Terms and Conditions of EASD e.V.
for MyEASD accounts and the EASD Annual Meeting 2024
Part A: Scope
These Terms and Conditions of the European Association for the Study of Diabetes (EASD) e.V., Düsseldorf, Germany (hereinafter referred to as “EASD”, "we" or "us"), govern the registration and use of a MyEASD account as well as the registration and attendance of the EASD Annual Meeting 2024. By registering for and/or using a MyEASD account as well as by registering for and/or attending the EASD Annual Meeting 2024, the applicability of these Terms and Conditions is accepted. The person registering for and/or using a MyEASD account is hereinafter referred to as the “User”. The person registering for and/or attending the EASD Annual Meeting 2024 (in person or virtually) is hereinafter referred to as the “Attendee”. If the Attendee is accountable for the relevant charges in relation to attendance of the EASD Annual Meeting 2024, the Attendee is also referred to as the “Contract Partner”. It is possible to register a person or entity other than the Attendee as being accountable for the relevant charges in relation to attendance of the EASD Annual Meeting 2024; this accountable person or entity is hereinafter referred to as the “Contract Partner” as well.
Part B: MyEASD account
1. Nature and Purpose of a MyEASD account
MyEASD is an online portal which enables the User to file EASD membership application and renewals, to apply for EFSD Grants and Fellowships, to register for the EASD Annual Meeting 2024, to submit abstracts and proposals for the EASD Annual Meeting 2024, and to access the virtual meeting platform of the EASD Annual Meeting 2024 as well as the EASD App. The online portal can be accessed via the website www.easd.org/myeasd/home.html#home.
In order to be able to access the virtual meeting platform of the EASD Annual Meeting 2024 and to use the full capacity and all electronic features provided by EASD with regard to the EASD Annual Meeting 2024, the Attendee must create and use a personal MyEASD account.
Users can also communicate with EASD in writing or by email. However, some actions can only be performed by using the MyEASD account, in particular abstract submission for the EASD Annual Meeting 2024. Additional details can be found in the association guidelines of EASD (Vereinsordnung), if applicable.
2. Creation and use of a MyEASD account
In order to create a MyEASD account, Users must provide an email address, complete name, and a password of their choice in order to be recorded in the portal. The User is responsible to keep the access data secure to prevent misuse. The data listed above is mandatory, further personal data is voluntary.
When registering to one of EASD’s activities, e.g. EASD membership or abstract submission for the EASD Annual Meeting 2024, the User will be redirected to third party websites to finalise the application. Appropriate data processing agreements have been concluded with the respective third party.
Creating and using a MyEASD account is free of charge. Applying for EASD membership triggers membership fees in accordance with the association guidelines of EASD (Vereinsordnung). Registering to the EASD Annual Meeting 2024 triggers registration fees in accordance with Part C, section 1.2, of these Terms and Conditions.
EASD will endeavour to keep the services offered on the MyEASD portal accessible at all times. However, the User has no claim to the constant and uninterrupted availability and freedom from disruption of the services. EASD also reserves the right to temporarily restrict the services of the portal if this is necessary with regard to the security and integrity of the servers or to carry out technical measures that serve the proper or improved provision of the services.
3. Termination of a MyEASD account
Each party is entitled to terminate the contract of use of the MyEASD account with one month's notice to the end of a calendar month. Any termination must be made in text form (e.g. by e-mail).
When the User no longer intends to use the portal MyEASD, a letter or email can be sent to EASD e.V., Rheindorfer Weg 3, 40591 Düsseldorf or info@easd.org. The account will then be deleted once the legal data storage period has passed, unless further storage of the MyEASD account and the user's associated data by EASD is required for other reasons (e.g. for the assertion or defence of legal claims).
The right to extraordinary termination for good cause remains reserved. If EASD becomes aware that a User has seriously violated these Terms and Conditions, EASD is entitled to block the User from further use of EASD services and to delete the User account and all associated data of the User, provided that EASD cannot reasonably be expected to continue the contractual relationship - also taking into account the interests of the User. The User concerned will be informed of this by e-mail.
A right for EASD to extraordinarily terminate the contractual relationship for good cause can also, without limitation, be given in the following situations:
- provision of false information by the User;
- commercial exploitation of the MyEASD account by the User, e.g. advertising and promotion of an entity’s own products;
- material violation of applicable law, e.g. copyright law, by the User through the use of the MyEASD account;
- any activity that risks the smooth running of the MyEASD portal;
always provided that in light of the respective situation and taking into account the interests of the User, it would impose an undue burden on EASD to continue the contractual relationship.
Part C: EASD Annual Meeting 2024
1. Registration
1.1 Nature of EASD Annual Meeting 2024 and modes of attendance
The EASD Annual Meeting 2024 is a meeting for Healthcare Professionals.
Attendees of the EASD Annual Meeting 2024 may either participate in person at the respective venue or only virtually. “In person” refers to the type of attendance and means that the Attendee participates in being present at the respective venue. “Virtual” refers to the type of attendance and means that the Attendee participates via the Internet without being present at the respective venue. The registration to the EASD Annual Meeting 2024 can be done online or onsite. “Online” refers to the way to register and means that the Attendee registers via the Internet within the registration tool on the EASD website. “Onsite” refers to the way to register and means that the Attendee registers at a registration counter at the respective venue. The registration to the EASD Annual Meeting 2024 can be done as an individual Attendee or as a group.
The registration fees are based on the type of attendance (virtual/in person), the membership status (paid-up member/non-member), and the date of registration (early fee/late fee). To be entitled to register at any reduced member rate, the Attendee has to be a paid-up member of EASD before starting the online registration process; i.e. the EASD membership of the Attendee must be valid and all due member fees must be paid in full at the point in time of registering for the EASD Annual Meeting 2024.
The Attendee and the Contract Partner are obliged to provide truthful information during the registration process and in any subsequent data request; in particular, the Attendee and/or Contract Partner must ensure that the email address provided on behalf of the Attendee and/or Contract Partner is active, can be accessed, and is monitored at a reasonable frequency by the Attendee and/or Contract Partner. This also applies to the information whether the Attendee is an HCP/non-HCP (Healthcare Professional) and/or a Prescriber/non-Prescriber.
Persons under the age of 18 years will not be permitted to attend the EASD Annual Meeting 2024.
1.2 Registration fees
1.2.1 In person attendance (incl. access to virtual content)
| Registration fees
in person attendance
|
Early Registration
(until 17 July 2024)
|
Late Registration
(18 July – 13 September 2024)
|
| Paid-up EASD Student Member |
€ 95 |
€ 250 |
| Paid-up EASD PostDoc/Fellow/Nurse Member |
€ 180 |
€ 490 |
| Paid-up EASD Standard Member |
€ 535 |
€ 695 |
| Non-Member |
€ 650 |
€ 810 |
1.2.2 Virtual attendance
| Registration fees
virtual attendance
|
Early Registration
(until 17 July 2024)
|
Late Registration
(18 July – 13 September 2024)
|
| Paid-up EASD Student Member |
€ 95 |
€ 250 |
| Paid-up EASD PostDoc/Fellow/Nurse Member |
€ 100 |
€ 250 |
| Paid-up EASD Standard Member |
€ 335 |
€ 495 |
| Non-Member |
€ 450 |
€ 610 |
1.3 Group Registration
1.3.1 Deadline
The group registration system will close on 2 September 2024. Afterwards additional registrations can only be processed via the individual registration system or onsite at the registration counters.
1.3.2 Registration process for in person attendance
Online procedure
The Contract Partner registers Attendees for the EASD Annual Meeting 2024 using the online system on the official website www.easd.org.
Our offers are non-binding. By clicking the “Order with costs” button after entering the Attendee’s details into the online registration system, the Contract Partner makes a binding offer to enter into a contract with EASD. The group registration contract for the EASD Annual Meeting 2024 becomes effective with receipt of the invoice.
Until the end of early registration period on 17 July 2024, the Contract Partner may amend the list of Attendees (add/delete Attendees). After this date, the names in the account are “fixed”. The Contract Partner can still view these names in the account but further changes to the list of Attendees must be requested by email. New registrations can be added to the online group registration system until 2 September 2024.
The Contract Partner shall ensure that multiple registrations of the same Attendee are prevented. Only fully completed registrations will be accepted. Registrations must include with regard to each Attendee the name, country and a valid email address as well as the information whether the respective Attendee is a Prescriber/non-Prescriber. EASD does not accept blank registrations.
