DATA PRIVACY POLICY

PART 1

INFORMATION ON DATA PROTECTION RELATED TO OUR PROCESSING UNDER ARTICLES 13, 14 AND 21 GENERAL DATA PROTECTION REGULA-TION (GDPR)

We take data protection very seriously and inform you herein how we process your data and what claims and rights you are entitled to under data protection regulations.

1. DATA CONTROLLER AND CONTACT DETAILS

Data Controller:

Röder Zelt- und Veranstaltungsservice GmbH
Am Lautenstein
63654 Büdingen

Contact details of our Data Protection Officer:

Röder Zelt- und Veranstaltungsservice GmbH
DPO Herr Andreas Haggenmüller
Am Lautenstein
D-63654 Büdingen
E-Mail: datenschutz@roder.com

2. PURPOSES AND LEGAL BASIS UPON WHICH WE PROCESS YOUR DATA

We process personal data in accordance with the stipulations of the General Data Protection Regula-tion (GDPR), the German Federal Data Protection Act (Bundesdatenschutzgesetz - BDSG), and other applicable data protection provisions (details are provided below). The details on which data are processed and how they are used largely depend on the services requested or agreed in each case. If you engage our company, we will collect the following information in particular:

  • contact person (title, first name, last name),
  • email address(es),
  • street address,
  • phone number (landline and/or mobile),
  • user data (websites accessed, interest in contents, access times)
  • meta/communication data (e.g., device information, IP addresses)
  • information necessary for asserting and defending your rights as part of retaining our law firm.

Further details or additions to the purposes of data processing can be found in the respective contract documents, in forms, in a declaration of consent and/or other information provided to you (e.g., in the context of the use of our website or in our terms and conditions). This Data Protection Information may be updated from time to time and is available on our website https://www.secondtent.de/en/service/privacy-policy/.

2.1 PURPOSES NECESSARY FOR PERFORMANCE OF A CONTRACT OR PRECONTRACTUAL MEASURES (ART. 6(1)(B) GDPR)

The processing of personal data is performed at your request for the performance of our contracts with you and for the performance of your orders, as well as for the performance of measures and activities within the scope of precontractual relationships, e.g., with interested parties. The collection of these data is performed mainly in connection with the provision of services in connection with the delivery, assembly, dismantling of tents, mobile structures, warehouses and riding halls as well as accessories, according to your orders and wishes. This essentially includes contract-related communication with you, the corresponding billing and associated payment transactions, the traceability of transactions, orders and other agreements as well as quality control through appropriate documentation, goodwill procedures, measures to control and optimise business processes and to fulfil general duties of care, statistical evaluations for corporate management, cost recording and management, reporting, internal and external communication, emergency management, accounting and tax assessment of operational services, risk management, assertion of legal claims and defence in legal disputes; guarantee of IT security (including system and plausibility tests) and general security, including building and facility security, securing and exercising domiciliary rights (e.g. through access controls); ensuring the integrity, authenticity and availability of data, prevention and investigation of criminal offences; monitoring by supervisory bodies or monitoring authorities (e.g. auditing).

2.2 PURPOSES WITHIN THE FRAMEWORK OF YOUR CONSENT (ART. 6(1)(A) GDPR)

Your personal data may also be processed for certain purposes (e.g., use of company communication systems for private purposes; photographs/videos of you for publication in the Intranet/Internet) including as a result of your consent. As a rule, you may revoke this consent at any time. This also applies to the revoking of declarations of consent that were issued to us before the GDPR went into effect, i.e., prior to May 25, 2018. You will be informed separately about the consequences of revocation or refusal to provide consent in the respective text of the consent. Generally, revocation of consent only applies to the future. Processing carried out prior to consent being issued is not affected and remains lawful.

