Privacy policy | Aachen Acoustics Colloquium

On our website we offer you numerous possibilities to register as a participant or provider for the colloquium and the respective event elements or to book services. In doing so, we collect personal data.

Please note that in all cases described below, you are entitled to the rights of the data subject under the conditions described in detail in section “Your Rights as a User”. If the registration and transmission of the personal data concerning you was not initiated by yourself (for example, if the registration is carried out by a third person on your behalf), we receive the data provided by this third person. In individual cases, we make use of publicly accessible sources such as an Internet search engine, the telephone directory or the "Yellow Pages" to correct incorrect or incomplete information.

The registration and ordering functions require the specification of certain personal data which are required for the execution of the contract within the scope of the conclusion of the contract. The required fields are marked with an asterisk. Further information is only required or voluntary in certain cases.

The provision of data within the scope of the registration and ordering functions is usually necessary for concluding a contract or to be able to check an entitlement for discounts. In all other respects, however, there is no obligation to provide any further information. However, we would like to point out that not all AAC functions or services may be available to you.

The data collected, which is required for the conclusion or execution of a contract, will be used for the duration of the contract and - insofar as it is required for the enforcement or defense of claims - as a rule for the duration of the enforcement or defense of the claims within the statutory limitation periods, unless retention periods under commercial or tax law require longer storage or a longer storage period is considered for other reasons. We store other data for as long as this is necessary to fulfil the purposes, in particular as long as we use the data to safeguard legitimate interests. They will be deleted immediately if the reason no longer exists or if the purpose is fulfilled, unless a longer storage period is possible for other reasons.

Automated decision making (including profiling) does not take place.

Controller

Aachen Acoustics Colloquium GbR
Steinbachstr. 7
52074 Aachen-Laurensberg, Germany
This email address is being protected from spambots. You need JavaScript enabled to view it.

The legal basis for this data processing is Art. 6(1)(f) GDPR (legitimate interests of the controller). The aforementioned reasons represent legitimate interests of the controller in processing data according to Art. 6(1)(f) GDPR.

Usage Data

In order to improve the quality and functionality of our websites and in the event of criminal prosecution, we store data concerning an individual's access to our sites for statistical purposes. This data record consists of:

• Specification of the URL of the requesting website,
• Type of request, requested medium, transmission report,
• Timestamp (date, time, time shift),
• The amount of data transferred,
• Access status (file transfer, file not found),
• Information about the web browser / operating system / interface,
• The IP address of the requesting computer, and
• Username from HTTP authentication, if applicable.

The legal basis for this data processing is Art. 6(1)(f) GDPR (legitimate interests of the controller). The aforementioned reasons represent legitimate interests of the controller in processing data according to Art. 6(1)(f) GDPR.

Submission of abstracts

You are able to submit abstracts on our website. We collect and process the following data:

First author, Company/ institute, address, email address, co-authors, contact person, phone number of contact person, email address of contact person, main topic of abstract, title of presentation, abstract, your further remarks.

This data is processed in order to decide on the acceptance of your abstract.

The legal basis for processing data entered during the registration is Art. 6(1)(a) GDPR (Consent). Your data will be retained for as long as your profile exists and/or if it is required for billing purposes (for example, legal retention periods).

The data will be transmitted to the following experts and service provider for examination and evaluation of the abstracts and later for the preliminary of the simultaneous translation: FEV Europe GmbH, fka GmbH, Society for Technical Acoustics e.V., HEAD acoustics GmbH, b & l language Partner.

Registration for participation in the event

We offer various options for participation in our event. The data collected for the mentioned purposes are shown in the following overview (voluntary information, however, only if provided by you):

For the conclusion and execution of the contract for participation in the event, including settlement and checking entitlement to benefits, for organizing the event and - if applicable - for inclusion on the waiting list:

Data	Participant (full payer)	Participant (university)	Booth supervisor	Journalist
Name, academic title (optional), company, address	x	x	x	x
Different billing address, recipient (optional)	x	x	x	x
Services booked	x	x	x	x
Payment method	x	x	x
University ID		x
Press card				x
Accompanying person details (optional)	x	x	x	x
Supplier number, tax number, purchase order number (optional)	x	x	x	x

The legal basis for this is Article 6(1)(b) GDPR or Article 6(1)(f). GDPR, insofar as we need the information to safeguard our legitimate interests in order to make contract execution and invoicing and participation in the event as convenient as possible for you, or insofar as we need the information to safeguard our legitimate interests in order to be able to offer you the possibility of free or discounted participation.

