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The European
Hotel Development
Conference

hotelforum

Privacy policy

I. Privacy policy for the hotelforum 2020

The hotelforum management GmbH (hereinafter referred to as "hotelforum" or "we") operates the website and event platform available on the Internet at https://virtualhotelconference.org/ including the respective sub-directories for the event "hotelforum 2020" (hereinafter referred to as the "platform" or the "website").

With this privacy policy, we would like to inform you which data will be processed in which form when you take part in the virtual hotelforum 2020. We hereby also comply with our duty to inform you in accordance with Art. 13 and Art. 14 of the General Data Protection Regulation (GDPR).

II. Controller

The controller for the data processing on our website is

hotelforum management GmbH

Pariser Str. 44,

10707 Berlin

Telefon: + +49 (0)30 84 182-138

Telefax: +49 (0)30 84 182-200

Email: [email protected]

III. Purposes, legal bases and storage period

1. General use of the platform

The web server of our hoster automatically records the accesses to our website. So when you visit our website, certain technical data is automatically transmitted to us, namely:

  • IP address,
  • Accessed content,
  • Information about the transmission,
  • Date of access,
  • The amount of data transmitted,
  • The referrer,
  • The Web browser/User Agent.

The processing of the IP address when establishing a connection is based on Art. 6 par. 1 lit. f) GDPR. Our legitimate interest lies in offering you the services of our platform and enabling you to use it accordingly.

Our host also creates so-called log files to maintain system security, in order to guarantee the security and integrity of our IT systems. These purposes also represent the legitimate interest for which the processing is carried out (Art. 6 par. 1 lit. f) GDPR). We store the log files for a period of 30 days and delete them afterwards.

2. Registration on the platform

Only registered guests are permitted to use the platform. With your ticket purchase or if you have otherwise been invited by us to hotelforum 2020, you have already acquired the right to participate on the platform. We will then send you an email containing an individual link with which you can directly access the platform in your account.

We will use the data provided by you when you purchased your ticket to create your account on the platform. We process the data to enable you to access and use your account. The legal basis for the processing described above is Art. 6 par. 1 lit. b) GDPR.

We process your registration data as long as the platform is online, which will generally be the case for the duration of the hotelforum 2020. Additionally, we will in all likelihood make the platform, including its functions, available to registered users for a further period of 1 to 2 months.

3. Functions of the Platform

Our platform offers you a wide range of functions for which we process certain personal data:

a) Studio Stage

At the times indicated in the agenda, you can follow the programme live on the studio stage at Bayerischer Hof and interact with the stage actors and the virtual audience.

(1) Slido, Chat and Recording

Interaction with Slido: You can either use Slido to ask the moderators and speakers questions via Q&A, participate in surveys/votes (polls) or post ideas and suggestions. You can use Slido either anonymously or by using your name and company. Your name and company are publicly visible to other participants of the studio stage.

Chat: The Chat allows you to ask questions or give feedback within the chat group and exchange private text messages with other participants. In order to participate you have to enter your name in the “guest” tab.

Recording: We record the lectures on the studio stage. If you take part in public discussions on the studio stage, your contribution may be recorded or you may be mentioned by name by the speakers and thus become part of the recording. Private conversations, e.g. within the framework of the chat, are not recorded. The recording is available as long as we keep the platform accessible for participants.

We process your personal data in order to provide you with the described functions. The legal basis for these processing operations is Art. 6 par. 1 lit. b) GDPR.

(2) Public relations, analysis and advertising


Public relations:
If necessary, we process the recording for public relations purposes, for example, by making all or parts of it publicly accessible. This is done because of our legitimate interest (Art. 6 par. 1 lit. f) GDPR) in presenting ourselves to the outside world and documenting our event. We will retain the recording for as long as it is necessary to fulfil these purposes.

Analysis: In addition, if you use Slido and the chat function, your use of Slido will be analysed with your consent (Art. 6 par. 1 lit. a) GDPR). Google Analytics and New Relic (see section X. below) are used for this purpose. This analysis serves to improve our offers. You can deactivate it at any time in the privacy settings of Slido.