Onsite procedure
For onsite group registrations or name changes at one of the registration counters at the respective venue of the EASD Annual Meeting 2024 the Contract Partner needs to fill in the Attendee’s details and sign the provided form.
The registration fee is due immediately. Upon payment of the respective fee, the registration contract becomes effective. Invoices for onsite registrations will be issued and sent after the EASD Annual Meeting 2024.
Payment can only be made in cash (Euro) or by credit card (Visa, MasterCard or American Express).
1.3.3 Registration process for virtual attendance
Online procedure
For the online registration process please refer to section 1.3.2 – Online procedure – of these Terms and Conditions.
It is also possible to register online during the EASD Annual Meeting 2024. These registrations will be processed by the means of the individual registration. For the online registration process of the individual registration please refer to section 1.4.2 – Online procedure – of these Terms and Conditions.
1.3.4 Invoices
In case of an online registration, the Contract Partner will receive the first invoice after the early registration deadline of 17 July 2024. After this date, further invoices will be sent on a daily basis for new registrations/name changes and the late registration fees in section 1.2 apply.
Invoices are due on date of issue and payable within 14 days of the invoice date. If full payment has not been received within 14 days, EASD reserves the right to cancel the registration. Should the Attendee however be interested in attending the EASD Annual Meeting 2024, a new registration is needed. The registration fees and deadlines in sections 1.2 and 1.3.1 apply. All final payments must be received before 5 September 2024.
Once an invoice has been issued, any details e.g. the address, cannot be changed. In addition, 50 Euro is charged to amend/cancel an incorrect registration fee selected by the Contract Partner/Attendee. Registration fee amendments can only be processed until 22 August 2024.
1.3.5 Methods of payments
Payments can only be made in Euro. Payments should preferably be made by credit card (Visa, MasterCard or American Express).
When paying by bank transfer, bank charges are the sender’s responsibility. The group number and the invoice number must be used as reference. Bank transfer payments are only possible until 22 August 2024. After this date, payments can only be made by credit card (Visa, MasterCard or American Express).
1.3.6 Confirmation
Upon receipt of payment by EASD a payment confirmation is sent via email to the Contract Partner.
In person attendance
Individual registration confirmations can be sent upon request. The Attendee’s name badge will be printed onsite to access the in-person sessions.
The congress name badge must be worn at all times during the in person EASD Annual Meeting 2024. Access to the congress centre will not be granted without the official name badge. If an Attendee loses or misplaces the name badge, a handling fee of 50 Euro will be charged for a replacement badge if the Attendee does not prove that lower or no damages have been incurred. Upon handing out a new name badge, the original badge will be de-activated and is invalid.
The name badge is not available for sharing; each Attendee must be registered to access the EASD Annual Meeting 2024.
Virtual attendance
An individual registration confirmation including the Attendee’s personal login details for the EASD Annual Meeting 2024 will be sent to the Contract Partner. It is the Contract Partner’s responsibility to provide the Attendees with their personal login details.
Login information is not available for sharing; each Attendee must be registered to access the EASD Annual Meeting 2024.
1.3.7 Name changes
In person attendance
Name changes for the in-person attendance of the EASD Annual Meeting 2024 of registered Attendees are possible. Corresponding requests or in case of spelling corrections of the Attendee’s name an email must be sent to the group registration department: groups@easd.org.
If applicable, between 18 July and 2 September 2024 and onsite, the difference between the early and the late fee is charged (always considering the EASD membership status and the type of registration).
Virtual attendance
Name changes of Attendees registered to the virtual EASD Annual Meeting 2024 are not possible.
1.3.8 Cancellation and rebooking policy
Notwithstanding the right of consumers to withdraw from the contract according to section 2, if the contract is cancelled by the Contract Partner for reasons which EASD cannot be held responsible for, the following rules apply. For clarification: The provisions of this section 1.3.8 do not apply in case that the Contract Partner withdraws from the contract in accordance with section 2.
Cancellation requests must be sent by email to the group registration department: groups@easd.org. The Contract Partner will receive a written cancellation acknowledgement from the EASD registration department.
Cancellations before 22 August 2024 may be refunded as described in section 1.3.9.
Credit will not be given for unattended events and/or virtual sessions or early termination of the Attendee’s participation.
Adjusting the type of attendance (virtual or in person) is possible. If applicable, between 18 July and 22 August 2024, the difference between the virtual and in person registration fee is charged or reimbursed, always considering the date of the adjustment (early/late fee). Multiple adjustments to the registration regarding the type of attendance (virtual or in person) by the Attendee or the Contract Partner for reasons which EASD cannot be held responsible for, will be charged with a handling fee of 50 Euro.
1.3.9 Refunds
If the contract is cancelled by the Contract Partner in accordance with section 1.3.8, the following refund policy of EASD applies. For clarification: The provisions of this section 1.3.9 do not apply if the Contract Partner withdraws from the contract in accordance with section 2.
For cancellations received before 22 August 2024, EASD may refund the registration fee on a goodwill basis. No refund will be given for cancellations received after 22 August 2024. There are also no refunds for registrations onsite or during the EASD Annual Meeting 2024.
Refunds are granted in the event of double payment for the same invoice.
A handling fee of 50 Euro will be charged for each cancelled registration/cancelled Attendee.
All refund requests must be sent per email (groups@easd.org).
Reimbursement payments must be processed within 30 days.
1.4 Individual Registration
1.4.1 Deadline
The individual registration system will close on 13 September 2024, 15:00 hrs. CEST.
1.4.2 Registration process for in person attendance
Online procedure
Attendees or the Contract Partner register(s) for the EASD Annual Meeting 2024 using the online system on the official website www.easd.org. Our offers are non-binding. By clicking the “Order with costs” button after entering the Attendee’s details into the online registration system, the Attendee or Contract Partner completes the registration process and makes a binding offer to enter into a contract with EASD. Only fully completed registrations will be accepted. Registrations must include the name, country, and a valid email address of the respective Attendee as well as the information whether the Attendee is a Prescriber/non-Prescriber. EASD does not accept blank registrations.
Onsite procedure
For onsite registrations at one of the onsite registration counters at the respective venue of the EASD Annual Meeting 2024, the Attendee or Contract Partner needs to fill in and sign the provided form. The registration fee is due immediately. Upon payment of the respective fee, the registration contract becomes effective. Invoices for onsite registrations will be issued and sent after the EASD Annual Meeting 2024.
Payment can only be made in cash (Euro) or by credit card (Visa, MasterCard or American Express).
There is no right of withdrawal and no possibility for cancellation for onsite registrations. In this case section 2 does not apply.
1.4.3 Registration process for virtual attendance
Online procedure
For the online registration process please refer to section 1.3.2 – Online procedure – of these Terms and Conditions.
It is also possible to register online during the EASD Annual Meeting 2024. In this case the following applies:
The registration fee is due immediately. Upon receipt of a confirmation of payment, the registration contract for a registration during the EASD Annual Meeting 2024 becomes effective and the Attendee’s personal login details will be forwarded via email. Payment can only be made in Euros and via credit card (Visa, MasterCard or American Express).
The full price for virtual attendance in accordance with section 1.2.2 will be due even if, at the point in time of registration, the EASD Annual Meeting 2024 has already started, and some virtual sessions cannot be attended anymore by the Contract Partner. EASD will diligently process any registration for virtual attendance during normal office hours (9.00 h to 17.00 hrs. CEST). However, EASD does not assume any liability for missed virtual sessions, due to the time of the registration process, unless EASD does not act with reasonable care.
1.4.4 Invoice
The Attendee or Contract Partner will automatically receive a generated invoice that confirms completion of the registration process. The individual registration contract for the EASD Annual Meeting 2024 (except for registrations onsite and during the EASD Annual Meeting 2024) becomes effective with receipt of the invoice. Invoices are due on date of issue and payable within 14 days of the invoice date.
If full payment has not been received within 14 days, EASD reserves the right to cancel the registration. Should the Attendee however be interested in attending the EASD Annual Meeting 2024, a new registration is needed. The registration fees and deadlines in sections 1.2 apply.
1.4.5 Methods of payments
In principle, payment can only be made in Euros. Payment should preferably be made by credit card (Visa, MasterCard or American Express).