To be printed on the name tag for the event:

Data	Participant (full payer)	Participant (university)	Booth supervisor	Journalist
Name, company of the participant	x	x	x	x
If an accompanying person is participating: Name of the accompanying person	x	x	x

The legal basis for this is Article 6 para. 1 lit. a GDPR, if you have given your consent. In addition, we base the processing on Article 6 (1) (f) GDPR as the legal basis, if we need information to safeguard our legitimate interests in order to facilitate the personal exchange of participants during the event. The name tag must be worn for access control purposes.

To get in contact:

Data	Participant (full payer)	Participant (university)	Booth supervisor	Journalist
Name, e-Mail address	x	x	x	x
Phone number (optional)	x	x	x	x

The legal basis for this is Article 6 para. 1 lit. f GDPR.

Sponsor Registration / Order bag insert

If you register as a sponsor, we process the data listed below for the purposes stated in each case (voluntary data, however, only if these were provided by you):

To conclude and implement the sponsorship agreement, including invoicing:

• Company, logo
• Billing recipient, billing address
• Optional: purchase order number, supplier number, tax number

The legal basis for this is Article 6 (1) (b) GDPR or Article 6 (f). GDPR, as far as we need the information to protect our legitimate interests, to make the execution of the contract and billing as comfortable as possible for you.

To contact you:

• Name of contact person, e-mail, phone number

The legal basis for this is Article 6 para. 1 lit. f GDPR.

Registration exhibition

If you register as an exhibitor we process the data listed below for the purposes stated in each case (voluntary data, however, only if these were provided by you):

For the conclusion and execution of the contractual relationship including invoicing:

• Billing address
• Data contact person, Company, Address
• Information on exhibition space
• Optional: purchase order number, supplier number, tax number

The legal basis for this is Article 6 (1) (b) GDPR or Article 6 (f). GDPR, as far as we need the information to safeguard our legitimate interests, in order to make the execution of the contract and billing and participation in the event as comfortable as possible for you.

To contact you:

• Name, company, department (optional), phone number (optional), e-mail contact person

The legal basis for this is Article 6 para. 1 lit. f GDPR.

To publish you as an exhibitor in our print products on our website:

• Company

The legal basis for this is Article 6 para. 1 lit. a GDPR, insofar as you have given your consent. In addition, we base the processing on Article 6 (1) (f) GDPR as the legal basis insofar as we need information to safeguard our legitimate interests in order to enable comprehensive information about our event and the participants to make contact with.

Order conference proceedings

If you order conference proceedings, bag supplements or advertisements, we process the data listed below for the purposes stated in each case (however, only if these were provided by you):

For the completion and execution of the order including invoicing:

• Name, (billing) address
• Company
• Optional: department, position
• Optional: purchase order number, supplier number, tax number
• Optional: different delivery address
• Information on purchase order

The information collected depends on the service ordered.

The legal basis for this is Article 6 (1) (b) GDPR or Article 6 (f). GDPR, as far as we need the information to protect our legitimate interests, to make the execution of the contract and billing as comfortable as possible for you.

To contact you:

• Name
• E-mail
• Phone (optional)

The legal basis for this is Article 6 para. 1 lit. f GDPR.

Cookies

In order to create a better user experience, we use cookies. The use of cookies simplifies the use of the website for the user. Certain pages cannot be called up without the use of cookies or cannot be called up without error. These reasons also represent legitimate interests of the controller in processing data according to Art. 6(1)(f) GDPR (the use of cookies for analytical purposes is covered in another point). Popular browsers offer the option of not allowing cookies to be set. You can set your browser in such a way that you are informed about the setting of cookies, that cookies are allowed only in individual cases, that the acceptance of cookies is precluded, or that the automatic deletion of cookies is enabled upon closing of the browser. There is no guarantee that you will be able to access all the features of this website without restrictions if you change your settings.

