Information on the processing personal data as part of the organization of the International Symposium "Portals, registers, platforms – digital and transparent? on 16 October 2023 in Potsdam, Germany
As part of the organisation of the International Symposium "Portals, registers, platforms – digital and transparent?" on 16 October 2023 the Brandenburg Commissioner processes personal data. In the following we will inform you about categories of data we collect, about the purposes, about how we process the data and about the rights you have.
Name and contact details of the data controller
Die Landesbeauftragte für den Datenschutz
und für das Recht auf Akteneinsicht Brandenburg (LDA Brandenburg)
(Brandenburg Commissioner for Data Protection and Access to Information)
Stahnsdorfer Damm 77
14532 Kleinmachnow
GERMANY
Phone: +49 33203 356-0
Fax: +49 33203 356-49
E-mail: Poststelle@LDA.Brandenburg.de
Contact person public relations: Sven Müller
Contact details of the Data Protection Officer
Behördliche Datenschutzbeauftragte bei der
(Data Protection Officer at the
Brandenburg Commissioner for Data Protection and Access to Information)
Stahnsdorfer Damm 77
14532 Kleinmachnow
GERMANY
Phone: +49 33203 356-0
Fax: +49 33203 356-49
E-mail: bdsb@LDA.Brandenburg.de
Categories of data being processed
a) Distribution list for sending invitations
The electronic distribution list is used to send out invitations for the International Symposium. It contains the first- and surnames of the recipient, if applicable the name of the authority or institution and the postal address.
b) Registration list
In preparation for the event, a registration list will be kept on which we will enter the first- and surnames of the registered persons, if applicable the name of their authority or institution as well as a contact indicated by the registered persons. Cancellations will also be registered in the registration list. It will also be noted whether the registrants agree to their data being included in the list of participants.
c) List of participants
The list of participants shall include the first- and surnames of the registered persons and, where appropriate, the name of their authority or institution and the location.
d) Badges
The badges shall include the first- and surnames of the participants as given in the list of participants.
e) Address list for sending the conference proceedings
During the event, a list will be displayed in which participants who wish to receive the conference proceedings produced as a follow-up to the International Symposium by post can enter their first and last names and postal address.
Source of Data
a) Distribution list for sending invitations
If you requested to put your Data on the distribution list, you submitted them to us yourself. We will also add data from interested parties or participants of previous international conferences to the distribution list. For further entries we also use generally accessible sources, in particular Internet publications of relevant authorities, companies and institutions.
b) Registration list
The data noted in the registration list are transmitted to us by yourself within the scope of your registration.
c) List of participants
The data noted in the list of participants are transmitted to us by yourself within the scope of your registration.
d) Badges
The data noted on the badges are transmitted to us by yourself within the scope of your registration.
e) Address list for sending the conference proceedings
You enter the appropriate data in the address list yourself.
Data recipients
The list of participants is accessible to those present during the event. Further data will not be transmitted to other parties unless you give your explicit consent or a legal basis provides for transmitting such data.
Purposes of data processing
a) Distribution list for sending invitations
The addresses entered in the distribution list are used to send out the invitations.
b) Registration list
The registration list is used to generate the list of participants and the badges. It is also used to determine the number of attendees required to organize the event.
c) List of participants
The list of participants should enable the participants to refer to attendees professionally and to establish contacts with each other. In addition to providing information and raising awareness, the aim of the International Symposium is to establish contacts, especially for the specialist audience.
d) Badges
The badges - together with the list of participants - are used to refer to attendees professionally as well to establish contacts on site.
e) Address list for sending the conference proceedings
The addresses entered in the address list are used for sending the conference proceedings after the event.
