(Status: April 09, 2024)
HEUKING KÜHN LÜER WOJTEK PartGmbB (hereinafter referred to as “Organizer”) is the organizer of various events. As part of such events, photographs and/or video recordings (hereinafter referred to as “Recordings”) of event participants are produced. In accordance with Articles 13, 14 GDPR, the organizer hereby informs participants about the processing of their personal data:
1. Controller within the meaning of data protection law and Data Protection Officer
Controller within the meaning of Article 4(7) GDPR:
Heuking Kühn Lüer Wojtek PartGmbB
Georg-Glock-Straße 4
40474 Düsseldorf
Germany
Contact details of our Data Protection Officer:
Data Protection Officer Mr. Harald Eul
(HEC Harald Eul Consulting GmbH)
Georg-Glock-Straße 4
40474 Düsseldorf
Germany
Email: dsb(at)heuking.de
2. Purposes of data processing and legal basis
The recordings (photographs and/or [short] video sequences) are produced and used to document an event for the purposes of public relations and, in some instances, for marketing purposes. This is accomplished in particular through publication on our website and on the firm’s intranet and/or through publication of individual photographs on LinkedIn and/or in print products and media. Selected photographs are also made available to participants in a password-protected area for individual use / remembrance. The legal basis for the processing of your personal data is provided by Article 6 (1) (f) GDPR. The creation of the recordings serves our legitimate interests in publicly reporting and informing about the performance and contents of the event.
Photographs and video recordings may also be produced and processed for purposes other than those stated in this privacy policy on the basis of your consent, Article 6 (1) (f) GDPR. Possible purposes are, for example, the (permanent) use of the recordings - also of individuals and small groups - in social media, future event announcements (e.g. flyers), newsletters, presentations, image films or advertising materials or campaigns. HEUKING will inform you separately early before the event about the purposes, the procedure(s) for obtaining your consent - e.g. by marking the name badges with green (approve) or red (disapprove) dots or a specific hand signal (raised or lowered thumb) - and the intended storage period.
3. Categories of personal data
In this context, recordings of participants, the place and time of the recordings, where applicable including participants’ names, job titles, and/or positions, will be collected. The names of speakers at an event and the titles of their event presentation will be associated with each other.
4. Management of recordings at HEUKING KÜHN LÜER WOJTEK (selection criteria)
HEUKING KÜHN LÜER WOJTEK attaches great importance to protecting your personal rights and meticulously selects those recordings that are made available to the general public: photographs that have the potential of discrediting or discriminating against a subject will be removed without undue delay. Such images will be reviewed for deletion no later than the day following the event. Any record-ings that allow conclusions to be drawn about special categories of personal data within the meaning of Article 9 GDPR, that show minors or particularly vulnerable persons will also be deleted without undue delay, or no later than during the subsequent review process. Additionally, recordings of employees who have not consented in writing to the processing of their recordings will be deleted. The foregoing statements also apply in cases where such subjects are only visible in the background of images and/or recordings.
The remaining images are typically made available to all event participants in a password-protected section of the “eventry” participant management software.
Prior to making photographs or video recordings publicly available, the organizer shall obtain the consent of individuals or small groups depicted for the intended use in each instance (Article 6(1)(a) GDPR) or shall render the subjects unrecognizable (such as by significantly blurring the background).
All photographs and video recordings will be deleted after a period of three (3) years.
5. Recipients of the personal data
Recordings are made by the firm’s employees or by photographers commissioned by the contractual partner with whom we have entered into a contract for data processing on behalf of a controller. The high-resolution original recordings are not disseminated to any third parties. Event attendees will have access to a selection of recordings through the use of “eventry,” a participant management software provided by Guest-One GmbH, with whom we have also entered into a contract for data processing on behalf of a controller. The general public will then have access to the selected images, which will be published in reduced image resolution on the firm’s website, intranet, LinkedIn, and, where appli-cable, in print media.
6. Rights of the data subjects
In relation to the organizer, the data subjects shall have the right of access (Article 15 GDPR), the right to rectification or erasure (Articles 16 and 17 GDPR), the right to restriction of processing (Article 18 GDPR), and the right to data portability (Article 20 GDPR). In addition, data subjects have the right to lodge a complaint with a supervisory authority about data processing by the organizer.
In accordance with Article 21(1) GDPR, the data subjects shall have the right to object, on grounds relating to their particular situation, to processing of the recordings concerning them which is based on legitimate interests under Article 6(1)(f) GDPR.
7. Storage period
Recordings that are not used after the event will be deleted without undue delay. The organizer will retain any recordings used for a maximum period of three (3) years prior to erasing them. Where pho-to or video recordings have been published on the internet (such as in social media), the organizer cannot rule out the possibility that the recordings will be retained or made accessible by third parties after expiry of the three-year period.
8. Risks
Please note that the process of producing and publication of the recordings entails potential infrin-gements upon your personal rights. The recordings and personal data in the categories listed in Artic-le 3 hereinabove are regularly accessible via search engine queries. This includes the possibility of unauthorized distribution and misconduct by third parties, as well as the possibility of inadequate legal protection in the event that the recordings are misused or stored outside the EU.
Should you have any concerns regarding the creation and processing of your personal data, we kindly request that you reach out to us!
Status of privacy policy regarding the creation of photo and video recordings: November 17, 2023