tekom - conferences

Privacy Policy for ˈmy Conference Toolˈ

Stand: 2020-03-01

General

Information on the Processing of Personal Data

(1) In the following passages, we have provided information on the processing of personal data when you use this WebPortal. Personal data is all data that can be related to you personally, for example your name, address, email addresses, and behavior as a user. "Processing" means any operation performed on personal data, such as collecting, recording, storing, or changing data.

Controller

(1) Both associations

  • Gesellschaft für Technische Kommunikation – tekom Deutschland e.V. and
  • European Association for Technical Communication – tekom Europe e.V.

(hereinafter "tekom")
work together with tcworld GmbH as service provider. tcworld GmbH renders services for members and is an event organizer and publishing house for tekom publications, as well as a provider of training in the field of technical communication.
The controller, as defined by Article 4 (7) in conjunction with Article 26 of the General Data Protection Regulation (GDPR) is tcworld GmbH, together with the above-mentioned associations ("joint controllership").

(2) A joint controllership is where two or more controllers are jointly responsible for processing personal data because they can jointly (not necessarily to the same extent!) determine the purposes and means of the processing. The GDPR stipulates that joint controllers

  • must specify, by means of an arrangement between them, which controller is responsible for which duties as regards the exercising of the rights of the data subject (e.g. duty to provide information), unless this is determined by Union or Member State law
  • may designate a contact point for data subjects in the arrangement, and
  • must make additional, key points of the arrangement (e.g. the actual functions and relations of the joint controllers) available to the data subject.
  • However, these specifications apply with binding effect only within the scope of the internal relationship between the joint controllers – for example if it must be proved that one of the joint controllers has actually fulfilled its contractual obligations. Regardless of any arrangements made, data subjects have the right to exercise their rights in respect of and against each of the controllers. Joint controllers should incorporate a liability clause in the contract, in which they specify which controller is liable for which data incidents within the internal relationship. Data subjects are free to choose which of the joint controllers should be liable to them.

(3) The address of their joint office is:

Rotebühlstraße 64
70178 Stuttgart
GERMANY
info(at)tekom.de
+49 711 65704-0
Fax +49 711 65704-99

(4) If we use contracted service providers for individual functions of our site or would like to use your data for promotional purposes, we will inform you in detail below of the relevant processes. We will also inform you of the defined criteria for the storage period.

Login and Creating User Account

Login for users of 'my tekom' (members and registered users)

Members of tekom, tekom Europe and associated associations can log in to 'my Conference Tool' with the access data from 'my tekom'. This is also valid for registered users of 'my tekom'.

Creating User Account

(1) Those who are neither members nor users of 'my tekom' must create a user account for 'my Conference Tool'. Therefore we need the following personal data from you:

  • Salutation
  • First name
  • Last name
  • Email address

(2) The so-called double opt-in procedure is used to create the user account. If you have provided your personal data, we will send you a confirmation email to the email address provided. The email contains an activation link which you use to finally create the user account. If you do not do this within 7 days, your personal data will be automatically deleted.

(3) You can use the login data for 'my Conference Tool' and 'my tekom'.

Functions of 'my Conference Tool'

The following functions are available in 'my Conference Tool':

(1) For speakers:

  • Participation in Call for Papers including the managing of your contributions.
  • As a speaker or co-speaker, managing your contribution and speaker information for the conference

(2) For exhibitors:

  • As administrator for exhibitors you can manage your exhibitor information. Please contact info(at)tekom.de first.

Call For Papers / Submit Contribution

(1) If you submit a contribution for a Call for Papers, we collect the following personal data from you:

  • Salutation
  • Title (optional)
  • First name
  • Last name
  • Job title
  • Company (optinal)
  • Department (optional)
  • Email
  • Postal address
  • Country
  • Short CV

The legal basis for this is Article 6 (1) 1 lit. a) GDPR. The personal data is required for organizational reasons.