2.3 PURPOSES WITHIN THE FRAMEWORK OF A LEGITIMATE INTEREST ON OUR PART OR OF THIRD PARTIES (ART. 6(1)(F) GDPR)

Beyond the actual fulfilment of the (pre-)agreement, we process your data whenever this is necessary to protect legitimate interests of our own or of third parties, in particular for the following purposes:

  • advertising or market and opinion research, unless you have objected to the use of your data;
  • sending newsletters with product-information, if an consent has been given by you;
  • obtaining information and exchanging data with credit agencies;
  • the further development of services and products as well as existing systems and processes;
  • the disclosure of personal data within the framework of due diligence in the course of company sale negotiations;
  • for comparison with European and international anti-terror lists, insofar as this goes beyond the legal obligations;
  • statistical evaluations or market analysis;
  • benchmarking;
  • the assertion of legal claims and defense in legal disputes which are not directly attributable to the contractual relationship;
  • the restricted processing of data, if erasure is not possible or only possible with disproportionately high effort due to the particular type of storage;
  • building and plant security (e.g., by means of access control and video surveillance), insofar as this goes beyond the general duties of care;
  • internal and external investigations, safety reviews;
  • any monitoring or recording of telephone conversations for quality control and training purposes;
  • obtaining and maintenance of certifications of a private-law or official government nature;
  • the safeguarding and exercise of domestic authority by means of appropriate measures as well as video surveillance for the protection of our customers and employees as well as for securing evidence in the event of criminal offences and their prevention.

2.4 PURPOSES NECESSARY FOR COMPLIANCE WITH A LEGAL OBLIGATION (ART. 6(1)(C) GDPR) OR FOR THE PERFORMANCE OF A TASK CARRIED OUT IN THE PUBLIC INTEREST (ART. 6(1)(E) GDPR)

Like all players in business life, we are also subject to a large number of legal obligations. These are primarily statutory requirements (e.g., commercial and tax laws), but also if applicable supervisory law or other requirements set out by government authorities. The purposes of processing may also include identity and age checks, prevention of fraud and money laundering (e.g., comparisons with European and international anti-terror lists), compliance with control and notification obligations under tax law as well as the archiving of data for the purposes of data protection and data security as well as for purposes of audits by tax advisors/auditors, fiscal and other government authorities. In addition, it may be necessary to disclose personal data within the framework of official government/court measures for the purposes of collecting evidence, law enforcement and criminal prosecution or the satisfaction of civil law claims.

3. THE CATEGORIES OF DATA THAT WE PROCESS IF WE DO NOT RECEIVE DATA DIRECTLY FROM YOU, AND THEIR ORIGIN

If necessary for the contractual relationship with you and the activities performed by you, we may process data which we lawfully receive from other offices or other third parties (e.g., credit agencies, publishers of address databases). In addition, we process personal data that we have lawfully collected, received or acquired from publicly accessible sources (such as commercial registers and association registers, civil registers, the press, Internet and other media) if such is necessary and we are allowed to process these data in accordance with statutory provisions. Relevant personal data categories may be, in particular:

  • personal data (name, date of birth, place of birth, nationality, marital status, occupation/trade and comparable data),
  • contact data (address, e-mail address, telephone number and similar data)
  • address data (population register data and comparable data)
  • payment confirmation/confirmation of cover for bank and credit cards 
  • information about your financial situation (creditworthiness data including scoring, i.e., data for assessing the economic risk) 
  • customer history 
  • data on your use of the telemedia offered by us (e.g., time of access to our websites, apps or newsletters, clicked pages/links of us or entries and comparable data) 
  • metadata/communication data (e.g., device information, IP addresses),

4. RECIPIENTS OR CATEGORIES OF RECIPIENTS OF YOUR DATA

Within our company, the internal departments or organisational units to receive your data are those which require this data to fulfil our contractual and legal obligations or to process and implement our legitimate interests. Your data will only be passed on to external bodies

  • in connection to the execution of the contract (particularly subsidiaries and subcontractors, to the extent that this is necessary for the performance of the contract);
  • for the purposes of fulfilling legal requirements according to which we are obliged to provide information, report or pass on data, or if the passing on of data is in the public interest (cf. Section 2.4);
  • if external service companies process data on our behalf as contracted processors or agents (e.g. external data centres, support/maintenance of EDP/IT applications, archiving, document processing, call centre services, compliance services, monitoring, data screening for anti-money laundering purposes, data validation or plausibility checks, data destruction, purchasing/procurement, customer administration, lettershops, marketing, media technology, research, risk controlling, accounting, telephone services, website management, auditing services, credit institutions, printers or companies for data disposal, courier services, logistics);
  • on the basis of our legitimate interest or the legitimate interest of the third party for the purposes stated in Section 2.2 (e.g. to authorities, credit agencies, debt collection, lawyers, courts, experts, companies belonging to the Group, committees and supervisory bodies);
  • if you have given us your consent to transfer your data to third parties.

