Terms and Conditions for Country Organization Events and Information on Data Protection
By participating in a country organization (CO) event, you consent to the following Terms and Conditions of Participation.
1. Participation in Events
tekom CO events are organized by tekom members for tekom members and interested persons, and are usually free of charge.
CO events are financed mainly with association funds. Please understand that certain events are only open to members or that members may have first priority in registering for events.
2. Registration for Events / Participant Lists
Please register for all events via the tekom Web Portal in ‘my tekom’. If you unexpectedly cannot attend, please deregister from the event to free up your place.
The initiative committee or executive board members of the CO responsible for the event receive a participant list containing the titles, names, email addresses and country organisation or regionalgroup of all registered persons. The legal basis for this is Art. 6 (1) 1 lit. b) of the EU General Data Protection Regulation (“GDPR”). If necessary, solely the names of the participants will be forwarded in order to prepare a hospitality receipt. The legal basis for this is GDPR Art. 6 (1) 1 lit. c).
Participant lists will not be published.
Use the opportunity in person to have direct conversations with other participants and exchange business cards.
3. Code of Conduct and tekom Compliance Rules
In the CO events, tekom Europe wishes to promote fair and collegial communication productive for tekom among the participants and is committed to free and undistorted competition. For this reason, tekom Europe categorically rejects all distortion of competition by companies or trade associations. Thus, at tekom Europe CO events, tekom Europe’s Code of Conduct and compliance rules apply.
4. Photographs and Recordings
Participants are not permitted to record sound or video or take photographs.
Please note that tekom Europe, as organizer, takes photographs and makes film recordings of the event for the purpose of documentation or its own publications. Thus, there is a possibility that you will be recognizable in photos and film recordings. The image and film recordings are stored permanently for the documentation of the event. Selected materials are used for reporting and advertising purposes on the website of the CO, in the professional journals ‘tk’ and ‘tcworld magazine’, the association websites, newsletters and social media such as Twitter, XING, LinkedIn, Facebook and YouTube. Please consult the photographer or cameraperson immediately if you do not consent to photographs or videos/films of yourself being taken and used.
The legal basis for the processing of images and video recordings is in the legitimate interest of the event organizer as per GDPR Art. 6 (1) 1 lit. f). Please also observe the flyers posted at the event location.
5. Data Protection Information for Online Meetings, Telephone Conferences, and Webinars via tekom’s Zoom
We would like to inform you below about the processing of personal data in connection with the use of Zoom.
Purpose of Processing
We use the Zoom tool to hold telephone conferences, online meetings, video conferences and/or webinars (‘online meetings’). Zoom is a service provided by Zoom Video Communications, Inc. which is based in the US.
The controller for data processing directly related to the holding of online meetings for country organizations (Cos) is tekom Europe e.V.
Note: If you access the Zoom website, the provider of Zoom is the data controller. However, to use Zoom, you only need to access the website in order to download the software for using Zoom.
You can also use Zoom if you enter the respective meeting ID and, if necessary, other access data for the meeting directly in the Zoom app.
If you are unable or do not wish to use the Zoom app, the basic functions can also be used via a browser version, which you can also find on the Zoom website.
What data is processed?
Various types of data are processed when you use Zoom. The scope of the data also depends on the data you enter before or when participating in an online meeting.
The following personal data is subject to processing:
- User details
- First name, last name, telephone (optional), email address, password (if “single sign-on” is not used), profile picture (optional), department (optional)
- Meeting metadata
Topic, description (optional), attendee IP addresses, device/hardware information
- In case of recordings (optional)
MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of online meeting chat.
- In case of phone dial-in
Information on incoming and outgoing phone number, country name, start and end time. If necessary, additional connection data such as the IP address of the device may be stored.
- Text, audio and video data
You may have the opportunity to use the chat, question or survey functions in an online meeting. To this extent, the text entries you make are processed in order to display them in the online meeting and, if necessary, to keep a record of them. To enable video viewing and audio playback, data from your endpoint microphone and any endpoint video camera will be processed accordingly for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time via the Zoom app.
To join an online meeting or enter the meeting room, you must at least provide details of your name.
Scope of processing
We use Zoom to hold online meetings. If we want to record online meetings, we will transparently communicate this to you in advance and – if necessary – ask for consent. The fact that we are recording will also be displayed to you in the Zoom app.
