3.1 Provision of the website and server log files

Each time our website is accessed, our web server automatically processes certain technical data transmitted by the user’s browser. This may include, in particular:

• the IP address of the accessing device;
• the date and time of access;
• the page or file requested;
• the amount of data transferred;
• the browser type and version;
• the operating system used;
• the referrer URL, where applicable;
• the requesting provider;
• the HTTP status code.

This data is processed in order to provide the website technically, ensure system security and stability, detect and prevent misuse, and optimise the technical operation of the website.

The legal basis for this processing is Article 6(1)(f) GDPR. Our legitimate interest lies in the secure, stable and reliable operation of our website and IT systems.

The log file data is not combined with other personal data of the user and is not used by ICA to draw conclusions about the identity of individual website visitors. The data is deleted as soon as it is no longer required for the purposes for which it was collected. In the case of server log files, this is usually after 30 days, unless longer storage is required in individual cases for security reasons, for example to investigate misuse or attacks on our IT systems.

3.2 Cookies and similar technologies

Our website uses cookies and similar technologies. Cookies are small text files that are stored on the user’s device by the browser. Some cookies are technically necessary in order to provide the website and its functions.

Technically necessary cookies may be used, for example, to enable the secure operation of the website, maintain a session, store technical preferences, prevent misuse, or ensure the proper functioning of online forms.

The legal basis for the use of technically necessary cookies and similar technologies is Section 25(2) of the German Telecommunications Digital Services Data Protection Act (Telekommunikation-Digitale-Dienste-Datenschutz-Gesetz, TDDDG). To the extent that personal data is processed in this context, the legal basis is Article 6(1)(f) GDPR. Our legitimate interest lies in providing a technically functional, secure and user-friendly website.

Where cookies or similar technologies are used that are not strictly necessary for the operation of the website, such technologies will only be used on the basis of the user’s consent, where such consent is legally required. The legal basis in such cases is Section 25(1) TDDDG and Article 6(1)(a) GDPR. Any consent granted may be withdrawn at any time with effect for the future.

Users can also configure their browser settings so that cookies are blocked, deleted or only permitted in individual cases. However, if technically necessary cookies are disabled, some functions of the website may not be available or may only be available to a limited extent.

3.3 Use of Google reCAPTCHA

To protect our website and our online forms from misuse, spam and automated submissions, we use Google reCAPTCHA. The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

reCAPTCHA is used to verify whether a form submission is made by a human user or by an automated program. For this purpose, technical information and usage data may be processed, including, in particular, the IP address, browser and device information, referrer URL, date and time of access, interaction data with our website, and other information required for security and abuse prevention.

The purpose of this processing is to protect our website, our online forms and our IT systems against spam, automated attacks and other forms of misuse.

The legal basis for the use of reCAPTCHA is Article 6(1)(f) GDPR. Our legitimate interest lies in protecting our website and our online forms from misuse, spam and automated attacks. To the extent that consent is required for the use of reCAPTCHA, the processing is carried out on the basis of Article 6(1)(a) GDPR and Section 25(1) TDDDG. Any consent granted may be withdrawn at any time with effect for the future.

According to Google, reCAPTCHA customers act as controllers for the data processed through reCAPTCHA, while Google processes such data as a processor in accordance with the applicable Google Cloud terms and data processing terms. Google states that reCAPTCHA data is processed for the purpose of providing and maintaining the service and ensuring security, threat detection and abuse prevention.

3.4 Contact by email or contact form

Users may contact ICA by email or, where available, via online contact forms. In this context, we process the personal data transmitted by the user. This may include, in particular, the user’s name, email address, organisation, telephone number, the content of the message and any other information voluntarily provided by the user.

The data is processed for the purpose of handling the enquiry, communicating with the user and, where applicable, initiating or performing a contractual relationship.

The legal basis for processing is Article 6(1)(f) GDPR. Our legitimate interest lies in responding to enquiries and maintaining business communication. Where the enquiry relates to the conclusion or performance of a contract, Article 6(1)(b) GDPR also serves as the legal basis.