Your Rights as a User:

1. Right to confirmation
   The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed.
2. Right to information (Art. 15 GDPR)
   Each data subject has the right to receive free information about the personal data stored about the data subject, including a copy of this information.
3. Right to rectification (Art. 16 GDPR)
   The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her.
4. Right to erasure (Right to be forgotten) (Art. 17 GDPR)
   Each data subject has the right to request that the personal data concerning the data subject be erased without delay, provided that one of the reasons stipulated by law applies and if processing is not required.
5. Right to restriction of processing (Art. 18 GDPR)
   Each data subject has the right to request the restriction of processing, provided that one of the reasons stipulated by law applies.
6. Right to data portability (Art. 20 GDPR)
   Each data subject has the right to receive, in a structured, common and machine-readable format, personal data relating to the data subject that has been provided to the controller by the data subject and to transmit that data to another person without hindrance, provided that the processing is carried out with the consent of the data subject pursuant to Art 6(1)(a) GDPR or Article 9(2)(a) GDPR or is based on a contract pursuant to Article 6(1)(b) GDPR and the processing is carried out by automated means, unless the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
   Furthermore, in exercising the data subject’s right to data transferability under Article 20(1) of the GDPR, the data subject has the right to have the data subject's personal data transmitted directly from one controller to another, insofar as this is technically feasible and insofar as the rights and freedoms of others are not affected.
7. Right to revoke consent regarding data protection (Art. 13 GDPR)
   Each data subject has the right to revoke consent to the processing of personal data at any time if the processing is based on Art. 6(1)( a) or Art. 9(2)(a), without affecting the legality of the processing that had already been carried out up to the point in time in which consent was withdrawn.
8. Right to object (Art. 21 GDPR)
   Each data subject has the right, at any time, to object to the processing of personal data relating to the data subject as a result of their particular situation, pursuant to Article 6(1)(e) or (f) GDPR. This also applies to profiling based on these provisions. When personal data is processed in order to send direct mail, the data subject has the right to object, at any time, to the processing of personal data concerning the data subject for the purposes of such advertising; this also applies to profiling insofar as it is associated with such direct mail.
9. Automated individual decision-making, including profiling (Art. 22 GDPR)
   The data subject shall have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her, provided that the decision.
   1. is necessary for entering into, or performance of, a contract between the data subject and a data controller, or
   2. is authorized by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the data subject's rights and freedoms and legitimate interests, or
   3. is based on the data subject's explicit consent
   In the cases referred to in points (1) and (3), the data controller shall implement suitable measures to safeguard the data subject's rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express his or her point of view and to contest the decision.

Duration for which the personal data is stored

The criterion for the duration of the storage of personal data is the respective legally prescribed retention period. After such period expires, the corresponding data will be routinely deleted, if it is no longer required in order to fulfill the contract or to initiate the performance of a contract.

External Content

Our website may also contain content from third parties (such as YouTube videos or videos from other providers, Google Maps, RSS feeds, etc.). The providers of such content set cookies on the user's computer. This can be prevented by changing the appropriate settings of your browser, which, however, may mean that this content will not be displayed correctly.

In addition, many (third party) providers store the IP address of the users in order to be able to send the corresponding content to the user's browser. We have no influence on third parties using the user’s IP address

Right to lodge a complaint with a supervisory authority

In case of a breach of data protection regulations every data subject shall have the right to lodge a complaint with a supervisory authority. This is the data protection officer of the federal state in which our company is located. A list of the data protection officers can be found at https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

Provider Identification

Registered office
Aachen Acoustics Colloquium GbR
Steinbachstr. 7
52074 Aachen
Germany
Phone: +49 2407 577-0
E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

Management representatives:
FEV Europe GmbH
fka GmbH
Gesellschaft für Technische Akustik e. V.
HEAD acoustics GmbH
VAT Identification No.: DE 269966229

General Terms and Conditions of Business