The following information contains the legally required mandatory details. It is applicable to the ubivent website and ubivent's social media sites (e.g. on Facebook, Google+, LinkedIn, Twitter, and XING).
Authorized Executive Representative (vertretungsberechtigter Geschäftsführer): Dr. Jens Arndt
ubivent GmbH, Stiller Weg 52, D-68305 Mannheim, GERMANY
Phone: +49 621 586796-70, Email: email@example.com
Commercial Register and Tax ID
Handelsregister: HRB 707272, USt-IdNr.: DE266217472
General Terms and Conditions of ubivent GmbH (as of May 22nd 2018)
With the registration as user for a virtual event (conducted by the "Host" of the event), the user accepts the following general terms and conditions (subsequently called "GTC") of the ubivent GmbH, Stiller Weg 42, D-68305 Mannheim (subsequently called "ubivent") for using the ubivent virtual event platform (subsequently called "platform").
These GTC shall govern the contractual relationship between the user and the Host, irrespective through which means the user is registered or logged on.
The sole contractual partner of the user is the Host.
The offering of information and/or services on the platform is intended exclusively for persons of legal age.
The user can call up, print out, download and or save these GTC at any time, even after the agreement has been closed (https://www.ubivent.com/de/).
1. By invitation, the Host offers registered user the opportunity to participate
in virtual (interactive) events on the ubivent platform (e.g. virtual fairs).
The time and duration of these events lie in the sole discretion of the Host.
2. Any usage of content or services going beyond what is explicitly offered on the platform requires the previous approval of the Host and ubivent.
3. The Host distributes user generated content to other users only if this content does not violate the law or these GTC. The Host and ubivent reserve the right to remove user generated content without prior notice if this content violates the law or these GTC.
4. The user recognizes that a 100% availability of the platform is technically impossible. The Host strives for an availability that is as high as technically possible. However, maintenance-, security-, or capacity-related issues, events beyond the sphere of control of both the Host and ubivent (e.g. disruption in public telecommunication networks, power failure, etc.), as well as software and hardware defects in the infrastructure of the Host or the user, can lead to short failures in the availability of the platform or parts thereof. The user does not hold any claim concerning availability of the platform.
5. The Host offers solely a virtual event. In case that users conclude any contract, the host is not involved in this contract, and thus not a partner in this contract. Users are fully responsible for any contracts they conclude on the platform. The Host cannot be held liable for any breach of duty of a contract concluded on the platform.
1. The user has to register before using the platform. The user is only allowed
to register if invited by the host. The registered user does not hold any
claim for participating in the event. Especially, registered users that have
not been invited can be excluded from participation.
2. The user warrants and represents that all information provided at the registration is accurate and complete. During the period of active participation in the virtual event, the user is obligated to announce any change in information provided at registration to the host without undue delay. The user warrants and represents that he is of legal age at the moment of registration. Users can register only once.
3. By completing the registration process, the user submits an offer for a contract concerning the usage of the platform. The Host accepts this offer by activating the user account for participating in the virtual event. Through this acceptance both parties enter this contract.
4. At registration, the user has to enter a password. The user is obliged to treat this password confidentially. The Host shall not disclose the password to any third party and the Host shall not ask for the user's password at any time.
§3 Right of Cancellation for Consumers
If a user is registered for a purpose that is not related to either a commercial or professional freelance activity, the following provisions apply to the consumer in the sense of Par. 13 of the BGB (German Civil Code):
1. The user may cancel the contractual agreement in writing (e.g., by letter,
fax or email) within two (2) weeks without stating a reason. The two-week
period begins upon acceptance of these instructions, but not before the contract
has been executed, and also not prior to our fulfillment of our informational
duties as per Par. 312c (2) BGB in connection with Par. 1 (1, 2 and 4) BGB
InfoV, as well as our duties as per Par. 312e (1) line 1 BGB in connection
with Par. 3 BGB InfoV. The contract can be canceled by sending timely notification
to the Host.
2. In the event of a valid contract termination, services and fees provided by both parties are to be returned, and any economic advantages gained (e.g. interest) are to be repaid. If the user is not able to return the services rendered fully or in part, or only in a lesser form, the user is obligated to reimburse the Host for the value lost. This can mean that the user is required to fulfill the contractual payment obligations for the time period until cancelation. Obligations to reimburse costs must be fulfilled within 30 days. This period begins for the user when the contract termination is sent, for the Host when it is received.
3. In accordance with §312d Par. 3 BGB (German Civil Code), the user's right of cancellation lapses before the end of the right of cancellation period, if the contract has been completely fulfilled to the satisfaction of both parties before the user exercises his or her right of cancellation.
