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Data protection notice Media Accreditation

Information pursuant to the EU General Data Protection Regulation (GDPR) for the press accreditation [12 August 2020]

Messe Berlin GmbH attaches great importance to data protection. This information notice informs you about the processing of the personal data in connection with the press accreditation. This notice supplements our General Data Protection Policy, which can be found at https://www.messe-berlin.de/Datenschutz. For particular processing activities there will be separate information notices, where necessary.

1. Controller and data protection officer

Messe Berlin GmbH, Messedamm 22, 14055 Berlin, Germany, e-mail: central@messe-berlin.de, is the entity responsible for the processing of the personal data (the so-called controller within the meaning of the GDPR) as described below. If you have any queries relating to data protection, please feel free to contact our group data protection officer (address: as above; e-mail: datenschutz@messe-berlin.de).

2. Categories and sources of the personal data

During the registration for the press accreditation we collect the following personal data: salutation, title, academic title (optional), first and last name, media/publisher/editor, postal code, city, country, language, e-mail address, telephone number (optional) and in which media category you wish to be accredited. At the end of the registration process, you will need to upload a legitimisation document, such as previously published work, and a copy of your press card. You can redact excess information such as your photo and date of birth in the press card. Further information on your interest in participating in event-specific segments and events can be requested. If you are able to select the time and place of participation, a corresponding preference such as fixed days or times will be collected. We also process your participation data (day, times and, if applicable, event segment/event).

3. Purposes and legal basis of processing

3.1. Accreditation, event participation and organisation

Messe Berlin GmbH processes the personal data mentioned in Section 2 for the purpose of carrying out the accreditation procedure, for checking your legitimisation and, in the event of successful accreditation, for your participation in the event and its organisation and operation, including the granting of access/attendance authorisations (legal basis: Art. 6 (1) lit. f GDPR (our legitimate interest in public relations and press work as well as in checking legitimisation and event organisation and operation)).

3.2. Support of press representatives based outside Germany

If you represent a company based outside of Germany, we will transmit your data to the foreign representative responsible for you or your company in your home country for the purpose of optimal support. This representative will be available to you as a local contact person for information in connection with your trade fair visit and will assist you in dealing with visa matters. You can find the foreign representative responsible for you at: https://www.messe-berlin.de/Unternehmen/MesseBerlinWeltweit/index.jsp. The data will be transmitted on the basis of our legitimate interest in ensuring the best possible support for the press representatives, taking into account local particularities (legal basis: Art. 6 (1) lit. f GDPR).

3.3. Press and public relations

We also process the personal data mentioned in section 2 for press and public relations work to send you information by e-mail or post about our company, other companies of the Messe Berlin group of companies, events, accompanying and follow-up events organised by us or in which we are involved, press events, products and services from our trade fair portfolio, including digital formats and platforms such as the Virtual Market Place® (VMP) and ITB Travel Network. Subsequent events also include other trade fairs and events organised or held by Messe Berlin GmbH or other group companies in Germany and abroad. For these purposes we also forward your data to other companies within the group. Legal basis for the processing is our legitimate interest in the optimal support of our press representatives (Art. 6 (1) lit. f GDPR).

We also process the personal data mentioned in section 2 for statistical purposes. Legal basis for the processing is our legitimate interest in the analysis and evaluation of the composition of the press representatives (Art. 6 (1) lit. f GDPR).

We regularly invite accredited press representatives to participate in voluntary and usually anonymous online surveys in order to continuously improve our events, products and services and our press and public relations work and to better adapt them to your needs. In the process, we will use the data you provided in the accreditation process (section 2.) to contact you. Legal basis for the processing is our legitimate interest in the optimization of our press and public relations work, our events, products and services and our information offer for the press representatives (Art. 6 (1) lit. f GDPR).

3.4. Further Information

At some events we offer you the opportunity to create a profile on a communication platform as part of your accreditation as a press representative. In this respect we refer to the separate data protection information for the platform in question. You can also register for our various newsletters. In this respect, we refer you to the data protection information linked to the respective newsletter registration.

3.5. Lead tracking service and transfer

We offer our exhibitors and trade visitors at some fairs a so-called lead tracking service. This service enables the exhibitor to scan the trade visitor's ticket (badge) and thus obtain their contact information similar to the exchange of business cards. In this case the exhibitor will receive the following data of the ticket holder for the purpose of contacting him also by e-mail and electronic marketing for his own products and services: company name, salutation, title, first and last name, function, postal address, country, telephone number(s), e-mail address and any other information you may have provided about interests and/or your company or the media/publisher/editor respectively. The data is only collected at your personal request. With your permission vis-à-vis the exhibitor to scan your ticket (badge), you give your consent to the transmission of your data to the exhibitor. In some cases, we will obtain your separate consent for the direct transfer of data to exhibitors for the aforementioned purposes when you order tickets. The processing takes place on the basis of your consent (legal basis: Art. 6. (1) lit. a GDPR). Please note that these exhibitors may also be based outside the EU and therefore outside the scope of the GDPR. Your consent insofar also extends to the transfer of your personal data to a third country (see section 5).

