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Imprint/Data protection declarations on the 
65th Congress of the German Society for Clinical Neurophysiology and Functional Imaging (DGKN) 

The following data protection declaration applies to the use of our website and informs you as a data subject within the meaning of data protection law and user of this website about the processing of personal data. Personal data is individual information about personal or factual circumstances of a specific or identifiable natural person. 

Responsible person in the sense of the GDPR is 

Conventus Congressmanagement & Marketing GmbH
Carl-Pulfrich-Str. 1 , 07745 Jena
Phone: 03641 3116-0 
E-Mail: post@conventus.de 
Internet: www.conventus.de 
(hereinafter referred to as the responsible person) 

You can reach the data protection officer as follows: 

Landgraf Datenschutz GmbH
Solicitor André Stämmler 
Markt 22,07743 Jena 
Phone: 03641 316 1180 
E-Mail: dsb@landgraf-datenschutz.de 

If you have any questions or suggestions regarding data protection, you can contact our data protection officer directly. 

1. General information 

When you visit our website, the provider of this platform (or its web space provider) collects data about each access to the offer. This access data includes: 

  • the name of the requested website 

  • the IP address of the requesting computer 

  • the date and time of the request 

  • the amount of data transferred 

  • the browser type and version 

  • the operating system used by the user 

  • the website from which the user visits this website (referrer URL) 

  • the requesting provider. 

The aforementioned data is processed by operators for the following purposes: 

  • Improving and guaranteeing the connection to the website

  • Improving the usability of the website 

  • evaluation of system security and stability as well as 

  • administrative purposes. 

The legal basis for data processing is Art. 6 para. 1 p. 1 lit. f GDPR. The legitimate interest of the provider follows from the data collection purposes listed above. The data is anonymous and is stored separately from any personal data you may have provided. It is not possible to draw conclusions about a specific person. 

Disclosure of data to third parties 

Your personal data will only be transferred to third parties for the purposes listed below. A transfer for other reasons does not take place. 

The user's personal data will only be passed on to third parties if: 

  • the user has given his or her express consent in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR. 

  • the disclosure is necessary for the assertion, exercise or defence of legal claims pursuant to Art. 6 (1) sentence 1 lit. f GDPR and there is no reason to assume that you have an overriding interest worthy of protection in the non-disclosure of your data. 

  • in the event that there is a legal obligation for the disclosure pursuant to Art. 6 para. 1 sentence 1 lit. c GDPR, as well as this is legally permissible and necessary according to Art. 6 para. 1 p. 1 lit. b GDPR for the processing of contractual relationships with the user. 

  • the transfer is necessary according to Art. 6 para. 1 p. 1 lit. f GDPR due to a legitimate interest. 

If you have given your consent, we will pass on your data to the companies listed below. The transfer is based on your consent. The companies use the data within the scope of the consent to send you advertising by e-mail: 

Cookies, general 

We use cookies on our website. Cookies are small (text) files that are created and stored on your end device (e.g. smartphone, notebook, tablet, PC). Most cookies are so-called "session cookies" that are deleted after the end of the visit. In individual cases, however, these cookies provide information to automatically recognise the user again. By means of a so-called cookie ID, Internet pages and servers can be assigned to the specific Internet browser in which the cookie was stored. 

Cookies serve to improve the user-friendliness of our Internet presence and to enable a technically error-free and optimised state for our Internet presence. If you do not agree to the use of cookies, you have the option of restricting or completely deactivating their use in your browser settings. In the event of restriction or deactivation, the use of this website may be restricted. The legal basis for the data processing is Art. 6 para. 1 p. 1 lit. f GDPR. Our legitimate interest follows from the above-mentioned purposes for data collection. 

Some of the cookies are deleted as soon as you close your browser (transient cookies). Other cookies (persistent cookies) remain on your terminal device and enable us to recognise your browser. These cookies are automatically deleted after a predefined duration. 