When paying by bank transfer, bank charges are the sender’s responsibility. The family name and the invoice number of the Attendee must be used as reference. Bank transfer payments are only possible until 22 August 2024. After this date, payments can only be made by credit card (Visa, MasterCard or American Express).
Payments are not transferable to another registration.
1.4.6 Confirmation
Upon receipt of payment a registration confirmation is sent by email.
In person attendance
The registration confirmation includes the Attendee’s personal QR-Code voucher for printing the name badge onsite to access the in-person sessions.
The congress name badge must be worn at all times during the in person EASD Annual Meeting 2024. Access to the congress centre will not be granted without the official name badge. If an Attendee loses or misplaces the name badge, a handling fee of 50 Euro will be charged for a replacement badge if the Attendee does not prove that lower or no damages have been incurred. Upon handing out a new name badge, the original badge will be de-activated and is invalid.
The name badge is not available for sharing; each Attendee must be registered to access the EASD Annual Meeting 2024.
Virtual attendance
The registration confirmation includes the Attendee’s personal login details for the virtual EASD Annual Meeting 2024.
Login information is not available for sharing; each Attendee must be registered to access the EASD Annual Meeting 2024.
1.4.7 Name changes
All registrations and payments are personal, in the name of the initial booking, and therefore not transferable, i.e. name changes are not possible.
1.4.8 Cancellation and rebooking policy
Notwithstanding the right of consumers to withdraw from the contract according to section 2, if the contract is cancelled by the Attendee or the Contract Partner for reasons which EASD cannot be held responsible for, the following rules apply. For clarification: The provisions of this section 1.4.8 do not apply in case that the Contract Partner withdraws from the contract in accordance with section 2.
Cancellation requests must be sent by email: registration@easd.org
The Attendee or Contract Partner will receive a written cancellation acknowledgement from the EASD registration department.
Cancellations before 22 August 2024 may be refunded as described in section 1.4.9.
Credit will not be given for unattended events and/or virtual sessions or early termination of the Attendee’s participation.
Adjusting the type of attendance (virtual or in person) is possible until 22 August 2024. If applicable, the difference between the virtual and in person registration fee is charged or reimbursed, always considering the date of the adjustment (early/late fee). Multiple adjustments to the registration regarding the type of attendance (virtual or in person) by the Attendee or the Contract Partner for reasons which EASD cannot be held responsible for, will be charged with a handling fee of 50 Euro.
1.4.9 Refunds
If the contract is cancelled by the Attendee or the Contract Partner in accordance with section 1.4.8, the following refund policy of EASD applies. For clarification: The provisions of this section 1.4.9 do not apply if the Contract Partner withdraws from the contract in accordance section 2.
For cancellations received before 22 August 2024, EASD may refund the registration fee on a goodwill basis. No refund will be given for cancellations received after 22 August 2024. There are also no refunds for registrations onsite or during the EASD Annual Meeting 2024.
A handling fee of 50 Euro will be charged for each cancelled registration.
All refund requests must be sent per email (registration@easd.org).
This shall not affect reimbursements after the Attendee or Contract Partner has exercised their statutory right of withdrawal.
Reimbursement payments must be processed within 30 days.
2. Right of withdrawal for consumers
The following right of withdrawal exists only for Contract Partners who are consumers and have registered online for the EASD Annual Meeting 2024. Consumers are all natural persons who wish to register and/or to attend the EASD Annual Meeting 2024 for purposes that cannot be attributed primarily to their commercial or self-employed professional activity.
This means that the right of withdrawal in particular neither exists for Healthcare Professionals who register for the EASD Annual Meeting 2024 primarily with regard to their commercial or self-employed professional activity nor for legal entities of the private sector (e.g. companies of the pharmaceutical industry) nor for corporations or institutions under public law (e.g. universities, public research institutes).
A right of cancellation for consumers furthermore does not exist, or it might prematurely expire in the following contracts:
- Contracts for the provision of services in the field of accommodation for purposes other than sustained habitation, transport of goods, car rental, supply of food and beverages and other recreational activities, if the contract provides for a specific date or period (§ 312g para. 2 sentence 1 no. 9 BGB). This means that, to the extent that EASD offers services in the field of leisure activities, namely tickets for events, there is no right of cancellation. Each such order of tickets is thus binding immediately after confirmation by EASD, and the consumer is obliged to accept and pay for the ordered tickets.
In addition, the following applies to contracts with consumers:
Notification of right of withdrawal
Right of withdrawal
You have the right to withdraw from this contract within fourteen days without having to state a reason. The withdrawal deadline is fourteen days from the day of the conclusion of the contract.
In order to exercise the right of withdrawal, you must inform us
EASD e.V.
Registration Dept.
Rheindorfer Weg 3
40591 Düsseldorf
Germany
Phone: +49-211-758469-0
Email: registration@easd.org
about your decision to withdraw from the contract by means of a clear declaration (e.g. by postal letter or email). For this purpose, the attached Sample Declaration of Withdrawal can be used, which however is not mandatory. We will immediately send you a confirmation of receipt of such a withdrawal (e.g. by email).
The withdrawal deadline is deemed to be met when the notification of the exercise of the right of withdrawal is sent prior to the expiry of the withdrawal deadline.
Consequences of withdrawal
If you withdraw from the contract, we will refund all payments we received from you, including shipment costs (except for additional costs arising when you choose a way of delivery other than the most cost-efficient standard delivery offered by us) immediately and at the latest within fourteen days from the day we received the notification of withdrawal from this contract. The repayment will be made using the same payment method that you used for the original transaction, unless otherwise explicitly agreed with you; under no circumstances will you be charged fees for this repayment. If you demanded performance of services to commence during the withdrawal deadline, you shall owe us a suitable sum, corresponding to the services performed up to the moment you notify us that you are exercising your right to withdraw, in proportion to the total extent of the services provided for in the present agreement.
Sample Declaration of Withdrawal
If you wish to withdraw from the contract, please complete and return this form to:
EASD e.V., Rheindorfer Weg 3, Registration Dept., 40591 Düsseldorf, Germany,
Email: registration@easd.org
I/We (*) hereby withdraw from the contract which I/we (*) concluded for the purchase of the following:
- Goods*/the performance of the following services*:
- Ordered on*/received on*:
- Name of the consumer(s):
- Address of the consumer(s):
Date:
____________________
Signature of the consumer(s):
_________________________
(only for notification on paper)
* Please delete as appropriate.
End of Sample Declaration of Withdrawal
End of Notification of right of withdrawal
3. Use of Registrations
Upon request, EASD may share with the Contract Partner the activation and use of registrations covered by the group / third party registration of the Contract Partner. EASD reserves the right to make this information available on a voluntary basis without granting the Contract Partner a claim to it. The Contract Partner shall safeguard that the transfer of such data from EASD to the Contract Partner as well as any further processing of such data comply with all applicable data privacy laws and regulations, in particular with the EU General Data Protection Regulation, and shall upon request submit a written documentation supporting such compliance to EASD.
4. Letter of invitation
An official “Letter of Invitation” from EASD is available via the MyEASD account of the contract partner to assist in person Attendees in obtaining a travel visa. This document does not imply any commitment on the part of EASD to waive the registration fee or provide financial support.
EASD can issue a “Letter of Invitation” only for registered Attendees who have paid their registration fee in full. If your visa application is declined – for whatever reason – EASD cannot be held liable for any incurred expenses, especially, but not limited to, registration fees, accommodation and travel costs or financial losses.
Please check with your local embassy what documents are needed to apply for the respective visa.
5. Fraudulent usage
It is strictly not permitted to amend, copy or edit any document issued by EASD. To do so will result in legal action taken by EASD.
6. Modification of the programme
EASD will make all efforts to adhere to the programme advertised. However, EASD and its agents reserve the right to alter, replace or cancel, without prior notice, any of the speakers or arrangements announced, provided that the overall character of the event remains unaffected. EASD will inform the Attendees to that effect as soon as possible by publishing details of the modification on the website. If those modifications are caused by any factor outside of the reasonable control and the responsibility of EASD (e.g. a speaker is suddenly prevented from speaking), EASD will not be liable for any loss or inconvenience caused as a result of such modifications.
