Contact: +49 351 32017320

Information pursuant to Art. 13 GDPR on the processing
of personal data through Helmholtz Zentrum München
when registering for and participating at the Diabetes Conference

In the following, we inform you about the processing of your personal data by Helmholtz Zentrum München Deutsches Forschungszentrum für Umwelt und Gesundheit (GmbH) (hereinafter „Helmholtz Munich“) when registering for the Diabetes Conference as well as about the claims and rights to which you are entitled according to the data protection regulations.

1. Purposes of data processing

When registering for the Diabetes Conference, the personal data you provide will be processed in order to organize and carry out the respective event and, if necessary, to issue certificates of participation and invoices.

Photographs and video footage will be taken during the event. This is done in order to record certain aspects of the event, which in turn allows the organisations involved to report on the course of the event, including to outside parties. e.g. via our social media channels (Twitter, Mattermost, LinkedIn, Vimeo, YouTube, Helmholtz video portal, etc.).

2. Categories of data processing

We process the following categories of personal data during registration:

  • Salutation
  • Title/full academic title
  • (Mobile) phone number
  • E-mail address
  • Postal address (including company/institution)
  • Additional billing information
  • Dietary requirements
  • Self-assigned password (for reorders)
  • Credit card/bank account details          

In the case of photographs and video footage taken during the event, it cannot be ruled out that persons may be directly or indirectly identifiable in these images. Therefore, the images and/or footage qualify as personal data within the meaning of the GDPR.

If you would prefer not to be photographed or filmed, please inform the photographers. Our photographers will do everything possible to comply with your wishes. However, it may not be possible to avoid taking images of you when recording speakers together with the audience. In such circumstances, we will make every effort to ensure that any faces – apart from those of the speakers themselves – cannot be identified.

3. Legal basis of data processing

As far as the implementation of the event is concerned, Art. 6(1) point (b) GDPR (processing for the performance of a contract) is the legal basis of the processing. As a participant of a Helmholtz Munich event, we reserve the right to use your data to send you information about events from our research area that might be of interest to you. The legal basis for sending you this information is Art. 6(1) point (f) GDPR in conjunction with Section 7 of the German Act against Unfair Competition (UWG), whereby our legitimate interest lies in keeping stakeholders in science and research up to date on current developments at Helmholtz Munich. You can object to the use at any time free of charge.

For the production of photographs and video recordings that reflect the character of the event (overview photographs and recordings), Art. 6(1) point (f) GDPR is the legal basis, whereby our legitimate interest is to document the event or to report on it vividly. For other photographs and video recordings, e.g. individual pictures or group pictures, the photographer will ask you for your consent, so that Art. 6(1) point (a) GDPR serves as the legal basis here.

4. Recipients of the data and transfer to third countries (Non-EU countries)

Only a limited circle of employees who are entrusted with the handling of the event within Helmholtz Munich have access to the personal data we collect in the course of registration.

The registration and the organisational handling of the event is carried out by our service provider Intercom Dresden GmbH (hereinafter „Intercom“), Zellescher Weg 3, 01069 Dresden. We have concluded a data processing agreement with Intercom. Intercom guarantees complete data protection and legally secure data storage. Intercom handles the payment processing for us through a secure and certified environment. The data of the participants of the event will be SSL encrypted at any time and stored in European certified data centers. The processing of personal data is exclusively limited to the purposes specified. The employees of Intercom are bound to secrecy within the framework of the GDPR and the German Data Protection Act (BDSG). Your data will only passed on to third parties which are involved in the organization of the event. A transfer of personal data to third countries (Non-EU/Non-EEA countries) does not take place at this point.

If the event takes place in another company or venue, your data may be transmitted for admission control purposes.

As part of our public relations work, we will produce illustrated reports about the event and publish them on our website, as well as sending photographs to the press. Individuals reached via reports in print media and press releases, or via the web presence and social media channels operated by Helmholtz Munich, will become aware of the photos and video footage, as will our internal staff. When publishing personal photo and video recordings on one of our social media channels, the transmission of the recordings to third countries (Non-EU/Non-EEA countries) cannot be excluded.

5. Duration of processing, deletion of data

The personal data will be stored for the duration of the implementation and handling of the event and beyond, as long as there are statutory retention obligations or legal claims can be asserted. The statutory retention obligations according to the German Commercial Code (HGB) or the German Fiscal Code (AO) are usually 6 or 10 years. After expiry of this period, the data is deleted.

Photographs and videos are stored for a period of five years. An exception applies to photos and videos that have historical value and are permanently archived by Helmholtz Munich for use in future historical publications. If you withdraw your consent to the publication of photographs and video recordings, this data will be deleted immediately. Withdrawal of consent is possible at any time, but only affects publications, for which Helmholtz Munich is responsible and is only valid from the time of withdrawal. In this case, we reserve the right to use residual print media with your photo and to use comparable online media until a new edition is published.

6. Rights of data subjects under the GDPR

You are entitled to the rights set out below in connection with the processing of your personal data:

  • According to Art. 7(3) GDPR, you have the right to withdraw your consent to data processing at any time. As a result, we will no longer continue the data processing that was based on this consent. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
  • According to Art. 15 GDPR, you have the right to access any personal data relating to you that is processed by Helmholtz Munich.
  • According to Art. 16 GDPR, you have the right to the immediate rectification or completion of any inaccurate or incomplete data we hold about you.
  • According to Art. 17 GDPR, you have the right to demand the erasure of all the personal data we hold about you, provided that processing is not required in order to exercise the right to freedom of expression and information; in order to comply with a legal obligation to which Helmholtz Munich is subject; in order to complete a task that is in the public interest; or in order to establish, exercise or defend legal claims.
  • According to Art. 18 GDPR, you may demand that processing of your personal data be restricted, if you contest the accuracy of the data, or the data is processed unlawfully.
  • According to Art. 20 GDPR, you have the right to obtain the data we hold about you in a structured, commonly-used and machine-readable format, and to transmit that data to another controller without hindrance, or to arrange for us to transmit the data.
  • According to Art. 21 GDPR, you have the right to object to the processing of your personal data, provided there are grounds for doing so relating to your particular situation. If you object, your data will no longer be processed unless Helmholtz Munich can demonstrate compelling legitimate grounds for processing that override the interests, rights and freedoms of the data subject, or where processing is required to establish, assert or defend legal claims.
  • According to Art. 77 GDPR, you have the right to lodge a complaint against Helmholtz Zentrum München Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH) with the relevant supervisory authority, specifically:

Der Bundesbeauftragte für den Datenschutz und die Informationsfreiheit (BfDI)
Husarenstr. 30 
D-53117 Bonn
Tel.: +49 (0)228-997799-0

7. Controller's contact details

The controller in relation to the processing of the personal data described above, and to any requests or queries associated with it is:

Helmholtz Zentrum München
Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH)
Ingolstädter Landstraße 1
D-85764 Neuherberg   

If you have any questions regarding data protection, please contact our Data Protection Officer:

Helmholtz Zentrum München
Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH)
Ingolstädter Landstraße 1
D-85764 Neuherberg