Google Web Fonts 

We use web fonts provided by Google Ireland Limited Gordon House, Barrow Street Dublin 4, Ireland - hereinafter referred to as Google. The service is used for the uniform and correct display of fonts on our site. For this purpose, your browser connects to Google's servers and loads the required web fonts into your browser cache as soon as you call up a page on our website. In doing so, Google learns that our website was accessed via your IP address. The legal basis for the use of Google Web Fonts is Art. 6 para. 1 lit. f GDPR >legitimate interest<. Our legitimate interest is the uniform and correct display of the fonts on our website. Further information on Google Web Fonts and data protection at Google in general can be found at: developers.google.com/fonts/faq and www.google.com/policies/privacy/&nbsp;

Newsletter 

The provider of this website uses the newsletter to provide information about individual offers. 

If users of this website wish to receive the newsletter, an email address is required. The e-mail address is only used if the user has expressly consented to this in accordance with Art. 6 Para. 1 S. 1 lit. a GDPR. This e-mail address is checked to ensure that the user is also the owner/authorised user of the e-mail address. The data is used exclusively for sending the newsletter; it is not passed on to third parties. No other data is collected. 

When registering to receive the newsletter, the IP address and the date of registration are stored. The storage serves exclusively as a safeguard in case a third party has misused the address and has registered for the newsletter without the knowledge of the owner or authorised person. 

Consent to the storage of data and its use can be revoked at any time via a link in the newsletter itself, in the profile area or by sending a message to the above contact options or by e-mail to direktmarketing@conventus.de. 

Contact form 

You have the option of contacting us via various communication channels such as e-mail, telephone, post or via a contact form. In the event that you contact us, we will store your data for the purpose of processing your enquiry. The data will not be passed on to third parties. The processing of personal data is carried out in accordance with Art. 6 para. 1 p. 1 lit. f GDPR. The legitimate interest here is the processing of your enquiry. If your contact aims at the conclusion of a contract, the legal basis is also Art. 6 para. 1 p. 1 lit. b GDPR. We delete this data as soon as your enquiry has been conclusively clarified and insofar as there are no legal storage obligations to the contrary. 

Registration function for congress and event 

You can register for the congress via this page. For the electronic registration we use the software Regasus of the service provider LambdaLogic Informationssysteme GmbH, Komturstr. 18, 12099 Berlin. The electronic registration will be processed via a Regasus web portal. The data entered on the Regasus web portal, such as participant type, title, first name, last name or address data, are transmitted directly to Regasus.  The processing by us as well as by Regasus is carried out for the registration and handling of the congress. Processing for other purposes will only take place with your express consent. The legal basis for processing in the case of registration and implementation of the congress is Art. 6 para. 1 lit. b GDPR.  

The data will be deleted by us after the end of the event, unless you have consented to processing for other purposes and/or there are no legal retention obligations and/or processing for other purposes is permissible. Unless you object to the processing, we will in particular use your contact details (including name and e-mail address) to advertise similar goods or services.  

to advertise similar goods or services. In this case, the processing is carried out in accordance with Art. 6 para. 1 sentence 1 lit. f) GDPR. We have a legitimate interest in advertising our goods and services. You can object to this processing at any time for the future. A simple declaration to us is sufficient for this purpose.   If the processing is based on your consent, the legal basis is Art. 6 para. 1 lit. a GDPR. You can revoke your consent at any time. If you have voluntarily consented to other processing, we will delete this data after revoking your consent. 

2. Plug-ins 
Social networks 

We use plug-ins from various social networks. A social network is a platform or an app that allows users to communicate with each other, exchange opinions or share content such as pictures with other users or in the social network itself. Users usually have the possibility to create private or business profiles, to network with each other or to provide private or company-related information. We use plug-ins to provide visitors to our website with a better user experience and to facilitate the sharing, commenting and liking of content. The respective plug-in provider stores the data collected about you as usage profiles. The purpose of the processing is the presentation of (needs-based) advertising, market research and/or needs-based design of the website and to inform other users of the social network about your activities on our website. The evaluation also takes place when you are not logged into the social network. You have the right to object to the creation of these user profiles. To exercise the right to object, you must contact the respective plug-in provider. The legal basis for the use of the plug-ins is Art. 6 para. 1 p. 1 lit. a DS-GVO. Processing only takes place if you have consented to it. 