7. Cancellation of the EASD Annual Meeting 2024
EASD reserves the right to withdraw from the contract in whole or in part and to cancel the EASD Annual Meeting 2024 if the performance of the same is impossible due to force majeure or other unforeseen incidents outside its responsibility including, without limitation, strike, lock-out, natural disasters, terrorism, riots, war, disorder, epidemics, pandemics, and acts of public authorities for which EASD is not responsible. EASD will inform the Attendees to that effect as soon as possible.
In this case, EASD cannot be held liable by the Attendee or the Contract Partner for any damages, costs, or losses incurred, especially but not limited to costs for additional orders, financial losses, expenses and costs for travel, accommodation, quarantine, medical treatment, medication and testing regulations etc. The limitation of liability according to Part D, section 1, remains unaffected.
Under these circumstances, EASD will refund the registration fee.
8. Preventive measures with regard to epidemics and pandemics
EASD is entitled to order appropriate preventive measures and prescribe rules of conduct to meet health-related requirements, in particular with regard to epidemics and pandemics including, but not limited to, COVID-19. This applies in particular to measures imposed by law or recommended by government authorities or institutions, such as e.g. the Robert-Koch-Institute.
EASD reserves the right to request the provision of relevant personal data for infection prevention and contact tracing, proof of the implementation of appropriate infection protection measures and cooperation in health checks to an appropriate extent.
Attendees must comply with the corresponding instructions of EASD. EASD is entitled to make the stay on the event site dependent on compliance with its instructions, provided that the exclusion from the event site is not disproportionate in the individual case and the preventive measures do not appear unreasonable with regard to the health risks imposed by the respective pandemic or epidemic. If EASD makes use of its right of exclusion, a claim for (renewed) admission is excluded.
EASD points out that even if an appropriate protection and hygiene concept is fully implemented and all appropriate hygiene measures are observed, infections cannot be completely ruled out.
9. Services EASD offers in the context of the EASD Annual Meeting 2024
9.1 Services for in person attendance
With in person participation, the Attendee receives admission to the Scientific Programme and the Industry Exhibition at the respective venue as well as the Virtual Meeting Platform (incl. live and on demand sessions, industry content). Depending on the Attendee’s status (Prescriber/non-Prescriber), there may be restrictions on these services.
The name badge and all other conference material will be distributed onsite. The virtual access will be granted for the duration of the meeting as well as the following four weeks after the meeting.
9.2 Services for virtual attendance
With virtual participation, the Attendee receives admission to the Virtual Meeting Platform (incl. live and on demand sessions, industry content). Depending on the Attendee’s status (Prescriber/non-Prescriber), there may be restrictions on these services.
The personalised login details will be distributed via email. The virtual access will be granted for the duration of the meeting as well as the following four weeks after the meeting.
9.3 Requirements and accessibility
In person attendance
The use of the services available in the context of the in person EASD Annual Meeting 2024 requires the creation of a MyEASD account as User and the registration as in person Attendee of the EASD Annual Meeting 2024 according to Part C, sections 1.3.2 or 1.4.2. EASD then provides access to the in person EASD Annual Meeting 2024 and related services using the personalised name badge. The Attendee has access to the venue during the EASD programme times which can be found on the official website www.easd.org.
Virtual attendance
The use of the services available in the context of the virtual EASD Annual Meeting 2024 requires the creation of a MyEASD account as User and the registration as Attendee of the EASD Annual Meeting 2024 according to Part C, sections 1.33 or 1.4.3. EASD then provides access to the virtual EASD Annual Meeting 2024 and related services for use via the Internet using the personalised login details. The Attendee has 24 hours a day access to the virtual EASD Annual Meeting 2024, seven days a week during the meeting period and up to four weeks after the meeting. Due to the time differences and legal compliance, some offers are not 24 hours a day available.
9.4 Technical requirements for virtual attendance
The Attendees must ensure at their own expenses that they meet the technical requirements necessary for the participation in the virtual EASD Annual Meeting 2024. The Contract Partner is responsible that the Attendee is aware of the following requirements and recommendations to support access to the virtual EASD Annual Meeting 2024.
In addition to the necessary hardware, the following requirements will be needed:
- a stable Internet connection with a minimum of 5 MBits (data speed) to follow the online programme,
- a browser in an up-to-date version, e.g. Chrome, Firefox or Safari.
EASD recommends the participation via PC/MAC Computers. In order to be able to use all features of the virtual EASD Annual Meeting 2024 in the best way, EASD recommends a resolution of Full HD 1920x1080 pixels or higher.
Cookie and Pop-Up blocking measures may lead to problems. On smartphone/tablet devices only basic viewing features are being supported. Apple Devices with third party browsers are not recommended.
EASD is not responsible if Attendees are unable to successfully access the virtual EASD Annual Meeting 2024 if they do not fulfil the technical requirements.
9.5 Precautions
EASD takes appropriate precautions against data loss and to prevent unauthorised access by third parties to the data stored in the context of the EASD Annual Meeting 2024 and has in this regard concluded the appropriate data processing agreements. Detailed rules for the processing of data are set down in EASD’s Privacy Policy which is published on https://www.easd.org/easd/privacy-policy.html
Furthermore, EASD's Code of Conduct (CoC) can be viewed on the website which respects the UN Declaration of Human Rights, the declarations of Helsinki and Geneva, and which is harmonised with the CoC developed by All European Academies (ALLEA).
EASD reserves the right to carefully review and, if necessary, waive the signing of any other conflicting data processing agreement, code of conduct or similar compliance document which may be requested by the Attendee and/or the Contract Partner.
9.6 Scope of functions
The scope of functions and services provided by EASD in the context of the EASD Annual Meeting 2024 is known to the Attendee and otherwise results from these Terms and Conditions, in particular, but not limited to, the services as described in sections 9.6.1 – 9.6.5.
9.6.1 Access to presentations
In the EASD Annual Meeting 2024 the Attendee can access presentations. In case of virtual participation, the Attendee can access these presentations as live stream or on-demand content. In case of in person participation, EASD reserves the right to conduct entry checks by scanning the name badge. The following data can be retrieved: First name(s), last name(s), city and country, profession, exhibitor/non-exhibitor, HCP/non-HCP (Healthcare Professionals), prescriber/non-prescriber, area of interest and the Attendee's e-mail address.
9.6.2 Personalised and interactive elements in the area of the virtual EASD Annual Meeting 2024
EASD provides the Attendee with the opportunity to have personalised information displayed and to engage interactively in the virtual EASD Annual Meeting 2024 with or via the respective website and/or related services, e.g. through chat functions or alike.
To be able to display personalised information tailored to each Attendee of the virtual EASD Annual Meeting 2024 and to offer interactive elements (e.g. chat function, etc.) as well as certificates based on the Attendees participation, the following data can be collected within the scope of tracking: IP address/s, country, region, MAC address/s, device ID/s, hard and soft keyboard events in public areas, device specification, full name, registration information, EASD membership status, HCP/non-HCP (Healthcare Professionals), Prescriber/non-Prescriber, creatives (images, etc.), behavioural data like time and duration on the platform, sessions and/or presentations viewed (live and on-demand), viewing duration, interaction in mass events (ONLY applicable for open public events), attendance, personal programme, personal input (topics, keywords, preferences) etc.
9.6.3 Evaluation
The Attendee can rate sessions or relevant content and fill out surveys for this purpose.
9.6.4 Certificates
Certification will be available online via the Attendee’s MyEASD account after the EASD Annual Meeting 2024. EASD will monitor the Attendee’s virtual and in person presence and issue certificates based on the attendance time. It will be mandatory to complete the congress evaluation survey to receive certification.
More detailed information on the certification process/criteria will be provided on the EASD’s homepage www.easd.org.
EASD does not share the Attendee`s certificate(s) with any third party, not even the sponsor of the registration.
9.6.5 Access to virtual industry content and in person Industry Exhibition
EASD provides the possibility to access industry content and the in person Industry Exhibition. The aforementioned is organised by INTERPLAN AG, which is responsible for all related events, presentation sessions, possible participation requirements e.g., HCP/non-HCP (Healthcare Professionals) and/or Prescriber/non-Prescriber etc. and processes all data required in this context.
Due to legal regulations, access to the in person Industry Exhibition is generally restricted to Healthcare Professionals.
