Data protection and information on managing event registration data

 

FHV handles your personal data with care and diligence. In processing your data, we observe national and European data protection regulations.

Purpose of data processing & categories of data:
We process all personal data that you provide to us as part of your event registration (e.g. salutation, academic title, name, company, address, email address, telephone number, event details, other information) for the purpose of organising and managing the event you have requested to attend, including any necessary reservations. These data are processed using automated systems. Your registration constitutes the conclusion of a civil contract for participation. If you do not provide the necessary data, we will be unable to process your registration.

In addition, your data may be used for direct marketing purposes relating to similar events or services offered by FHV, unless you object to this processing.

If the event you are attending is part of the “Blickpunkt Wirtschaft” (Focus on Business) series, your data will be internally forwarded to the Department of Business. You will then be asked whether you wish to subscribe to the newsletter. Once you register for the newsletter, a confirmation email containing a link will be sent to you (double opt-in process). You can unsubscribe from the newsletter at any time, and your data related to newsletter delivery will then be promptly deleted.

Please note that newsletter contact data are managed via the company The Rocket Science Group LLC d/b/a MailChimp, (675 Ponce De Leon Ave NE, Suite 5000, Atlanta, Georgia 30308 USA, privacy@mailchimp.com). Your personal data will be processed and stored by Mailchimp. Further information is available at: https://mailchimp.com/legal

Photo and video recordings:
Capturing images and/or videos of individuals may also constitute the processing of personal data under the General Data Protection Regulation (GDPR).

We inform you that photo and/or video recordings (possibly including audio) may be taken during the event, which may include images of you. This takes place without entitlement to financial compensation. The material may be used for FHV’s marketing purposes.

Processing is primarily for marketing purposes using modern media (e.g. FHV’s website, social media platforms such as Facebook, YouTube, Instagram, TikTok, etc.), supporting FHV’s competitiveness and continued existence. The use of such materials is limited to what is necessary for organisational purposes, and follows appropriate technical and organisational security measures.

Legal basis:
You provide your data as part of pre-contractual measures – namely for event registration and participation.

There is no legal obligation to provide your personal data; however, it is necessary for us to process your registration and manage the event accordingly. Without it, your registration cannot be processed and you cannot attend the event.

Using your data to send you invitations to other FHV events (direct marketing) is considered a legitimate interest of FHV, based on its educational mission and need to compete (see Recital 47 of the GDPR: www.privacy-regulation.eu/en/recital-47-GDPR.htm). You can object to this processing for direct marketing at any time via email to: veranstaltungen@fhv.at. Any processing prior to objection remains lawful.

Photo and video recordings are based on the legitimate interest of FHV under Art. 6(1)(f) GDPR, namely marketing to ensure its continued operation and competitiveness. There is no legal or contractual obligation to be photographed or filmed. If you do not wish to be recorded, please inform the personnel responsible for photos and videos at the event. However, since the event as a whole is recorded, it cannot be guaranteed that you will not appear in any footage, unless you do not attend.

As a data subject, you have the right to object to the processing of your personal data in accordance with Art. 21 GDPR.

Recipients of data:
If the event is organised jointly with a partner, funding body, or company, your data may be shared with these third parties for contract fulfilment.

If the event involves fees, FHV may use an external service provider for billing purposes.

Xing events registration tool:
Event registration may be handled via Xing Events. In this case, personal data are transferred to Xing Events GmbH or New Work SE, Dammtorstraße 30, 20354 Hamburg, Germany. The following data may be transferred:

• Exhibitors: Salutation, title, name, company, email address, password, other data provided.
• Attendees: Salutation, title, name, company, email address, other data provided.

A joint controller agreement has been established between FHV and Xing Events GmbH / New Work SE under Art. 26 GDPR. Xing is solely responsible for the technical and organisational data protection measures relating to platform operation. Joint responsibility exists for participant data processing. FHV is responsible for importing participant data, selecting and sending marketing material, and processing additional registration fields. You may exercise your rights by contacting either FHV or Xing.

More on Xing Events’ data processing: https://privacy.xing.com/en/privacy-policy

Data retention periods:
We store the information submitted through the registration form, including the event you registered for. Your data will remain stored as long as you are in contact with us. If we do not receive any feedback from you for five years, your data will be deleted, unless deletion occurs earlier.

If participation fees or other payments are involved, data related to these transactions may be stored for up to 20 years, depending on the nature of the event.

Images and videos of you (including audio) will be retained as long as necessary for the stated purposes. The retention period depends on factors such as the number of people in the image, event type (public, academic, graduation), relevance for FHV’s history, suitability for use in anniversary publications, or on the website/social media. Considerations also include the degree of intrusion on privacy and archival relevance.

This processing is necessary to uphold FHV’s legitimate interests. In the event of legal proceedings, data required as evidence may be retained until the case is concluded.

Your Rights Under the GDPR:
Under GDPR, you have the right to:

• Access your data
• Rectify your data
• Erase your data
• Restrict processing
• Data portability
• Withdraw consent
• Object to processing

Please send your requests to: datenschutz@fhv.at. If processing is based on your consent, you may withdraw it at any time by email. If processing is based on legitimate interest, you may object under Art. 21 GDPR. Processing carried out before your withdrawal or objection remains lawful.

If you believe that your data is being processed unlawfully, please contact us at datenschutz@fhv.at. You also have the right to lodge a complaint with the Austrian Data Protection Authority.

Data Controller:
Fachhochschule Vorarlberg GmbH, Campus V
Hochschulstraße 1, 6850 Dornbirn, Austria
info@fhv.at | Tel: +43 5572 792-0

Contact – Data Protection Officer:
datenschutz@fhv.at

Our internal contact person is available to assist you with any data protection queries.

Last updated: 18 June 2024