Advertising: Finally - also with your consent (Art. 6 par. 1 lit. a) GDPR) - the use of the functions is analysed and used to display target group-specific advertising on Facebook by means of the Facebook pixel and the Facebook Custom Audiences function. You will also find more detailed information on this in Section X. below.

b) Breakouts

At the times indicated in the Agenda, you can take part in panel discussions on various topics.

(1) Slido, chat and recording


Interaction with Slido and Chat:
Again, the chat as well as Slido are available to you under the above mentioned conditions.

Interaction with Zoom: You can also use the video conferencing tool Zoom to join the panel discussion. To do so, you must register your name. If you speak via Zoom you will transmit your voice and, if applicable, a video image.

Recording: We record the breakouts. If you actively participate in the discussions, especially via zoom, your contribution will be recorded and will be available on the platform for other participants as part of the recording after the event. Private conversations, e.g. during the chat, are not recorded. The recording will be available on the platform for as long as we keep the platform accessible to participants.

We process your personal data in order to provide you with the described functions. The legal basis for these processing operations is Art. 6 par. 1 lit. b) GDPR.

(2) Public relations, analysis and advertising


Public relations:
Subsequently, we process the recording for public relations purposes, for example by making the entire recording or only parts of it publicly accessible. This is done because of our legitimate interest (Art. 6 (1) (f) GDPR) in presenting ourselves to the public and documenting our event. We will retain the recording for as long as is necessary for these purposes.

Passing on to sponsor: The recordings of the breakouts, on which messages from the participants can also be seen, are also transferred on to the respective sponsor of the breakout session, who will use them for his own purposes, such as public relations. For the same purposes, we will also pass on a list of the people participating in the breakout to the sponsor. The sponsor is identifiable on the platform at each breakout session.

The passing on and subsequent use of the recording and information about the participants is based on our legitimate interest and the legitimate interest of our respective sponsor (Art. 6 par. 1 lit. f) GDPR) in using the recordings for public presentation. If you do not agree to the transfer or further use, you have the right to object (see section VII. below).

For analysis and advertising, the information under III.1.a) on the studio stage applies.

c) Market Place

On the market place, you can view information provided by the exhibitors. You can also have video chats with the exhibitors or other participants. The participants can see your name and company. We will not record your conversations on the market place. Other personal data about you will not be stored permanently (apart from the data collected during the general use of the platform).

We process your personal data in order to provide you with the described functions. The legal basis for these processing operations is Art. 6 par. 1 lit. b) GDPR.

d) Networking Area

In the Networking Area you can have conversations with other visitors. To enter the area, you must enter your surname and first name and take a photo of yourself. This data will be visible to other participants in the Networking Area. You can start video calls with other participants and/or exchange text messages and share content. We keep no records of your activities in the networking area. Personal data about you (apart from the data collected during the general use of the platform) is not stored.

We process your personal data in order to provide you with the described functions. The legal basis for these processing operations is Art. 6 par. 1 lit. b) GDPR.

e) Hotels

In this section, the hotels nominated for the "Hotel Property of the Year 2020" award present themselves. You can also take part in a quiz. To do so, you must enter your first and last name so that we can identify you in case you win our prize. If you win, we will announce your name publicly in the live stream after the award ceremony.

We process your personal data in order to provide you with the described functions. The legal basis for these processing operations is Art. 6 par. 1 lit. b) GDPR.

f) List of participants

We also keep a list of participants. An essential aspect of hotelforums 2020 is that we want to network all participants with each other. Therefore, the list of participants is visible to all participants with their name and company. The list of participants also shows whether you have already registered with your personal log-in, i.e. whether you are generally "present" at the event. Your current attendance status, however, is neither recorded nor communicated to other people.

Of course, we will respect your wishes if you do not wish to appear on the list of participants. In this case, please send us an email and we will process your entry.

We process your personal data in order to provide you with the described functions. The legal basis for these processing operations is Art. 6 par. 1 lit. b) GDPR.

