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Information on the processing of personal data within the framework of events

The data protection notes are provided in connection with your registration for an event organised by the Events, Marketing and Fundraising Unit at Heinrich Heine University Düsseldorf.

Heinrich Heine University Düsseldorf (hereinafter HHU) provides these data protection notes in order to fulfil its duty to supply information on the processing of personal data stated above pursuant to Arts. 13 and 14 of the General Data Protection Regulation (GDPR).

You can find further information in the HHU privacy statement (https://www.hhu.de/datenschutzerklaerung – German only).

Please refer to the definitions in Art. 4 GDPR with regard to the terms “personal data”, “processing”, “controller”, “third party”, etc. used here.

 

Contact details

The controller for the processing is HHU, a corporate body under public law (Körperschaft des Öffentlichen Rechts) supported by the State of North Rhine-Westphalia (NRW). It is represented by the President, Professor Dr Anja Steinbeck.

Contact details of the controller

Heinrich Heine University Düsseldorf
Universitätsstr. 1
40225 Düsseldorf, Germany
Tel.: +49 211 81-10000
https://www.hhu.de/en/

You can find more information and contact details in the legal notice of Heinrich Heine University. 

 

Contact for the processing

Heinrich Heine University Düsseldorf
Events, Marketing and Fundraising Unit
Joachim Tomesch
Universitätsstr. 1
40225 Düsseldorf, Germany
Tel: +49 211 81-12022
E-Mail: joachim.tomesch@hhu.de

    

Contact details of the Data Protection Officer of Heinrich Heine University Düsseldorf

You can contact the official HHU Data Protection Officer by post at the address of the controller stated above or via the following means:

The Data Protection Officer
Tel.: +49 211 81-13060
Data Protection Unit
Send e-mail

 

Information on the personal data processed and the purposes of the processing 

Organisation and conduct of events

Within the framework of registration for the event, we collect the following mandatory entries:

  • Last name, first name, title
  • Facility or institute
  • Address
  • Telephone number
  • E-mail address
  • Last name and first name of any accompanying person(s), where they are to be included on the guest list for the event and granted entry to the event
  • In exceptional cases: date of birth as a differentiating characteristic where only last name, first name and e-mail address should be provided on registration
  • Photos and video recordings made within the framework of the event

The mandatory entries are processed in order to identify you as a participant in the event, to conduct a plausibility check of the data provided, to reserve your place, to create participation certificates where necessary and to establish and fulfil the participation contract with you.

We also need your data in order to create name badges and participation lists for the other participants where necessary and to supply you with relevant information before, during and after the event. This all occurs in order to optimise your participation and enable us to plan properly and ensure the event runs smoothly. If you are to receive an invoice, your data shall be processed for the purposes of payment handling.

In general, your personal data are processed for the stated purposes pursuant to Art. 6 (1) e. GDPR in conjunction with Art. 8 (6) of the Higher Education Act of North Rhine-Westphalia (Hochschulgesetz NRW – HG NRW) within the framework of university public relations work. In the case of events subject to fees, your personal data are also processed pursuant to Art. 6 (1) b. GDPR and thus in order to fulfil a contract.

 

Notification of future events

We shall also use the personal data you provide on registration for an event (last name, first name, title, facility or institute, address, telephone number, e-mail address) in order to inform you about similar HHU events in the future where applicable. This shall occur pursuant to Art. 6 (1) e. GPDR in conjunction with Art. 8 (6) HG NRW within the framework of university public relations work.

Photos and video recordings 

Photos and video recordings may be made within the framework of an event for documentation purposes. Our goal in this regard is not to identify individuals, but rather purely to document the event itself.