4. Accreditation for another person (third party)

If you carry out the press accreditation for another person (third party), we will process the personal data of the third party (section 2.) for the aforementioned purposes. You ensure and warrant that you are entitled to provide the data and that the third party has been adequately informed by you about the processing of its data by Messe Berlin GmbH in accordance with this data protection notice.

5. Categories of recipients of the data

In addition to the transfer of data to the recipients mentioned in section 3 for the relevant purposes mentioned therein, we use the services of our subsidiary MB Capital Services GmbH and external service providers for carrying out particular processing activities in connection with the ticket sale and the operation of the ticketing platform (in particular lead tracking service, online ticket shop, (digital) communication measures such as press releases and press invitations, hosting, IT support, virtual event platforms and tools, customer surveys), which process the personal data on our behalf (so-called “processors”).

In the case of events that are held in cooperation with associations or business partners, we will also pass on your data to them.

Insofar as persons subject to particular personal protection by the Federal Criminal Police Office (Bundeskriminalamt – BKA) or the Federal State Criminal Police Office (Landeskriminalamt – LKA) (for example, constitutional organs such as the Federal President or the Federal Government or foreign guests) participate in events, the BKA or LKA may examine all event participants. In the framework of such examination the BKA or LKA may request data such as name, company/organization and function from us.

In the case of incidents, disorder, emergencies and crises your data may also be transmitted to the police, law enforcement authorities, the fire brigade and ambulances, other public authorities (such as the Health Office (Gesundheitsamt)) as well as the operational fire brigade, the security service and the ambulance service on-site. Internally your data may be disclosed to the respective fair/event management, the organizere, the central security office and other departments involved in the emergency and crisis management of Messe Berlin GmbH.

For compliance with tax and trade laws and regulations, we share your personal data with the tax and other relevant public and regulatory authorities.

6. Data transfer to third countries

Some of the foreign representatives, companies of the Messe Berlin group of companies, business partners or processors are based in third countries outside the EU, which do not provide the same level of protection for the personal data as the EU, in particular due to the absence of a legal framework, independent supervisory authorities or data protection rights and remedies. We will only transfer personal data to those countries if the European Commission ("EU Commission") has adopted a valid adequacy decision with respect to the third country or organisation in this respect (this is the case for our foreign representatives in Andorra, Argentina, Canada, New Zealand, Israel, Japan, Switzerland and Uruguay) (Art. 45 (3) GDPR) or otherwise where appropriate safeguards in accordance with Art. 46 GDPR have been provided, in particular standard data protection clauses adopted by the EU Commission pursuant to Art. 46 (2) lit. c GDPR and, where necessary, supplementary measures. A copy of the safeguards can be obtained upon request (e.g., by e-mail – for contact details see section 1 above). If you consent to the transfer of data to exhibitors or other business partners based in a third country, the legal basis for the transfer of data despite the lack of adequate data protection is your express consent.

7. Storage period

Stored personal data will be erased, once they are no longer needed for achieving the relevant purpose of their processing. The legitimisation documents will be deleted after successful checking of the legitimisation. In so far as the processing takes place on the basis of consent or a legitimate interest of Messe Berlin GmbH, the data in question will no longer be processed for the purpose in question, and where appropriate, erased after receipt of your revocation of your consent or your objection to the processing, unless the conditions for a statutory exception are met. Notwithstanding the foregoing, personal data which are subject to retention obligations under commercial or tax laws will only be deleted after the expiry of the statutory retention periods

8. Your data protection rights

Pursuant to Art. 12-21 GDPR, you can excercise the following data subject rights at any time: the right to access, rectification and erasure of your personal data, the right to data portability and to restriction of processing. If the processing is based on legitimate interests, you have the right to object to the processing of your personal data at any time for reasons relating to your particular situation. Furthermore, you may object to the processing of the personal data for marketing purposes at any time. If you have given us your consent, you can revoke this consent at any time with effect for the future. If you are of the opinion that the data processing violates data protection law, you have the right to lodge a complaint with the competent supervisory authority of your choice (Art. 77 GDPR in conjunction with section 19 of the German Federal Data Protection Act (Bundesdatenschutzgesetz). To exercise your rights, you can contact the controller (for contact details see section 1 above).

Date: August 2020