§4 Users' Responsibilities
1. The user is required to provide accurate, complete, and not misleading
information in the profile and any communication with other users. The user
is not allowed to use pseudonyms or pen names.
2. When using the platform, the user has to comply with all applicable legislation, and respect all third-party rights. In particular, the user is prohibited to
a) propagate offensive or defamatory content, no matter whether this content is directed at other users or natural or legal entities,
b) use any pornographic materials or any contents that violate any applicable legislation for the protection of minors; or advertise or promote, offer or distribute any pornographic product or products which do not comply with any applicable legislation for the protection of minors,
c) use or cultivate anticompetive actions, including progressive canvassing (e.g. chain or pyramid schemes),
d) use without authorization any contents protected by law (e.g. by copyright, trademark, patent, utility patent, or design patent laws), or advertise, promote, offer or distribute any goods or services protected by law.
e) unreasonably annoy (particularly with spam) any other user (cf. §7 of the German Unfair Competition Act),
f) to conduct the following activities, even if they are not against any law: explicit or implicit sexual communication; usage of mechanisms, scripts, or software in combination with the platform, unless explicitly allowed; perform any actions which may impair the operability of ubivent's infrastructure, particularly actions which may overload said infrastructure; every action that is adequate to impair the functionalities of the platform in any other form.
3. The Host or ubivent are entitled to take the following actions if there is concrete evidence that a user is breaking laws and regulations, the rights of third parties, or these GTC, or if the Host or ubivent have other legitimate interest:
a) deletion of user generated content
b) limitation / blocking of access to the platform.
§5 Changes of the Platform
The Host reserves the right to modify the services offered on the platform and/or to offer services different from those offered at the time of the user's registration at any time, unless this is unreasonable for the user.
§6 Termination of the Contract, Reimbursement of paid Fees
1. The user and the host can terminate the contract at any time without giving
reasons for doing so. The termination notice shall include the user's registered
name and the email address the user registered with.
2. The Host can terminate the contract at any time upon for good cause. A good cause is defined as an event which makes it unacceptable for the Host to continue the agreement to the end of the termination period, taking into account all circumstances of the individual case and weighing the interests of the Host against the user's. A good cause includes any the following events:
a) If the user fails to comply with any applicable legal provisions;
b) if the user breaches a contractual obligation, in particular an obligation set forth in paragraphs 2 and 4 of these GTC;
c) if the reputation of the services offered on the platform is substantially impaired by the online presence of the user (if, for example, it is discovered after registration that the user has been convicted of a criminal offense, and if said conviction is known to other users);
d) if the user promotes any communities or associations (or any of their methods or activities) which are under surveillance by authorities responsible for public safety or the protection of minors;
e) if the user causes harm to any other user(s)
§7 Responsibilities for Content and User Data
The Host does not make any warranties or representations regarding any data and/or information provided or made available by any user on the platform or on any external websites linked to them. In particular, the Host does not warrant or represent that said data and/or information is true or accurate, or that it fulfills or serves any particular purpose. The user may report any activities of any other user which violate applicable laws and/or any of the terms and conditions of these GTC (including the use of pseudonyms or false identities) using the platform.
Whatever the legal grounds, liability for damage claims based only on ordinary negligence against the Host or ubivent (including its vicarious agents) shall exist only if the Host or ubivent breach a basic/cardinal obligation under this agreement. A cardinal obligation is an obligation the user can expect to be met, and which fulfillment is a prerequisite to the ordinary execution of the contract. In this event, the amount of claims are limited to typical and foreseeable damages. Limits shall not apply to the extent damages are in the event of intentional or grossly negligent breaches of obligation. Furthermore, limits shall not apply to the extent damages are covered by the Host's or ubivent's business liability insurance, provided the insurance company has effected payment to the Host or ubivent. The Host and ubivent undertakes to maintain the insurance coverage existing at the time this agreement is concluded. This shall not affect damages arising from injury to life, body and health, and property damage claims based on the German Product Liability Act. Furthermore, the above liability exclusions and limitations shall not apply in the event of the assumption of express guarantees by the Host or its vicarious agents, or given the lack of promised features.
1. The user shall indemnify and exempt the Host and ubivent from all actions,
including damage claims, asserted by other users or third parties against
the Host and ubivent resulting from an infringement of their rights by the
contents posted by the user on the platform. Furthermore, the user shall
indemnify and exempt the Host and ubivent from all actions, including damage
claims, asserted by other users or third parties against the Host and ubivent
resulting from an infringement of their rights regarding the use of the services
on the platform by the user. The user assumes all reasonable costs the Host
and ubivent incur due to an infringement of third party rights, including
all reasonable legal defense costs. All other rights, including damage claims
by the Host and ubivent, are hereby unaffected. The user has the right to
prove that the Host and ubivent incurred lesser charges than claims made.