We will not otherwise pass on your data to third parties. Insofar as we commission service providers within the scope of processing an order, your data will in this case be subject to the same security standards as our own. In all other cases, recipients may only use the data for the purposes for which they were provided.

5. DURATION OF DATA STORAGE

We process and store your data for the duration of our business relationship. This also includes the initiation of a contract (precontractual legal relationship) and the execution of a contract.

In addition, we are subject to various storage and documentation obligations including those set out in the German Commercial Code (HGB) and the German Fiscal Code (AO). The periods for storage or documentation specified therein extend up to ten years beyond the end of the business relationship or the pre-contractual legal relationship.

Furthermore, special legal regulations may require a longer storage period, e.g. the preservation of evidence within the scope of the legal statute of limitations. According to §§ 195 ff. of the German Civil Code (BGB), the regular limitation period is three years, but limitation periods of up to 30 years may also apply.

If the data is no longer required for the fulfilment of contractual or statutory obligations and rights, it is regularly deleted, unless its - limited - further processing is necessary for the fulfilment of the purposes listed under 2.2 for reasons of overriding legitimate interest. Such a predominant legitimate interest also exists, for example, if deletion is not possible or only possible with disproportionate effort due to the special type of storage and processing for other purposes by suitable technical and organisational means is impossible.

6. PROCESSING OF YOUR DATA IN A THIRD COUNTRY OR THROUGH AN INTERNATIONAL ORGANIZATION

Data are transmitted to offices in countries outside the European Economic Area EU/EEA (third countries) whenever such is necessary to meet a contractual obligation towards you (e.g., if you are posted to another country), if such is required by law (e.g., notification obligations under tax law), if such is in the legitimate interest of us or a third party, or you have issued us with your consent to such.

At the same time, your data may be processed in a third country, including in connection with the involvement of service providers within the framework of the processing of the order. If no decision has been issued by the EU Commission regarding the presence of an appropriate level of data protection for the respective country, we warrant that your rights and freedoms will be reasonably protected and guarantied in accordance with EU data protection requirements through contractual agreements to this effect. We will provide you with detailed information on request.

You can request information on the suitable or appropriate guarantees and on the possibility of receiving a copy of these from the company data protection officer or the human resources department responsible for you.

7. YOUR DATA PROTECTION RIGHTS / RIGHTS OF DATA SUBJECTS

If certain conditions are met, you can assert the following data protection rights against us:

7.1 Under Art. 7(3) GDPR, you may revoke the consent that you have issued to us at any time. The result of this is that we may no longer perform the data processing covered by this consent in future.

7.2 Under Art. 15 GDPR, you have the right to obtain information on your personal data processed by us (where applicable, with limitations in accordance with Section 34 Federal Data Protection Act).

7.3 Upon request, we will rectify or complete data stored on you in accordance with Art. 16 GDPR if such data are inaccurate or incorrect.

7.4 Upon your request, we will erase your data in accordance with the principles of Art. 17 GDPR, unless we are prohibited from doing so by other statutory provisions (e.g., statutory retention obligations or the restrictions laid down in Section 35 Federal Data Protection Act) or an overriding interest on our part (for example, to defend our rights and claims).

7.5 Taking into account the preconditions laid down in Art. 18 GDPR, you may request us to restrict the processing of your data.

7.6 In accordance with the provisions of Art. 20 GDPR, you also have the right to receive the personal data concerning you in a structured, commonly used and machine-readable format or to transmit such data to a third party.

7.7 Furthermore, you may file an objection to the processing of your data in accordance with Art. 21 GDPR, as a result of which we are obliged to stop processing your data. This right of objection only applies, however, if very special circumstances characterize your personal situation, whereby the rights of our firm may stand in the way of your right of objection.

7.8 You also have the right to revoke consent, issued to us to process personal data, at any time with effect for the future.

7.9 In addition, you have the right to complain to a data protection supervisory authority (Art. 77 GDPR). recommend, however, that complaints should always initially be sent to our Data Protection Officer.

Your applications regarding the exercising of your rights should, if possible, be addressed in writing to the abovementioned address or directly to our Data Protection Officer.

8. SCOPE OF YOUR OBLIGATION TO PROVIDE US WITH YOUR DATA

You only need to provide data that are necessary for the commencement and performance of the business relationship, for a precontractual relationship with us, or if we are obliged to collect the data by law. Without these data, we are generally not able to conclude the agreement or continue to perform it. This may also relate to data that are required later within the framework of the contractual relationship. If we request data from you above and beyond this, you will be informed about the voluntary nature of the information separately.

