tekom - Europe

Privacy Policy

Version as of: 09/16/2019

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.

Contact Data Protection Officer

Our joint data protection officer can be contacted at datenschutz(at)tekom.de or at our postal address for the attention of the "Data Protection Officer".

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.

Personal Data Collected on the WebPortal

Collection of Personal Data When You Visit Our WebPortal

(1) If you use the WebPortal for purely informational reasons, that is, if you do not log in, register or otherwise transmit information to us, we do not gather any personal data, with the exception of data that your browser transmits to enable you to visit the WebPortal.
If you would like to look at our WebPortal, we will collect the following data, which is necessary for us in order to display our WebPortal to you and to ensure its stability and security (legal basis is Article 6 (1) 1 lit. f) GDPR)

  • IP address
  • Date and time of the request
  • Time zone difference from Greenwich Mean Time (GMT)
  • Content of the request (specific page)
  • Access status / HTTP status code
  • Amount of data transmitted each time
  • Website from which the request originates
  • Referring URL (the site previously visited)
  • Browser
  • Operating system and its interface
  • Language and browser software version
  • Provider

Contact Form

If you contact us by email or via a contact form, the data that you have disclosed (your email address and possibly your name and telephone number) will be processed by us so that we can respond to your queries. The legal basis is GDPR Article 6 (1) 1 lit. b). We will delete the data processed in this context once its storage is no longer necessary.
(2) If you use our contact form to order a free trial subscription to either 'tk' or 'tcworld magazine', we will take this opportunity to contact you by email after the automatic expiration of the trial subscription for the purposes of obtaining feedback and offering a subscription or tekom membership. The legal basis for this is Article 6 (1) 1 lit. f) GDPR.

Registration for Events

You can register for the events of our country organization via our WebPortal. We require the following personal data from you for this process:

  • First name
  • Last name
  • Email address

The "title" and "company" information is optional. You will receive a registration confirmation via email. You can deregister from the event at any time. To do this, use the deregistration link included in the email. If you deregister from the event, your data will be deleted. Your details will be processed exclusively for the purpose of attending the event. This also includes your data being forwarded to the responsible persons in the country organization.
The legal basis is Article 6 (1) 1 lit. a) GDPR. If necessary, the names are forwarded for the creation of a catering receipt.
The legal basis is Article 6 (1) 1 lit. c) GDPR.

Cookies

(1) In addition to the above-mentioned data, cookies are stored on your computer when you use our WebPortal.
Cookies are small text files stored in association with the browser you use on your hard disk, which cause certain information to flow to the location that sets the cookie (in this case, us). Cookies cannot run programs or deliver viruses to your computer. They are used to make internet service more user-friendly and effective on the whole.
(2) This WebPortal uses the following types of cookies, whose scope and functionality are explained below:

  • Transient cookies (see a below)
  • Persistent cookies (see b below)

a) Transient cookies are automatically deleted when you close the browser. Session cookies belong to this group in particular. These cookies store what is known as a Session ID, using which various requests by your browser can be assigned to the shared session. This way, your computer can be recognized when you return to the website. Session cookies are deleted when you log out or close your browser.
b) Persistent cookies are automatically deleted after a predetermined duration, which can vary depending on the cookie. You can delete these cookies anytime in the security settings of your browser.
(3) You can configure your browser settings as you wish and, e.g., refuse the acceptance of third-party or all cookies. Please note, however, that you then may not be able to use all the functions of this website.
e) We use cookies so that we can identify you for subsequent visits in case you have an account with us. Otherwise, you would have to log in again each time you visit our site.

Newsletters

(1) For registration for our newsletters, we use what is known as the double opt-in procedure. This means that, after you specify your email address, we send a confirmation email to the address you specified in which we ask you to confirm that you wish to be sent the newsletter. If you do not confirm within 7 days, your registration will be automatically deleted. If you do confirm that you wish to receive the newsletter, we will store your email address until you unsubscribe from the newsletter. This storage is solely for the purpose of being able to send you the newsletter. Furthermore, both at the point of registration and confirmation, we store your IP address and the time, in order to prevent misuse of your personal data.
(2) The disclosure of your email address is necessary so that we can send you the newsletter. The disclosure of your name is voluntary and allows us to address you personally in the newsletter.
(3) You can decide for yourself which of our newsletters you want to receive via a subscription center. The link to the subscription center is provided with each newsletter. If you are registered as a user or member under 'my tekom', you can follow the link to the subscription center directly from there.
(4) Your consent to be sent the newsletter can be revoked at any time. To revoke it, you can click the link to the subscription center provided in every newsletter email, send an email to info(at)tekom.de, or declare your revocation in a message using the contact data specified in the imprint page of this WebPortal.
(5) Please note that when we send you newsletters, we analyze your user behavior. More information on this is available in the section "Use of Marketo/Analysis of User Behavior through Tracking".