The aforementioned obligations shall not apply to the extent the user is
not responsible for the infringement.
2. In the event the contents posted by the user infringes any rights of any third party, the user shall, at its own expense and at the Host's and ubivent's discretion, either obtain the right to use said contents or render said contents free of any infringement. In the event the user infringes third-party rights when using the platform, the user shall discontinue such use that violates these GTC and the law, if so requested by the Host and ubivent.
§10 Data Protection
The Host shall comply with all applicable legal provisions regarding data protection - esp. the German Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG) and the EU General Data Protection Regulation (GDPR). In particular, the host will not pass on the user's personal data to third parties or inform third parties otherwise about this data. Details on the treatment of the user's data are set forth in the separate Data Protection Policy.
§11 Final Provisions
1. These GTC and any amendments thereto must be in writing to be valid. No
secondary agreements exist.
2. The Host reserves the right to amend these GTC at any time, without giving reasons, unless an amendment is unreasonable to the user. The Host shall give due notice of any amendments of these GTC to the user. If the user does not object to the applicability of the revised GTC within two (2) weeks after receipt of said notice, the amended GTC shall be deemed to be accepted by the user. The Host shall inform the user about the user's right to object and of the relevance of the objection deadline in said notice.
3. If any provision of these GTC is, for any reason, invalid and/or unenforceable, the remaining provisions shall continue to be valid and enforceable to the fullest extent permitted by law.
4. The place of performance under these GTC shall be Mannheim, Germany.
5. Place of jurisdiction shall be Mannheim, Germany.
6. These GTC and the contractual relationship shall be governed by German Law, excluding international private law and the provisions of the United Nations Convention on Contracts for the International Sale of Goods that have been adopted by German Law.
and use of personal data on ubivent websites (e.g. ubivent.de, ubivent.com)
(hereinafter referred to as "ubivent websites"), the use of ubivent services
(virtual events, virtual fairs) (hereinafter referred to as "digital offers")
(hereinafter referred to as "we" or "us"). We are responsible for all personal
data that is collected on the ubivent website, unless otherwise stated in
this data protection declaration. For web-based services in particular, the
respective organiser is responsible (data controller) while we act solely
as service providers or as order processor (please see number 5 below for
Personal data is information that can help identify an individual, i.e. data that can be traced back to a single person. This typically includes a person's name, email address or telephone number. Purely technical data that can be assigned to a single person is also considered personal data.
Contact details for the Data Control Officer
Stiller Weg 52
+49 (0) 621 5867967-0
Contact details for the Data Protection Officer
– Data Protection Officer –
Stiller Weg 52
+49 (0) 621 5867967-0
Please contact the Data Protection Officer directly if you have any questions or concerns about safeguarding your data protection rights. You can reach our Data Protection Officer using the contact details provided above (FAO: Data Protection Officer).
Transmission of personal data to the parent company meetyoo conferencing GmbH
We are a subsidiary of meetyoo conferencing GmbH. In order to process your requests efficiently, to divide labour efficiently, and to realise the below mentioned offers and services, we also forward personal data to meetyoo conferencing GmbH. It is noticed in this description of the corresponding data processing procedures whether said forwarding to our parent company takes place.
The personal data transferred to meetyoo conferencing GmbH is processed on the basis of Art. 6 (1) (f) GDPR. This legal permission allows personal data to be processed in the context of the 'legitimate interest' of the data controller, unless your fundamental rights, freedoms or interests prevail. Our legitimate interest lies in the efficient division of labour in processing requests and provision of services, and in the fulfilment of accountability requirements towards our shareholders. You can object to your personal data being processed at any time if your particular situation gives rise to reasons that call the processing of your personal data into question. All you need to do is send an email to firstname.lastname@example.org.
Summary of Procedures
Personal data is processed on ubivent websites during the following procedures:
- Visiting ubivent websites
- Establishing contact
- Free downloads (white papers)
- The use of digital offers for virtual events / virtual trade fairs
- Job application procedures
- Website use/analysis
- Social Media
1. Visiting ubivent Websites
Each time ubivent websites are called up, we automatically collect a set of
technical data that is specific to the individual person making the visit.