INFORMATION ON YOUR RIGHT OF OBJECTION UNDER ART. 21 GDPR

  1. You have the right to file an objection at any time against processing of your data carried out on the basis of Art. 6(1)(f) GDPR (data processing on the basis of a weighing-up of interests) or Art. 6(1)(e) GDPR (data processing in the public interest). The precondition for this is, however, that there are grounds for your objection emanating from your special personal situation. This also applies to profiling based on this provision within the meaning of Art. 4(4) GDPR.

    If you file an objection, we will no longer process your personal data unless we can demonstrate compelling reasons warranting protection for the processing that outweigh your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims.

  2. We also process your personal data in order to perform direct advertising. If you do not want to receive any advertising, you have the right to file an objection against this at any time. This also applies to the profiling to the extent that it is connected with such direct advertising. We will respect this objection with effect for the future.

    We will no longer process your data for the purpose of direct advertising if you object to processing for this purpose.
    The objection may be filed without adhering to any formal requirements and should be sent to

    Röder Zelt- und Veranstaltungsservice GmbH
    DPO Herr Andreas Haggenmüller
    Am Lautenstein
    D-63654 Büdingen
    E-Mail:  datenschutz@roder.com

    Our Privacy Policy and the information on data protection related to our data processing in accordance with Articles 13, 14 and 21 GDPR may change from time to time. All changes will be published on this site.

PART 2

Sect. 1 General

We will process your personal data (e.g. title, name, address, e-mail address, phone number) solely in accordance with the provisions of the German data protection law and the data protection law of the European Union (EU). The following provisions will inform you, besides the information about the processing purposes, recipients, legal bases and storage periods, also about your rights and the controller for your data processing. This privacy policy applies only to our websites. If you are directed to other sites via links on our pages, please familiarise yourself with the respective use of your data there.

Sect. 2 Contact us

(1) Purpose of data processing
Your personal data you provide us by e-mail, contact form etc., will be processed to answer your inquiries. You are not obliged to provide us with your personal data but we would not be able to answer your inquiries sent by e-mail without your e-mail address.
(2) Legal basis
a) If your explicit consent is given for the processing of your data, the legal ground for this processing is set out in Art. 6 (1) (a) of the GDPR.
b) If your personal data is processed for the purpose of contract performance, the legal ground for this processing is set out in Art. 6 (1) (b) of the GDPR.
c) The legal ground for all other cases (especially when using a contact form) is set out in Art. 6 (1) (f) of the GDPR.
You have the right to object at any time to the processing of data which was performed according to Article 6 (1)(f) of GDPR and which does not serve direct marketing for reasons arising from your particular situation.
In the case of direct marketing, however, you may object to the processing at any time without stating any reasons.
(3) Recipient categories
Our legitimate interest in data processing is to communicate with you in a timely manner and to answer your queries cost-effectively. If you provide us with your address, we reserve the right to use it for direct postal marketing. You can protect your interest in data protection by transferring of data efficiently (e.g. using a pseudonym).
(4) Recipient categories
Provider of hosting, service provider for direct marketing
(5) Duration of Storage
Your data will be deleted if it can be inferred from the circumstances that your queries or questions have been completely clarified.
However, if a contract is concluded, the data required by commercial and tax law will be retained by us for the periods as required by law, i.g. generally for ten years (cf. § 257 HGB, § 147 AO).
(6) Right of revocation
You have the right to revoke your consent for processing at any time in compliance with your consent.

Sect. 3 Information about cookies

(1) Purpose of data processing
This website uses technically necessary cookies. These are small text files that are stored in or by your Internet browser on your computer system and only serve the functionality of the website. Other cookies remain stored permanently and recognize your browser on your next visit to improve the usability of the website.
(2) Legal basis
The legal basis for such processing is set out in Article 6 (1) (a) of the GDPR.
You have expressly given your consent to the use of cookies on our website as follows:
Cookies help us deliver our services. By using our services, you agree to our use of cookies.
(3) Duration of Storage
The technically necessary cookies are usually deleted when the browser is closed. Permanently stored cookies remain stored from a few minutes to several years.
(4) Right of revocation
If you do not wish these cookies to be stored, please deactivate the use of cookies in your Internet browser. However, this may cause a functional limitation of our website.
Your consent to persistent cookies can be withdrawn at any time by deleting the cookies in your browser settings.

