Data Privacy
1. Controller
(1) The network organizer of IUNTC is the European Association for Technical Communication – tekom Europe e.V.
Both associations
• Gesellschaft für Technische Kommunikation – tekom Deutschland e.V. and
• European Association for Technical Communication – tekom Europe e.V.
(hereinafter "tekom")
work together with tcworld GmbH as service provider. tcworld GmbH renders services for members and is an event organizer and publishing house for tekom publications, as well as a provider of training in the field of technical communication.
The controller, as defined by Article 4 (7) in conjunction with Article 26 of the General Data Protection Regulation (GDPR), is tekom Europe, together with the above-mentioned organizations ("joint controllership").
(2) A joint controllership is where two or more controllers are jointly responsible for processing personal data because they can jointly (not necessarily to the same extent) determine the purposes and means of the processing.
(3) The address of their joint office is:
Rotebühlstraße 64
70178 Stuttgart
GERMANY
info(at)tekom.de
+49 711 65704-0
Fax +49 711 65704-99
(4) Our joint data protection officer can be contacted at datenschutz(at)tekom.de or at our postal address for the attention of the "Data Protection Officer".
2. Participating in the IUNTC network/receiving information emails
To participate in the network, you must fill out a form.
We need the following personal data for this.
• Title*
• First name*
• Last name*
• Email address*
• Institution/university/company
• Country
• Position
The legal basis for this is GDPR Article 6 (1) 1 lit. a) and f).
We use the data to inform you about all events related to IUNTC and EAC.
If you no longer wish to be informed about or participate in the network, please send an email to d.straub@tekom.de.
Data fields marked with * are required.
3. Registration for meetings
To register for separate network meetings, you must fill out a form.
We need the following personal data for this:
• Title*
• First name*
• Last name*
• Email address*
• Institution/university/company
• Country
• Position
Data fields marked with * are required.
By filling out the form, you consent to the processing of your data.
The legal basis for this is GDPR Article 6 (1) 1 lit. a) and f).
4. Place of data processing
Data are processed on servers rented by us in Germany and Finland. We have concluded an agreement for order data processing to this effect with the provider.
5. Conference tools (when tekom is the host)
(1) LogMeIn
We are working together with LogMeIn (GoToWebinar and GoToMeeting) as conference service provider. When you sign up for meetings, the following personal data are forwarded to the conference service provider LogMeIn:
• Title
• First name
• Last name
• Email address
While using GoToMeeting/GoToWebinar, various types of data are processed. The scope of the data also depends on what data you specify and enter during participation. Depending on the format of the session, it is possible that participants can have live discussions and that the names of participants will be visible.
If applicable, you have the option of using chat, question or survey functions. In this respect, the text entries you make are processed in order to display and, if applicable, to log them.
You may possibly be given the opportunity by the moderator to share your screen with the result that the content of your screen is also displayed to the other participants, the moderator, and the speaker. In this case, if applicable, you can switch off or mute the webcam, microphone or screen-sharing yourself at any time.
While using LogMeIn formats, the data are processed in the USA. We have concluded an agreement for order data processing with LogMeIn. Contact data of the conference service provider: LogMeIn, 320 Summer Street, Boston, MA 02210, USA.
LogMeIn guarantees an appropriate level of data protection as per GDPR Art. 46 Para. 2 lit.c. More information on this can be found at the LogMeIn Trust & Privacy Center.
(2) BigBlueButton
BigBlueButton is open-source software operated by us on a rented server.
While using BigBlueButton, various types of data are processed. The scope of the data also depends on what data you specify and enter during participation. Your name is automatically forwarded to BigBlueButton when you participate in a session. Your name is visible in BigBlueButton for all other participants in the session. Furthermore, participant IP addresses and device/hardware information are processed for implementation.
If applicable, you have the option of using chat, question or survey functions. In this respect, the text entries you make are processed in order to display them in the session and, if applicable, to log them. You may possibly be given the opportunity by the moderator to share your screen with the result that the content of your screen is also displayed to the other participants, the moderator, and the speaker. In this case, if necessary, you can switch off or mute the webcam, microphone or screen-sharing yourself at any time.
We operate BigBlueButton on a rented server. We have concluded an agreement for order data processing with the provider. The data collected via BigBlueButton are processed on servers rented by us in Germany and Finland.
(3) Microsoft Teams
We use Microsoft Teams to conduct our usual office communication as well as for phone conference calls, online meetings and/or video conferences.
Microsoft Teams is a service provided by Microsoft Ireland Operations, Ltd. For this purpose, we have entered into an order processing agreement with the provider.
When using Microsoft Teams, various types of data are processed. The scope of the data also depends on the data you provide before or during participation in an "online meeting".
The following personal data are subject to processing:
User details: display name, email address, profile picture (optional), preferred language, meeting metadata: e.g. date, time, meeting ID, phone number, location.
Text, audio and video data: You may have the option to use the chat function in an online meeting. In this case, the text entries you make are processed in order to display them in the online meeting.
To enable the display of video and the playback of audio, the data from the microphone and video camera of your end device are processed during the online meeting. You can switch off or mute the camera or microphone yourself at any time via the Microsoft Teams applications.
(4) Legal basis
If there is no contractual relationship with you, the legal basis for the processing of your personal data is GDPR Article 6 (1) lit. f). Here, our interest is in the effective holding of online meetings.
(5) Duration of storage
Meetings are not recorded.
6. Your rights
You have the following rights with respect to us regarding the personal data concerning you:
• Right to information
• Right to have data corrected or deleted
• Right to have processing restricted
• Right to object to processing
• Right to data portability
You also have the right to lodge a complaint with a data protection supervisory authority regarding our processing of your personal data.
Conditions of Participation
As with all tekom Europe events, the tekom Europe compliance regulation and code of conduct are applicable.
We wish to create a positive experience for all attendees and want everyone to feel comfortable.
Do’s:
• Behave in a friendly and respectful manner.
• Be courteous and tolerant.
• Feel free to share your contact data with the other participants.
Don’ts:
It is not permitted to
• behave in an insulting, degrading, discriminatory, sexist, or aggressive manner towards others.
• post or display content that incites hatred, is pornographic, or violates youth protection laws.
• to post or display content that infringes on the rights of third parties, in particular copyright, trademark, brand name, patent, utility model, design patent, and image and/or personal rights.
• post or display content with the intention of promoting political parties or ideologies.
• post or display content subject to a legal or contractual obligation of secrecy.
• advertise products or services.
• place or distribute links to other telemedia containing illegal information.
Persons who do not respect the rules are excluded from the network.
You may be excluded from the network if you violate these rules.