Use of YouTube videos 

We embed YouTube videos on our website using YouTube's embedding function. YouTube Google Ireland Limited, Gordon House, Barrow Street Dublin 4, Ireland. The embedding of the videos takes place in the extended data protection mode. According to YouTube, user information is only stored when the video(s) is/are played. When the video is started, >YouTube< uses cookies to collect information about user behaviour. The cookie is only set after you have consented to this. This consent is voluntary and can be revoked by you at any time. The lawfulness of the processing of the data until the revocation of consent remains unaffected. According to >Youtube<, the cookies are used to record video statistics, to improve user-friendliness and to prevent abusive behaviour. In the process, data, including your IP address, is passed on to Google servers. Google stores your data and evaluates it. This happens regardless of whether you are logged in or not. If you click on a video and are logged in to Google, your data will be directly assigned to your Google account. You can prevent this by logging out before activating the button. The data is analysed in particular on the basis of Google's interests in the display of personalised advertising, market research and/or the needs-based design of its website. You can object to the creation of these user profiles. You must send your objection to YouTube. Every time this website is called up, a connection to the Google network >DoubleClick< is established. This happens independently of a playback of the embedded videos. This may trigger further data processing operations over which we have no control. You can find more information on data protection at >YouTube< in the provider's privacy policy at: www.google.de/intl/de/policies/privacy&nbsp;

Use of Vimeo videos 

We use plug-ins from the video portal Vimeo. The content of the plug-in is transmitted by Vimeo directly to your browser and integrated into the page. By integrating the plug-in, Vimeo receives different information. If you are logged into your Vimeo account during your visit, Vimeo can directly assign your visit to our website to your Vimeo account. Vimeo can also assign interactions, such as pressing the start button of a video, to your account. If you are not logged in to Vimeo and even if you do not have a Vimeo account, Vimeo can still recognise that your browser has accessed the corresponding page of our website. Your browser establishes a direct connection to the Vimeo servers in the USA and transmits and stores this information (including your IP address) on the Vimeo servers when you call up a page of our website that contains a Vimeo plug-in. The legal basis for the data processing operations is Art. 6 para. 1 lit. f GDPR. Vimeo has a legitimate interest in market research and the individual design of the service. You can prevent a direct allocation of the data collected via our website to your Vimeo account by logging out of Vimeo before visiting our website. The Vimeo platform is operated by Vimeo, LLC, 555 West 18th Street, New York, New York 10011, USA. Further information on the purpose and scope of data collection and the further processing and use of data by Vimeo can be found at: vimeo.com/privacy&nbsp;

3. Web analysis 

We use web tracking and web analysis services. These are services that enable an analysis of the use of our website. We use this data to improve the website and to make our offer more interesting for you. The legal basis for the use of web analysis tools is Art. 6 para. 1 p. 1 lit. a GDPR. 

Matomo (formerly Piwik) 

This website uses Matomo, an open source software for statistical analysis of user access to our website. Matomo uses so-called cookies to evaluate user access. We use Matomo with the extension >AnonymizeIP<. This means that IP addresses are only processed in abbreviated form. A direct link to a person is thus excluded. The IP address transmitted by your browser via Matomo is not merged with other data collected by us. The storage of this information takes place exclusively on our servers. We only use Matomo if you have expressly consented to it. This consent is voluntary. You can revoke your consent at any time. With the revocation of your consent, we will stop processing your data. The revocation of consent does not affect the lawfulness of the data processing that took place until the revocation. 