Legal basis of data processing
The processing of personal data as part of our public relations work is carried out on the basis of Article 6 paragraph 1 letter e and paragraph 3 of the General Data Protection Regulation (GDPR) in conjunction with
- Section 11 (1) Act on the Inspection of Files and Access to Information (Akteneinsichts- und Informationszugangsgesetz),
- Article 20 Basic Law (requirement for public authorities to be public, derived from the principle of democracy),
- Article 57 (1) (b) GDPR,
- Article 58 (3) (b) GDPR,
- Section 5 (1) in connection with section 18 (6) Brandenburg Data Protection Act (Brandenburgisches Datenschutzgesetz).
Period of data storage
a) Distribution list for sending invitations
The addresses entered in the distribution list will be stored at least until the next symposium (the event usually takes place every two years) and may then be used again for sending out invitations, unless a person concerned requests that their data be deleted.
b) Registration list
The registration list is part of the procedure records created for the International Symposium. The regular storage period is two years. The period shall commence on 1 January of the year following that in which the procedure was completed.
c) List of participants
The list of participants is part of the procedure records created for the International Symposium. The regular storage period is two years. The period shall commence on 1 January of the year following that in which the procedure was completed.
d) Badges
The badges will be destroyed deleted after the event provided that the participants return them to us at the end of the event.
e) Address list for sending the conference proceedings
The address list is part of the procedure records created for the International Symposium. The regular storage period is two years. The period shall commence on 1 January of the year following that in which the procedure was completed.
Right of access by the data subject (Article 15 GDPR, Section 11 BbgDSG)
Within the framework of the legal provisions, you have the right at any time to request confirmation as to whether personal data relating to you are being processed by us. If this is the case, you may, upon request and within the framework of the legal provisions, obtain free information about or access to the personal data we record about you free of charge, as well as about the origin, recipient and purpose of data processing, insofar as this does not conflict with legal provisions.
Right to rectification (Article 16 GDPR)
You also have the right to have your data rectified or completed if the inaccuracy or incompleteness of the personal data relating to you has been determined.
Right to erasure (Article 17 GDPR, Section 9 BbgDSG)
Irrespective of the period of storage mentioned above, you may request the erasure of your data stored with us, provided that the legal requirements pursuant to Article 17(1) and (3) GDPR in conjunction with Section 9 BbgDSG are fulfilled. If you wish to unsubscribe from the distribution list, we will do so immediately.
The distribution list is updated before each International Symposium (the event usually takes place every two years). In order to prevent data that has been successfully deleted from the distribution list from being included again at a later date as part of such an update, we will enter it in a blacklist. At your explicit request, we will waive an entry in the blacklist or delete an existing entry. In this case, however, a later reentry of the data in the distribution list cannot be ruled out. This applies in particular to institutional addresses with a personal reference.
Right to restriction of processing (Article 18 GDPR)
If the respective legal requirements are fulfilled, you have the right to restrict the processing of your data. This can be considered for a period of time which enables us to check the accuracy of the personal data insofar as you are disputing the accuracy, or under certain circumstances also if you have objected to the processing and it has not yet been determined whether our legitimate reasons for further storage override your reasons for erasure. After processing has been restricted, these personal data - apart from their storage - may only be processed with your consent or in order to assert, exercise or defend legal claims or in order to protect the rights of another person or for reasons of an important public interest.
Right to object (Article 21 GDPR, Section 13 BbgDSG)
You may object to the processing of personal data by us if there are reasons arising from your particular situation. In such cases, no further processing will take place unless we demonstrate compelling legitimate reasons for processing which override your interests, rights and freedoms or if the processing serves the assertion, exercise or defence of legal claims. There is no right to object to the processing of personal data if there is a compelling public interest in the processing which overrides the interests of the data subject, or if there is a legal provision obliging the processing.
Note on the encryption of e-mails
Please note that the transmission of unencrypted e-mails is insecure. Unauthorized persons can take note of the transmitted information and manipulate it. We thus recommend that you send messages worthy of protection to us either by post or as an encrypted e-mail. Therefor you need suitable software that implements the Pretty Good Privacy (PGP) encryption concept, e.g. as an extension to your e-mail program. Your e-mail service provider may also provide a way to use PGP in your web browser. You can find our public PGP key on our homepage www.LDA.Brandenburg.de. For complaints you can also use the secure complaint form on our homepage.
