Declaration on the processing of personal data
In accordance with the Regulation of the European Parliament and of the EU Council 2016/679 from 27 April 2016 on the protection of natural persons with regard to the processing of personal data.
Definitions
“Personal data” is deemed to mean all information relating to an identified or identifiable natural person (hereinafter referred to as “data subject”). A natural person is considered to be identifiable if he or she can be identified directly or indirectly, in particular by assignment to an identifier such as a name, an identification number, location data, an online identifier or one or more special characteristics that express the physical, physiological, genetic, psychological, economic, cultural or social identity of such natural person.
“Processing of personal data” is deemed to mean any operation or series of operations carried out with or without the aid of automated processes involving personal data such as the collection, recording, organisation, sorting, storage, adaptation or modification, read-out, enquiry, use, disclosure by transmission, dissemination or any other form of provision, comparison or linking, restriction, erasure or destruction.
“Controller” is deemed to mean any natural or legal person, government authority, institution or other body that, acting alone or together with others, decides the purpose and means of processing personal data.
The controller in charge of processing your data
The controller who is in charge of processing your personal data is the FES Regional Office for Cooperation and Peace in Europe, whose head offices are located in Vienna and whose address is Reichsratsstraße 13/5, 1010 Vienna, Austria.
If you have any questions regarding the processing of personal data, you may contact FES Regional Office for Cooperation and Peace in Europe, whose head offices are located in Vienna at the e-mail address: info@fes-vienna.org.
Categories of personal data to be processed
We process the following categories of personal data:
- Identification and contact information on the data subject: first name, last name, address, telephone number and e-mail address of the data subject; name, address, telephone number and e-mail address of the institution (e.g. the enterprise or public authority) of which the data subject is a member;
- Photographs as well as other audio and film recordings of the data subject taken at conferences and other events of the controller;
- All personal data which the data subject has disclosed to the controller in connection with the initiation or the existence of an ongoing business relationship with the controller and which are necessary to meet legal and contractual obligations of the controller.
Source of personal data to be processed
We may collect personal data relating to you in the following manner:
- Personal information provided by you in the process of initiating or concluding legal transactions with us, for instance in connection with registering for conferences or other events organised by us or entry of your personal data on attendance lists at conferences or other events organised by us;
- Photographs, films or audio recordings made by us in the course of conferences or other events organised by us with your consent;
- Perusal of publicly accessible sources such as websites, telephone directories, the commercial register or the central register of associations.
Purpose of processing personal data
Your personal data are processed for the following purposes:
- To fulfil contractual obligations towards you, for instance to prepare and perform subsequent invoicing of conferences or other individual events organised by us; – conferences, workshops, seminars, etc.
- To fulfil statutory obligations such as tax obligations or retention obligations under company law;
- To establish and maintain a contact database for the purpose of informing our current or former clients about our offer of services, in particular conferences and other events organised by us as well as publications;
- Use of the personal data collected for the controller to portray itself, in particular by publishing photographs, audio and film recordings of conferences and other events of the controller on the websites of the controller, in the social networks used by the controller (in particular Facebook and YouTube) or in other advertising or in other promotional material of the controller.
Form and period of time for the processing of personal data
- We do not process personal data electronically or physically.
- We process personal data for the following periods of time:
- if there is an ongoing contractual relationship with you: for the entire duration of the ongoing contractual relationship;
- after the conclusion of an ongoing contractual relationship: during the period of statutory retention obligations applying to us, such as those provided for e.g. under tax law, as well as within those time-barring periods which are relevant to the satisfaction of legal claims against you by us or by you against us;
- any personal data that we process for the purposes of point 5. letter c and letter d, however, will be processed by us for the entire duration of the ongoing contractual relationship with you and processed for a period of 10 years after conclusion of the contractual relationship with you, whereby you may object to processing of your data at any time without having to state any reasons for such.
Access to your personal data
The personal data can be accessed by the controller, its employees and contract processors.
Our contract processors are:
- Friedrich-Ebert-Stiftung e.V., Godesberger Allee 139, 53175 Bonn;
- Service providers for sending newsletters, for instance Newsletter2Go GmbH, Köpenicker Straße 126, 10179 Berlin;
- IT service providers, such as access providers and hosting providers, as well as service providers whom we use for programming and maintaining our website;
- Lawyers and tax advisors.
The controller concludes contractual agreements with all processors obligating processors to comply with strict regulations for the protection of personal data.
Rights of the data subject in the processing of personal data
The controller considers lawful processing of personal data to be important. The protection of personal data is a matter of course for the administrator. The protection of personal data is a matter of course for the controller.
You may exercise the following rights regarding the processing of personal data:
Right to information on the processing of personal data
The information contains the identity and contact details of the controller, its representative, the purposes of processing, categories of personal data, recipients or categories of recipients of personal data, information on the transmission of personal data to third countries, the duration of storage of personal data, the authorised controller, the listing of your rights, the possibility to contact the Office for the Protection of Personal Data, sources of personal data that are to be processed and information on whether and how an automated decision and profiling takes place.
Access rights to personal data that are to be processed
You have the right to have the controller confirm whether personal data will be processed or not. If processed, you have access rights to information on the purpose of the processing, categories of personal data, recipients or categories of recipients, the time planned for the processing of the personal data, information on your rights, your right to file an appeal with the Office for the Protection of Personal Data, information on the source of personal data, information on whether automated decision-making and profiling take place and information and guarantee in the case of transfer of personal data to third countries or international organisations. You have the right to have copies of the personal data to be processed sent to you.
Right to correction
You have the right to have incorrect or incomplete personal data corrected. If your personal data that are to be processed by us are incorrect or inaccurate, please inform us and we shall correct the personal data.
Right to erasure (right to be forgotten)
There are statutory arrangements that obligate us to erase parts of your personal data if you so instruct us. All requests for erasure of personal data are subject to individual assessment, as the controller may have an obligation to, or a legitimate interest in, storing certain personal data.
Right to restriction of processing
There are statutory arrangements that obligate us to erase parts of your personal data at your instruction. If you attach importance to us restricting the processing of your personal data to certain personal data, please notify us. Each request to restrict the processing of personal data is subject to individual assessment, as the controller may be obligated to or have a legitimate interest in storing certain personal data.
Right to data portability
If you attach importance to our transmitting your personal data to you or another person, we will transfer your personal data in a suitable format to you or the party you specify provided that there are no statutory or other important obstacles preventing us from such.
Right of objection and the right to not be subject to automated decision-making
If you are of the opinion that processing of personal data by us is unlawful, please contact us. We shall then analyse the facts and the legal situation and if necessary act to bring about a lawful status.
How can you exercise your rights?
To exercise your rights, please contact the FES Regional Office for Cooperation and Peace in Europe, Reichsratsstraße 13/5, 1010 Vienna, E-mail: info@fes-vienna.org. We will answer any enquiries you may have without undue delay, but no later than within a period of one month.