4. Payment service provider 

We offer payment via different methods through the payment service provider Ingenico. We pass on your data to the payment provider in order to process the payment. The legal basis for the transfer of your data to the payment service provider is 6 para. 1 lit. b GDPR. You can find more information on data processing by the payment service provider in the respective data protection information of the provider.  We use the following providers 

Ingenico Group 
Communication & Digital Department 
28-32 boulevard de Grenelle 
75015 Paris - France 
www.ingenico.com/privacy-policy&nbsp;

5. Use of the internet platform of the digital congress (https://dgkn-digital.de/) 

We welcome your participation in our digital/hybrid congress. In the course of this participation, we will process a number of personal data. With the following data protection information, we inform you as a data subject within the meaning of data protection law about this processing of personal data. Personal data are individual details about personal or factual circumstances of a specific or identifiable natural person. 

The responsible party within the meaning of the GDPR is the 

Conventus Congressmanagement & Marketing GmbH 
Carl-Pulfrich-Straße 1 , 07745 Jena (Germany) 
(hereinafter referred to as the responsible person) 

You can reach our data protection officer at the following contact details: 

Landgraf Datenschutz GmbH, Markt 22, 07743 Jena (Germany) 
dsb@landgraf-datenschutz.de

If you have any questions or suggestions regarding data protection, you can contact our data protection officer directly.

Processing of data by third parties 

Within the framework of the cooperation, it may be necessary to pass on your data to third parties. In particular, your data will be passed on to: 

  • Hetzner: 

    • Purpose of processing: Verification Subscriber registration. 
    • Categories of personal data: First and last name, email address 
    • Purpose of processing: Presentation submission 
    • Categories of personal data: Presentation title, first and last name, origin, email address, file 
  • Zoom: 

    • Purpose of processing: conducting closed webinars and meetings.#

    • Categories of personal data: First and last name, email address 

  • Jitsi: 

    • Purpose of processing: conducting webinars and meetings. 
    • Categories of personal data: First and last name 
  • Rocketchat: 

    • Purpose of processing: implementation of chat functions 
    • Categories of personal data: First and last name, email address and company affiliation for industry representatives. 
    • Purpose of the processing: support of participants via chat function 
    • Categories of personal data: voluntary information provided by the participant (e.g. email address for contacting) 
  • AWS: 

    • Purpose of processing: hosting and registration congress platform 
    • Categories of personal data: First and last name, email address 
  • Vimeo: 

    • Purpose of processing: hosting of submitted contributions. 
    • Categories of personal data: Presentation title, first and last name, origin, file 
  • Survey Monkey: 

    • Purpose of processing: survey (e.g. evaluation, pazzport to prizes). 
    • Categories of personal data: First and last name, address, email, age group, field of study, gender, position  

Place of data processing 

Data processing takes place predominantly in data centres in the Federal Republic of Germany and the European Union. In some cases, data is transferred to the USA (e.g. when using Zoom or Vimeo). The USA is a third country within the meaning of the GDPR. In the event of a transfer, suitable guarantees in the form of standard data protection clauses (Art. 44, 46 GDPR) ensure that the processing takes place at a level that complies with the GDPR. 

What data do we process and for what purpose? 

Participation in the Digital Congress 

Participation in the digital congress is only possible after prior registration via the Regasus registration system. 

The data processing is carried out in accordance with Art. 6 Para. 1 Sentence 1 lit. b) GDPR. 

To log in to the digital congress, you need to create a Conventus account. This checks your registration data and bookings with Regasus. The data for the log-in account 

  • First and last name 

  • Email address 

will be stored on a server of Hetzner Online GmbH (https://www.hetzner.de/) (Industriestr. 25, 91710 Gunzenhausen, Germany). 

Within the digital congress you have the possibility to fill in your participant profile. This data can be made public as a "business card" to the exhibiting companies and sponsors, as well as to other participants of the congress. The following data can be entered optionally: 

  • Organisation 

  • First and last name (required) 

  • City (required) 

  • Country (required) 

  • Telephone 

  • Email (required) 

  • Picture 

The legal basis for the transfer of data is Article 6 (1) sentence 1 lit. f) GDPR. We have a legitimate interest in providing our partners with an overview of the participants.  

The data in your participant profile will be deleted after the end of the purpose and expiry of all legally prescribed retention obligations. 