IV. Contact

We offer you the opportunity to contact us, for example via our email address or by filling out a contact form. In the case of an email, please provide us at least with your email address and, if applicable, your name, a subject and the content of your request. For our contact form we collect your name, company name, postcode, country, telephone and company email address. We process these data in order to be able to answer your enquiry. For this purpose, we also have a legitimate interest in data processing (Art. 6 par. 1 lit. f) GDPR).

We will store your enquiry until we have answered it and fulfilled your request and delete it afterwards unless legal provisions prevent deletion, in particular if further storage in accordance with Art. 6 Par. 1 lit. f) GDPR is necessary for the purpose of providing evidence or to comply with legal retention periods in accordance with Art. 6 Par. 1 lit. c) GDPR. If the request is made within the framework of an existing or prospective contractual relationship with us, the storage period shall be based on the underlying contractual relationship.

V. Other recipients of the data

We use external service providers if we are unable to provide services ourselves or if it is not reasonable to do so. These external service providers are primarily providers of IT services, such as our hoster, email provider or telecommunications provider.

We use the following service providers in accordance with our instructions:

  • Bärlin Team Eventdesign GmbH, Plauener Str. 163-165, House I D-13053 Berlin
  • iventic GmbH (head office), Hauptstr. 125 - 10827 Berlin
  • Yotribe GmbH, Kommandantenstraße 77 10117 Berlin Germany,
  • do s. r. o., Vajnorská 100/A, 831 04 Bratislava, Slovakia,
  • Zoom Video Communications, Inc. 55 Almaden Blvd, Suite 600, San Jose, CA 95113, USA.

For the chat function, we also use the "Chatroll" tool from the provider Arithum Technologies Inc. 1175 Kane RD, Mississauga on L5H 2M2, Canada. You can find more information about Chatroll's privacy policy at: https://chatroll.com/privacy.

The provider Zoom Video Communication Inc. and Arithum Technologies Inc. are based in so-called third countries outside the European Union. Standard contractual clauses (as available at: https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=celex%3A32010D0087) of the European Union have been agreed with Zoom Video Communications, which offer suitable guarantees for the protection of your personal data. Arithum Technologies Inc. is located in Canada, a country that, according to the decision of the European Commission, has an adequate level of data protection. Furthermore, a transfer is also permitted under Art. 49 par. 1 lit. b) GDPR.

VI. General rights of data subjects

The basic data protection regulation guarantees you certain rights, which you can assert against us - if the legal requirements are met.

  • 15 GDPR - Right of access: You have the right to obtain confirmation from us as to whether personal data relating to you are being processed and, if so, what these data are and the detailed circumstances of the processing.
  • 16 GDPR - Right of rectification: You have the right to ask us to rectify incorrect personal data concerning you immediately. You also have the right to request the completion of incomplete personal data, including by means of a supplementary declaration, taking into account the purposes of the processing.
  • 17 GDPR - Right to deletion: You have the right to demand that we delete any personal data relating to you immediately.
  • 18 GDPR - Right to limit processing: You have the right to request us to limit processing.
  • 20 GDPR - Right to data portability: You have the right, in the event of processing based on consent or for the fulfilment of a contract, to receive the personal data concerning you which you have provided us with in a structured, common and machine-readable format and to transfer this data to another responsible party without hindrance from us or to have the data transferred directly to the other responsible party, insofar as this is technically feasible.
  • 77 GDPR in conjunction with Art. 19 BDSG - Right to complain to a supervisory authority: You have the right to lodge a complaint with a supervisory authority at any time, in particular in the Member State in which you are resident, your place of work or the place where the suspected infringement is committed, if you consider that the processing of personal data relating to you is contrary to the law.

VII. In particular right of objection and right to withdraw consent

  • 21 GDPR - Right of objection: You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you which is necessary on the basis of a legitimate interest on our part or in order to carry out a task in the public interest, or which is carried out in the exercise of official authority.

