Data Privacy
Table of Contents
I. General Information on Data Protection
II. Website Privacy Policy
III. Privacy Notice for AI Event
I. General Information on Data Protection
1.1 Notice on the Responsible Authority:
The Responsible Authority Mentioned Under Point III
We place a high value on the protection of your personal data. Your personal data is processed in accordance with data protection regulations, particularly the European General Data Protection Regulation (GDPR).
The following information provides an overview of the type, scope, and purpose of the collection, processing, and transfer of personal data as well as the security measures used to protect this data.
Personal data are individual details about the personal or factual circumstances of a specific or identifiable natural person, such as your name, address, telephone number, date of birth, as well as your email and IP address.
1.2 Legal Basis for Processing Personal Data
Where consent is obtained from the data subject for processing personal data, Art. 6(1)(a) of the GDPR serves as the legal basis. You may revoke this processing at any time for the future in accordance with Art. 7(3) of the GDPR.
For the processing of personal data required for the performance of a contract or pre-contractual measures, Art. 6(1)(b) of the GDPR serves as the legal basis.
If the processing of personal data is required to fulfill a legal obligation to which our company is subject, Art. 6(1)(c) of the GDPR serves as the legal basis.
If processing is necessary to protect a legitimate interest of our company or a third party and the interests, fundamental rights, and freedoms of the data subject do not override, Art. 6(1)(f) of the GDPR serves as the legal basis for processing. In this case, you have a right to object under Art. 21 of the GDPR.
1.3 Data Deletion and Storage Duration
Personal data is deleted as soon as the purpose of storage is no longer applicable. Further storage may occur if required by legally specified retention obligations that our company is subject to (e.g., accounting or tax retention periods according to the German Commercial Code and Tax Code of up to 10 years).
1.4 Your Rights
Upon written request, we will inform you in accordance with Art. 15 of the GDPR and our legal obligation under Art. 12 of the GDPR whether and which personal data about you is processed or stored by us. Furthermore, you have the right to correct incorrect data in accordance with Art. 16 of the GDPR, data portability according to Art. 20 of the GDPR, blocking and deletion of your personal data in accordance with Art. 17 of the GDPR – provided there are no legal retention obligations to the contrary – as well as the right to restrict processing in accordance with Art. 18 of the GDPR. You also have the right to contact the appropriate supervisory authority according to Art. 77 of the GDPR.
ADDITIONALLY, YOU HAVE THE RIGHT TO OBJECT TO PROCESSING IN ACCORDANCE WITH ART. 21 OF THE GDPR, PROVIDED THE PROCESSING IS BASED ON LEGITIMATE INTERESTS UNDER ART. 6(1)(F) OF THE GDPR.
If you have given us your consent to process your data, you can naturally revoke this at any time for the future in accordance with Art. 7(3) of the GDPR.
If you have questions regarding the processing of your personal data, please contact the above-mentioned contact address.
1.5 Changes to Our Privacy Policy
We reserve the right to make changes at any time to ensure that our privacy policy always complies with current legal requirements. This also applies if the privacy policy needs to be adjusted due to new or revised services, such as new service offerings.
Version: 2025
II. Website Privacy Policy
2.1 Provision of the Website
Use of Hosting Providers
Our website is hosted on servers located in the EU by a hosting provider based on a processing agreement under Art. 28 GDPR. The hosting provider may access personal data of our users in the course of its services, particularly technical data that arise during the technical communication between you and our website (e.g., server log files). It is not authorized to use this data for its own purposes. The use of a hosting provider is based on our legitimate interests under Art. 6(1)(f) of the GDPR in the provision of infrastructure and platform services, computing capacity, email delivery, and security services.
Server Log Files
When you visit our website or use its services, the device with which you access the page automatically sends log data (connection data) to our server. The relevant information includes:
Type and version of the browser you are using,
Type and version of the operating system you are using,
Referring URL of the page from which you came to our website,
Date and time of access to our website,
Name of the subpages you accessed,
IP address of your computer system,
Each amount of data transmitted.
The collected data is used exclusively for statistical evaluations for the purpose of operation, security, and the optimization of the offering. We reserve the right to review the log data retrospectively if there are specific indications of unlawful use. This data is stored for no longer than necessary for this purpose. This collection is based on our legitimate interests under Art. 6(1)(f) of the GDPR.
Cookies
We use so-called cookies in some areas of the website to recognize visitor preferences and to optimize the website accordingly. This allows for easier navigation and a high degree of user-friendliness of the website. The processing by cookies for the technical provision of the website constitutes a legitimate interest in accordance with Art. 6(1)(f) GDPR / § 25 Abs. 2 TDDG. Additionally, the legal basis is Art. 6(1)(a) GDPR or § 25 Abs. 1 TDDG, where we need your consent for the use of cookies (including for marketing or analysis purposes).
Cookies are technologies that your browser automatically creates and stores on your device when you visit our website. Cookies do not cause any harm to your computer and do not contain any viruses. Most of the cookies we use are deleted after the browser session ends (so-called session cookies). Other cookies remain on your device and allow us to recognize your device during your next visit (so-called permanent or session-independent cookies). Thanks to these files, for example, information tailored to your interests can be displayed on the page.
You can set your browser to notify you about the placement of cookies. This makes the use of cookies transparent for you. If you completely exclude the use of cookies, you may not be able to use some functions of this website.
The Security of Your Data
We use technical and organizational measures to adequately protect the data you provide against accidental or deliberate manipulation, loss, destruction, or unauthorized access. We use SSL encryption for the transmission of confidential content, such as inquiries you send to us as the site operator. You can recognize an encrypted connection by the fact that the address line of the browser changes from "http://" to "https://" and by the lock symbol in your browser line. When SSL encryption is activated, the data you transmit to us cannot be read by third parties. Our security measures are constantly improved in line with technological developments.
