Datenschutz

privacy policy

last update 30.01.2019


As a provider of advanced training, conferences, publications and e-learning courses the Erich Pommer Institut GmbH (following EPI) collects and processes personal data, meaning information that can be associated with the person direct or indirect and that contains data concerning personal and objective circumstances from customers and interested parties. We revised our data policy and want to inform you about how we proceed with your personal data with the following.

Content

I. General Information

1. Responsible Body

2. Legal Basis

3. Data Erasure and Storage Duration


II. Concrete data handling

1. Visit of website – cookie usage

2. Contact per e-mail

3. Data in your customer account

a. Newsletter

b. Data when participating at our events

c. Data with usage of e-training

d. Data during application process for restricted offers and/or scholarships


III. Rights of affected

1. Right to object according to Art. 21 GDPR

2. Right of access the data subject to Art. 15 GDPR

3. Right to rectification according to Art. 16 GDPR

4. Right to erasure ("right to be forgotten") in accordance with Art. 17 GDPR

5. Right to restriction of processing according to Art. 18 GDPR

6. Right to data portability according to Art. 20 GDPR

7. Right to complain to controlling institution




I. General information


1. Responsible Body

You can reach us at:

Erich Pommer Institut GmbH

Försterweg 2

14482 Potsdam

Telephone: 0331 7212880

Fax: 0331 7212881

E-mail contact: service@epi.media

Our data protection officer is

Grische Böhmer, address as mentioned

E-mail: datenschutz@epi.media


2. Legal Basis

From the 25.05.2018 the General Data Protection Regulation (GDPR) comes into effect concerning the handling of your personal data. As far as a legal basis is mentioned in this Privacy Policy, they relate to the General Data Protection Regulation.

We collect and process personal data based on the following statutory regulations:

Consent according to Article 6 paragraph 1 (a) General Data Protection Regulation (GDPR). Consent is any voluntary expression of intent, in an informed and unequivocal manner, in the form of a statement or other unambiguous confirmatory act, which indicates that the data subject consents to the processing of his personal data.

Necessity to fulfill the contract or carry out preparatory actions in accordance with Article 6 para. 1 (b) GDPR, this means that the data is required so that we can fulfill the contractual obligations to you or we need the data to prepare a contract closure with you. Processing to fulfill legal obligations under Article 6 para. 1 (c) GDPR, this means that a processing of the data is required by law or other regulations. Processing for the protection of legitimate interests in accordance with Article 6 para. 1 (f) GDPR, this means that processing is necessary to safeguard legitimate interests on our part or by third parties, unless the interests or fundamental rights and freedoms on your part that require the protection of personal data prevail.


3. Data Erasure and Storage Duration

The personal data of the data subject will be deleted or blocked as soon as the purpose of the storage is deleted. In addition, storage may take place if provided for by the European or national legislator in EU regulations, laws or other regulations to which the processor is subject. Blocking or deletion of the data also takes place if a storage period prescribed by the standards mentioned expires, unless there is a need for further storage of the data for conclusion of a contract or fulfillment of the contract.


II. Concrete data processing


1. Visit of Website – usage of cookies


Extent of the data processing

We operate our websites under the domain epi.media. Our website uses cookies. These are text files that are stored in the Internet browser or the Internet browser on the computer system of the user. When a user visits a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic string that allows the browser to be uniquely identified when the website is reopened.


We use cookies to create a user friendly website. Some elements on our site require that it is possible to identify the browser after changing sites again. When visiting our website, the following data is collected and stored by our web server:

  •  Information about the browser type and version used
  • The operating system of the user
  • The IP address of the user
  • Date and time of access
  • Websites accessed by the user's system through our website


The data is stored in the log files of our system. A storage of this data together with other personal data of the user does not take place. The data is stored by SysEleven GmbH. All servers are located within the European Union.


In addition, we use cookies on our website that allow an analysis of users' browsing habits.


The data of the users collected in this way are pseudonymized by technical precautions. Therefore, an assignment of the data to the calling user is no longer possible. The data will not be stored together with other personal data of the users.

When you visit our website, users will be informed by an info banner about the use of cookies for analysis purposes and referred to this privacy policy.


Legal basis

The legal basis for processing the data is Art. 6 para. 1 (f) GDPR. The legitimate interest within the meaning of Art. 6 para. 1 (f) GDPR therefore lies in the functionality of our website and its availability. The legal basis for the data processing by our hosting and maintenance service provider is Art. 28 para 3 GDPR.


Purpose of the data processing

The temporary storage of the IP address by the system is necessary to allow delivery of the website to the computer of the user. To do this, the user's IP address must be kept for the duration of the session. In addition, the IP address is collected to prevent attacks on our website. The data collection takes place in an anonymous form, in order to ensure the functionality of the website.