As part of the organisation of the International Symposium "Portals, registers, platforms – digital and transparent?" on 16 October 2023 the Brandenburg Commissioner processes personal data. In the following we will inform you about categories of data we collect, about the purposes, about how we process the data and about the rights you have.
Name and contact details of the data controller
Die Landesbeauftragte für den Datenschutz
und für das Recht auf Akteneinsicht Brandenburg (LDA Brandenburg)
(Brandenburg Commissioner for Data Protection and Access to Information)
Stahnsdorfer Damm 77
14532 Kleinmachnow
GERMANY
Phone: +49 33203 356-0
Fax: +49 33203 356-49
E-mail: Poststelle@LDA.Brandenburg.de
Contact person public relations: Sven Müller
Contact details of the Data Protection Officer
Behördliche Datenschutzbeauftragte bei der
(Data Protection Officer at the
Brandenburg Commissioner for Data Protection and Access to Information)
Stahnsdorfer Damm 77
14532 Kleinmachnow
GERMANY
Phone: +49 33203 356-0
Fax: +49 33203 356-49
E-mail: bdsb@LDA.Brandenburg.de
Categories of data being processed
a) Distribution list for sending invitations
The electronic distribution list is used to send out invitations for the International Symposium. It contains the first- and surnames of the recipient, if applicable the name of the authority or institution and the postal address.
b) Registration list
In preparation for the event, a registration list will be kept on which we will enter the first- and surnames of the registered persons, if applicable the name of their authority or institution as well as a contact indicated by the registered persons. Cancellations will also be registered in the registration list. It will also be noted whether the registrants agree to their data being included in the list of participants.
c) List of participants
The list of participants shall include the first- and surnames of the registered persons and, where appropriate, the name of their authority or institution and the location.
d) Badges
The badges shall include the first- and surnames of the participants as given in the list of participants.
e) Address list for sending the conference proceedings
During the event, a list will be displayed in which participants who wish to receive the conference proceedings produced as a follow-up to the International Symposium by post can enter their first and last names and postal address.
Source of Data
a) Distribution list for sending invitations
If you requested to put your Data on the distribution list, you submitted them to us yourself. We will also add data from interested parties or participants of previous international conferences to the distribution list. For further entries we also use generally accessible sources, in particular Internet publications of relevant authorities, companies and institutions.
b) Registration list
The data noted in the registration list are transmitted to us by yourself within the scope of your registration.
c) List of participants
The data noted in the list of participants are transmitted to us by yourself within the scope of your registration.
d) Badges
The data noted on the badges are transmitted to us by yourself within the scope of your registration.
e) Address list for sending the conference proceedings
You enter the appropriate data in the address list yourself.
Data recipients
The list of participants is accessible to those present during the event. Further data will not be transmitted to other parties unless you give your explicit consent or a legal basis provides for transmitting such data.
Purposes of data processing
a) Distribution list for sending invitations
The addresses entered in the distribution list are used to send out the invitations.
b) Registration list
The registration list is used to generate the list of participants and the badges. It is also used to determine the number of attendees required to organize the event.
c) List of participants
The list of participants should enable the participants to refer to attendees professionally and to establish contacts with each other. In addition to providing information and raising awareness, the aim of the International Symposium is to establish contacts, especially for the specialist audience.
d) Badges
The badges - together with the list of participants - are used to refer to attendees professionally as well to establish contacts on site.
e) Address list for sending the conference proceedings
The addresses entered in the address list are used for sending the conference proceedings after the event.
Legal basis of data processing
The processing of personal data as part of our public relations work is carried out on the basis of Article 6 paragraph 1 letter e and paragraph 3 of the General Data Protection Regulation (GDPR) in conjunction with
- Section 11 (1) Act on the Inspection of Files and Access to Information (Akteneinsichts- und Informationszugangsgesetz),
- Article 20 Basic Law (requirement for public authorities to be public, derived from the principle of democracy),
- Article 57 (1) (b) GDPR,
- Article 58 (3) (b) GDPR,
- Section 5 (1) in connection with section 18 (6) Brandenburg Data Protection Act (Brandenburgisches Datenschutzgesetz).
