Privacy policy

1. General information and principles of data processing

We are pleased that you are visiting our website. The protection of your privacy and the protection of your personal data, so-called personal data, when using our website is important to us.

According to Art. 4 No. 1 GDPR, personal data is any information relating to an identified or identifiable natural person. This includes, for example, information such as your first and last name, your address, your telephone number, your email address, but also your IP address.
Data for which no reference to your person can be established, for example through anonymization, is not personal data. Processing (e.g. collection, storage, retrieval, consultation, use, transmission, erasure or destruction) in accordance with Art. 4 No. 2 GDPR always requires a legal basis or your consent. Processed personal data must be deleted as soon as the purpose of the processing has been achieved and there are no longer any statutory retention obligations to be complied with.
Here you will find information on how we handle your personal data when you visit our website. In order to provide the functions and services of our website, it is necessary for us to collect personal data about you.
We also explain to you the type and scope of the respective data processing, the purpose and the corresponding legal basis and the respective storage period.

This privacy policy applies only to this website. It does not apply to other websites to which we merely refer via a hyperlink. We cannot accept any responsibility for the confidential handling of your personal data on these third-party websites, as we have no influence on whether these companies comply with data protection regulations. Please refer directly to these websites for information on how these companies handle your personal data.    

2. Responsible body

Responsible for the processing of personal data on this website is (see imprint):

EK-BAT Battery Application Technology
Eckhard Karden Consulting
Klara-Fey-Str. 18
52066 Aachen
Germany

3. Provision and use of the website/ server log files

a) Type and scope of data processing

If you use this website without transmitting data to us in any other way (e.g. by registering or using the contact form), we collect technically necessary data via server log files, which are automatically transmitted to our server, e.g:

  • IP address
  • Date and time of the request
  • Name and URL of the retrieved file
  • Website from which the access is made (referrer URL)
  • Access status/HTTP status code
  • Browser type
  • Language and version of the browser software
  • Operating system

b) Purpose and legal basis

This processing is technically necessary in order to display our website to you. We also use the data to ensure the security and stability of our website.
The legal basis for this processing is Art. 6 para. 1 lit. f) GDPR. The processing of the aforementioned data is necessary for the provision of a website and thus serves to safeguard a legitimate interest of our company.            

c) Storage period

As soon as the aforementioned personal data is no longer required to display the website, it will be deleted. The collection of data for the provision of the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility for the user to object to this aspect. Further storage may take place in individual cases if this is required by law.

4. Use of cookies

a) Type, scope and purpose of data processing

We use cookies. Cookies are small files that are sent by us to the browser of your end device and stored there when you visit our website.

Some functions of our website cannot be offered without the use of technically necessary cookies. Other cookies, on the other hand, enable us to perform various analyses. For example, some cookies can recognize the browser you are using when you visit our website again and transmit various information to us. We use cookies to facilitate and improve the use of our website. Among other things, cookies enable us to make our website more user-friendly and effective for you, for example by tracking your use of our website and determining your preferred settings (e.g. country and language settings). If third parties process information via cookies, they collect the information directly via your browser. However, cookies do not cause any damage to your end device. They cannot execute programs or contain viruses. Various types of cookies are used on our website, the type and function of which are explained below.

Temporary cookies/session cookies

Our website uses so-called temporary cookies or session cookies, which are automatically deleted as soon as you close your browser. This type of cookie makes it possible to record your session ID. As a result, various requests from your browser can be assigned to a common session and it is possible to recognize your end device on subsequent website visits.

Permanent cookies

So-called permanent cookies are used on our website. Persistent cookies are cookies that are stored in your browser for a longer period of time and can transmit information. The respective storage period differs depending on the cookie. You can delete permanent cookies yourself via your browser settings.

Third-party cookies

We use analytical cookies to monitor anonymized user behavior on our website.

We also use advertising cookies. These cookies can be used to track user behavior for advertising and targeted marketing purposes.

Social media cookies make it possible to establish a connection to your social networks and to share content from our website within your networks.

Configuration of the browser settings

Most web browsers are preset to accept cookies automatically. However, you can configure your browser so that it only accepts certain cookies or no cookies at all. However, we would like to point out that you may then no longer be able to use all the functions of our website.