Please note the following:

To enable the members of the tekom conference advisory board to evaluate and select the contributions, they will see the above-mentioned personal data as also the submitted contributions, evaluations and existing participant feedback from your previous contributions.

(2) The members of the tekom conference advisory board will not see any contributions not yet submitted.

(3) We suppose that you are interested in attending similar events and will therefore inform you in good time about Call for Papers for such events and related events. Of course you can object to the use of your personal data for this purpose at any time. To do so, please use the unsubscribe link contained in the email or contact us at

Rotebühlstraße 64
70178 Stuttgart
GERMANY
info(at)tekom.de
+49 711 65704-0
Fax +49 711 65704-99

Deleting the User Account / Registered User

If you are a registered user of 'my tekom' or 'my Conference Tool', you can delete your user account at any time.

If you delete your user account, you will no longer have access to 'my tekom' and 'my Conference Tool'. You cannot participate in any Call for Papers. You will no longer be informed about tekom events!

Your user account and related personal data will be deleted. If we have documents, such as invoices, that are subject to the legal retention period, they will also be deleted after the legal retention period has expired.

Please note the following:

Unsubmitted contributions and submitted contributions for events with Call for Paper still running will be deleted automatically.

As soon as the Call for Paper has ended, all submitted and evaluated contributions, uploaded documents of past presentations and their rating remain stored. The conditions of participation for speakers apply.

Rights of Data Subjects

Your Rights

(1) You have the following rights in respect to us regarding the personal data concerning you:

  • Right to information,
  • Right to have data corrected or deleted,
  • Right to have processing restricted,
  • Right to object to processing,
  • Right to data portability.

(2) You also have the right to lodge a complaint with a data protection supervisory authority regarding our processing of your personal data.

Note on Privacy Policy ˈmy tekomˈ

Version as of: 2019-09-16

General Explanations

The users of 'my Conference Tool' can also use the functions in 'my tekom' with their login. The scope of the functions depends on whether you are a member of tekom, tekom Europe or an associated association, or a registered user.

Registered Users

Functions for Interested Persons with a User Account

(1) You can register with 'my tekom' as a user. We need the following personal data for your registration:

  • Title = Salutation
  • First name
  • Last name
  • Email address
  • Country

The legal basis for this is Article 6 (1) 1 lit. a) GDPR.

(2) We use the 'double opt-in' procedure for registrations. This means that we send a confirmation email to your specified email address after your personal data has been provided. The email contains a link. Following the link you can set a password and complete the registration process. If you do not complete the registration process within seven days, the personal data that you have provided for your registration will be automatically deleted.

(3) The following functions are available to you as a registered user:

  • You are connected with the regional groups/country organizations of your choice, and receive information about free-of-charge events. If you are logged in, you can also register for the events with a single click. You will receive a confirmation email.
  • You will see the events for which you are registered at a glance and can do the following:
    • Show event details
    • Download events as ICS files
    • Cancel your registration with a single click
      Members of the initiative committee or executive board of the country organization/regional group managers responsible for the events will receive a list of participants containing the titles, names, and email addresses of the people who have registered.
  • You can view events and event reports with a single click. Depending on the event, the presentation slides are also available to members here for download.
  • You can view the data that you have provided under 'my data', and can correct them if necessary.
  • Under 'my newsletter', you have direct access to the subscription center and can decide from which regional group/country organization you would like to receive invitations to events. You can also decide which newsletters you would like to receive.

Deleting Your Account

Deleting Your Account in 'my tekom'

You can delete your account at any time under 'my data'.

Functions for Members

(1) As a tekom member, you can register under 'my tekom', thereby activating the functions available to you as part of your membership (such as 'Expert advice'). We need the following personal data for your registration:

  • Title
  • First name
  • Last name
  • Email address

The legal basis for this is Article 6 (1) 1 lit. b) GDPR.
(2) We use the "double opt-in" procedure for registrations. This means that we send a confirmation email to your specified email address. The email contains a link. Following the link, you can set a password and complete the registration process.
(3) After you have registered, you can log in with your membership number or your email address and your password.
(4) You will find your dashboard under 'my tekom'. From there you can access all functions and see the events for which you are registered.