The making of photos and video recordings within the framework of events and any publication thereof in print products and on the Internet (in particular on the HHU website, HHU YouTube channel, HHU Facebook page, HHU Instagram account) always occur within the framework of HHU public relations work pursuant to Art. 6 (1) e. GDPR in conjunction with Art. 8 (6) HG NRW. You are not obligated to permit photos and video recordings of yourself. Before the start of the event, you shall be informed about the possibility of photos and video recordings being made and can notify the photographer/videographer at any time that you do not wish to be photographed/recorded. Otherwise we shall assume that you consent to the photos and video recordings. You can object to the processing of photos/recordings in which you can be identified at any time. In such cases, we reserve the right to make you unrecognisable in the photos/recordings and to continue to use them. You can find more information on the processing of photos and video recordings in the information on the processing of personal data in the form of photos and video/audio recordings on the website and social media pages of Heinrich Heine University Düsseldorf.

 

Duration of storage of the personal data 

In the case of events subject to fees, the personal data we collect shall be stored for ten years, insofar as this is required by statutory provisions. This does not apply to photos and video recordings, which may be used indefinitely unless you object to their use. Please note that any requested erasure of photos and video recordings in which you can be identified, may be fulfilled by making you unrecognisable and continuing to use the photos/recordings. Any storage beyond the period stated shall only occur insofar as

  • we are obligated pursuant to Art. 6 (1) Sentence 1 c. GDPR to store the data for a longer period due to statutory retention and documentation obligations (above all Art. 147 of the German Fiscal Code (Abgabenordnung – AO) and Art. 257 of the German Commercial Code (Handelsgesetzbuch – HGB)). In this case, the scope of the data stored shall be limited to that stipulated by the retention obligation. You can find more information on financial management at HHU in the corresponding info sheet.
     
  • we use your personal data (last name, first name, title, facility, institute, address, telephone number, e-mail address) under the provisions set out in Art. 7 (3) of the Act Against Unfair Competition (Gesetz gegen den unlauteren Wettbewerb – UWG) to inform you about future events by e-mail. In this case, we shall store your data until you object to processing for this purpose.

You can find information on the storage and processing of photos and video recordings here. In particular, please note the information in this document on the publication of data and recordings on the Internet and social media platforms.

If your date of birth is also recorded in addition to your last name and first name in exceptional cases when registering for an event, the data shall be erased within one week of the event taking place.

 

Transfer of personal data to third parties 

Your personal data shall not be transferred to third parties. You can find more information on the processing of photos and video recordings in the information on the processing of personal data in the form of photos and video/audio recordings on the website and social media pages of Heinrich Heine University Düsseldorf. In particular, please note the information in this document on the publication of data and recordings on the Internet and social media platforms.

 

Right to object 

As the data subject, you may assert the rights granted to you under the GDPR at any time:

  • The right to information about whether your personal data are processed and, if so, which data (Art. 15 GDPR). The restrictions set out in Art. 12 of the Data Protection Act for the State of North Rhine-Westphalia (Datenschutzgesetz Nordrhein-Westfalen – DSG NRW) shall apply
  • The right to demand rectification or completion of data concerning you (Art. 16 GDPR)
  • The right to erasure of the data concerning you pursuant to Art. 17 GDPR. The restrictions set out in Art. 10 DSG NRW shall apply
  • The right to demand restriction of the data processing pursuant to Art. 18 GDPR
  • The right to object to any future processing of the data concerning you pursuant to Art. 21 GDPR
  • The right to withdraw consent at any time. This shall not affect the lawfulness of processing based on consent before its withdrawal (Art. 7 (3) GDPR)

In addition to these rights, you also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The supervisory authority responsible for HHU is the

State Commissioner for Data Protection and Freedom of Information for the State of North Rhine-Westphalia
Kavalleriestrasse 2 – 4
40213 Düsseldorf, Germany
Tel.: +49 211 38424-0
E-mail: poststelle(at)ldi.nrw.de

We would however be grateful if you could contact our Data Protection Officer before lodging a complaint with the supervisory authority. We will do our best to solve the issue.

 

As at: 20 March 2025 

Convenience translation only, not legally binding.