Sect. 4 Newsletter

(1) Purpose of data processing
When registering for the newsletter, your e-mail address will be used for advertising purposes, i.e. the newsletter will inform you in particular about products from our product range. For statistical purposes we may evaluate which links are viewed in the newsletter. However, it is not recognizable for us, which concrete person has accessed the links.
You have expressly given the following consent separately or, as the case may be, in the course of the ordering process: Please enter your e-mail address to subscribe to our newsletter, after which you will receive a registration receipt via e-mail. To help prevent misuse, your subscription will be only activated when you have confirmed our e-mail.
(2) Legal basis
The legal basis for such processing is set out in Article 6 (1) (a) of the GDPR.
(3) Recipient categories
if necessary: newsletter provider
(4) Duration of Storage
Your e-mail address will only be stored for the respective duration of your registration.
(5) Right of revocation
You may revoke your consent at any time with effect for the future. If you no longer wish to receive the newsletter, you may unsubscribe as follows: By a log-out link in the newsletter

Sect. 5 Rights of the data subject

If your personal data is being processed, you are the ‘data subject’ in terms of GDPR and you have the following rights towards the controller:

1. Right of access by the data subject
You may ask the controller to confirm whether your personal data is processed. In the case of such processing, you may request the following information from the controller:
(1) the purposes of the processing of the personal data;
(2) the categories of personal data concerned;
(3) the recipients or categories of recipient to whom the personal data have been or will be disclosed;
(4) the estimated period of time for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
(5) the right to request from the controller to rectify or erase the personal data or the right to restrict the processing of personal data concerning the data subject or to object to such processing;
(6) the right to lodge a complaint with a supervisory authority;
(7) the right to all available information on the source of the data if the personal data are not collected from the data subject;
(8) the existence of automated decision-making, including profiling in accordance with Article 22 (1) and (4) of the GDPR and - at least in these cases - meaningful information for your about the logic involved, as well as the consequences and intended effects of such processing.
As a data subject, you have the right to be informed whether the personal data concerning you are transferred to a third country or to an international organisation. In this regard, you may request to be informed of the appropriate safeguards pursuant to Article 46 GDPR relating to the transfer.

2. Right to rectification
You have the right to have corrected and/or completed your personal data from the controller if your personal data processed is incorrect or incomplete. The controller has to make the correction without delay.

3. Right to restriction of processing
You have the right to obtain from the controller restriction of processing where one of the following applies:
(1) if you contest the accuracy of the personal data relating to you for a period of time that enables the controller to verify the accuracy of the personal data;
(2) the processing is unlawful and you refuse to erase the personal data and request the restriction of the use of the personal data instead;
(3) the controller no longer needs the personal data for the purposes of processing, but you need them to establish, exercise or defend legal claims; or
(4) if you have lodged an objection against the processing in accordance with Art. 21 (1) GDPR and it has not yet been determined whether the legitimate reasons of the controller outweigh your grounds.
Where processing of personal data relating to you has been restricted, such data may, with the exception of storage, only be processed with your consent or for the purpose of establishing, exercising or defending legal claims or for the protecting of the rights of another natural or legal person or for reasons of an important public interest of the Union or of a Member State.
If the restriction of processing has been restricted in accordance with the conditions mentioned above, you will be informed by the controller before the restriction of processing is lifted.

4. Right to erasure
a) Obligation regarding erasure
You have the right to obtain from the controller the erasure of your personal data immediately and the controller is obliged to erase this data without delay where one of the following reasons applies:
(1) the personal data are no longer necessary for the purposes for which they were collected or otherwise processed;
(2) you withdraw your consent on which the processing is based accordance to point (a) of Article 6 (1), or point (a) of Article 9 (2) GDPR and where there is no other legal ground for the processing;
(3) you submit an objection to the processing accordance to Article 21 (1) of the GDPR, and there are no legitimate reasons for the processing, or you lodge an objection against the processing accordance to Article 21 (2) of the GDPR;
(4) your personal data have been unlawfully processed;
(5) your personal data need to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject;
(6) your personal data have been collected in relation to the offer information society services referred to Article 8 (1);
b) Obligation to inform other controllers (third parties)
If the controller has made your personal data public and is obliged to erase them accordance to Article 17 (1) of the GDPR, he has to take reasonable steps, taking into account the available technology and the cost of implementation, including technical measures, to inform the controllers who process the personal data that you, as the person concerned, have requested the erasure of any links to, or copy or replication of those personal data.
c) Exceptions
The right to erasure does not apply to the extent that processing is necessary:
(1) for exercising the right of freedom of expression and information;
(2) for fulfilment of a legal obligation which requires processing by the law of the Union or of the Member States to which the controller is subject, or for the performance of a task carried out in the public interest or the exercise of official authority transferred to the controller;
(3) for reasons of public interest in the area of public health in accordance with points (h) and (i) of Article 9 (2) as well as Article 9 (3) of the GDPR;
(4) for archiving purposes in the public interest, scientific or historical research or for statistical purposes in accordance with Article 89 (1), insofar as the right referred to in paragraph 1 is likely to make it impossible or seriously impair the achievement of the objectives of such processing; or
(5) for the establishing, exercising or defending legal claims.

