We are very pleased with your interest in our exhibitions and events (hereinafter “event”). With this privacy policy, we inform you about the type, scope, and purpose of the personal data we process and your rights as the data subject.

1. Controller

Responsible for data processing in accordance with Art. 4 No. 7 GDPR (and at the same time the organizer), subject to differing information in this privacy policy, is:

Villa Schöningen eGbR
Berliner Strasse 86, 14467 Potsdam
Tel.: 0331-2001741

Email: info@villa-schoeningen.de

(hereinafter “we” or “us”).

2. Access to the Website

When you use our offer at villa-schoeningen.de, we set strictly necessary cookies and collect and process the following information to enable the usability of the provided functions and ensure the security and stability of our offer. Cookies are small text files that are transmitted to your computer along with the data requested from the internet. These data are stored there and kept for later retrieval. We use cookies, in particular, to collect the following information:

– Information about the accessing device and the software used
– Date and time of access
– Websites from which you access our website or which you access through our website
– IP address

The processing of your IP address is absolutely necessary to enable the delivery of our offer to your device. The legal basis for data processing is Art. 6 (1)(b) GDPR. Our servers also store your IP address for up to 14 days for our own security purposes (Art. 6 (1)(f) GDPR).

3. Registration for Events

In order to enable you to participate in our events, we naturally need some data about you. If you register for one of our events, we process the personal data provided by you during the registration, especially the following personal data:

– Title
– First and last name
– Contact details (email address, possibly phone/mobile number)
– Postal address
– Other data that you may provide to us

We process your personal data for the organization and execution of the event, such as managing registrations, invitation management, and event-related communication with you.

4. Live Events, Image and Sound Recordings

4.1 Live Event: Photo and Video Recordings

As part of an event, photos and video recordings of you may be taken. The recordings can be used by us for press purposes and as part of public relations (including information about follow-up or similar events and internal communication), for the representation and documentation of the event for participants and third parties on websites and social media presences (Instagram, our newsletters, etc.) (legitimate interest according to Art. 6 (1)(f) GDPR). The image recordings may also be used for coverage appropriate to the purpose of the event in printed, electronic, or electromagnetic media (including audio, television, and telemedia) (e.g., in news programs/magazines, event programs, possibly live, regardless of the medium and transmission technology, analog or digital), including live stream or video-on-demand reporting (e.g., on our website and/or a website of the organizing entity, one or more sponsors, or a website set up specifically for this event).

As far as the recordings serve journalistic purposes, they fall under the media privilege (Art. 85 GDPR in conjunction with the Broadcasting State Treaty as well as the press laws and media contracts of the federal states) and may be processed for this purpose. If the recordings do not serve journalistic purposes, they can be used by us for a maximum of five years for the aforementioned purposes. Any retention obligations for accounting and tax purposes (§ 257 HGB, § 147 AO) remain unaffected.

With your participation in one of our events, you simultaneously agree, in the sense of the German Copyright Act (§ 22 KUG), that photo and video recordings will be made and used to the extent described above. The use takes place, in particular, on the website of this event, for documentation and public relations in all media (including TV reporting in news programs or magazines or live stream or video-on-demand reporting on our website) also by third-party media (except for media that reject the general Equal Treatment Act or the value system of the Basic Law in their tendency, in particular, spreading hate speech) and for the image maintenance of the person responsible, sponsors, and the organizing entity (in brochures, booklets, video clips, and other image media) and for their historical documentation, insofar as exceptional personal interests to be protected do not prevail over the interest in this use.

5. Subscriptions and Unsubscriptions, Newsletters

Subject to your explicit consent regarding information about other events that you may have given on our registration website, we use your contact details to send you invitations to future events by email or post. You can declare your consent during the entry of your registration data. You can also revoke this consent at any time. You can use the unsubscribe link in an informational email, notify us of your withdrawal separately, or, with the next invitation, remove the checkboxes for consent to use your data on the registration page (Art. 6 (1)(a) GDPR).

6. Processing Location

We cannot exclude the possibility that we may process data in states outside of the European Union (EU) and the European Economic Area (EEA). To ensure the protection of your privacy rights in the context of such data transfers, we use the EU Commission’s standard contractual clauses (Art. 46 (2) (c) GDPR) in the design of the contractual relationships with the recipients in third countries. These clauses are available at any time at https://eur-lex.europa.eu/legal-content/DE/TXT/PDF/?uri=CELEX:32021D0914, or you can request these documents from us using the contact details provided below.

7. Data Sharing

In the context of the organization and execution of the event, we use external service providers such as streaming, hosting, and/or marketing companies who are commissioned by us or the organizing entity to process your personal data on our behalf in accordance with this privacy policy. Such service providers are contractually bound by us as further data processors (Art. 28 GDPR) and are not allowed to use your data for any other purposes.