If it is necessary for the purposes of recording the results of an online meeting, we will keep a record of the chat content. However, this will not usually be the case. In the case of webinars, we may also process questions asked by webinar participants for the purpose of recording and following up on webinars.
- Zoom user
If you are registered as a user with Zoom, then reports of online meetings (meeting metadata, phone dial-in data, questions and answers in webinars, polling function in webinars) may be stored by Zoom for up to one month.
- Attention tracking
The option of software-based attention monitoring (attention tracking) in online meeting tools such as Zoom is deactivated.
No automated decision-making within the meaning of GDPR Art. 22 is used.
Legal bases for data processing
If personal data of employees of tekom Europe e.V. is processed, Section 26 of the German Federal Data Protection Act (“BDSG”) is the legal basis for data processing. If, in connection with the use of Zoom, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless a fundamental component of the use of Zoom, the legal basis for data processing is GDPR Art. 6 (1) 1 lit. f). In these cases, our interest is in the effective holding of online meetings.
Otherwise, the legal basis for data processing when online meetings are held is GDPR Art. 6 (1) 1 lit. b), provided that the meetings are held in the context of contractual relationships.
Should no contractual relationship exist, the legal basis is GDPR Art. 6 (1) 1 lit. f). Here, too, our interest is in the effective holding of online meetings.
Recipients / Disclosure of Data
Personal data processed in connection with participation in online meetings is generally not disclosed to third parties unless it is specifically intended for disclosure. Please note that content from online meetings, as well as in face-to-face meetings, is often used precisely to communicate information with customers, prospective customers, or third parties and is therefore intended for disclosure.
Additional Recipients: By necessity, Zoom's provider will receive knowledge of the above data to the extent provided for under our commissioned processing agreement with Zoom.
Data Processing Outside the European Union
Zoom is a service delivered by a provider from the US. Consequently, processing of personal data also takes place in a third country. We have concluded a commissioned processing agreement with the provider of Zoom that complies with the requirements of GDPR Art. 28.
An adequate level of data protection is guaranteed by the conclusion of what are known as EU standard contractual clauses.
Data Protection Officer
We have appointed a data protection officer.
You can reach our data protection officer by emailing datenschutz(at)tekom.de or by writing to our postal address and adding “Data Protection Officer” (FAO the Data Protection Officer).
European Association for Technical Communication – tekom Europe e.V., Data Protection Officer, Rotebühlstraße 64, 70178 Stuttgart, Germany
Your Rights as a Data Subject
You have the right to obtain information about personal data concerning you. You can contact us for information at any time.
If you request information without submitting a written request, please understand that we may require you to provide proof that you are the person you claim to be.
- Rectification / erasure / restriction
You also have the right to rectification or erasure or to restriction of processing, provided that you are entitled to this by law.
- Right to object
Finally, you have a right to object to processing within the scope of the law.
- Data portability
A right to data portability also exists within the framework of data protection law requirements.
Erasure of Data
We always erase personal data when there is no requirement for further storage. A requirement may exist in particular if the data is still required in order to fulfill contractual services, or to check and grant or ward off warranty or possibly guarantee claims. In the event of statutory retention obligations, erasure will only be considered after expiry of the respective retention obligation.
Right to Lodge a Complaint with a Supervisory Authority
You have the right to lodge a complaint with a data protection supervisory authority about our processing of personal data.
Changes to this Data Protection Information
We will revise this data protection information in the event of changes to data processing or other occasions that make this necessary. You will always find the current version on this website.
6. Subsequent Availability of Presentation Slides
Presentation slides are frequently made available on the CO homepages after events. The speakers are not, however, required to do so. Please consult the speaker or the responsible person of your CO.
The liability for damages by tekom Europe e.V. and its CO initiative committees and executive board members, the owners of event rooms, or auxiliary persons or subcontractors is precluded, in particular for damage resulting from accidents, injuries, loss or theft, unless the damage is due to intentional or grossly negligent conduct by tekom Europe e.V. or its CO initiative committees/executive board members.
8. Event Cancellations
It may happen that an event must be canceled or postponed (e.g. in the event of a speaker’s illness), or e.g. a change in event venue becomes necessary. Such changes are normally announced in good time via the website of CO and/or notification of participants. Damage claims in the event of cancellation or change of venue are precluded. This also applies in the case of cancellations at short notice, even if prior notification of the participants is then no longer possible.
As of: September 29, 2022