5. Notification obligation
If you have made use of your right to correct, erase or restrict the processing of your personal data, the controller is obliged to inform all recipients to whom the personal data have been disclosed of this correction or erasure of the data or limitation of the processing, unless this proves to be impossible or involves a disproportionate effort.
You have the right to be informed of these recipients by the controller.

6. Right to data portability
You have the right to receive the personal data relating to you which you have provided to the data controller, in a structured, commonly used and machine-readable format. In addition, you have the right to transmit this data to another controller without hindrance by the controller, who has been provided with the personal data, where:
(1) the processing is based on a consent in accordance with the point (a) of Article 6 (1) or point (a) of Article 9 (2) or on a contract in accordance with the point (b) of Article 6 (1); and
(2) the processing is carried out using automated means.
In exercising this right, you also have the right to have your personal data are transmitted directly from one controller to another, as far as this is technically feasible. Freedoms and rights of other persons may not be affected thereby.
The right to data portability is not applicable to the processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority given to the data controller.

7. Right to object
For reasons arising from your particular situation, you have the right to object at any time to processing of personal data concerning you, which is carried out based on point (e) or (f) of Article 6 (1); this also applies to profiling based on these provisions.
The controller will no longer process the personal data concerning you, unless the controller can prove that there are compelling legitimate grounds for the processing that outweigh your interests, rights and freedoms or the processing serves to establish, exercise or defend legal claims.
Where the personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to processing of personal data concerning you for such marketing; this also applies to profiling, insofar as it is related to such direct marketing.
Where you object to the processing for the purposes of direct marketing, the personal data concerning you will no longer be processed for these purposes.
In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, you have the possibility of exercising your right to object by automated means using technical specifications.

8. Right to withdraw the declaration of consent under Data Protection Act
You have the right to withdraw your declaration of consent under Data Protection Act at any time. The withdrawal of the consent does not affect the legality of the processing carried out on the basis of the consent until the withdrawal.

9. Automated individual decision-making, including profiling
You have the right not to be subject to a decision based solely on automated processing, including profiling, which has legal effect on you or which significantly impairs you in a similar manner.
This does not apply if the decision:
(1) is necessary for entering into, or performance of, a contract between you and a data controller;
(2) is authorised by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or
(3) is based on your explicit consent.
However, these decisions may not be based on special categories of personal data in accordance with Article 9 (1), unless point (a) or (g) of Article 9 (2) applies and appropriate measures to safeguard the rights and freedoms and your legitimate interests are in place.
Regarding the cases referred to in (1) and (3), the data controller has to take appropriate measures to safeguard the rights and freedoms and your legitimate interests, at least the right to obtain human intervention on the part of the data controller, to state his or her own position and to contest the decision.

10. Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of your personal data infringes this Regulation.
The supervisory authority with which the complaint has been lodged is to inform the complainant on the progress and the outcome of the complaint including the possibility of judicial remedy accordance to Article 78.

 

Responsible for data processing:
Röder Zelt- und Veranstaltungsservice GmbH
Am Lautenstein
Büdingen
Phone: 06049 / 7000
info@roder.com

 

Contact details of our data protection officer:
Am Lautenstein
Büdingen
datenschutz@roder.com

PART 3

INFORMATION FOR APPLICANTS

INFORMATION ON DATA PROTECTION RELATED TO OUR PROCESSING OF APPLICANT DATA IN ACCORDANCE WITH ARTICLES 13, 14 AND 21 GENERAL DATA PROTECTION REGULATION (GDPR)

We take data protection very seriously and inform you herein how we process your data and what claims and rights you are entitled to under data protection regulations.

