Data Processing Information for Event Management Systems

10.07.2024 - Article

Below you will find information on the data collected through our event management systems.

Data Processing Information
Thank you for registering through the German Embassy Washington's event management system.
In line with (Art. 13 GDPR), we would like to inform you how your personal data is used and processed.

1. Controller and Data Protection Officer
The controller for the processing of personal data pursuant to Art. 4 No. 7 GDPR is:
Federal Foreign Office
Werderscher Markt 1
10117 Berlin (Germany)
Phone: +49 (0)30 18 17 - 0
The Federal Foreign Office Data Protection Commissioner can be contacted as follows:
Federal Foreign Office Data Protection Commissioner
Federal Foreign Office
Werderscher Markt 1
10117 Berlin (Germany)
Phone: +49 (0)30 18 17 - 799

Alternatively, you can submit an inquiry through our website.

2. Legal Basis and Purpose of Data Processing
Your personal data is processed on the following legal basis:
• Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Federal Foreign Office (Art. 6 para. 1 lit. e GDPR, § 3 BDSG and § 1 GAD).
• The legal basis for the processing is also your consent (Art. 6 para. 1 lit. a GDPR).
The German Embassy in Washington collects, stores, and processes personal data for event planning and event management purposes:
• Guest management – tracking attendance to maximize the effectiveness of our event protocol
• Performance of contracts
• Academic exchange and exchange with experts

3. Categories of Data Collected
The following categories of personal data are processed:
• Full name
• E-mail address
• Phone number
• Title (optional)
• Gender (optional)
• Position
• Company/organization
• Affiliation to German Embassy in Washington D.C. (optional)
• Information of curriculum vitae or career
• Dietary restrictions
And similar
Please note that the above data categories are indicative only. Depending on the type of event, less/more data fields might be required.

4. Transfer of Personal Data
Personal data is generally stored in Switzerland. If data is transferred to a third country in individual cases, this transfer takes place exclusively on the basis of appropriate safeguarding measures in accordance with Art. 44 et seq. GDPR. The company takes adequate security measures pursuant to applicable data protection laws to protect your data and ensure secure data transmission.

5. Storage of Personal Data
Your personal data is stored within the event management system as follows:
• You can withdraw and decline your invitation before the start of the event. To do so, please retrieve the invitation e-mail and click on the RVSP button to change your status.
• Unless specified otherwise in this document, Personal Data shall be processed and stored for as long as required by the purpose they have been collected for and may be retained for longer due to applicable legal obligation or based on the Users’ consent.
After the storage period has expired, your personal data will be deleted.

6. Your Rights
As a data subject, you have the following rights if the requirements are met:
• 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
If your personal data is processed on the basis of your consent (see section 2), you have the right to withdraw your consent at any time without giving reasons. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal (Art. 7 no. 3 GDPR).
You also have the right to lodge a complaint with the supervisory authority responsible for the Federal Foreign Office and German missions abroad (Art. 77 GDPR):
Bundesbeauftragter für den Datenschutz und die Informationsfreiheit (Federal Commissioner for Data Protection and Freedom of Information).

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