9.7 Third party services
The services available in the context of the EASD Annual Meeting 2024 may include third party services to which EASD only provides access. The use of such services - which are marked as third-party services - may be subject to different or additional regulations to which the respective third party will refer you. The Attendee’s data will only be transferred to third parties within the scope of contract fulfilment, but not for advertising purposes.
Part D: General Provisions
1. Limitation of liability
1.1 General limitation of liability
EASD is liable without restriction under the Product Liability Act, for intentional or gross negligently caused damages, fraudulent concealment of defects and for damages resulting from injury to life, body or health caused by EASD, its legal representatives or vicarious agents.
Furthermore, EASD is liable if and insofar as it has issued a guarantee and this guarantee is violated caused by EASD, its legal representatives or vicarious agents.
In the case of simple negligent violation of essential contractual obligations, EASD shall be liable – if no liability has already been granted in accordance with the above provisions – only limited to the replacement of the foreseeable and contract-typical damage. Essential contractual obligations are all obligations whose fulfilment is a prerequisite for the performance of the contract, and on the fulfilment of which the Submitter regularly relies and is entitled to rely.
If and insofar as liability of EASD has not arisen according to the above provisions, EASD's liability in cases of ordinary negligence is excluded.
The above limitation and exclusions of liability under this Section 1.1 also apply with regard to the liability of EASD for its legal representatives and vicarious agents as well as the personal liability of the legal representatives and vicarious agents of EASD.
1.2 Limitation of liability in the area of the virtual EASD Annual Meeting 2024
Notwithstanding the provisions of section 1.1, the following additional limitation of liability applies in the area of the virtual EASD Annual Meeting 2024:
Liability is excluded for minor or short-term impairments of the virtual participation in the congress which only represent an insignificant reduction in the services owed.
EASD is not liable for the failure of technical systems or other services of third parties who are not vicarious agents of EASD. This applies in particular to data transmission via the Internet from the data transfer point to the Attendee’s systems. The data transfer point is the router output of the EASD server, i.e. the data is held ready on the EASD server for retrieval via the Internet. It is not possible for EASD to influence data traffic outside its own communication network. Successful forwarding of information from or to the Attendee’s computer retrieving the content is therefore not owed.
Furthermore, EASD is not liable if and to the extent that damages are caused by the Attendee unlawfully processing personal data or committing other data protection violations, not taking or not complying with reasonable and necessary security precautions (for example, the appropriate and up-to-date protection of passwords, no firewalls, virus protection programs on their own systems, etc.) or not operating appropriate hardware and software equipment that meets current requirements. Hardware and software that meets the requirements of the current Microsoft Windows operating system or its previous version shall be deemed to meet the current requirements; in addition, please refer to the requirements set out in Part C, section 9.4.
1.3 Limitation of liability in the area of the in person EASD Annual Meeting 2024
Notwithstanding the provisions of section 1.1, the following additional limitation of liability applies in the area of the in person EASD Annual Meeting 2024:
EASD points out that its services do not comprise to safeguard items brought to the EASD Annual Meeting 2024 by the Attendee against loss or damage. EASD does not provide lockers or other storage facilities. Any liability of EASD for loss of or damage to such items, which is caused by no fault of EASD, its legal representatives or its vicarious agents, is excluded.
2. Data protection
EASD processes the Attendee’s and Contract Partner’s personal data according to applicable data protection laws and EASD’s Privacy Policy. Detailed rules for the processing of user data are laid down in EASD’s Privacy Policy which is published on https://www.easd.org/easd/privacy-policy.html.
3. Applicable law and jurisdiction
The law of the Federal Republic of Germany shall apply to the exclusion of the German choice of law rules and of the UN Convention on Contracts for the International Sale of Goods. Regardless of the above provision on choice of law, consumers who habitually reside outside the Federal Republic of Germany may, however, always rely on the protection of provisions from which, according to the law of the country in which they have their habitual residence, no deviation may be made by agreement; this does not apply if a contract for the provision of services is concluded according to which the services to be provided to the consumer must be provided exclusively with the Federal Republic of Germany
The sole fulfilment location for delivery, service and payment is Düsseldorf, Germany, provided that the Attendee or Contract Partner is an entrepreneur, a legal entity under public law or a special fund under public law.
If the Attendee or Contract Partner is an entrepreneur, legal entity under public law or special fund under public law with residence (e.g. head office, head office, main branch etc.) in the Federal Republic of Germany, the exclusive (including international) place of jurisdiction for all disputes arising directly or indirectly from the contractual relationship shall be Düsseldorf, Germany. EASD is also entitled to sue the Attendee and the Contract Partner in any case at their general place of jurisdiction.
4. Miscellaneous
All communications by the Attendee and the Contract Partner vis-à-vis EASD in relation to the MyEASD account and/or the EASD Annual Meeting 2024 must be delivered in English.
The EU Commission provides the option of using a complaints procedure for online dispute resolution for consumers on the website http://ec.europa.eu/consumers/odr. We are not willing or obliged to participate in a dispute resolution procedure before a consumer arbitration board.
All references to a date or a deadline, mentioned in this and other conference documents, refer to the Central European Summer Time Zone (CEST), unless specifically provided for otherwise.
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Terms and Conditions EASD e.V. for a MyEASD account and/or the Hybrid Annual
Meeting 2024
Privacy Policy
We, the European Association for the Study of Diabetes (EASD) e.V. are pleased that you are interested in our online presence and service. We treat your personal data confidentially and in accordance with the legal regulations of the relevant data protection laws, in particular the EU General Data Protection Regulation (GDPR) as well as this privacy policy.
This privacy policy serves to explain to you what information and personal data we process when you visit our website and use our digital services, including our social media profiles on PCs, smartphones, tablets and all other Internet-enabled mobile devices.
The digital services may contain links to other third party service provider websites that are not covered by this privacy policy.
1. Controller’s name and contact information
The data controller pursuant to Art. 4 para. 7 EU General Data Protection Regulation (GDPR) is the
European Association for the Study of Diabetes (EASD) e.V.
Rheindorfer Weg 3
40591 Düsseldorf Germany
Phone: +49 211 758 469 0
Fax: +49 211 758 469 29
Email: info@easd.org
If you have any questions about our data processing activities, please write to us at the aforementioned postal address, with the addition "Data protection" or at the e-mail address provided. Our data protection officer can be reached via datenschutz@easd.org or by letter to our postal address c/o “Data protection officer”. The relevant contact data can be found in the imprint.
2. Log Files
Each time our websites are accessed, usage data is transmitted by the respective Internet browser and stored in log files, the so-called “server log files”. The stored data records are technically necessary to display the websites to you and contain the following data:
- Browser type and browser version,
- operating system used,
- referrer URL,
- time of server request,
- shortened IP address.
These data cannot be assigned to specific persons. This data will not be merged with other data sources. We reserve the right to subsequently check this data if we become aware of concrete indications of illegal use.
The data processing is based on Art. 6 para. 1 lit. f GDPR, which permits the processing of data to safeguard the legitimate interests of the data controller, provided that the interests or fundamental rights and freedoms of the data subject do not prevail.
3. Processing of personal data / legal basis
3.1. Data processing for the provision of contractual services
We process personal data in order to process the contractual relationships and to be able to submit contractual offers tailored to your requirements. The collection of the data takes place in particular for the conclusion and/or for the performance of a contract.
We collect with all forms obligatorily only those personal data, which are absolutely necessary for the completion of the contractual relations and/or for your information inquiry. The collection of data, which is not absolutely necessary, but in which we are interested in order to optimise the fulfilment of the purpose, is only optional. In this case you decide on a voluntary basis if and which data you want to give us.
For orders or your registration we may need your correct name, address and payment data. We ask for your e-mail address and telephone number so that we can communicate with you in the event of questions or problems regarding the service you have commissioned.
3.1.1. Requesting services, registering for events or applying for membership or an EFSD grant or fellowship
If you are interested in becoming a member of our association, would like to know more about the events or other services we offer and/or would like to register with us or apply to an EFSD grant or fellowship, please allow us to collect and process the following information provided by you:
- (academic) title, first name, surname,
- a valid email address,
- address (home address or that of a company you mention),
- phone number (fixed line and/or mobile communication),
- fax number,
- information necessary for the processing of your request and to enable conclusion of a contract, including payment and bank details,
- photos you submit to us, place in your member area or have processed for publication on the homepage or in print media.