The data will be deleted once the enquiry has been fully processed and no statutory retention obligations or legitimate interests require further storage.

3.5 Registration on the website and registration for events

Users may register on our website or register themselves and, where applicable, other participants for ICA events. In this context, we process the personal data required for registration, event organisation and participant management. This may include, in particular:

• institution or organisation;
• salutation;
• first name and surname;
• role or job title;
• department;
• email address;
• telephone number;
• billing and payment information, where applicable;
• information relating to the selected event;
• information on participation in specific programme elements;
• information on dietary requirements or accessibility needs, where voluntarily provided.
  
  

Mandatory information is processed in order to identify the contracting party, process the registration or order, issue confirmations and invoices, organise the event, prepare name badges and participant lists, provide access to the event, and contact participants in connection with the event.

The legal basis for this processing is Article 6(1)(b) GDPR, insofar as the processing is necessary for registration, ticket purchase, event participation or the performance of related contractual obligations. Where processing is required to comply with statutory obligations, in particular tax or commercial law retention obligations, Article 6(1)(c) GDPR serves as the legal basis. Where we process data for event organisation, participant communication, statistical evaluation or the invitation to similar future professional events, Article 6(1)(f) GDPR may also serve as the legal basis. Our legitimate interest lies in the professional organisation, administration and further development of our events.

3.6 Participant lists, name badges and event materials

For the purpose of organising and conducting our events, ICA may prepare name badges, check-in lists, participant lists and other event-related materials. These may include the names, organisations and, where applicable, roles or affiliations of participants.

Participant lists may be used internally for event organisation and, where appropriate, made available to registered participants, speakers, sponsors, event partners or co-organising institutions, provided this is necessary or appropriate for the professional networking character of the event and the interests of the participants do not override this.

The legal basis for this processing is Article 6(1)(b) GDPR where it is necessary for the performance of the event contract. In other cases, the legal basis is Article 6(1)(f) GDPR. Our legitimate interest lies in enabling professional networking, participant management and the proper organisation of our events.

3.7 Photography and filming at events

During ICA events, photographs and video recordings may be taken by ICA or by service providers commissioned by ICA. These recordings may show participants, speakers, sponsors, event partners and other persons present at the event.

We process such recordings for the purposes of documenting the event, reporting on the event, making selected event impressions available to registered participants, and for public relations and marketing activities relating to this and future ICA events. This may include publication on our website, in printed event materials, in newsletters and on social media channels, in particular LinkedIn.

The legal basis for this processing is Article 6(1)(f) GDPR. Our legitimate interest lies in documenting our professional events, informing participants and interested professional audiences about our events, and presenting our event formats and activities to the market.

Selected recordings may be made available to registered participants, speakers, sponsors and event partners, for example via a password-protected gallery or download link. Where recordings are published on social media platforms or other online channels, they may be accessible worldwide and further processing by platform providers or third parties cannot be excluded.

If you do not wish to be photographed or filmed, please inform the photographer or our event team at the venue. You may object to the processing of recordings showing you at any time on grounds relating to your particular situation pursuant to Article 21 GDPR. We will take such objections into account and will, where appropriate, refrain from producing, using or further publishing such recordings.

For close-up portraits, interviews, testimonials or other recordings in which an individual person is the main subject and which are intended for promotional use, we may ask for separate consent.

3.8 Payment processing

Where payments are made in connection with registrations, ticket purchases or other services, we process the data required for payment and invoicing. This may include, in particular, billing address, invoice details, payment amount, payment method and, where applicable, bank or payment transaction data.

The data is processed for the purpose of processing the payment, issuing invoices, fulfilling contractual obligations and complying with statutory accounting and tax obligations.

The legal basis is Article 6(1)(b) GDPR, insofar as the processing is necessary for the performance of a contract. Where processing is required to comply with statutory retention or accounting obligations, Article 6(1)(c) GDPR serves as the legal basis.