In addition, the data is used to optimize the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context.


Duration of storage

The logfiles will be deleted after 90 days at the latest, unless there is a need to keep the data for the aforementioned purposes due to specific events.


Objection and removal possibility

The collection of data for the provision of the website and the storage of the data in log files is essential for the operation and security of the website. There is consequently no possibility of objection by the user.


2. Contact via e-mail or telephone


Extend of data processing

You can contact us through the e-mail addresses and telephone numbers stated on the website. In this case your personal data you are submitting through this email or call will be stored. This includes at least your name, your email address and your request.


Legal basis

The legal basis for the processing of the data transmitted in the course of sending an e-mail is Article 6 para. 1 (f). If the e-mail contact aims to conclude a contract, the additional legal basis for the processing is Art. 6 para. 1 (b) and (c) GDPR in connection with German tax law.

The legitimate interest within the meaning of Art. 6 para. 1 (f) GDPR lies in answering a customer inquiry or answering a contact request on other topics.


Purpose of the data processing

The purpose of the data processing is the contact you requested and initiated. Duration of storage Insofar as these are commercial letters subject to commercial and tax law, these are also stored in accordance with the statutory retention periods.


Opposition and removal possibility

You have the right to object to further use at any time. You can declare the objection by sending an e-mail to: datenschutz@epi.media. A deletion can only take place, as far as no legal storage obligation is given; in this case, the data will be locked for another use. In the case of contradiction, the conversation can not continue.


3. Customer account data


Extent of data processing

For the booking of our events and for the subscription to our newsletter the establishment of a password-protected customer account is necessary. After setting up the account, you will not need to re-enter your personal information for the booking process. You can review or change your account at any time, including your personal information, the events you have booked, payment details and the options you have chosen regarding our newsletter.


Legal basis

The legal basis for this is Article 6 (1) (b) GDPR, assumed that the data is provided by you for the initiation and settlement of a contractual relationship between you and us. When registering for the newsletter, the data is collected on the basis of Art. 6 para. 1 a and c GDPR.


Opposition and removal possibility

You can arrange the deletion of your customer account at any time. Sufficient for this is an e-mail to datenschutz@epi.media.


a. Subscribe to our Newsletter


Extent of data processing

You can sign up for our newsletter on our website and agree to regularly (approximately 1-3 x weekly) receive e-mails from us with up-to-date information about our program or special promotions. For registration, an input mask is available on the website. The registration requires the submission of your e-mail address. By clicking on the login button, the data entered in the input mask will be sent to us. In addition, the date and time of registration for the newsletter as well as the used IP address are stored. When confirming the newsletter registration as part of the so-called double opt-in procedure, the date and time at which you click on the confirmation link for the newsletter subscription and the IP address used will also be saved.


If you have selected the option "Postal Shipping" when subscribing to the newsletter, your address data will be sent to the authorized mail order company Potsdamer Lettershop, Agency for Climate-Friendly Dialogue Marketing, Rudolf-Breitscheid-Straße 162, 14482 Potsdam, for the purpose of mailing our program offers. The service provider does not make any further use of this data.


If you have selected the option "Press Releases" when registering for the newsletter, your name and e-mail address will be sent to the PR & Marketing Manager Marijana Harder, c / o NEW STUDIO, Prinzessinnenstraße 16, 10969 Berlin, for the purpose of sending our press releases. A further use by the service provider does not take place.


The newsletter is sent (about 1-3 times a week) via the commissioned service provider Optivo GmbH, Wallstraße 16, 10999 Berlin. A further use by the service provider does not take place.


Legal Basis

The legal basis for processing the data when registering directly for the newsletter is Art. 6 para. 1 (a) and(c) GDPR in connection with the respective tax law provisions. The legal basis for passing on the data to our service providers are Article 28 (3), (6) and (7), Article 45 (3), Article 46 (2c) GDPR.


Purpose of data processing

The purpose of storing the e-mail address is the possibility of electronic contact for information and advertising purposes regarding events and other activities carried out by the Erich Pommer Institut gGmbH. The date and IP address of the registration as well as the confirmation of the registration will be recorded in order to document the consent to the newsletter shipment and to prevent misuse.


Duration of storage

As far as you have expressly consented to the receipt of the newsletter, we will only delete or block the e-mail address for the advertising mailing, if you revoke your consent. The data confirming the order of the newsletter will be stored for the same amount of time. The e-mails sent, as far as business letters are concerned, are stored for the duration of retention periods of the Tax Code or the Commercial Code. The further e-mails are deleted as soon as no further response by the user has to be expected.