Functionalities during the Congress 

During the congress you as a participant have the possibility to use the following functionalities: 

Help-Desk (Support via Conventus) 

In the helpdesk participants can ask organizational and technical questions about the congress. The question can be asked anonymously or you can leave the following data 

  • First and last name 

  • Email address 

We process all data that you provide to us as part of the enquiry. The legal basis for the data processing is Art. 6 para. 1 sentence 1 lit. b) GDPR. We process the data to answer your enquiry and delete it after the enquiry has been dealt with, unless further processing is necessary for other reasons. 

Die Anfrage im Helpdesk kann über folgende Funktionen erfolgen 

  • Live Chat 

  • Videochat 

Contact with other participants (chat)  

You will have the opportunity to interact with other participants during the congress. Via the chat tool you can 

  • search for other participants 

  • view a list of all participants and contact other participants in both ways. 

In the same way, you can be searched for, found and contacted by other participants. 

This function is available in the main navigation and via a widget. 

Within the framework of the event, various topic-based chat channels can also be made available by the organiser. You can actively join these channels and then display who else is in the channel and enter into a group chat with the people in the channel or an individual chat with specific people. 

Within the chat function, your username (= your email address) is visible to other participants. This consists of your first and last name. In the context of video chats, a video image is also transmitted through your activation. 

The data will be stored on a server of qutic development GmbH, Frankfurt (Main), Germany until 12 June 2021. 

The legal basis for the data processing is: Art. 6 para. 1 sentence 1 lit. b) GDPR. 

Visit the virtual company stands of the industry exhibition 

You can visit the virtual stands of the industry exhibition during the congress. 

Here you can get in direct contact with the respective exhibitor via chat. You also have the opportunity to view and download information material from the stands or visit external websites of the companies. Your activities will be recorded at this point and made available to the exhibiting company. 

If you visit the stand of an industry exhibitor during the digital trade fair, we will pass on the following data to the exhibitor at the end of the event: 

  • your name

  • the address you entered during registration 

 The legal basis for passing on the data is Art. 6 para. 1 sentence 1 lit. f) GDPR. We have a legitimate interest in passing on your data to the respective exhibitor in order to enable them to contact you. 

We will also pass on your e-mail address if you have expressly consented to this. The disclosure will only take place within the scope of your consent. 

Scientific Sessions Procedure 

All scientific sessions will be made available to participants in Vimeostreams. During the sessions, they can ask questions in real time about the presentations. These questions will be answered live by the speakers. 

All data included in this session will be shared with Vimeo. This is primarily the video images of the speakers and moderators, if they can be seen in this session, and their recorded presentations submitted to the Upload Centre. 

Vimeo is a service of Vimeo Inc. (555 West 18th Street New York, New York 10011, USA). Further information on data processing by Vimeo can be found here: vimeo.com/privacy. 

The sessions will be stored on the Vimeo platform until 12 June 2021 and made available for Congress participants to retrieve. 

The legal basis for data processing is: Art. 6 para. 1 sentence 1 lit. b) GDPR. 

Sessions in Zoom Webinars 

When using or joining Zoom webinars, your access data will be saved. If you interact with other participants in the auditorium, your video image will also be transmitted, provided that you have activated it. 

All data contained in this session will be passed on to Zoom. This is primarily the video images of all participants, if they can be seen in this session, and their recorded presentations submitted to the Upload Centre.

Zoom (Webinar) is a service of Zoom Video Communications, Inc (San Jose Headquarters, 55 Almaden Boulevard, 6th Floor, San Jose, CA 95113 +1.888.799.9666 | info@zoom.us). Further information on data processing by Vimeo can be found here: zoom.us/docs/en-us/privacy-and-security.html.&nbsp;

The sessions will be stored on the Vimeo platform until 12 June 2021 and kept available for retrieval by congress participants. 

The legal basis for data processing is: Art. 6 para. 1 sentence 1 lit. b) GDPR. 