    If you object, we will no longer process your personal data unless we can prove compelling legitimate grounds for processing that override your interests, rights and freedoms, or unless the processing serves to assert, exercise or defend legal claims.

    If we process your personal data for direct marketing purposes, you have the right to object to the processing at any time. If you object to processing for direct marketing purposes, we will no longer process your personal data for these purposes.

    In order to exercise your right of objection, you can, for example, send us an email to one of the email addresses mentioned above.
  • Withdrawal of consent: If you have given us your informed consent, you have the right to withdraw your consent at any time. In this case, all data processing that we have carried out until your withdrawal remains lawful.

VIII. Obligation to provide data

You have no contractual or legal obligation to provide us with personal data. However, we are not able to offer you our services without the data you provide.

IX. the existence of automated decision-making (including profiling)

We will not subject you to any automated decision-making, including profiling in accordance with Article 22 paragraphs 1 and 4 GDPR, which has legal effects on you or affects you.

X. Internet-specific data processing

1. General information on cookies and related processing

If you use certain functions of our portal, cookies are set in your browser. Cookies are small text files that are stored on your hard drive and assigned to the browser you are using. The person who sets the cookie can collect certain information through the cookie. Cookies cannot execute programs or transfer viruses to your computer. Their sole purpose is to make your use of our platform more pleasant and to enable us to evaluate statistically your use of the site or to enable us to display personalized advertising to you here or on other websites.

a) Offer of functions

In some cases, we use cookies to provide you with functions such as our user account, the login function or our interactive features. These cookies are necessary for us to be able to offer you our services. Therefore, we do not ask you for your consent for these cookies.

b) Statistical purposes

The cookies set may serve statistical purposes to analyse your use of the portal.

c) Advertising purposes

Finally, cookies can also be used to display advertising for specific target groups. In some cases, usage information such as the number of visits to websites, number of visits, visiting times, length of stay on individual pages, etc. is stored and evaluated for advertising purposes.

d) Your choice

In general, you can prevent cookies from being stored on your hard drive by changing your browser settings to prevent the acceptance of cookies. You can also set your browser so that it asks you whether you wish to accept cookies before they are stored. Finally, you can also delete cookies at any time. Please refer to the instructions of your browser manufacturer for details of how all this works. If you do not accept cookies, however, this may lead to functional restrictions of the portal in individual cases.

The legal basis is Art. 6 Par. 1 lit. f) GDPR, insofar as the setting of cookies and the associated processing is necessary for the provision of the pages and services requested by you. Our legitimate interest lies in the respective purposes for which the cookie is set and evaluated. In all other cases, cookies are only set with your consent, which you can revoke at any time with effect for the future. Further information on the name and function duration of the cookies and the respective revocation options can be found in the following information on the respective services.

2. Services used when using Slido

When using Slido, cookies are used for analysis and advertising purposes. You can withdraw your consent at any time in the "Privacy Manager" settings there. You can find detailed information about the cookies set by Slido at: https://www.sli.do/cookie-policy.

a) Google Tag Manager

Slido uses the Google Tag Manager service, which allows you to manage so-called website tags. Tags are small code elements on our website that help Slido to integrate and manage the technologies and services described below.

More information about the Google Tag Manager can be found at: http://www.google.de/tagmanager/faq.html and http://www.google.de/tagmanager/use-policy.html.

Which tags are set and technologies are integrated, which data are collected and how you can object to them, if necessary, can be found in the further explanations in this section of our data protection declaration.

b) Google Analytics

Slido uses Google Analytics, a web analysis service provided by Google LLC ("Google"). Google Analytics uses "cookies", which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. The IP address is thereby anonymised by shortening it before transmission to the USA. On behalf of Slidos, Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity and providing other services relating to website activity and internet usage. Google will not merge your IP address with other Google data.