You can also use your browser settings to delete cookies already stored in your browser. It is also possible to set your browser to notify you before cookies are stored. As the various browsers may differ in their respective functions, we ask you to use the respective help menu of your browser for the corresponding configuration options.

Deactivating the use of cookies may require the storage of a permanent cookie on your computer. If you subsequently delete this cookie, you will have to deactivate it again.

b) Legal basis

Due to the purposes of use described, the legal basis for the processing of personal data using cookies is Art. 6 para. 1 lit. f) GDPR. If you have given us your consent to the use of cookies on the basis of a notice ("cookie banner") provided by us on the website, the legal basis is additionally Art. 6 para. 1 lit. a) GDPR.

c) Storage period

As soon as the data transmitted to us via the cookies is no longer required for the purposes described above, this information is deleted. Further storage may take place in individual cases if this is required by law.

5. Data collection for the implementation of pre-contractual measures and for contract fulfillment

a) Type and scope of data processing

We collect personal data about you in the pre-contractual area and when the contract is concluded. This concerns, for example, your first and last name, address, e-mail address, telephone number or bank details.

b) Purpose and legal basis of data processing

We collect and process this data exclusively for the purpose of executing the contract or fulfilling pre-contractual obligations.

The legal basis for this is Art. 6 para. 1 lit. b) GDPR. If you have also given your consent, the additional legal basis is Art. 6 para. 1 lit. a) GDPR.

c) Storage period

The data will be deleted as soon as it is no longer required for the purpose of its processing.
In addition, there may be statutory retention obligations, for example commercial or tax retention obligations under the German Commercial Code (HGB) or the German Fiscal Code (AO). If such retention obligations exist, we will block or delete your data at the end of these retention obligations.

6. Order form and payment processing

An order form is available on our website, which can be used for electronic pre-orders (registration as a participant, booking hotel rooms) and payment processing.

 a) Type and scope of data processing

Our data collection is limited to the following data:

  • First and last name
  • Phone number
  • Email address
  • Company address
  • Product name / shopping cart data
  • Login details
  • Billing information
  • Information on submitted contributions
  • Temporal and spatial planning data (conference schedule)
  • Information on supporting documents (e.g., student ID)

Various payment options are offered for processing payments when participants register for an event (e.g., invoice/bank transfer, credit card, PayPal). Sensitive payment information is not stored in the conference management system itself. Specially certified payment service providers are used for this purpose, which carry out data processing and storage. Users are redirected directly to the websites of the respective providers for this purpose.

The following data is collected during payment processing:

  • Selected payment method
  • Invoice amount
  • Amounts paid
  • Billing data

Additional information about the service providers for order and payment processing can be found at the end of this privacy policy under “Converia booking platform” and “Payment service provider Secupay.”

b) Purpose and legal basis

The purpose of data processing is to enable us to process your order properly.
The legal basis for this is Art. 6 para. 1 lit. b) GDPR. The processing of the data serves the fulfillment of a contract or is necessary for the implementation of a pre-contractual measure, which has taken place at the request of the data subject

c) Storage period

The data will be deleted as soon as it is no longer required for the purpose for which it was processed.
In addition, there may be statutory retention obligations, for example commercial or tax retention obligations under the German Commercial Code (HGB) or the German Fiscal Code (AO). If such retention obligations exist, we will block or delete your data at the end of these retention obligations.

7. Registration option

a) Type and scope of data processing

You can register on our website. Mandatory information may be requested during registration. This information must be provided completely and correctly. If this is not the case, the pre-order will be rejected. When you register, we collect and store the data you enter in the input mask (e.g., last name, first name, email address). This information will not be passed on to third parties.

 b) Purpose and legal basis of data processing

Your registration is required for the use of certain content and services on our website or for the fulfillment of a contract or for the implementation of pre-contractual measures. After registration, you are free to change the personal data provided during registration at any time or to have it completely deleted from the controller's database.
In the case of consent, the legal basis for processing is Art. 6 para. 1 lit. a)
GDPR. If your registration serves to prepare the conclusion of a contract, Art. 6 para. 1 lit. b) GDPR is an additional legal basis.   

c) Storage period

The data collected during registration will be stored by us for as long as you are registered on our website and will then be deleted. Statutory retention periods remain unaffected.

