Information pursuant to the EU-General Data Protection Regulation (GDPR) for the Demo-Event "EXPO-X Next"

This information notice informs you about the processing of the personal data which you have provided to us in connection with your participation at the Demo-Event "EXPO-X Next" of rooom AG, Loebstedter Str. 47a, 07749 Jena. For special cases of data processing there may be separate data protection notices.

Controller

The entity responsible for the processing of the personal data (the so-called controller) within the meaning of the GDPR and service provider in connection with the Event is:

rooom AG
represented by the CEO
Hans Elstner
Löbstedter Str. 47a
07749 Jena
Phone: +49 3641 5549440
Fax: +49 3641 5549450
Mail: info@rooom.com

Data protection officer

Landgraf Datenschutz GmbH
Markt 22
07743 Jena
dsb@landgraf-datenschutz.de

Categories and sources of personal data

We process the personal data of the participants of the Event, which may be (potential) exhibitors, staff at the exhibition stand, (potential) visitors, media representatives, speakers, ticket owners, partners or others. We collect the data as part of your online registration and profile creation and partially automated by using various technologies.

For exhibitors, the following data are transferred from the customer database: Name of the company/organisation, address, telephone, e-mail, website as well as contact person with first and last name, gender, telephone and/or cell phone number and personal e-mail address.

For the purpose of participating at the Event, you will be given access to a virtual platform through which the aforementioned participants can present themselves and, if applicable, their company (profile), visit the Event, follow presentations and lectures live or afterwards (participation) and meet and network (communication and networking).

In order to register for the Event, an online registration form must be completed. As a ticket owner you will find further information in this regard in the separate data protection notices in the Ticket Shop.

For the profile creation (business card) the following data are processed: salutation, title, name, position and name of the company/organisation, contact details, status (exhibitor, visitor, trade visitor, media representative (optional)), photo (optional), professional interests and preferences (optional), social media accounts such as Xing and Linked In (optional) and calendar ID (optional). The following data will be processed to create the exhibitor profile: exhibitor name and category, address, stored URL, exhibitor description, business area, products and business cards and contact persons. Exhibitors can complete basic profiles and also post job offers on the Job Wall.

The following data are processed for participation in virtual events, including live streaming: name, company/organisation, rooms visited, sessions and interactions within the virtual rooms as well as date, time and duration of the participation.

The following data are processed for communication and networking: name, role and name of the company/organisation of participants in calls or chats, content, time stamp and course of the chat as well as date and time of agreed appointments, name of the partner of the conversation, type of appointment, notes on appointment entries, availability and the calendar ID. 

For navigation on and security of the platform as well as for analysis purposes and for statistical evaluation to optimize future online presences, certain data are collected automatically by using certain technologies. For this purpose so-called cookies (small pieces of information) are placed on the devices of the users, stored in the web browser and accessed. We use the following cookies on the virtual platform:

If you undertake the registration for or disclose the data of another person (third party) (e.g., business cards of your employees and booth staff as an exhibitor), you are responsible for ensuring that you are entitled to provide such data and that the person concerned has been sufficiently informed by you about the processing of the person´s data as set out in this notice.

Purposes and legal basis of processing

We process the personal data pursuant to Section 2 for the purpose of establishing and performing the contract for the execution of and your participation at the Event (legal basis: Art. 6 (1) (b) GDPR). The afore-mentioned essential cookies serve for navigation and security of the platform.

Profile
The personal data are processed in order to create a profile or a virtual business card at the Event, to make new contacts and to network with other participants of the event and/or to present additional products and services or post job offers on the Job Wall as an exhibitor.

Live streaming and participation in virtual events
We process personal data for the organisation and operation of virtual events, livestreams and the retrieval of on-demand videos.

Communication and networking
We process personal data to enable participants to chat and communicate with other participants, to set up and organise meetings, to take notes, to participate in meetings in virtual rooms or to stream meetings via the platform, as well as to arrange and carry out appointments and video calls between different participants.

Analysis and evaluation for optimisation
We also process personal data, including through the aforementioned technologies, for our legitimate interest in the analysis of the participation at the Event and the use of the platform and for statistical evaluation to optimise future online appearances (legal basis: Art. 6 (1) (f) GDPR). You can consent to the use of cookies, which are not essential or technically necessary for the functioning and security of our website or platform. The legal basis for the processing based on the cookies for which consent is required is your consent (Art. 6 Abs. 1 (a) DS-GVO).

Your rights

To exercise your rights, you can contact the controller by mail or e-mail (contact details see section 1 above). Pursuant to Art. 12-21 GDPR, you can assert the following data subject rights at any time: the right to access, rectification and erasure of your personal data, the right to data portability and to restriction of processing. If the processing is based on legitimate interests, you have the right to object to the processing of your personal data, including profiling, for reasons relating to your particular situation.

Furthermore, you may object to the processing of the personal data and their use for marketing purposes at any time. If you have given us your consent, you can revoke this consent at any time with effect for the future. In case of newsletters or other electronic marketing you can also click the unsubscribe link.

If you are of the opinion that the data processing violates data protection law, you have the right to lodge a complaint with the competent supervisory authority of your choice (Art. 77 GDPR in conjunction with section 19 of the German Federal Data Protection Act (Bundesdatenschutzgesetz)).

Storage period

For the storage period of the data collected through the technologies mentioned in section 2, see section 2. Participants can delete their profile data at any time. The personal data mentioned in section 2 will be deleted by the end of 2020 at the latest. This does not include profile data, including the contact details of visitors and exhibitors (with the exception of photos), which we process for information and marketing purposes (Section 3.3) until we receive an objection. In addition, stored personal data may be deleted earlier as soon as they are no longer required to achieve the respective purpose of their processing. In so far as the processing takes place on the basis of consent or a legitimate interest of rooom AG, the data in question will no longer be processed for the purpose in question, and where appropriate, erased after receipt of your revocation of your consent or your objection to the processing, unless the conditions for a statutory exception are met. Notwithstanding the foregoing, personal data which are subject to retention obligations under commercial or tax laws will only be deleted after the expiry of the statutory retention periods.