Opposition and removal possibility

You may object or revoke your consent to the use of the e-mail address for advertising purposes at any time, without any reason. You can object to the receipt of the newsletter by clicking on a link provided there with effect for the future. You may also opt-out of advertising for future use by emailing to: datenschutz@epi.media. In the case of any objection by e-mail, the implementation of the cancellation or blocking can take up to 3 working days; In this period, you may still receive advertising emails.


An objection to the use of the postal address data is possible at any time by deleting the address data or deactivating the "Postal Shipping" option in your user account or by sending an e-mail to datenschutz@epi.media.


b. Data when participating in our events


Extend of data processing

To participate in our events (seminars, conferences, trainings, information events) the following personal data is required: name, company, position, postal and e-mail address, telephone number, billing and payment data. These are collected by machine on our behalf by the Escape Society for computer systems mbH, Kastanienallee 71, 10435 Berlin ("Escape"), and processed and stored by us to process the bookings. Name and address data are made accessible via the address list to the other participants as well as to the speakers and, if applicable, to the respective funding institutions, unless expressly contradicted by the participant.


Legal basis

The legal basis for the processing of data is Article 6 (1) (b) and (c) GDPR, inter alia, with the provisions on tax law. The legal basis for the processing of the data on behalf of our service provider is Art. 28 (3) GDPR.


Purpose of data processing

The data of the participants are collected by us for the purpose of fulfilling our contract in order to ensure the proper preparation and execution of the event and to inform the participants about possible changes of dates. Duration of storage The data is stored by us as long as it is necessary for the fulfillment of our contractual obligations. Insofar as these are trade letters or documents relevant to the subject-matter of the commercial and tax law, these are also stored in accordance with the legal retention periods.


Opposition and removal possibility

There is no right of objection to the data processing within the framework of the contractual relationship, since this is necessary for the fulfillment of the contractual obligations. A contradiction against the transmission of the participant data on the address list (name, position, company, postal and e-mail address) to the other participants or to the speakers is always possible in good time before participation by an e-mail to datenschutz@epi.media.


c. Data when using our e-learning offers


Extent of data processing

The extent of the data collection when participating in our e-learning offers is governed by the terms and conditions of our service provider Coursio.com, which must be noted and accepted by the user. When using the offers it is protocolled, at what time which parts of the teaching content were accessed. This data is stored even after a logout, whereby so-called cookies are used. For details, see the terms and conditions of our service provider Coursio.com.


Legal basis

The data is collected and processed in accordance with Art. 6 para. 1 b and c as well as Art. 28 para. 1 GDPR.


Opposition and removal possibility

There is no objection to the data processing within the framework of the contractual relationship, since this is necessary for the fulfillment of the contractual obligations.


4. Data on application procedures for restricted offers and / or scholarships


Extend of data processing

For events with an advanced application process or scholarship applications, the personal data of the applicants (name, company, position, postal and e-mail address, telephone number, billing and payment data as well as a letter of motivation) are collected via an SSL-encrypted online form, which is provided on our behalf by the server of the ISO-certified service provider Hetzner Online GmbH. In the course of the application process, this data is stored by us and deleted after the end of the procedure. Upon selection of the applicant and participation in the program, this data will be treated as data for the participation in our events (see II.3.b.).


Legal basis, purpose and duration of storage

The legal basis, purpose and duration of the storage are treated according to the data for the participation in our events (see II.4.b-d).


Opposition and removal possibility

There is no objection to the data processing within the framework of the contractual relationship, since this is necessary for the selection of the participants and thus for the fulfillment of the contractual obligations. A contradiction against the transmission of the participant data on the address list (name, position, company, postal and e-mail address) to the other participants or to the speakers is always possible in good time before participation by an e-mail to datenschutz@epi.media.


III. Rights of affected


1. Right to object according to Art. 21 (1) GDPR

If the processing of the personal data is based on a given consent, you have the right to revoke the consent at any time. The revocation of consent does not affect the legality of the processing carried out on the basis of the consent until the revocation. In order to withdraw your consent, you can contact us through the contact details mentioned above.


2. Right of access by the data subject to Art. 15 GDPR

You have the right to ask the responsible person to confirm that they are processing personal data concerning you. You can request confirmation at any time using the contact details above. If personal data concerning you is processed by us, you can request information about this personal data and about the following information at any time:


  • the processing purposes;
  • the categories of personal data being processed;
  • the recipients or categories of recipients to whom the personal data has been disclosed or is still being disclosed, in particular to recipients in third countries or to international organizations;
  • if possible, the planned duration for which the personal data will be stored or, if that is not possible, the criteria for determining that duration;
  • the right of rectification or erasure of personal data concerning you, or restriction of processing by the controller or a right to object to such processing;
  • the existence of a right of appeal to a supervisory authority;
  • if the personal data is not collected from the data subject, all available information on the source of the data;
  • the existence of automated decision-making including profiling in accordance with Article 22 (1) and (4) GDPR and, at least in these cases, meaningful information on the logic involved, and the scope and intended impact of such processing on the data subject.