Period of data storage
a) Distribution list for sending invitations
The addresses entered in the distribution list will be stored at least until the next symposium (the event usually takes place every two years) and may then be used again for sending out invitations, unless a person concerned requests that their data be deleted.
b) Registration list
The registration list is part of the procedure records created for the International Symposium. The regular storage period is two years. The period shall commence on 1 January of the year following that in which the procedure was completed.
c) List of participants
The list of participants is part of the procedure records created for the International Symposium. The regular storage period is two years. The period shall commence on 1 January of the year following that in which the procedure was completed.
d) Badges
The badges will be destroyed deleted after the event provided that the participants return them to us at the end of the event.
e) Address list for sending the conference proceedings
The address list is part of the procedure records created for the International Symposium. The regular storage period is two years. The period shall commence on 1 January of the year following that in which the procedure was completed.
Right of access by the data subject (Article 15 GDPR, Section 11 BbgDSG)
Within the framework of the legal provisions, you have the right at any time to request confirmation as to whether personal data relating to you are being processed by us. If this is the case, you may, upon request and within the framework of the legal provisions, obtain free information about or access to the personal data we record about you free of charge, as well as about the origin, recipient and purpose of data processing, insofar as this does not conflict with legal provisions.
Right to rectification (Article 16 GDPR)
You also have the right to have your data rectified or completed if the inaccuracy or incompleteness of the personal data relating to you has been determined.
Right to erasure (Article 17 GDPR, Section 9 BbgDSG)
Irrespective of the period of storage mentioned above, you may request the erasure of your data stored with us, provided that the legal requirements pursuant to Article 17(1) and (3) GDPR in conjunction with Section 9 BbgDSG are fulfilled. If you wish to unsubscribe from the distribution list, we will do so immediately.
The distribution list is updated before each International Symposium (the event usually takes place every two years). In order to prevent data that has been successfully deleted from the distribution list from being included again at a later date as part of such an update, we will enter it in a blacklist. At your explicit request, we will waive an entry in the blacklist or delete an existing entry. In this case, however, a later reentry of the data in the distribution list cannot be ruled out. This applies in particular to institutional addresses with a personal reference.
Right to restriction of processing (Article 18 GDPR)
If the respective legal requirements are fulfilled, you have the right to restrict the processing of your data. This can be considered for a period of time which enables us to check the accuracy of the personal data insofar as you are disputing the accuracy, or under certain circumstances also if you have objected to the processing and it has not yet been determined whether our legitimate reasons for further storage override your reasons for erasure. After processing has been restricted, these personal data - apart from their storage - may only be processed with your consent or in order to assert, exercise or defend legal claims or in order to protect the rights of another person or for reasons of an important public interest.
Right to object (Article 21 GDPR, Section 13 BbgDSG)
You may object to the processing of personal data by us if there are reasons arising from your particular situation. In such cases, no further processing will take place unless we demonstrate compelling legitimate reasons for processing which override your interests, rights and freedoms or if the processing serves the assertion, exercise or defence of legal claims. There is no right to object to the processing of personal data if there is a compelling public interest in the processing which overrides the interests of the data subject, or if there is a legal provision obliging the processing.
Note on the encryption of e-mails
Please note that the transmission of unencrypted e-mails is insecure. Unauthorized persons can take note of the transmitted information and manipulate it. We thus recommend that you send messages worthy of protection to us either by post or as an encrypted e-mail. Therefor you need suitable software that implements the Pretty Good Privacy (PGP) encryption concept, e.g. as an extension to your e-mail program. Your e-mail service provider may also provide a way to use PGP in your web browser. You can find our public PGP key on our homepage www.LDA.Brandenburg.de. For complaints you can also use the secure complaint form on our homepage.