- The IP address of the user
- The name of the web page or file retrieved
- The date and time access was made
- The volume of data transferred
- Notification of successful retrieval
- The browser type and version
- The user's operating system
- The user's end device, including MAC address
- The referring URL (previous website visited)
Notes on IP Addresses
IP addresses are assigned to each device (e.g. smartphone, tablet, PC) connected to the Internet. The IP address depends on the Internet access point your device currently uses to connect to the Internet. It may be the IP address that your Internet service provider has assigned to you, e.g. if you are connected to the Internet at home using your wi-fi connection. It may also be an IP address that your mobile service provider has assigned to you, or the IP address from a public or private wi-fi point or other Internet access provider. In its current form (IPv4), the IP address consists of four digits. In most cases, you will not be assigned a permanent IP address as a private user, but a temporary one assigned to you by your provider (what is referred to as a 'dynamic IP address'). In the case of a permanently assigned IP address (what is referred to as a 'static IP address'), the clear assignment of user data is simpler in principle. Except for purposes of tracing unauthorised access to our Internet offering, we generally do not use this data specific to an individual person, but analyse it on an anonymous basis only, such as in terms of which of our websites are most popular, how often are they accessed every day, and similar statistics.
Our website already supports the new IPv6 address standard. If you already have an IPv6 address, you also need to be aware of the following: an IPv6 address consists of eight blocks of four. As with full IPv4 addresses, the first four blocks are typically assigned to private users dynamically. The last four blocks of the IPv6 address (what are referred to as "interface identifiers") are determined by the device you are using to browse the website. Insofar as this is not set differently in your operating system, what is referred as the MAC address is used for this. The MAC address is a kind of serial number that is unique to each IP-capable device worldwide. For this reason, we do not store the last four blocks of your IPv6 address. In general, we recommend enabling the "privacy extensions" on your device in order to better anonymise the last four blocks of your IPv6 address. Most standard operating systems have a privacy extensions function, which in some cases is not factory-set.
Notes on Cookies
Cookies are small text files that are saved on your device by the respective browser you use when you access meetyoo websites. Individual services of a website can 'recognise' and 'remember' you in this way in terms of which settings you have made. This primarily helps to make websites more user-friendly and benefit the user (e.g. by storing login details). Secondly, cookies also help to collect statistical data relating to use of the website by using the data acquired for analysis and advertising purposes.
Some cookies are automatically deleted from your device as soon as you leave the website (what are referred to as 'session cookies'). Other cookies are stored for a period of time that does not exceed two years (‘persistent cookies’). We also use what are referred to as third-party cookies, which are managed by third parties in order to provide certain services.
The personal data in log files is processed on the basis of Art. 6 (1) (f) GDPR. This legal permission allows personal data to be processed in the context of the 'legitimate interest' of the data controller, unless your fundamental rights, freedoms or interests prevail. Our legitimate interest lies in simplifying administration and enabling us to detect and track hacking. You can object to your personal data being processed at any time if your particular situation gives rise to reasons that call the processing of your personal data into question. All you need to do is send an email to email@example.com
Duration of Data Storage
The server log files containing the forgoing data are deleted automatically after 30 days. If facts exist that suggest that unauthorised access can be assumed (such as attempts at hacking or what are referred to as 'DDOS attacks'), we reserve the right to store the server log files for longer.
2. Establishing Contact
When contact is made with us (such as over the contact form or by email),
the information you provide is saved by us or our holding company meetyoo
conferencing GmbH (www.meetyoo.com) for purposes of processing the enquiry
and in the eventuality that there are follow-up questions.
The information provided in the context of establishing contact is processed on the basis of Art. 6 (1) (a) and (f) GDPR. This legal permission allows personal data to be processed in the context of the 'legitimate interest' of the data controller, unless your fundamental rights, freedoms or interests prevail. Our legitimate interest lies in our processing the contact made. You can object to your personal data being processed at any time if your particular situation gives rise to reasons that call the processing of your personal data into question. All you need to do is send an email to firstname.lastname@example.org.
Duration of Data Storage
The personal data stored in the course of establishing contact will be deleted if the concerns associated with the contact made have been clarified in full and it is also unlikely that the specific instance of contact made will become relevant again in future.
3. Free Downloads (White Papers)
We provide interested parties and prospective customers with various free
downloads (white papers). In doing so, we use the data collected for information
purposes in the area of meeting communication and our products used and may
contact you by phone/mail/e-mail.
The information provided in the context of free downloads is processed on the basis of Art. 6 (1) (a) GDPR. According to Art. (1) (a) GDPR, data processing is permitted if you have granted consent to data processing for one or more specific purposes as detailed below:
"By clicking on the "Order free study" button, I consent to receiving information by email in future about offers and services of ubivent GmbH or meetyoo conferencing GmbH. You can withdraw your consent at any time by contacting email@example.com or clicking on the link at the end of every email."
Duration of Data Storage
The personal data we store when you download free information is deleted if you withdraw your consent.
You have the opportunity to subscribe to our newsletter on our website. We
use this newsletter to regularly inform you about our offerings and services,
and, specifically, topics that cover webcasts, web conferencing and meeting
solutions. We use the double opt-in procedure for subscriptions to our newsletter.