If personal data is transmitted to a third country or to an international organization, you have the right to be informed of the appropriate safeguards under Article 46 of the GDPR in connection with the transfer. We provide a copy of the personal data that is the subject of the processing. For all other copies that you request as a person, we may charge a reasonable fee based on the administrative costs. If the application is submitted electronically, the information must be provided in a standard electronic format, unless otherwise specified. The right to receive a copy under paragraph 3 shall not affect the rights and freedoms of others.


3. Right to rectification according to Art. 16 GDPR

You have the right to demand immediate correction of incorrect personal data concerning you. Taking into account the purposes of processing, you have the right to request the completion of incomplete personal data, including by means of a supplementary statement.


4. Right to erasure ("right to be forgotten") in accordance with Art. 17 GDPR

You have the right to ask us to delete your personal information without delay, and we are required to delete your personal information immediately if one of the following reasons applies:


  • The personal data is no longer necessary for the purposes for which they were collected or otherwise processed.
  • The data subject withdraws the consent on which the processing was based in accordance with Article 6 (1) (a) or Article 9 (2) (a) GDPR and there is no other legal basis for processing.
  • In accordance with Article 21 (1) of the GDPR, the person concerned objects to the processing and there are no high-level legitimate grounds for processing or the data subject objects to the processing in accordance with Article 21 (2) GDPR.
  • The personal data was processed unlawfully.
  • The deletion of personal data is required to fulfill a legal obligation under Union law or the law of the Member States to which the controller is subject.
  • The personal data was collected in relation to information society services offered pursuant to Article 8 (1) GDPR.


If the person responsible has made the personal data publicly available and is required to delete them in accordance with paragraph 1, he/she shall take appropriate measures, including technical ones, to inform data controllers who process the personal data, taking into account available technology and implementation costs. Notify that an affected person has requested that they delete any links to such personal information or copies or replications of such personal information.

The right of cancellation ("right to be forgotten") does not exist if the processing is required:


  • to exercise the right to freedom of expression and information;
  • to fulfill a legal obligation which requires processing under the law of the Union or of the Member States to which the controller is subject or for the performance of a task of public interest or in the exercise of official authority delegated to the controller;
  • for reasons of public interest in the field of public health pursuant to Article 9 (2) (h) and (i) and Article 9 (3) GDPR;
  • for archival purposes of public interest, for scientific or historical research purposes or for statistical purposes under Article 89 (1) GDPR, where the right referred to in paragraph 1 is likely to render impossible or seriously affect the achievement of the objectives of that processing, or to assert, exercise, or Defense of legal claims.


5. Right to restriction of processing according to Art. 18 GDPR

You have the right to request that we restrict the processing of your personal data if any of the following conditions apply:

  • the accuracy of the personal data is disputed by the data subject for a period allowing the controller to verify the accuracy of the personal data;
  • the processing is unlawful and the data subject refuses to delete the personal data and instead requests the restriction of the use of personal data;
  • the controller no longer needs the personal data for processing purposes, but the data subject requires them to assert, exercise or defend legal claims; or
  • the data subject has lodged an objection to the processing pursuant to Article 21 (1) GDPR, as long as it is not certain that the responsible reasons of the person responsible prevail over those of the person concerned.


If the processing has been restricted in accordance with the above-mentioned requirements, this personal data will be stored - with the consent of the data subject - only for the assertion, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interests of the Union or of a Member State. In order to exercise the right to limit processing, the data subject may contact us at any time using the contact details provided above.


6. Right to data portability according to Art. 20 GDPR

You have the right to receive the Personal Data you provide to us in a structured, common and machine-readable format, and you have the right to transfer that information to another person without restraint, provided that:


  • the processing is based on a consent pursuant to Article 6 (1) (a) or Article 9 (2) (a) or a contract pursuant to Article 6 (1) (b) GDPR; and
  • the processing is done using automated procedures. When exercising the right to data portability in accordance with paragraph 1, you have the right to obtain that the personal data is transmitted directly from one controller to another, as far as technically feasible.


The exercise of the right to data portability is without prejudice to the right of cancellation (the right to be forgotten). This right shall not apply to any processing necessary for the performance of a task of public interest or in the exercise of public authority delegated to the controller.


7. Right to complain to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to complain to a supervisory authority, in particular in the Member State of your place of residence, your place of employment or the place of the alleged infringement, if you believe that the processing of the personal data concerning you violates the GDPR. The supervisory authority to which the complaint has been submitted shall inform the appellant (you) of the status and results of the appeal, including the possibility of a judicial remedy pursuant to Art. 78 GDPR.

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