8. Data transmission

We only pass on your personal data to third parties if:

  1. a) you have given your express consent to this in accordance with Art. 6 para. 1 lit. a) GDPR.
  2. b) this is permitted by law and required under Art. 6 (1) (b) GDPR to fulfill a contractual relationship with you or to carry out pre-contractual measures.
  3. c) there is a legal obligation for the disclosure pursuant to Art. 6 para. 1 lit. c) GDPR.

We are legally obliged to transmit data to state authorities, e.g. tax authorities, social security institutions, health insurance funds, supervisory authorities and law enforcement agencies.

  1. d) the disclosure pursuant to Art. 6 para. 1 lit. f) GDPR is necessary to safeguard legitimate company interests, as well as for the assertion, exercise or defense of legal claims and there is no reason to assume that you have an overriding interest worthy of protection in not disclosing your data.
  2. e) in accordance with Art. 28 GDPR, we use external service providers, so-called processors, who have been obliged to handle your data with care.

We use such service providers in the following areas:

  • IT
  • Logistics
  • Telecommunications

When transferring data to external bodies in third countries, i.e. outside the EU or the EEA, we ensure that these bodies treat your personal data with the same care as within the EU or the EEA. We only transfer personal data to third countries where the EU Commission has confirmed an adequate level of protection or where we ensure the careful handling of personal data through contractual agreements or other suitable guarantees.

9. Contact options by e-mail

You can contact us by e-mail on our website.

a) Type and scope of data processing

You can contact us by e-mail. Our data collection is limited to the e-mail address of the e-mail account you use to contact us and any personal data you provide when contacting us.

 b) Purpose and legal basis

The purpose of data processing is to enable us to respond to your request appropriately. The legal basis for this is Art. 6 para. 1 lit. f) GDPR. There is a legitimate interest in the processing of the above-mentioned personal data in order to be able to process your request properly.

c) Storage period

The duration of the storage of the above-mentioned data depends on the background of your contact. Your personal data will be deleted regularly if the purpose of the communication no longer applies and storage is no longer necessary. This may result, for example, from the processing of your request.

 10. Newsletter

a) Type and scope of data processing

You can subscribe to a free regular e-mail newsletter on our website. To be able to send you the newsletter regularly, we need your e-mail address.

We use the so-called double opt-in procedure for sending newsletters.

This means that we will only send you an e-mail newsletter if you have expressly confirmed to us that you agree to receive the newsletter. We will then send you a confirmation e-mail asking you to confirm that you wish to receive future newsletters from us by clicking on a corresponding link.

This is to ensure that only you as the owner of the specified e-mail address can register for the newsletter. Your confirmation must be made promptly after receipt of the confirmation e-mail, otherwise your newsletter registration will be automatically deleted from our database.

When you subscribe to the newsletter, we collect and store the data you enter in the input mask (e.g. surname, first name, e-mail address).

When you register for the newsletter, we also store your IP address entered by the Internet Service Provider (ISP) as well as the date and time of registration in order to be able to trace any possible misuse of your e-mail address at a later date. In the confirmation e-mail sent out for control purposes (double opt in the e-mail), we also store the date and time of the click on the confirmation link and the IP address entered by the Internet service provider (ISP).

b) Purpose and legal basis
The data collected by us when you register for the newsletter is used exclusively for the purpose of advertising by means of the newsletter.
The processing of your email address for the newsletter mailing is based on your voluntary declaration of consent, which you can revoke at any time in the future, in accordance with Art. 6 para. 1 lit. a) GDPR and Section 7 para. 2 no. 3 UWG.
In addition, the processing is based on Art. 6 para. 1 lit. f) GDPR due to our legitimate interests in documenting the proof of the required consent.

c) Storage period

Your e-mail address will be stored for as long as you have subscribed to the newsletter. After you unsubscribe from the newsletter, your e-mail address will be deleted unless you have expressly consented to further use of your data.

11. Data security and security measures

We are committed to protecting your privacy and treating your personal data confidentially. To this end, we take extensive technical and organizational security precautions, which are  regularly reviewed and adapted to technological progress. 

This includes the use of recognized encryption methods (SSL or TLS). However, data disclosed in unencrypted form, for example by unencrypted e-mail, may be read by third parties. We have no influence over this. It is the responsibility of the respective user to protect the data provided by them against misuse through encryption or in any other way.

