Data protection notice for event portal

Last updated: October 2018

Data protection notice regarding the event portal, as a supplement to the general data protection notice of Hoffmann SE at: 
In the following passages, we have provided information on the data that we process when you book an event with us or when you make contact with us (by email, phone, fax, or online portal), and the rights that you have regarding your personal data. 
1. Data processors / contact persons
Information on the data controller can be found at: You can contact our Data Protection Officer at any time with any questions relating to data protection, or to revoke any consents previously given or raise an objection to a particular use of your data. The contact details can be found at:
2. Collection of data when you visit our website
When you access our website, information is automatically sent to our website’s server by the browser used on your end device. This information is temporarily stored in a ‘log file’. The following information is collected in the processes, without any action on your part, and stored until it is automatically deleted:
1. IP address of the computer accessing the website,
2. Data and time of access,
3. Browser used and, where appropriate, the operating system of your computer
The data mentioned is processed by us for the following purposes:
1. To ensure a smooth connection to the website,
2. To ensure convenient use of our website, and
3. To evaluate system security and stability
3. Processing your data
We collect and process the data that you communicate to us when placing an order or contacting us (such as by phone or by email). 
We use your data  
1. For training course-related administration (including the preparation of invoices and certificates), 
2. To process your enquiries in this regard,
3. To organise the event (printing your name and institution in a list of participants, name tag). 
4. If necessary, we forward your data to the service provider commissioned to provide the training and cooperating institutions.
The legal basis for this processing of your data is Art. 6 Paragraph 1 Point b of the General Data Protection Regulation (GDPR) (performance of a contract and pre-contractual measures).
If you have already registered with us for an event, we will have recorded your registration and contact data in our database. 
We will store your data as long as we need it to process and implement the events and the services associated with these, and as long as we have a legitimate interest in continuing to store it. In all other cases we will delete your personal data with the exception of any data (such as invoices) that we are required to continue to keep in order to comply with contractual or legal retention periods (e.g. under fiscal or commercial law).
4. Passing your data to others
Occasionally we will pass your data to other contractually associated third parties (such as trainers or payment service providers) if this is necessary to implement the training, handle payments, safeguard our legitimate interests, or process your requests. We conclude commissioned data processing contracts with the third parties who process your data or our behalf.
5. Cookies
We use cookies on our website. Cookies are small files that are automatically created by your browser and stored on your end device (laptop, tablet, smartphone, etc.) when you visit our website. You can adjust your browser settings to receive an alert when a cookie is placed and to decide individually whether to accept, to accept cookies only in certain cases or to block cookies altogether. The functionality of our website may be limited if cookies are not accepted.
Most web browsers (see “Help” function in your browser’s menu bar) can be set by you to reject new cookies, notify you that a new cookie has been placed on your device, or disable all existing cookies. In the case of smartphones, tablets, or other mobile or stationary end devices, you can look up the necessary settings in the relevant operating instructions. 
We advise you nevertheless to accept the cookie function completely, as we are only able to improve our web pages to suit your needs through the use of cookies. Our cookies do not store sensitive data like passwords, credit card data or similar. They do not damage your device and do not contain viruses.
We use cookies on some pages to make your visit to our website more attractive and to enable the use of certain functions. We use ‘session cookies’, for example, to identify whether you have already visited individual pages of our website. Once you have left our website, these are automatically deleted.
The second reason why we use cookies is to statistically record and analyse the use of our website for the purpose of optimising our offering for you (see Item 5). These cookies enable us to automatically identify the fact that you have visited our website before when you return to our site. These cookies are automatically deleted after a defined time in each case.
Most browsers automatically accept cookies. However, you can configure your browser so that no cookies are stored on your computer, or a message always appears before a new cookie is created. Fully disabling cookies may however result in you being unable to use all the functions of our website.
6. Your rights
We will inform you upon request whether we hold data about you, and if so what data we hold and whether it has been disclosed to third parties. Insofar as provided by law, you also have the right to require that this data is corrected, blocked or deleted. You also have the right to obtain from us the relevant data that you have supplied to us in a structured, accessible and machine-readable format. Pursuant to Art. 7 Paragraph 3 GDPR, you have the right to revoke at any time the consent that you once gave us to process your data. As a result of this, we will no longer be permitted to continue any data processing based on this consent in future. You also have the right to file a complaint with the competent supervisory authority for data protection.
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