8. Cookies and Similar Technologies

In order to be able to offer our service and ensure the security of the website, prevent fraud, correct errors, and technically provide content on the website, the use of certain cookies and similar technologies is required (functional usage purposes). Furthermore, your privacy settings and consents and objections granted by you are stored in cookies on your device. The use of these cookies is necessary so that we can provide the service you requested. Further information on these functional purposes can be found in the privacy policy.

Unless otherwise specified, we only use additional cookies and similar technologies on this website subject to your consent. We use them for the purpose of analyzing website usage, improving performance, and displaying content from social networks and third-party providers. Without granting your consent in the privacy settings, some functions of our website may not be fully available. Cookies are small files that your browser stores in a designated directory on your device. Among other things, they can be used to determine whether you have visited a website before. Many cookies contain a so-called cookie

ID. A cookie ID is a unique identifier for the cookie. It consists of a character string by which websites and servers can be assigned to the specific internet browser in which the cookie was stored. This allows the visited websites and servers to distinguish the individual browser of the data subject from other internet browsers that contain other cookies. A particular internet browser can be recognized and identified via the unique cookie ID. Cookies cannot identify you as a person without additional information.

You can find further information about the cookies or similar technologies used in the appropriate section of this privacy policy and in your privacy settings. There, you also have the option at any time to revoke your consent with future effect. Cookies that have already been set can also be deleted by you at any time via an internet browser or other software programs. This is possible in all common internet browsers. Please note that in this case, your privacy settings will also be deleted, and you would have to set them again on a subsequent visit to our website. The term of validity of the cookies used is limited to a maximum of one year unless otherwise stated.

However, in most cases, the services or content of third-party providers are only loaded and the corresponding data processing only takes place when you have given your consent, in accordance with Art. 6 (1)(a) GDPR or, in the case of cookies and similar technologies, in accordance with § 25 (1) TTDSG. In addition, there are a few cookies or similar technologies that are absolutely necessary to provide the service you requested (§ 25 (2) TTDSG) (special category absolutely necessary), and certain subsequent data processing that is based on certain legitimate interests in accordance with Art. 6 (1)(f) GDPR; the setting of cookies or data processing is carried out without your consent in these cases, but we provide you with the opportunity to object to data processing based on Art. 6 (1)(f) GDPR.

9. Integration of Third Parties

For the purpose of illustration and optimization of our offer, we embed services from the third-party providers listed below. This concerns embedded and appropriately identified content and partner modules. We do not collect any personal data or transmit it to third-party providers in this context. When integrating this type of offer, your browser regularly establishes a direct connection to the servers of the third-party provider and transmits data to the operator as soon as the content is loaded and displayed. We have no influence on their data processing procedures and do not know the full extent of data collection, the purposes, and the storage periods. In general, this involves only the IP address of users, without which the third-party provider would not be able to send the embedded content to the browser of the respective user. The IP address is therefore required for the presentation of this content. The sole responsible entity for data processing in accordance with Art. 4 No. 7 GDPR is the respective third-party provider. The legal basis for the inclusion of these services is Art. 6 (1)(f) GDPR.

You can find information about data processing by the respective third-party provider in the data protection information of the respective third-party provider.

– Google Maps (Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland) https://policies.google.com/privacy?hl=en

10. Your Rights as the Data Subject

Information and Correction
You can obtain information from us at any time and free of charge about whether personal data about you is being processed by us, and specifically which data is stored about you, and you can request a copy of the data stored about you. You can also correct and complete incorrect data.

Deletion, Restriction, and the Right to Be Forgotten
You can request the deletion and restriction of the processing of your personal data, insofar as the purposes for which they were collected are no longer needed or if processing is based on your consent and you have withdrawn your consent. Please note that there may be legal retention obligations and we may, therefore, not be allowed to delete your data in every case, and we also reserve the right to store them until the expiration of legal limitation periods. In this case, your data is marked with the aim of restricting their future processing.

Data Portability
Where applicable, you also have the right for the personal data concerning you to be transmitted to you or another controller in a structured, commonly used, and machine-readable format, provided that the processing is based on consent or a contract and is carried out using automated processes. This does not apply if the processing is necessary for the performance of a task carried out in the public interest or in the exercise of public authority assigned to the controller. You also have the right to request that the personal data be transferred directly from one controller to another, where technically feasible, and provided that this does not adversely affect the rights and freedoms of others.

Objection
You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you that is carried out on the basis of legitimate or public interest. In the event of an objection, we will no longer process the personal data, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or if the processing serves the assertion, exercise, or defense of legal claims.

Complaints
You also have a right to lodge a complaint with the competent supervisory authority and the possibility to bring legal remedies. The supervisory authority with which the complaint was filed will inform the complainant of the status and results of the complaint, including the possibility of a judicial remedy.

To exercise your rights, please send us an email at info@villa-schoeningen.de.

Date: October 20, 2023

Please note that this translation is provided for general understanding, and for any legal or official purposes, you should refer to the original German text.