1. DATA CONTROLLER AND CONTACT DETAILS

Data Controller:

Röder Zelt- und Veranstaltungsservice GmbH
Am Lautenstein
63654 Büdingen

Contact details of our Data Protection Officer:

Röder Zelt- und Veranstaltungsservice GmbH
DPO Herr Andreas Haggenmüller
Am Lautenstein
D-63654 Büdingen
E-Mail: datenschutz@roder.com

2. PURPOSE OF AND LEGAL BASIS FOR THE PROCESSING OF YOUR DATA

We process personal data in accordance with the provisions of the General Data Protection Regulation (GDPR), the German Federal Data Protection Act (Bundesdatenschutzgesetz), as well as other applicable data protection regulations. Details can be found below. Further details or additions to the purposes for data processing can be found in the relevant contractual documentation, in forms, or in a declaration of consent and other information provided to you.

2.1 PURPOSES NECESSARY FOR PERFORMANCE OF A CONTRACT OR PRECONTRACTUAL MEASURES (ART. 6(1)(B) GDPR)

Processing of your personal data is performed for the handling of your application based on a specific job advertisement or an unsolicited application, and in this connection only for the following purposes: examination and assessment of your suitability for the position to be filled, performance and conduct analysis within the legally permitted scope, if applicable for registration and authentication of an application via our website, if applicable for drafting an employment agreement, traceability of transactions, orders, and other agreements, as well as for quality control by means of appropriate documentation, measures for meeting the general duties of care, statistical evaluations for corporate management, travel and event management, travel bookings and travel cost invoicing, rights and credential management, cost recording, and controlling, reporting, internal and external communications, invoicing and tax evaluation of operational services (e.g., canteen food), invoicing via company credit cards, workplace security and health protection, communications relating to contracts (including appointments) with you, assertion of legal claims and defense in case of legal disputes; guaranteeing of IT security (including system or plausibility tests) and general security, including building and plant safety, securing and safeguarding of internal rules by means of corresponding measures, as well as, if applicable, by means of video surveillance for the protection of third parties and our employees, and to prevent and secure evidence in case of offenses; guarantees of integrity, prevention and solving of criminal acts; authenticity and availability of data, monitoring by supervisory boards or supervisory bodies (e.g., auditing).

2.2 PURPOSES WITHIN THE FRAMEWORK OF A LEGITIMATE INTEREST ON OUR PART OR OF THIRD PARTIES (ART. 6(1)(F) GDPR)

Beyond the actual fulfillment of the (preliminary) contract, we will process your data if necessary to safeguard either our justified interests or those of third parties. Processing of your data will only take place if and insofar as no predominant interests on your part are opposed to such processing, for the following purposes in particular: measures for further processing of existing systems, processes and services; comparisons with European and international anti-terror lists, if they exceed the legal obligations; enhancement of our data, including through the use or researching of publicly accessible data if necessary; benchmarking; development of scoring systems or automated decision-making processes; building and plant security (e.g., by means of access control and video surveillance), if this exceeds the general duties of care; internal and external investigations, security investigations.

2.3 PURPOSES ASSOCIATED WITH YOUR CONSENT (ART. 6(1)(A) GDPR)

Processing of your personal data may also take place for certain purposes (e.g., to obtain references from previous employers or use of your data for future vacancies) on the basis of your consent. In general, you may revoke your consent at any time. You will be informed of the purposes and the consequences of revocation or failure to give consent in the corresponding text of the consent.

In principle, revocation of consent only affects the future. Any processing carried out prior to the revocation remains unaffected and legal.

2.4 PURPOSES NECESSARY FOR COMPLIANCE WITH A LEGAL OBLIGATION (ART. 6(1)(C) GDPR) OR FOR THE PERFORMANCE OF A TASK CARRIED OUT IN THE PUBLIC INTEREST (ART. 6(1)(E) GDPR)

Like all players in business life, we are also subject to a large number of legal obligations. These are primarily statutory requirements (e.g., Works Constitution Act, Social Code, Commercial Code, and Tax Code), but also if applicable supervisory law or other requirements set out by government authorities (such as employers’ liability insurance associations). The purposes of processing may also include identity and age checks, prevention of fraud and money laundering (e.g., comparisons with European and international anti-terror lists), compliance with control and notification obligations under tax law as well as the archiving of data for the purposes of data protection and data security, as well as for purposes of audits by tax advisors/auditors, fiscal and other government authorities. In addition, it may be necessary to disclose personal data within the framework of official government/court measures for the purposes of collecting evidence, law enforcement and criminal prosecution or the satisfaction of civil law claims.