This means that after you subscribe, you receive a confirmation email containing
a confirmation link that you need to click on. We store the IP address and
the date and time of the subscription confirmation in order to prove that
the subscription was duly taken out. We do not collect any further data.
The newsletter is sent to you by mailingwork GmbH, Birkenweg 7, 09569 Oederan,
German only). mailingwork GmbH processes your email address and other personal
data we transmit exclusively with regard to the work we commission and for
Data processing in the aforementioned regard takes place in accordance with your consent, which you provided when you subscribed to the newsletter.
According to Art. (1) (a) GDPR, data processing is permitted if you have granted consent to data processing for one or more specific purposes as detailed below. In the context of subscribing to the newsletter, you submitted the following declaration of consent:
"By entering my email address and clicking on the "Subscribe" button, I consent to receiving by email in future information about news, offers and actions of ubivent GmbH or meetyoo conferencing GmbH. You can withdraw your consent at any time by contacting firstname.lastname@example.org or clicking on the link at the end of every email."
Duration of Data Storage
The personal data stored when you subscribe to our newsletter is deleted if you withdraw your consent.
5. The Use of digital offers for virtual events and virtual trade fairs
Reponsibility for digital offers for virtual events / virtual trade fairs
We are a technical service provider, realising various digital offers for virtual events and virtual trade fairs. If you utilise one of these digital offers, the organiser of the event, who is named on the registration page of the event, is responsible for the processing of the personal data within the framework of the virtual event or virtual trade fair. We act solely within the realms of the commission and under the instruction of the organiser. The decision as to how the data is concretely processed, and the further use thereof, lies solely with the contracting party. We are concerned solely with the execution and the preparation of the service and do not process the data for our own purposes (unless otherwise stated). Details regarding the organiser’s processing of personal data can be found in the data protection declaration of the organiser, the link to which can be found on the login page and in the login email.
Data processing in registration via ubivent
Registration is required for the use of specific digital offers for virtual events or virtual trade fairs. The data that is saved upon registration can be seen in the entry form on the corresponding registration page. In the standard case, this includes first name, last name, company, email address and password/ PIN. Compulsory fields are labelled as such. When registering for an event, the user receives a series of reminder emails and possibly an email after participating in the event itself that possibly contains “acknowledgements”, “on demand releases” or “requests for feedback” etc. (depending on the contract assigned by the organiser). By registering on our site, the IP address, technical information about the terminal used and the browser used, including the version and any plugins installed, as well as fonts, data volumes, data transmission specifications such as access status / HTTP status code, data volume are processed. In addition, technical error codes as well as date and time of the dial-in and time zone are processed. This serves to identify and prevent possible cases of misuse (e.g. in the case that a third party misuses your data and registers on our site without your knowledge). We make the aforementioned services available to the respective contracting party. For the registration itself, we are responsible for the protection of the data collected.
Declaration of consent concerning data protection upon registration
It may be the case that either we or the organiser ask for submission of a declaration of consent as part of the registration. We would like to point out that any submitted declaration of consent regarding data protection can be revoked with future effect. In the text of the declaration of the consent, which is also sent to you as part of the content of the confirmation email, there is an explanation as to how to revoke the declaration and who to send this revocation to.
Hosting of the virtual Events / virtual trade fairs provided by AWS
The web application "Virtual Fair” is hosted by Amazon Web Services, Inc. 410 Terry Avenue North, USA, ("AWS"). AWS is the recipient of the data therefore. AWS does not process the data for its own purposes, but only on our behalf. The data for the web application "Virtual Fair” are stored exclusively in a German data centre (Frankfurt/Main) that is certified according to ISO 27001, 27017 and 27018, and PCI DSS Level 1. AWS has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework, to ensure compliance with the legal conditions for the adequacy of the level of data protection provided in accordance with Art. 45 GDPR. In accordance with Art. 28 GDPR, we have concluded a data processing agreement with Amazon Web Services, including the EU standard contract clauses: https://d1.awsstatic.com/legal/aws-gdpr/AWS_GDPR_DPA.pdf
Typical data processing operations as part of a virtual trade fair
Upon participating in a virtual event or virtual trade fair, according to the settings preselected by the respective organiser, the time, duration and details of your participation in the respective event are recorded (such as downloads or the fair booths visited). This data is used to create the bills for the organiser, to allow them to control and manage the event, and, where applicable, to enable the drawing up of a report of the event (either anonymous or personal statistics). Where applicable, you are also able to send questions to the presenter, the organiser or the other participants, and to contribute your own posts via chat or audio transmission. As part of the preparation of these functions, we process the content of your questions and posts, such as time and date, for the organiser. The specific details of this can be found in the respective information from the organiser of the concrete event itself. Depending on the event settings, the organiser can enable other users to view the profile data of the participants, provided this has been set up and authorised by the organiser. In particular, this includes searching for this data.