12. Changes to the Declaration

We reserve the right to update this declaration at any time if necessary.

13. Your rights

Here you will find your rights in relation to your personal data. Details can be found in Articles 7, 15-22 and 77 GDPR. You can contact the controller in this regard (Section 2).

Right to withdraw your consent under data protection law in accordance with Art. 7 para. 3 sentence 1 GDPR

You can withdraw your consent to the processing of your personal data at any time with effect for the future. However, this does not affect the legality of the processing carried out up to the point of withdrawal.

  • Right to information in accordance with Art. 15 GDPR

You have the right to request confirmation as to whether we are processing personal data concerning you. If this is the case, you have the right to information about this personal data and to further information, e.g. the purposes of processing, the categories of personal data processed, the recipients and the planned duration of storage or the criteria for determining the duration.

  • Right to rectification and completion in accordance with Art. 16 GDPR

You have the right to request the rectification of inaccurate data without undue delay. Taking into account the purposes of the processing, you have the right to request the completion of incomplete data.

  • Right to erasure ("right to be forgotten") pursuant to Art. 17 GDPR

You have the right to erasure if the processing is not necessary.
This is the case, for example, if your data is no longer required for the original purposes, if you have revoked your declaration of consent under data protection law or if the data has been processed unlawfully.      

  • Right to restriction of processing in accordance with Art. 18 GDPR

You have a right to restriction of processing, e.g. if you believe that the personal data is incorrect.

  • Right to data portability pursuant to Art. 20 GDPR

You have the right to receive the personal data concerning you in a structured, commonly used and machine-readable format.

  • Right to object pursuant to Art. 21 GDPR

You have the right to object at any time, on grounds relating to your particular situation, to the processing of certain personal data concerning you.     
In the case of direct advertising, you as the data subject have the right to object at any time to the processing of personal data concerning you for the purpose of such advertising; this also applies to profiling insofar as it is associated with such direct advertising.

  • Automated decision-making in individual cases including profiling in accordance with Art. 22 GDPR

You have the right not to be subject to a decision based solely on automated processing - including profiling - except in the exceptional circumstances mentioned in Art. 22 GDPR.
No decision-making based solely on automated processing - including profiling - takes place.

  • Complaint to a data protection supervisory authority pursuant to Art. 77 GDPR

You can also lodge a complaint with a data protection supervisory authority at any time, for example if you are of the opinion that the data processing does not comply with data protection regulations.

List of processors

Converia booking platform

Converia GmbH
Kaufstr. 2-4
99423 Weimar

Type of processing:

  • Order processing in accordance with section 6 of this document
  • Hosting and operation of the Converia conference management software
  • Maintenance and support

Converia's privacy policy can be found at https://www.converia.de/en/privacy-policy.html.

Payment service provider Secupay

We use the payment service provider secupay AG, Goethestraße 6, 01896 Pulsnitz, Germany, to process payments in accordance with section 6 of this document. Secupay AG is a payment institution approved by the German Federal Financial Supervisory Authority (BaFin).

Secupay acts on its own responsibility with regard to data protection (§ 1 (1) sentence 2 no. 6 ZAG in conjunction with Art. 6 (1) lit. b, c and f GDPR) and processes your personal data exclusively for the purpose of executing and processing the respective payment transaction.

The following data in particular is processed as part of the payment process:

  • Payment information (e.g., IBAN, credit card number, check digit, payment amount)
  • Transaction data (e.g., time, reference number, purpose)
  • Contact details (e.g., name, address, email address)

Data processing is carried out for the purpose of secure and reliable payment processing and to fulfill legal obligations for fraud prevention, anti-money laundering, and record-keeping requirements.

Legal basis for processing:

  • 6 (1) (b) GDPR (contract performance),
  • 6 (1) (c) GDPR (legal obligation),
  • 6 (1) (f) GDPR (legitimate interest in secure payment processing).

Data is only transferred to recipients required for payment processing, in particular banks, credit institutions, and, if applicable, commissioned IT service providers.

The data is only stored for as long as is necessary for the processing purpose. Secupay deletes or anonymizes your data in accordance with legal requirements once the processing purpose no longer applies.

Secupay's privacy policy can be found at https://secupay.com/en/privacy .