The processing of this data occurs
- to allow you to be identified as a (potential) customer or (potential) member,
- for correspondence with you,
- to examine your request or process your query/contract,
- for invoicing/settlement of bills,
- to enforce any claims against you or to defend against any claims made against us,
- for the production of ID cards/permits,
- for the compilation of attendance lists for events and attendance confirmation,
- for the display of task areas on our homepage when taking on positions or duties,
- reports in or about publications/about award ceremonies,
- announcement of speakers at events, if needed along with CVs on the homepage and/or in print media,
- arrangement of groups (e.g., Study Groups, EASD Academy) and transfer of personal data for exchange in this group,
- for further customer care and promotional approach for one’s own similar products/events.
If you wish to register for our events or join us as a member, you will have to submit your personal data to conclude the contract so that we can process your registration. If you wish to apply for an EFSD grant or fellowship and receive funding after the review process, you will have to submit your personal data for pre-contractual measures and/or to conclude the contract so that we can process your application as well as the further funding procedure. For the conclusion of contracts, necessary mandatory particulars are marked separately; other particulars are voluntary.
The previously described data processing occurs on your request and is necessary for the aforementioned purposes to process your request and/or for the mutual fulfilment of obligations from previous or existing contractual relationships. The basis for data processing is Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or pre-contractual measures.
3.1.2. MyEASD account
We operate an online portal called MyEASD (hereinafter referred to as „MyEASD Portal"). Our MyEASD Portal offers you the possibility to view and manage the correspondence data concerning your MyEASD account at any time. If you wish to use our MyEASD portal or if this is for example the prerequisite for registration for our events and special services, you will be obliged to register with your email address, your name and a password of your choice. The submission of the aforementioned data is obligatory, whereas all other information can be provided voluntarily when you use our portal.
The data in the portal can be viewed, edited and deleted using your login credentials. In case you have forgotten your password for the customer portal, you will find the link "Forgot password" on the login page. Via our MyEASD portal, you are able to apply for or extend your membership, register for events, submit abstracts to our annual congress, take part in further education measures where, in particular, e-learning opportunities can be availed of, or you can also act and interact in virtual rooms.
Personal data is only processed within the scope of using the portal in order to be able to offer you the portal and the associated services. The basis for data processing is Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or pre-contractual measures.
3.1.3. Annual Meeting Website
When using the EASD Annual Meeting website and register to receive access to the Virtual Meeting Platform and the services, we process the personal data you provide for this purpose. In order to fulfil our registration contract and to offer you the services lined out in our Terms and Conditions for the Annual Meeting, e.g., the Scientific Programme with personalised services and interactive features, we require the following data to allow you to access and to receive such services:
- IP address/s,
- country and city,
- MAC address/s,
- device ID/s,
- hard and soft keyboard events in public areas,
- device specification,
- full name,
- registration information (e.g. Prescriber / Non-Prescriber, Exhibitor / Non-Exhibitor, etc.),
- EASD membership status,
- creatives (images, etc.),
- sessions and/or presentations viewed (live and on-demand),
- viewing duration,
- attendance,
- personal programme,
- personal input (topics, keywords, preferences).
In addition to the above listed data, behavioural data as in login date and time as well as duration on the platform will be tracked for certification.
The basis for data processing is Art. 6 para. 1 S. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or pre-contractual measures.
3.1.4. Payments within the framework of contracts with us
Insofar as payment is required within the framework of contract processing, we may transfer your payment data to our main bank or to the payment service provider we have commissioned. Our payment service provider is based in Switzerland. In accordance with the European Commission’s decision of 26 July 2000 (OJ EC 2000 L 215, 1), Switzerland has an adequate standard of data protection. This decision shall also remain in force until further notice following inception of the GDPR (Art. 45 para. 9 GDPR). The service provider was carefully chosen by us, was commissioned in writing, and is bound by our instructions. He is regularly monitored by us. The service provider shall not disclose your (payment) data to third parties, except where necessary for implementation of payment, and shall instead erase the latter after conclusion of contract and at the end of mandatory retention periods, except where you have consented to further storage. Your (payment) data shall be transferred to the corresponding payment service provider according to your chosen means of payment. The payment service provider carries responsibility for your (payment) data. Information, in particular concerning the payment service provider’s responsible authority, the contact details of the payment service provider’s data protection officer, and the categories of personal data processed by the payment service providers can be found at the Internet address https://www.six-payment-services.com/en/home.html. We ourselves merely receive notice that a payment has been made; your bank data is not transferred to us by the service provider.
The basis for data processing is Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures.
3.1.5. Data processing for communication with you (contact form, etc.)
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 s. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures.
3.2. Newsletter
With your consent, you can subscribe to our newsletter, with which we inform you about the requested information. The respective content of a newsletter is explained in the respective declaration of consent. If you would like to receive a newsletter offered by us, 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. For this purpose, we will send you an e-mail with a confirmation link (double opt-in) to the e-mail address you have entered. If you do not confirm your registration, your information will be blocked and automatically deleted after one month.
Your first name, last name and e-mail address is the only mandatory information for sending the newsletter. The indication of further, separately marked data is voluntary and will be used to address you personally. In addition, we store the IP addresses you use and the dates of registration and confirmation. The purpose of the procedure is to prove your registration for the newsletter and, if necessary, to clarify any possible misuse of your personal data. We do not collect any further data in this context. We use these data exclusively for the dispatch of the requested newsletter. Our newsletter is sent by the technical service provider rapidmail GmbH (Wentzingerstraße 21, 79106 Freiburg im Breisgau, Germany), to whom we pass on the data you provide when registering for the newsletter. The data you enter for newsletter subscription will be stored on rapidmail’s servers in the EU. For more information, please see the rapidmail GTC and data privacy statement.
Data processing takes place on the basis of your consent pursuant to Art. 6 para. 1 s. 1 lit. a GDPR. You can revoke your consent at any time and cancel the respective subscription. You can declare your revocation by clicking on the link provided in every e-mail or by sending us a message via the contact details mentioned under section 1. The legality of the data processing operations that have already taken place remains unaffected by the revocation.
3.3.Cookies
In order to enable the use of certain functions, to recognise you when you visit our website again, and/or to adapt our offer to your personal preferences we use so-called cookies on various pages. These are small text files that are stored on your end device. Cookies are unable to run programmes or transfer viruses to your computer. Their general purpose is to make the internet service more user-friendly and effective. Some of the cookies we use are deleted after the end of the browser session, i.e., after closing your browser (so-called session cookies). Other cookies remain on your terminal and enable us or our partner companies (third-party cookies) to recognise your browser on your next visit (persistent cookies). If cookies are set, they collect and process specific user information such as browser and location data as well as IP address values according to individual requirements. Persistent cookies are automatically deleted after a specified period, which may vary depending on the cookie.
As a user you have full control over the application of cookies. By entering our website your consent for certain cookies and/or cookie-based applications can be given by ticking the respective box. Our cookie tool (“CookieYes”– for further details please refer to section 3.7.3) blocks all cookies requiring consent until the individual user gives corresponding consent. This ensures that such cookies are only set on the user's terminal device if consent is given.
By changing the settings in your internet browser, you can also deactivate or limit the transfer of cookies and, for example, refuse to allow third-party cookies or cookies in general. Each browser differs in the way it manages the cookie settings. This is described in the help menu of each browser, which explains how you can change your cookie settings. You will find these for the respective browsers under the following links:
Since we do not operate these websites, we assume no liability for it and have no influence over content and availability.
Please note that the functionality of our website may be limited if cookies are not accepted.
We use necessary cookies, which are required to enable the performance of the services we are obliged to provide. The data processing in this respect is then based on Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or pre-contractual measures.
In addition, we may use cookies which are indispensable for the functionality of our website. This data processing is then carried out in accordance with Art. 6 para. 1 s. 1 lit. f GDPR, which permits data processing to serve the legitimate interests of the data controller, unless the interests or the fundamental rights and freedoms of the data subject outweigh the interest of the data controller in processing the data.
We may obtain your consent for the use of other, unnecessary cookies. The data processing is then carried out on the basis of your consent in accordance with Art. 6 para. 1 s. 1 lit. a GDPR. You can revoke your consent at any time. The legality of the data processing already carried out remains unaffected by the revocation.