Voting / Feedback and online surveys
When voting takes place during participation in a webcast, live and on-demand event, data on the result of the votes (number of votes cast and percentage distribution) is collected and processed. In the wake of registration, the voting behaviour is processed on a personal basis using the respective name of the participant. If a webcast is offered where no registration is required, then voting behaviour is anonymous. With most events, you have the opportunity to answer short online surveys to provide the organisers with valuable feedback on the event you participated in. The timing and content of your feedback is stored on a personal basis on our platform. Evaluation of the feedback is usually transmitted to the organiser on a personal basis, unless the latter has expressly requested transmission in anonymous form.
Some webcasts offer you the chance to participate in learning checks or online tests. Participants in these webcasts receive an online questionnaire for these tests so that they can, for example, obtain a certificate. Information about the answers to this questionnaire and the percentage test results are stored on our platform. This information is usually transmitted to the organiser on a personal basis, unless the latter has expressly requested transmission in anonymous form. The results of the online test are sent to you by email afterwards. If you pass the test, you also receive the certificate by email.
Processing personal data in the context of using ubivent services takes place on the basis of Art. 6 (1) (b) GDPR. In accordance with Art. 6. (1) (b) GDPR, data processing is then allowed when required for fulfilling a contract. We need to process the personal information detailed in this section in order to be able to make meetyoo services available to you in accordance with the contract.
With regards to the legal basis invoked by the organiser, please view the data protection declaration provided by the organiser.
Duration of Data Storage
Registration data is stored for as long as it is necessary for using the service and is deleted on request. The personal data associated with your registration/participation in a webcast, virtual fair or media library, provided by giving feedback or answering questions and responding to and participating in online tests, is deleted no later than 12 months after the on-demand version expires. The standard period of archiving for a webcast is 3-12 months (depending on the job commissioned by the organiser).
Registration data for media library users (collection of webcasts) who have not logged in to the media library for a maximum period of 3 years is deleted automatically when this period expires.
Owing to retention periods laid down by the German Tax Code (AO) and Commercial Code (HGB), tax-relevant personal data which is processed in the context of using digital services is stored for up to 10 years after the end of a specific conference (e.g. orders, offer forms etc.).
With regards to the duration of data storage by the organiser, please view the data protection declaration provided by the organiser.
6. Job Application Procedures
We perform employment application management procedures for recruiting and
filling open positions at our company. These positions are published on our
ubivent website ("Careers") and other online job boards.
Candidates have the option of sending their applications by email directly to our HR department.
The only mandatory personal data we collect is the personal data required for completing the application process. If we collect data that is not absolutely necessary, it is only collected voluntarily. Mandatory information is always marked as such. We treat your personal data confidentially at all times and process it exclusively for the purpose of processing your application to our company. Processing as a part of the application procedure includes pre-selection of the applications we receive, invitations to and performance of interviews and follow-up interviews, including sending out acceptance or rejection letters to candidates. The transmission or disclosure to third parties of your data does not take place, unless this is necessary for fulfilling the contractual relationship, if we are obliged to do so by law or if you have consented to it being disclosed accordingly.
The following data is collected and processed for the purpose of automatically processing your application:
- Email address, password, first name, last name, domicile, telephone number, date of birth, gender
- Additional questions depending on the respective call for applications (e.g. driving license)
- Assessment modules depending on the respective call for applications
- Work experience and education
- Skills (e.g. Photoshop, MS-Office)
- Photo of the candidate
- Qualifications, awards and language skills
- Letter of motivation
The electronic communication that takes place between you and us is also stored.
Your data is used exclusively for processing your application. Only those persons involved in processing your application receive access to your data. All employees responsible for processing data are obliged to safeguard the confidentiality of your data.
Personal data is processed during the aforementioned application procedure on the basis of Art. 6 (1) (f) GDPR. This legal permission allows personal data to be processed in the context of the 'legitimate interest' of the data controller, unless your fundamental rights, freedoms or interests prevail. Our legitimate interest lies in processing your application, filling vacant posts and being able to refute possible allegations of discrimination. If an employment relationship is established, we take your application documents into account in your personal development at the company (e.g. with regard to skills and qualifications).
You can withdraw your consent at any time by contacting email@example.com
Duration of Data Storage
Applicant data is stored on the Prescreen platform, or in the email account, for up to 6 months after rejection and is held by us. After 6 months, all data collected is deleted. An exception to this is formed when you consent to your candidate data being included in our talent pool.