2.2 Contact
If you contact us (e.g., via contact form, email, telephone, social media), your personal details will be stored and processed with us for the purpose of processing the request and any associated follow-up questions in accordance with Art. 6(1)(b) of the GDPR (in the context of pre-/contractual measures) or Art. 6(1)(f) of the GDPR (general inquiries). We do not pass on this data without your respective consent.
The data you provide remains with us until you request deletion, object to storage, or the purpose for data storage no longer applies (i.e., after your request has been processed), unless this is contrary to any legal retention obligations.
2.3 Links to Third-Party Websites
Based on our legitimate interest in accordance with Art. 6(1)(f) of the GDPR, it may happen that links to other providers who complement our offer are integrated within this online offering. When accessing websites referred to within the framework of this website, personal information such as name, IP address, browser properties, etc., may be requested again. This privacy policy does not regulate the collection, transfer, or handling of personal data by third parties. Please note the specific privacy policies of the individual third-party providers and service providers whose links we integrate on our website.
2.4 Minors
Our online offering is generally aimed at adults. Personal information from persons who have not yet completed the age of 16 may only be provided to us if the express consent of the legal guardian is available (Art. 8 GDPR). Processing without the consent of the legal guardians is not permitted. We reserve the right to delete any data related to minors if we do not receive consent from a guardian.
III. Privacy Notice for AI Event
3.1 Organizer Team / Responsible Bodies
This privacy notice informs you about the processing of your personal data in connection with your participation in the hybrid event (“on-site” and “digital”) on Artificial Intelligence, jointly organized by the following six companies:
Procedo Unternehmensberatung GmbH, Ammerländer Heerstraße 364, 26129 Oldenburg
Co-Brain GmbH, Escherweg 1, 26121 Oldenburg
The aforementioned companies are jointly responsible for the processing of your data within the meaning of Art. 26 GDPR.
The six companies closely cooperate in organizing and conducting the event as well as in the further use of participant data collected (e.g., for further communication or direct advertising). They have concluded an agreement on shared responsibility, where they established their respective obligations according to Art. 26 GDPR.
Key contents of this agreement:
All partners are jointly responsible for the lawful collection and processing of your registration data.
Each company is responsible for responding to inquiries from data subjects regarding the data processing it conducts.
You can exercise your rights with any of the mentioned companies.
All responsible parties ensure compliance with information duties and technical and organizational measures.
To exercise your data protection rights (e.g., access, objection, deletion), you can contact an organizer of your choice. Please specify in your request whether your concern is solely related to this organizer or if it concerns other jointly responsible companies. This ensures that your request is handled appropriately and forwarded to co-responsible parties if necessary.
3.2 Purposes and Legal Basis
We process your personal data for the following purposes:
Organization and execution of the hybrid event (physical or online participation).
Participant management (registration, invitation, pre-event, and in-event communication).
Conducting the event including interaction and networking.
Creation and publication of photo and video recordings of the event (for public relations and documentation).
Post-event follow-up and contact to themed offers, information, and advertising by participating companies.
The processing is based on:
Art. 6(1)(b) GDPR (in the case of pre-contractual measures within the event framework)
Art. 6(1)(f) GDPR (legitimate interest in organizing, conducting, documenting the event, and public relations for the event as well as legitimate interest in direct advertising)
Art. 6(1)(a) GDPR (consent for subsequent contact (see 3.4) and, where necessary, e.g., for the publication of portrait photos in certain media)
3.3 Photo and Video Recordings
At our events, photo and video recordings are made and used for public relations to document the respective events, present our activities in this area, and provide a confidence-building and customer-oriented impression to business partners and other organizations and individuals interested in activities from us, thereby increasing the awareness of our organization. The legal basis is our legitimate interests in accordance with Art. 6(1)(f) GDPR, which arise from the purpose of processing. Processing is necessary because the purpose of public relations can only be achieved through the visual presentation of the event with its participants. If images of individual persons are created that do not fall under § 23(1) KunstUrhG, the legal basis of processing is your consent in accordance with Art. 6(1)(a) GDPR. You can exercise the right to deletion at the event by informing the photographer or the person taking photographs that you do not wish to be photographed, either altogether or in a specific situation. You can also request deletion of photos in which you are depicted after the event.
3.4 Direct Advertising
The contact details collected during registration may be used by the aforementioned organizing companies to provide you with thematically related information, invitations, and offers after the event. The information is sent mainly on the basis of your consent given by participating in the event. In addition, the legal basis is our legitimate interest in accordance with Art. 6(1)(f) GDPR in direct advertising. You receive this information from us regardless of whether you have subscribed to a newsletter. If you do not wish to receive such information or recommendations by electronic mail or telephone from us, you can object to the use of your contact data for this purpose at any time pursuant to Art. 21 GDPR or revoke your consent without incurring any costs other than the basic transmission rates. A notice in text form to the above-stated contact address is sufficient for this purpose.
3.5 Recipients of Your Data
Your data is processed by the six jointly responsible companies. Disclosure to external recipients only occurs where necessary for processing (e.g., to IT service providers, marketing agencies, or event platform operators). These service providers are considered processors under Art. 28 GDPR and are contractually obliged to comply with data protection requirements. When photo and video recordings are published, your image data may be made available to the public. This means the recordings are published in online and possibly print media (e.g., websites, social media platforms, press releases, or brochures) and thus can be accessed worldwide.
3.6 Storage of Your Data
Your personal data is only stored for as long as necessary for the purposes for which it was collected or – where applicable – as long as statutory or contractual retention periods exist. Once the data is no longer required for the stated purposes and there are no other legal retention obligations, it is deleted or anonymized.