3.4. Tracking with Matomo
On some of our websites we may use web analysis software Matomo to analyse the use of the respective website and/or to track user-specific behaviour, if this is necessary to provide our services. The relevant data processing for the provision of the contractual service is outlined in section 3.1. In contrast to other statistics programmes, no data is transmitted to an external server by the software we use. The relevant software is installed on one of our servers located in the EU. Our tracking software may collect the following data, which may give information about which functions of the respective website are frequently used and where misunderstandings may occur:
- Country, state, city,
- time of the page call,
- the browser used, including the browser version, browser language and the installed plugins,
- the operating system of the user,
- the screen resolution of the user,
- the date of the first visit,
- the time of the last visit,
- a randomly generated unique user ID,
- the loading time of the visited page,
- the number of actions per visit,
- the page title of the visited page,
- the URL of the visited page,
- the length of stay per visit,
- functions used during the visit.
Statistics on user behaviour are then based on this data. These include, for example, overviews of the actions per visit, e.g., whether data exports were carried out or counter readings were entered.
We use tracking technologies that are necessary to enable us to perform the services we are obliged to provide. The data processing in this respect is then based on Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures. In addition, we may, under certain circumstances, obtain your consent for the use of tracking while processing personal data. The data processing will then be based on your consent in accordance with Art. 6 para. 1 s. 1 lit. b GDPR. You can revoke your consent at any time. The legality of the data processing already carried out remains unaffected by the revocation. In addition, we use anonymous tracking on some of our websites.
3.5. Google Web Fonts
We use the Web Fonts from Google, which are installed on the server side (locally) and do not connect to Google at any time.
3.6. Data processing in the context of our Facebook corporate website
We operate a company page (fan page) in the social network facebook.com. We are jointly responsible with Facebook for the operation of the Facebook fan page within the meaning of Art. 26 GDPR. The agreement on joint controllership can be found here:https://www.facebook.com/legal/terms/page_controller_addendum. Primarily responsible for data processing is Facebook Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland (hereinafter "Facebook").
The type and scope of the information you provide to Facebook, the associated purposes of data processing by Facebook, its legality and information on the exercise of your rights can be found in the Data Policy, as well as other information provided by Facebook on the processing of "Insights data". https://de-de.facebook.com/policy.php
Facebook provides us with so-called page insights for our site. Page-Insights (https://www.facebook.com/business/a/page/page-insights) are aggregated data that allows us to understand how people interact with our site. The creation and provision of these page insights is the responsibility of Facebook, we have no influence on it. This also applies to data processing, which is carried out exclusively for the purposes of Facebook. Facebook also assumes all obligations under the GDPR with regard to the processing of Insights data (including Articles 12 and 13 GDPR, Articles 15 to 22 GDPR and Articles 32 to 34 GDPR).
The purpose of data processing of the data provided by Facebook by us is the statistical evaluation of the use of our fan page. This enables us, for example, to determine the preferred visiting and posting times of our users and to use this information to optimise our posts and our fan page. In addition, we process personal data made publicly available by you on Facebook (e.g., clear names in the user profile) as well as data directly related to activities on our fan page (e.g., posts, likes, markers), also for the purpose of communicating with you.
Please assert your rights to information, correction, deletion, restriction of processing and data transferability of your stored Insights data vis-à-vis Facebook, as Facebook has assumed the corresponding obligations:
Facebook Ireland Ltd.
4 Grand Canal Square, Grand Canal Harbour
Dublin 2, Ireland
Privacy policy:https://www.facebook.com/about/privacy/>
Opt-out:https://www.facebook.com/settings?tab=ads>
The basis for the data processing is Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures, insofar as data is processed in accordance with the Facebook terms of use, otherwise, if applicable, Art. 6 para. 1 s. 1 lit. f GDPR, which permits the processing of data for the purpose of serving the legitimate interests of the data controller, provided that the interests or fundamental rights and freedoms of the data subject do not prevail. Our interest lies in providing content and communication with Facebook users and in improving the reach and effectiveness of our posts.
3.7. Other tools
3.7.1. Online Presence in other social networks
We have set up online presences in various social networks to communicate with you, interested parties and customers and to inform them about our services and current offers. In addition to our interaction with you, the social networks process data from visitors to their websites for the purpose of market research and advertising, i.e., that from the respective visit or usage behaviour and the preferences and interests of a visitor derived from this, a user profile may be created by the respective operator of the social network. Such user profiles can be used, among other things, to display advertisements within the respective social network and possibly on other websites, which are individually adapted to the respective user profile. Cookies (see above) may be stored on the visitors' devices, with the help of which data on usage behaviour can be collected. The collection of this data can, especially in the case of logged-in members of the respective social network, also be realised across several browsers and/or end devices used by a user. Even if a visitor does not have a profile with the respective social network, it cannot be ruled out that personal data on this visitor will be stored when visiting the respective website. Requests for information regarding the data stored in social networks via our online presence or the use of other relevant rights of data subjects can be addressed to the provider of the respective service. Only the providers of the social networks have access to the respective data stored there and can provide the corresponding information, etc. With regard to the purpose and scope of data processing by the various social networks, we refer additionally to their respective data protection notices and the respective contact options:
Instagram
Facebook Ireland Ltd.
4 Grand Canal Square, Grand Canal Harbour
Dublin 2, Ireland
Privacy Policy: https://help.instagram.com/519522125107875?helpref=page_content
LinkedIn Ireland Unlimited Company
Wilton Place
Dublin 2, Ireland
Privacy policy: https://www.linkedin.com/legal/privacy-policy
Opt-out: https://www.linkedin.com/psettings/guest-controls/retargeting-opt-out
Twitter Inc.
One Cumberland Place
Fenian Street
Dublin 2, D02 AX07, Ireland
Privacy policy: https://twitter.com/privacy
Opt-out: https://twitter.com/personalization
The basis for the data processing by the aforementioned social networks is Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures, insofar as data is processed in accordance with the relevant terms of use, otherwise, if applicable, Art. 6 para. 1 s. 1 lit. f GDPR, which permits the processing of data for the purpose of serving the legitimate interests of the data controller, provided that the interests or fundamental rights and freedoms of the data subject do not prevail.
3.7.2. Zoom
We use the Zoom service of Zoom Video Communications Inc (hereinafter "Zoom") to conduct online meetings, video conferences and/or webinars. When using Zoom, different data will be processed. The extend of the processed data depends on the data you provide before or during your participation in an online meeting, video conference or webinar. When using Zoom, data of the communication participants is processed and stored on Zoom servers. This data may include your registration data (name, e-mail address, telephone [optional] and password) and meeting data (topic, participant IP address, device information, description [optional]). In addition, visual and audio contributions of the participants, as well as voice inputs can be processed in chats.
For more information about Zoom's use of data, please refer to Zoom's Privacy Policy:
Zoom Video Communications Inc
55 Almaden Blvd, Suite 600, San Jose, CA 95113, USA
Privacy Policy: https://zoom.us/docs/de-de/privacy-and-legal.html
Important in the context of data processing in the US: The European Court of Justice considers that the standard of data protection in the US is insufficient and that there is a risk that your data may be processed by US authorities, for control and monitoring purposes and possibly without any possibility of legal recourse.
The basis for the data processing in this respect is based on Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures, insofar as data is processed in accordance with the relevant terms of use, otherwise, if applicable, Art. 6 para. 1 s. 1 lit. f GDPR, which permits the processing of data for the purpose of serving the legitimate interests of the data controller, provided that the interests or fundamental rights and freedoms of the data subject do not prevail.
3.7.3. CookieYes
This website uses the cookie consent tool “CookieYes“, supplied by Mozilor Limited (hereinafter „CookieYes“), to obtain valid user consents for cookies and cookie-based applications. By incorporating a corresponding JavaScript code, users are shown a banner when calling up a page, in which consent for certain cookies and/or cookie-based applications can be given by ticking the respective box. The tool blocks all cookies requiring consent until the individual user gives corresponding consent. This ensures that such cookies are only set on the user's terminal device if consent is given.
To enable the cookie consent tool to clearly assign page views to individual users and to individually record, log and store the consent settings made by the user for a session, certain user information (including the IP address) is collected by the cookie consent tool when calling up our website, transmitted to CookieYes servers and stored there.
For more information about CookieYes’ use of data, please refer to CookieYes’ Privacy Policy:
Mozilor Ltd.