If the candidate agrees to have their candidate data included in the talent pool, all their data is saved in order to be able to contact them about vacancies of a different nature that occur at a later date. The application documents in our talent pool are either deleted at the request of the candidate/if the candidate withdraws or after a maximum period of 2 years. If a candidate is recruited, the application documents are kept for the duration of the employment relationship.
We use Google AdWords Conversion Tracking. Google AdWords Conversion
Tracking is an analytics service from Google LLC ("Google"), 1600 Amphitheatre
Parkway Mountain View, CA 94043, USA.
Google AdWords sets a cookie on your computer ('conversion cookie') if you arrive at our website over a Google ad. These cookies lose their validity after 30 days and are not used for personal identification. If you visit certain pages on our websites and the cookie has not yet expired, both we and Google can recognise that someone clicked on the ad and was therefore redirected to our website. Each AdWords customer receives a different cookie. This means that said cookies cannot be tracked through the AdWords' customers' websites. The information gathered using the conversion cookie is used to generate conversion statistics for AdWords advertisers who have opted for conversion tracking. AdWords customers are informed of the total number of users who have clicked on their ad and were redirected to a conversion tracking tag page. They do not receive any information that personally identifies users, however.
Personal data is processed in accordance with Art. 6 (1) (f) GDPR. This legal permission allows personal data to be processed in the context of the 'legitimate interest' of the data controller, unless your fundamental rights, freedoms or interests prevail. Our legitimate interest lies in the creation and analysis of tracking statistics.
For reasons that arise from your particular situation, you are entitled to object at any time to personal data on your person being processed on the basis of Art. 6 (1) (f) GDPR.
To do so, you can prevent cookies being stored by selecting the appropriate settings in your browser. We would like to point out that by doing so, you may limit your ability to use all of the features of this website to the full. Doing so stops you being included in the conversion tracking statistics. You can change personalised ads by making the appropriate ad settings suggested on the following website: https://support.google.com/ads/answer/7395996?hl=en
Duration of Data Storage
The personal reference is removed immediately by partially deleting the IP address, so that only statistical data is stored.
8. Website Use / Analysis
We use Google Analytics. DGoogle Analytics is a web analytics service
from Google LLC ("Google"), 1600 Amphitheatre Parkway Mountain View, CA 94043,
USA. Google Analytics uses several "cookies" (see above) to identify your
browser. The information on how you use meetyoo websites generated by the
cookies is usually transferred to a Google server in the USA and stored there.
However, we have enabled the IP anonymisation function on this website so
that your IP address is truncated by Google, if it is located within the
member states of the European Union or other parties to the agreement on
the European Economic Area. Only in exceptional cases is the full IP address
transferred to a Google server in the US and truncated there. Google uses
this information on behalf of the operator of our website to evaluate how
you use meetyoo websites in order to compile reports on website activity
to provide the website operator with website and internet-related services.
As a part of the Google Analytics service, the IP address transferred by
your browser is not merged with other data from Google. Google has submitted
to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework,
to cover exceptional cases where personal data is transferred to the USA.
We use Google Tag Manager. Google Tag Manager is a tool from Google LLC ("Google"), 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. Google Tag Manager is a solution that marketers use to be able to manage web page tags from a single interface. The Tag Manager tool itself (which implements the tags) is a cookie-free domain. The tool serves for triggering other tags that, in themselves, may collect data in certain circumstances. Google Tag Manager does not access this data. Google Tag Manager itself does not process personal data. If disabled at domain or cookie level, it remains in effect for all tracking tags implemented with Google Tag Manager. Turning off tracking in your browser prevents Google Tag Manager from functioning in full.
We use Google reCAPTCHA. Google reCAPTCHA is a service from Google LLC ("Google"), 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. This feature allows us to provide more data security when submitting forms. By using Google reCAPTCHA, a distinction is made between whether the entries on a form are made by a natural person, or whether misuse took place by automated entries being made. A minimum of your IP address is transmitted to Google in this context. The IP address transferred as a part of Google reCAPTCHA is not merged with other data from Google. Google has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework, to cover exceptional cases where personal data is transferred to the USA.
We use Google G-Suite. Google G Suite is a service from Google LLC ("Google"), 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. In isolated cases we store data via the Google G Suite service, which is usually non-personal.
Google G-Suite data is stored at European data centres. For further information on the data protection policies of Google, please refer to https://www.google.de/intl/de/policies/privacy/.
We have concluded a data processing agreement with Google LLC in accordance with Art. 28 GDPR: https://gsuite.google.com/terms/dpa_terms.html
We use Hubspot, a service from HubSpot Inc., for analysis purposes and Customer Relationship Management (CRM). HubSpot is a US-based software house with a presence in Ireland. HubSpot is certified under the EU-US Privacy Shield.
