Systemantics GmbH (hereinafter referred to as “Systemantics”) operates “Accredate”, a Software as a Service (SaaS) solution as an online portal (hereinafter referred to as “Accredate”), that enables event organisers (hereinafter referred to as “Organisers”) to accredit journalists, experts and other persons (hereinafter referred to as “users”) for art exhibitions, congresses, trade fairs or similar events (hereinafter referred to as “events”) via a software- and internet-based solution for attending the respective event.
You can register with Accredate via an Organiser or use Accredate as a guest of a specific event. You can also register with Accredate as an Accredate user – not via an Organiser – to be informed about events, view your events and, if necessary, be accredited for an event by an Organiser, regardless of the event or Organiser.
When using Accredate your personal data will be processed – by an organiser and/or by us. Systemantics takes the protection of your personal data very seriously and strictly adheres to the rules of the data protection laws of the Federal Republic of Germany (hereinafter referred to as “BDSG”), the German Telemedia Act (hereinafter referred to as “TMG”) and the Regulation (EU) 2016/679 (General Data Protection Regulation) (hereinafter referred to as “GDPR”). Insofar as reference is made in this data protection declaration to the DSGVO, it is clarified that this will only apply from 25 May 2018. Before that, the legal basis is the BDSG.
1. Note on the data controller – Who is responsible for the collection of data?
1.1. Data processing in the area of responsibility of third parties
If you register as a user via an Organiser or use Accredate as a guest of a specific event, the respective Organiser is solely responsible for your data, the content of the data entered in Accredate by him and/or other users authorized by him or for the data generated and/or processed by/with Accredate. If this constellation applies to you, please contact the respective Organiser and take note of the data protection information of the respective Organiser in case of questions, in particular also in the case of inquiries with regard to data protection law.
1.2. Data processing in our area of responsibility
If you have registered with Accredate as an Accredate user – not via an Organiser – or would like to register directly with Accredate – not via an Organiser – in order to be informed about events, to view your events and, if necessary, to be accredited for an event by an event Organiser, Systemantics is responsible for data processing, which you can reach under the following contact details:
Systemantics GmbH
Hausbroicher Str. 218
47877 Willich
Germany
+49 2156 9749100
accredate [at] systemantics.net
www.systemantics.net
You can contact our data protection officer at the above-mentioned postal address, with the addition "To the data protection officer" or at the e-mail address: dsb [at] systemantics.net
2. Purposes and legal basis of data processing - What do we use your data for?
2.1. Data processing for the provision of contractual services
You can register with Accredate to be informed about events, to view your events and to be accredited for an event by an event Organiser. You can store your personal data in Accredate and transfer it to Organisers, for example to become an accredited journalist for an art exhibition. Future changes of data, such as address changes, can also be transferred.
The basis for data processing is Art. 6 para. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or pre-contractual measures.
2.2. Data processing for communication with you
In addition to the contract data, we process your communication data (address, telephone number, e-mail address) in order to be able to contact you. Personal data that you provide to us by e-mail or via the contact form on this website will only be processed for correspondence with you or only for the purpose for which you have made the data available to us.
The basis for data processing is Art. 6 para. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures.
2.3. Newsletter
If you would like to subscribe to our newsletter offered on the website, we require an e-mail address from you as well as information that allows us to verify that you are the owner of the e-mail address provided and that you agree to receive the newsletter. We do not collect any further data in this context. We use this data exclusively for the dispatch of the requested newsletter and we do not pass these data on to third parties.
The data will be processed on the basis of your consent pursuant to Art. 6 para. 1 lit. a GDPR. You can revoke your consent at any time. The lawfulness of the data processing processes already carried out remains unaffected by the revocation.
2.4. Tracking with Matomo (formerly Piwik)
This website uses the web analysis service Matomo. Matomo uses so-called “cookies”. These are text files that are stored on your computer and enable an analysis of your use of the website. For this purpose, the information generated by the cookie about the use of this website is stored on our server. The IP address is made anonymous before it is saved. Matomo cookies remain on your device until you delete them.
The information generated by the cookie about the use of this website will not be passed on to third parties. 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.
If you do not agree to the storage and use of your data, you can deactivate the storage and use by activating the “do not track” option in your browser.
Matomo cookies are stored on the basis of Art. 6 para. 1 lit. f GDPR. We have a legitimate interest in anonymous analysis of user behaviour in order to optimise both access data and, if necessary, advertising for access data
2.5. Data processing to protect legitimate interests
We also process your data if it is necessary to protect the legitimate interests of us or of third parties. This may be the case in particular to guarantee IT security and IT operation, in particular also for support inquiries, in the event of legal disputes, to be able to understand and prove the facts of the case, for market and opinion polls, to statistically evaluate the use of Accredate, to promote other products from us or our cooperation partners.
The basis for data processing is Art. 6 para. 1 lit. f GDPR. We have a legitimate interest in the data processing listed above.
2.6. Data processing for marketing purposes
If your data is used for marketing purposes for events and for other products of our cooperation partners, we may obtain your consent.
The data will be processed on the basis of your consent (Art. 6 para. 1 lit. a GDPR). You can revoke your consent at any time. The lawfulness of the data processing processes already carried out remains unaffected by the revocation.
2.7. Data processing for the fulfilment of legal obligations
In addition, we process your data to fulfil legal obligations (e.g. regulatory requirements, commercial and tax storage and proof obligations).
Apart from that we will not pass on your personal data to third parties unless we are legally obliged to do so or you have given your express prior consent.
3. Categories of receipt of personal data
We will only transfer your data to Organisers who organise an event via Accredate and data will only be transferred to the Organisers if you wish and have consented to the transfer of the data.
Insofar as we make use of the services of third parties to carry out our services, we process personal data according to the provisions of the GDPR. Service providers who support us in providing our services to you are hosting providers and e-mail service providers.
4. Duration of data storage
In principle, we delete your data as soon as it is no longer required for the above-mentioned purposes, unless temporary storage is still necessary. We store your data on the basis of legal proof and storage obligations, which result among other things from the German Commercial Code and the German Tax Code. According to which the storage periods are up to ten full years. In addition, we keep your data for the period during which claims can be asserted against our company (statutory limitation period of three or up to thirty years).
5. Rights of the persons concerned
You can request information about your personal data stored by us and under certain conditions request the correction or deletion of your data by contacting us via our contact data given above.
You may also have the right to restrict the processing of your data and to have the data you provide disclosed in a structured, common and machine-readable format.
If you have given us your consent to process personal data for specific purposes, you can revoke your consent at any time with effect for the future.
You may object to the processing of your data for direct marketing purposes.
If we process your data to protect legitimate interests, you may object to such processing for reasons arising from your particular situation.
You can also contact a data protection supervisory authority. The authority responsible for us is
Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
(State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia)
Kavalleriestr. 2–4
40213 Düsseldorf
Germany
Phone: 0211/38424-0
Fax: 0211/38424-10