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. You can also prevent the collection of data generated by the cookie and related to your use of the website (including your IP address) and the processing of this data by Google by downloading and installing the browser plugin available under the following link: https://tools.google.com/dlpage/gaoptout?hl=de.

c) New Relic

Slido uses a plug-in of the web analytics service of New Relic (New Relic Inc. 101 Second Street, 15th Floor, San Francisco, CA 94105; "New Relic") New Relic collects data about your use of the platform. For this purpose, New Relic stores a cookie with an ID on your terminal device and stores the usage data underneath this. For a short period of time, New Relic also records your IP address in order to determine your approximate geographical origin. However, the IP address will not be saved permanently. Slido uses New Relic to evaluate the user behaviour on our website and to improve its services. In addition, Slido uses New Relic to measure and monitor the technical performance of our website, i.e. to determine, for example, whether the website can be accessed and how quickly the respective page is displayed. For this purpose, New Relic collects data about this website, such as system data about used add-ons, usage times, used browsers, used hardware and software (so-called "application data"). The application data is stored on the servers of New Relic and is also used for the analysis of the performance of this website to make cross-offer performance comparisons between different websites. The cookies set by New Relic have a maximum duration of 24 months.

d) Facebook Pixel and Custom Audiences

We use the "Facebook Pixel" of Facebook Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland ("Facebook"). By calling up this pixel from your browser, Facebook can subsequently recognise whether a Facebook advertisement has been successful and, for example, whether this is how you arrived at our site. We receive only statistical data from Facebook for this purpose, without reference to a specific person. This allows us to measure the effectiveness of Facebook Ads for statistical and market research purposes. In addition, in certain situations, the data collected from the pixel is used to play out target group-specific advertising. In particular, if you are logged in to Facebook, we refer you to their privacy information https://www.facebook.com/about/privacy/.

We also use the "Custom Audiences via your website" function of the social network Facebook within our website. With the help of this function, Facebook can recognise that you have visited our site and thus show you target group-specific advertising. The Facebook pixel, a so-called counting pixel, is integrated on our pages. When you visit our pages, the pixel-code establishes a direct connection between your browser and the Facebook server. In addition to certain technical data, Facebook is thus also informed that our page has been called up from your end device. If you are a Facebook user, Facebook can use this to assign your visit to our pages to your user account.

Please note that Facebook may be able to identify you across multiple websites. However, we as the provider of the sites have no knowledge of the content of the transmitted data or its use by Facebook. We can only select the segments of Facebook users (such as age, interests) to which our advertising is to be displayed. In doing so, we use one of several working methods of Custom Audiences, in which, apart from the data collected through the pixel, no data records, in particular no email addresses of our users - neither encrypted nor unencrypted - are transmitted to Facebook. Further information on this can be found in the Facebook privacy policy at https://www.facebook.com/about/privacy/.

3. Services included in the use of Chatroll

Chatroll uses Google Analytics, a web analytics service provided by Google LLC ("Google"). Google Analytics uses "cookies", which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. The IP address is thereby anonymised by shortening it before transmission to the USA. On behalf of Chatroll, Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity and providing other services relating to website activity and internet usage. Google will not merge your IP address with other Google data.

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. You can also prevent the collection of data generated by the cookie and related to your use of the website (including your IP address) and the processing of this data by Google by downloading and installing the browser plugin available under the following link: https://tools.google.com/dlpage/gaoptout?hl=de.

4. Services used when using the marketplace

When using the marketplace, Mixpanel is used to create statistics on the use of our website. Mixpanel is an analysis service operated by Mixpanel, Inc, 405 Howard St, Floor 2, San Francisco, CA 94105, USA. Mixpanel sets a persistent cookie on your device that records your use of our service and is filled with information to do so. This data is then analysed in a pseudonymous usage profile of Mixpanel on its servers in the USA. This gives us insight into the way the service and website are used overall, and we can then decide whether changes to these are necessary or useful.

If you would like to know more about how Mixpanel handles the information, you can find Mixpanel's privacy policy here: https://mixpanel.com/privacy/ . If you do not agree with the processing of usage data by Mixpanel, you can disable tracking by Mixpanel by activating the Do Not Track function in your browser.

 

Berlin, September 2020

 

 


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