Procedure Industry Sessions 

During the Congress you will have the opportunity to participate in industry sessions. For some of these sessions, participation is only possible if you release certain personal data for promotional purposes.  Participation will be via a separate confirmation. Your data will be collected via this confirmation in order to document which participants have actually attended the industry session. We will note your participation on a list and pass this on directly to the company conducting the session. 

We process the following data: 

  • First and last name 

  • City/Country 

  • Email address 

  • In addition, all the information you have entered in your profile 

The legal basis for data processing is Art. 6 para. 1 sentence 1 lit a GDPR.  

We will pass on your data if you have explicitly consented to this.  

Chairpersons, speakers, authors 

Chairpersons 

When you participate in a session as a chairperson, we process the following data: 

  • First and last name 

  • City/Country

  • Video image 

We need the data so that you can log in to your session at Zoom and/or Jitsi and so that we can moderate the session. 

You will be shown live during the session. Image data will be passed on to the participants. The session will be recorded and stored until 12 June 2021. The legal basis for data processing is Art. 6 para. 1 sentence 1 lit. f) GDPR. 

Speakers 

Talks are presented by the speakers as follows: 

Pre-Recorded Talks (= spoken PowerPoint presentation). 

Speakers who give their talks in advance of the conference can include their own picture of the speaker or a "live video" to be recorded here. 

Live presentation via screen sharing 

With the consent of the speaker, the live presentation will be recorded and made available to the participants afterwards. Live spoken to presentation provided in advance to which the speaker has access via remote control.

With the consent of the speaker, the live presentation is recorded and made available to the participants afterwards.

The presentations are uploaded to a Conventus server by the speaker or his/her representative and played back in a Vimeostream during the session. During the session, the speaker is logged into Zoom or Jitsi and is available to answer questions from the auditorium live during the session. When answering, the speakers will be faded in via video, provided the speaker enables the video function.

During the lecture, participants have the opportunity to address questions to the speakers. Direct interaction with the speaker is not possible.

Speakers' presentations and the data contained therein will be made available in an on-demand area until 12 June 2021. The legal basis for data processing is Art. 6 para. 1 sentence 1 lit. f) GDPR. We have a legitimate interest in making the sessions available to our participants for review. 

ePoster authors

ePosters are uploaded to a Conventus server by the author or his/her representative. During the congress, the posters will be available on the digital congress website (including the poster presentation itself). After the congress, the posters will also be available on demand on the digital congress website until 12 June 2021.

During the poster session, the author will present the contents of his poster live and take questions from the auditorium.

Note for ePoster presenters 

If you participate in the programme as an ePoster presenter, other participants have the opportunity to write to you via your deposited poster to ask questions. You had to give your consent to this when you made your ePoster available (Upload Center). The following data will be passed on to the participants and processed for contacting them: 

  • First and last name 

  • City/Country 

  • Email address 

The data will be stored until 12 June 2021 The legal basis for the data processing is: Art. 6 para. 1 sentence 1 lit. b) GDPR. 

6. Your rights as a data subject 

(1) As a data subject, you have various rights with regard to the personal data concerning you. 

You have the following rights vis-à-vis us as the controller within the meaning of data protection law. 

  • Withdrawal of consent; 

  • Information (Art. 15 GDPR); 

  • Correction (Art. 16 GDPR); 

  • Deletion (Art. 17 GDPR); 

  • Restriction of processing (Art. 18 GDPR);

  • Data portability (Art. 20 GDPR);

  • Right to object (Art. 21 GDPR) 

To assert your rights, it is sufficient to notify us. 

(2) You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). To assert this right, simply notify the relevant supervisory authority. 

7. Data security 

When visiting this website, the SSL (Secure Socket Layer) procedure is used in conjunction with the highest level of encryption supported by the user's browser. This is usually 256-bit encryption. If the browser used by the user does not support 256-bit encryption, 128-bit v3 technology is used. The encrypted transmission of a page of this website can be recognised by the key or lock symbol in the status bar of the browser. 

In addition to SSL encryption, technical and organisational security measures are used to protect data against accidental or intentional manipulation, loss, destruction or against unauthorised access by third parties. These security measures are continuously improved in line with technological developments.