  • Under 'my data', you can see the personal data that we hold about you. You can correct this data if necessary.
  • You are connected with the regional groups/country organizations of your choice, and receive information about free-of-charge events. If you are logged in, you can also register for the events with a single click. You will receive a confirmation email.
  • You will see the events for which you are registered at a glance and can do the following:
    • Show event details
    • Download events as ICS files
    • Cancel your registration with a single click
      Members of the initiative committee or executive board of the country organization/regional group managers responsible for the events will receive a list of participants containing the titles, names, and email addresses of the people who have registered. We process your data based on your tekom membership according to Article 6 (1) 1 lit b) GDPR.
  • You can view events and event reports with a single click. Depending on the event, the presentation slides are also available to members here for download.
  • Under 'my newsletter', you have direct access to the subscription center and can decide from which regional group/country organization you would like to receive invitations to events. You can also decide which newsletters you would like to receive.
    Please note the following:
    It is not possible to unsubscribe from internal association notifications, such as invitations to general assemblies, calls for candidates to stand in elections, and notifications concerning board and arbitration tribunal elections. These notifications do not represent advertising but ensure that you can exercise your membership rights. If you no longer wish to receive notifications of this type from us, please contact our office:
    Rotebühlstraße 64
    70178 Stuttgart
    GERMANY
    info(at)tekom.de
    +49 711 65704-0
    Fax +49 711 65704-99
  • Under 'my questions for the experts', you can ask our experts questions, and there is an overview of the questions that you have already asked.
    Please note the following:
    The questions and the answers should be of benefit to all members. Therefore, all the questions and answers from experts can be viewed and searched by all members. When you ask a question, you can decide for yourself by checking a box whether you want to publish your question under your name. Under the basic setting, questions are published without stating people’s names. Subsequent anonymization is possible. Please contact our team at info(at)tekom.de for this purpose. When formulating the text of your question, you are responsible for whether your name or the name of your company is mentioned. Information in continuous text can only be anonymized subsequently at considerable trouble and expense. Please contact our team at info(at)tekom.de for this purpose.
  • Under 'my job application', you can submit and manage a job request yourself. All information provided is voluntary. Job requests are freely accessible on the WebPortal. If you do not want your name or email address shown in the posting, you can publish it anonymously using the code function.
  • Corporate members can submit job postings under 'my job postings'. The postings are freely accessible on the WebPortal.
  • Companies and freelancers can list themselves in the freely accessible service provider file under 'my service provider directory'. All information provided is voluntary.
    After Membership?
    When your membership comes to an end, you will no longer be able to use the functions reserved for members. You have the option to retain your account as a registered user. We will inform you in good time before your membership ends. The functions for registered users can still be available to you if you wish.
    The legal basis for this is Article 6 (1) 1 lit. f) GDPR. If you do not make use of this, your user account will be deleted at the latest 6 months after termination of the membership. Irrespective of the continuation of your user account as an interested person, your job applications, job postings, and entries in the service provider directory made during your membership will be deleted in any event. Your questions for the experts will not be deleted. These will remain available to members.

Administration of Group Memberships

(1) Every company, organization or institution supporting tekom Deutschland’s purpose of association can establish a quota of association memberships for the benefit of their employees. The group memberships are managed by one person in the company, organization or institution.

(2) The following functions are available to the administrator of the group membership:

  • Under 'job ads' you can create new job ads and manage them. These are available to all visitors to this WebPortal.
  • Under "my service provider entry" you can list your company. The service provider directory is visible for all visitors to this WebPortal.
  • Under "manage events" you can enter your company events. These are then visible for all visitors to this WebPortal.
  • Under "manage company datas" you can adjust the company data if necessary.
  • Under "invoice address" you can change the invoice address if necessary.