard copy flyers, posters and magazines, social media platforms (e.g., LinkedIn, Twitter) or streaming platforms (e.g., YouTube) (hereinafter the “Material”).

By agreeing with this form, you confirm that you authorise the use of photographs and/or videos and/or quote excerpts and/or PowerPoint/PDF presentations of you at this Symposium for the above-described purposes.

The legal basis for the processing of photographs, videos, quote excerpts and PowerPoint/PDF presentations by the Parties is the GDPR regulation. You may withdraw your consent at any time in the future. This will not affect the lawfulness of the processing carried out on the basis of your consent until the withdrawal. Once photographs and/or videos have been included in marketing materials with your consent, continued processing may additionally be based on the Parties’ legitimate interest e.g. for maintaining the material for archival purposes and for using already printed materials.

Personal information will be stored in accordance with applicable laws and kept only if necessary to carry out the purposes described above or as otherwise required by applicable laws.

You have the following rights regarding your personal data:

You can access, correct, update or request deletion of your personal data and you can object to the processing of personal data, ask us to restrict the processing of your personal data or request portability.

If we process your personal data based on our legitimate interest, you can object to this processing insofar as reasons arise from your particular situation that conflict with this data processing. Having received your objection, we will then stop this processing unless we can demonstrate that there are compelling legitimate grounds for the processing which override your interests, rights and freedoms concerned or the processing serves the purpose of asserting, exercising or defending legal claims.

You also have the right to withdraw your consent to the use of the photographs and/or videos and/or quote excerpts and/or PowerPoint/PDF presentations at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

In addition, you have the right to lodge a complaint with the competent supervisory authority.

To exercise these rights or if you have any questions or complaints about data protection, please feel free to contact us at

If you consent to the above, you have to agree with the form

By agreeing with this form, I confirm that I authorise and grant the Parties, within the framework of the Data Spaces Symposium, a non-exclusive, sub-licensable, transferable, worldwide, unlimited license (but not an obligation) to record, capture, store, use, reproduce, broadcast, communicate to the public via the above mentioned Materials, transform and create works derived from the material generated and/or delivered on the occasion of the Event including my image and name as they appear at the Event, without any financial compensation for these purposes.

The Material may be used in whole or in part throughout the world and may be modified or adapted. The rights of exploitation, transformation, reproduction, distribution and public communication of the Materials belong and/or are exclusively assigned to the Parties in the terms foreseen in this form. Thus, I understand that the Parties are the sole owner of the Material. We will send you the recordings of your contribution to the Data Spaces Symposium for your own internal purposes. This includes the right to publish the video material unchanged on your own website or social media channels. Changes to the video material sent to you are subject to prior authorisation.

Participation in the Event and acceptance of this form is voluntary. I am free to withdraw my consent at any time with future effect by contacting the Parties using the provided contact details. However, the Parties have no influence on the existence and constant use of any copies of the material that third parties might have obtained in printed form or downloaded from the internet.

Email Consent

In accordance with Art. 6 (1) (a) GDPR, I hereby consent to my personal data being processed in the context of the event in order to send me monthly updates from the DSSC via the Community Newsletter. Consent can be withdrawn at any time with effect for the future. I can revoke my consent by sending an e-mail to events@dssc.eu or info@zv.fraunhofer.de, info@internationaldataspaces.org, info@gaia-x.eu, fiware-personaldataprotection@lists.fiware.org, info@bdva.eu. I have taken further information from the data protection information.