3 Warren Yard,
Wolverton Mill, Milton Keynes, MK12 5NW, United Kingdom
https://www.cookieyes.com/privacy-policy/
The basis for the data processing in this respect is based on Art. 6 para. 1 lit. c GDPR, which permits the processing of data for compliance with a legal obligation to which the controller is subject. Further legal basis for the data processing described is Art. 6 para. 1 lit. f GDPR, if applicable, which permits the processing of data for the purpose of serving the legitimate interests of the data controller, provided that the interests or fundamental rights and freedoms of the data subject do not prevail.
3.7.4. Youtube
For visualisation and reproduction of content, we have included videos from the YouTube platform on our website. YouTube is a service of Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland. When you access one of the submenu pages of our web presence containing a YouTube plug-in, to play a video for instance, your browser establishes a direct connection to the servers of YouTube, thus showing the plug-in. At the same time, the YouTube server is informed as to which of our web pages you have visited. If you are now logged in as a member of YouTube or any other Google service (which of course is not mandatory just to view our videos), Google assigns this information to your personal user account. If you utilise the plug-in in that you for example click the start button of a video, this information is similarly assigned to your user account. You can prevent this assignment by logging out of your YouTube or any other Google service user account before using our website and erasing the corresponding cookies. Furthermore, we turned on the Privacy Enhance Mode in the YouTube settings to prevent YouTube from storing info about you as long as the video is not playing. Further information on data processing and references to Google’s data protection can be found under https://policies.google.com/privacy?hl=de.
Important in the context of data processing in the US: The European Court of Justice considers that the standard of data protection in the US is insufficient and that there is a risk that your data may be processed by US authorities, for control and monitoring purposes and possibly without any possibility of legal recourse.
The basis for the data processing by YouTube is Art. 6 para. 1 s. 1 lit. b GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures, insofar as data is processed in accordance with the Google terms of use, otherwise, if applicable, the data processing may be carried out on the basis of your consent in accordance with Art. 6 Para. 1 s. 1 lit. a GDPR in conjunction with Art. 49 para. 1 S.1 lit. a GDPR. You can revoke your consent at any time. An informal notification to us is sufficient for this purpose. The legality of the data processing that has already taken place remains unaffected by the revocation.
3.8. Data processing for applications
We regularly receive applications and queries concerning the possibility of participating in work placement or (auxiliary) activities via our websites and the displayed contact data. If you send us applications, we process the personal data which we receive from you within the scope of the application process or the employment contract. Relevant data are e.g. Master data (name and address), CVs, contact data (telephone, fax, e-mail) and other data such as bank details, date of birth, age, marital status, denomination, health insurance fund, pension insurance institution, social security number, tax number, tax identification number and tax class, which are necessary for processing the payroll accounting.
In the case of applicants who are minors, we also record the personal data of the legal guardians, in particular name, address and, if applicable, the consent to enter into the contract with us and obtain any necessary consent.
If we are unable to offer you a job, you turn down a job offer, withdraw your application, revoke your consent to data processing or demand that we erase the data, the data and documents submitted by you, including any possible remaining physical records, shall be stored or retained for a maximum of four months after conclusion of the application procedure (retention period). Provided you have consented to further storage of your personal data, we shall add your data to our pool of applicants.
Within the scope of the employment relationship, we may request information as to whether there is a severe disability in order to be able to safeguard corresponding rights in accordance with the German Social Code IX, as well as to be able to calculate any compensation levy in accordance with s. 160 Social Code IX. An answer to this question is only required after a period of employment of six months, before that the answer is voluntary. We may ask for information on marital status and parental status in order to calculate social security contributions and to determine whether a contribution supplement to nursing care insurance is to be paid in accordance with s. 55 para. 3 Social Code XI. If it is necessary to check the legality of the employment, we may ask for a work permit or permission to work. Within the scope of the employment relationship, we process further personal data, including data on periods of illness, absences (vacation, special leave, sabbatical, etc.) or working hours. We keep a personnel file in which we store all central information required for the employment relationship.
We may process the aforementioned personal data for the purpose of establishing, implementing and terminating an employment contract or application process. The basis for data processing is Art. 88 para. 1 GDPR, s. 26 para. 1 BDSG (new), which allows the processing of data for the fulfilment of a contract or pre-contractual measures.
3.9. Data processing to protect legitimate interests
We may process your data if it is necessary to protect the legitimate interests of us or third parties. This may be the case in particular to ensure IT security and IT operation, in particular also for support enquiries, to be able to understand and prove facts in the event of legal disputes, for market and opinion surveys, to statistically evaluate the use of our website. Furthermore, we may use your e-mail address for recommendations if you have already ordered something from us. In this way, we want to send you information that might interest you based on your last orders from us. In doing so, we comply strictly with the legal requirements. If you no longer wish to receive product recommendations or promotional messages from us, you can object to this at any time. A message in text form to the contact data mentioned under section 1 (e.g. e-mail, fax, letter) is sufficient for this purpose.
The basis for data processing is Art. 6 para. 1 s. 1 lit. f GDPR, which permits the processing of data to safeguard the legitimate interests of the data controller, provided that the interests or fundamental rights and freedoms of the data subject do not prevail.
3.10. Data processing for marketing purposes
In the event of the use of your data for advertising purposes for us or for our cooperation partners, we may obtain your consent.
The data processing is then carried out on the basis of your consent (Art. 6 para. 1 s. 1 lit. a GDPR). You can revoke your consent at any time. The legality of the data processing operations already carried out remains unaffected by the revocation.
3.11. Other data processing based on your consent
It may also happen that we ask for your consent to process personal data. Any granting of consent and the relevant data processing is voluntary and you will not suffer any disadvantages if you do not consent.
The data processing is then carried out on the basis of your consent in accordance with Art. 6 para. 1 s. 1 lit. a GDPR. You can revoke your consent at any time with effect for the future. An informal notification to us is sufficient for this purpose. The legality of the data processing operations already carried out remains unaffected by the revocation.
3.12. Use of data for fraud prevention purposes
The data you provide when placing an order can be used by us to check whether an atypical order process is present.
In principle, we have a legitimate interest in carrying out such an inspection. The processing of the data is based on the legal basis in Art. 6 para. 1 lit. f GDPR.
3.13. 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).
The basis for data processing is Art. 6 para. 1 lit. c GDPR, which permits processing to fulfil a legal obligation.
3.14. Automated decision-making in specific cases, including profiling
Automated decision-making including profiling does not regularly take place with us.
4. Categories of recipients of personal data
Your personal data will only be passed on to third parties or otherwise transmitted if this is necessary for the purpose of contract processing or billing or if you have given your prior consent or if there is a legal basis for the passing on of such data.
Insofar as it is necessary for the purpose of contract processing or for the dispatch and delivery of products, data will be passed on to partner companies which have been commissioned to support contract processing. Our partners undertake to comply with and observe the provisions of data protection law. Furthermore, our partners are not permitted to use the data in any other way than to process the contract.
In the case of cooperations in which we merely act as intermediaries, your personal data will only be passed on to the cooperation partner if this is necessary for the purpose of concluding the contract and processing the contract for the cooperation partner. Both the cooperation partner and we are obliged to observe the data protection regulations within the framework of the cooperation. This obligation shall continue to apply even after termination of the respective contract.
Service providers who support us in providing our services to you are Congress and Event Management service providers, software (SaaS) providers, IT service providers, in particular service providers for software and hardware maintenance, hosting providers and e-mail service providers.
5. 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).
6. Data Security
Your personal data will be transmitted securely by us through encryption. We use the coding system SSL (Secure Socket Layer). You can recognize an encrypted connection by the fact that the address line of the browser changes from "http://" to "https://" and by the lock symbol in your browser line. Furthermore, we secure our websites and other systems by technical and organisational measures against loss, destruction, access, alteration or distribution of your data by unauthorised persons.
7. Rights of data subjects
Within the framework of the applicable legal provisions, you have the right to obtain information free of charge at any time about your personal data stored by us, its origin and recipients and the purpose of the data processing and, if applicable, a right to correct, block or delete this data. For this purpose, as well as for further questions on the subject of personal data, you can contact us at any time using the contact details given in clause 1. You may also have a right to restrict the processing of your data and a right to have the data provided by you released 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. If we process your data to protect legitimate interests, you may object to this processing for reasons arising from your particular situation. In addition, you have the possibility of contacting a data protection supervisory authority (right of appeal).