HubSpot uses what are referred to as "Cookies", which are stored on your computer, and allow your use of the website to be analysed. HubSpot analyses the information collected (e.g. IP address, geographic location, browser type, duration of visit and pages accessed) on our behalf to generate reports about your visit.
More information about HubSpot and the EU data protection regulations.
You can find more information about the cookies used by HubSpot here and here
If you do not want HubSpot to collect data, you can prevent cookies being stored on your computer at any time by making the appropriate settings in your browser.
The information collected here is stored in pseudonymous form, i.e. the respective identifying features are automatically replaced by a pseudonym or code to avoid identification of the user concerned. Cookies are used for this purpose. These are set by us and the Optimizely Inc. log sub-domain. In this case, you can also reset previously saved cookies in your web browser to delete these cookies as well. You can also prevent cookies from being stored on your computer in future by making the appropriate settings in your browser. If you do so, however, you should note that you may not be able to use all the features of our website in full.
Personal data is processed by the aforementioned named services on the basis of Art. 6 (1) (f) GDPR. This legal permission allows personal data to be processed in the context of the 'legitimate interest' of the data controller, unless your fundamental rights, freedoms or interests prevail. Our legitimate interest lies in analysing the use of our website. The IP address transferred as a part of Google services is not merged with other data from Google. Google has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework, to cover exceptional cases where personal data is transferred to the USA. You can prevent the data generated by cookies and the data relating to your use of the website (incl. your IP address) being transferred and processed by making the appropriate settings in your browser and for Google Analytics, by downloading and installing the browser plug-in available from the following link: http://tools.google.com/dlpage/gaoptout?hl=en.
Duration of Data Storage
The personal reference is removed immediately by partially deleting the IP address, so that only statistical data is stored.
9. Social Media
We use the Twitter button. The Twitter button is service from Twitter
Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA. Responsible
for processing data from persons living outside the United States is Twitter
International Company, One Cumberland Place, Fenian Street, Dublin 2 D02
AX07, Ireland. This service allows website visitors to share website content
on Twitter, provided that they have a Twitter account. Twitter also uses
this service to collect information about you. This happens even if you are
not registered with Twitter. Data collected about you when the service is
used is processed by Twitter and transmitted to countries outside the European
Union, if necessary. We have no control over the nature and extent of the
data processed by Twitter, the nature of its processing and the use or disclosure
of this data to third parties, in particular to countries outside the European
Union. Twitter has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/participant?id=a2zt0000000TORzAAO&status=Active,
for cases where Twitter transmits data outside the European Union.
You can also restrict the processing of your data in the general settings in your profile and under "Privacy and Security". Information on existing personalisation and privacy settings can be found here (with additional links): https://twitter.com/personalization.
We also use Twitter Syndication. DTwitter Syndication is a service from Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA. Responsible for processing data from persons living outside the United States is Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2 D02 AX07, Ireland. By loading the page, the browser can send personal data, such as your IP address or whole cookies, to the social network.
Data processing in connection with the aforementioned social media components takes place on the basis of Art. 6 (1) (f) GDPR. This legal permission allows personal data to be processed in the context of the 'legitimate interest' of the data controller, unless your fundamental rights, freedoms or interests prevail. Our legitimate interest lies is marketing through social media channels.
For reasons that arise from your particular situation, you are entitled to object at any time to personal data on your person being processed based on Art. 6 (1) (f) GDPR. To do so, you can prevent cookies being stored by selecting the appropriate settings in your browser. We would like to point out that by doing so, you may limit your ability to use of all of the features of this website to the full. You can change these features in your Twitter account: https://twitter.com/login?redirect_after_login=%2Faccount%2Fsettings or by stopping usage of the LinkedIn component.
Duration of Data Storage
We do not store any data in connection with the use of the aforementioned social media components.
You are entitled to receive information about the personal data stored on your person free of charge on request. You are also entitled to ask for incorrect data to be corrected, to restrict the processing of excessively processed data and have any unlawfully processed personal data, or personal data that has been stored for too long, deleted (unless there is a legal obligation to retain it and no other reasons according to Art. 17 (3) GDPR exclude it). You are also entitled to have all the data you provided us with transferred in a common file format (right to data portability), insofar as you provided us with the data within the context of a declaration of consent or in order to fulfil a contract.
Insofar as you are entitled to object to individual proceedings being processed, we point this out in the description of the individual proceedings.
To exercise your rights, please send an email to firstname.lastname@example.org, or a written message to aforementioned address (FAO: Data Protection Officer).
In addition, you are also entitled to complain to a data protection supervisory authority.
Voluntary Nature of Providing Data
The provision of your personal data on meetyoo websites for legal or contractual reasons is generally not required. You are not obliged to provide personal information on this website. Nevertheless, providing the functions of this website requires your personal data to be processed.