Marketo

Use of Marketo/Analysis of User Behavior through Tracking

(1) We use the services of Marketo EMEA Limited to send out our newsletter and other mailings (call for papers), to manage advertising permissions, and to collect statistical data on the use of our WebPortal and optimize the site accordingly. The legal basis for this is Article 6 (1) 1 lit. f) GDPR.
(2) We would like to point out that when sending out the newsletters or other requested information on our behalf, Marketo analyzes your user behavior. To perform this analysis, the emails that are dispatched contain "web beacons" (also known as "tracking pixels"). These are single-pixel image files that link to our WebPortal, thereby enabling us to perform a session-based analysis of your user behavior. We record when you read our newsletter, which links in the newsletter you click on, and conclude from this what your personal interests are. Marketo stores the information collected in this way on its server in the EU/EEA.
(3) Tracking is not possible if you have disabled the display of images by default in your email program. In this event, however, the newsletter will not be displayed to you in full and you may not be able to use all of its functions. If you manually allow the images to be displayed, the above-mentioned tracking will take place.
(4) If you purchase a product or service from us, your email address and name will be imported into Marketo’s systems so that we can send you information emails for similar goods or services in future. The legal basis for this is Article 6 (1) 1 lit f) GDPR.
(5) Marketo’s address and URL with its Privacy Notice:
Marketo EMEA Ltd.
Cairn House
South County Business Park
Leopardstown Road
Dublin 18
IRELAND
https://documents.marketo.com/legal/privacy/

Web Analysis Services

Use of Web Analysis Services

(1) To optimize our WebPortal, we use the web analysis service Matomo, which analyzes what visitors access on our WebPortal. The statistics obtained allow us to improve our services and make them more interesting for you as a user. The legal basis for the use of Piwik is Article 6 (1) 1 lit. f) GDPR.
(2) We use Matomo in conformity with the GDPR:
Analysis is done using by cookies (see above). Cookies collect information regarding your use of our WebPortal. This information is stored solely on our server in Germany. We use "AnonymizeIP". With this, IP addresses are then only used in a shortened form, which does not enable individual identification of users' personal data. The IP address transmitted from your browser by Matomo will not be associated with any other data collected by us.
(3) The Matomo program is an open source project. Information from this third party concerning data protection can be found here.
(4) You have the option of preventing Matomo cookies from being stored on your computer and your use of this website being tracked by Matomo. To do so, you must modify the settings on your internet browser accordingly. If you prevent the storage of cookies, please be advised that you then may not be able to use all the features of this website.

Automatically generated text : You are not being tracked since your browser is reporting that you do not want to. This is a setting of your browser so you won't be able to opt-in until you disable the "Do Not Track" feature.
You may choose not to have a unique web analytics cookie identification number assigned to your computer to avoid the aggregation and analysis of data collected on this website. To make that choice, please click below to receive an opt-out cookie.

Social Media

A variety of social media links such as links to XING, LinkedIn, Facebook, and Twitter are integrated into our WebPortal.
However, these links are not integrated through social media plug-ins. The graphics of the social media platforms contain only an http link to our respective presence on social media. This means that when you visit our website, no direct connection is established with the servers of the various social media platforms.

YouTube

Integration of YouTube Videos

(1) We included YouTube videos in our web offerings. They are stored at http://www.youtube.com and can be played directly from our WebPortal.
(2) When you visit our WebPortal, YouTube is informed that you have accessed the corresponding page on this website. Also, any data referred to in § 3 of this declaration will be transmitted. YouTube will do this regardless of whether you are logged in with a user account provided by YouTube or whether you do not have a user account. If you are logged in to Google, your information will be associated directly with your account. In case you do not want your profile to be associated with YouTube, however, make sure to log out before clicking the corresponding button. YouTube stores your data as user profiles and uses them for the purposes of advertising, market research and/or the design of its demand-oriented website. This type of evaluation is used in particular to provide advertising tailored to your needs (even for users who are not logged in) and to inform other users of the social network about your activities on our WebPortal. You have the right to object to the creation of these user profiles by contacting YouTube to exercise this right.
(3) For more information on the use and scope of the data collection and processing by YouTube, please refer to the Privacy Policy. It will also provide you with detailed information on your rights and settings for protecting your privacy: https://www.google.de/intl/de/policies/privacy. Google also processes your personal data in the USA and has committed to the EU-US Privacy Shield.

Google Maps

Integration of Services by Third Parties – Google Maps

(1) We use the services of Google Maps on this WebPortal. This enables us to display interactive maps directly on the WebPortal and provide you with convenient use of the map function.
(2) When you visit our WebPortal, Google is notified that you have accessed the corresponding sub-page of our WebPortal. In addition, the data mentioned above in this Privacy Policy is transmitted. This happens regardless of whether you have a Google account and are logged in or not. If you are logged in with Google, your data is assigned directly to your account. If you do not want this data to be assigned to your profile at Google, you must log out before activating the button. Google will store your data as user profiles and use it for the purposes of advertising, market research, and/or the needs-based design of its website. An analysis of this type is performed (even for users who are not logged in) specifically in order to deliver needs-based advertising and to inform other users of the social network about your activities on our WebPortal. You have the right to object to the creation of this user profile, although to exercise this right, you must contact Google.
(3) Further information on the purpose and scope of the data collection and its processing by the plug-in provider can be found in the provider’s privacy policies. These policies also contain additional information on your rights in this regard and your settings options for protecting your privacy: http://www.google.de/intl/de/policies/privacy. Google also processes your personal data in the US and is certified under the EU-US Privacy Shield Framework.

Additional Functions and Services of Our WebPortal for Registered Users and Members 'my tekom' Privacy Policy

General Explanations

(1) Beside the use of the tekom WebPortal solely for information, we offer various services for our members and interested persons with a user account under 'my tekom'.

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
  • First name
  • Last name
  • Email address

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. We process your data based on your consent according to Article 6 (1) 1 lit a) GDPR.
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 'my job postings' you can create new job postings and manage them. These are available to all visitors to this WebPortal.
  • Under "service provider directory" you can list your company. The service provider directory is visible for all visitors to this WebPortal.
  • Under "events" you can enter your company events. These are then visible for all visitors to this WebPortal.
  • Under "manage companies" you can adjust the company data if necessary.
  • Under "manage invoice address" you can change the invoice address if necessary.
  • Under "manage company members" you can make changes if necessary, for example add or remove company members.
    Please note the following: It is the responsibility of the company, organization or institution to inform the employee if he has been removed from the group membership.