3. THE DATA CATEGORIES THAT WE PROCESS IF WE DO NOT RECEIVE DATA DIRECTLY FROM YOU, AND THEIR ORIGIN

Where necessary for the contractual relationship with you and the application you have submitted, we process any data received from other bodies or from other third parties in a permissible manner. In addition, we process personal data that we have obtained, received, or acquired in a permissible way from publicly accessible sources (such as commercial and association registers, civil registers, press, internet, and other media), where required and where we are allowed to process such data in accordance with the statutory provisions.

Relevant categories of personal data may be in particular:

  • address and contact data (registration data and similar data, such as email address and telephone number),
  • information concerning you in the internet or on social networks,
  • video data.

4. RECIPIENTS OR CATEGORIES OF RECIPIENTS OF YOUR DATA

Within our firm, internal departments or organizational units will receive your data required to meet our contractual and statutory obligations (such as executives and divisional managers who are looking for new employees or who participate in the decision on hiring, accounting department, corporate physician, occupational safety department, etc.), or as part of handling and implementing our justified interests. Dissemination of your data to external third parties takes place exclusively

  • under circumstances in which we are obligated or entitled to provide information, make a report, or pass on data (e.g., to financial authorities) or the passing on of data is in the public interest (cf. item 2.4);
  • insofar as external service providers process data on our behalf as processors or for the performance of functions (e.g., banks, external computer centers, travel agency/travel management, printing companies, or companies for data disposal, courier services, mail, logistics);
  • as a result of our justified interests or the justified interests of the third party for the purposes stated under item 2.2 (e.g., to authorities, credit agencies, lawyers, courts, appraisers, affiliated companies, corporate bodies and supervisory bodies);
  • if you have given us consent for transmission to third parties.

We will likewise not pass on your data to a third party without notifying you thereof separately. If we commission service providers to perform processing, your data will be subject to the security standards that we have stipulated in order to protect your data in an appropriate manner. In the aforementioned cases, the employees may only use the data for the purposes for which they were transmitted.

5. DURATION OF THE STORAGE OF YOUR DATA

In principle, we process and store your data for the duration of your application, as well as if you provide us with your data for incorporation into our pool of applicants. This also includes the initiation of a contract (precontractual legal relationship).

In addition, we are subject to various storage and documentation obligations, arising among other things from the German Commercial Code and the German Tax Code. The durations prescribed there for storage of documentation are up to ten years after the end of the contractual relationship or the precontractual legal relationship. The original of your application documentation will be returned to you if you have not been recruited after six months. Electronic data will accordingly be erased after six months. You will be notified of details in connection with the process in question.

If the data are no longer necessary for the fulfillment of contractual or legal obligations and rights, they will be erased on a regular basis, unless it is necessary to continue processing them for a limited period in order to fulfill the purposes listed under item 2.2 based on our overriding justified interests. An overriding justified interest of this kind will exist, for example, if erasure is not possible due to the particular type of storage or is only possible at disproportionately high expense. In these cases, we may also store and if necessary use your data within a limited scope after the end of this contractual relationship for a duration agreed upon along with the purposes. In principle, in these cases, instead of the data being erased, processing will be restricted. In other words, the data will be blocked against the otherwise usual use by means of corresponding measures.

6. PROCESSING OF YOUR DATA IN A THIRD COUNTRY OR THROUGH AN INTERNATIONAL ORGANIZATION

Data are transmitted to parties in countries outside the European Economic Area EU/EEA (third countries) whenever such is necessary to meet a contractual obligation towards you (e.g., application for a position in another country) or where such is in the legitimate interests of us or a third party, or if you have issued us with your consent to such.

At the same time, your data may be processed in a third country, including in connection with the involvement of service providers within the framework of contract processing. If no decision has been issued by the EU Commission regarding the presence of an appropriate level of data protection for the respective country, we warrant that your rights and freedoms will be reasonably protected and guarantied in accordance with EU data protection requirements through contractual agreements to this effect. Information on the suitable or appropriate guarantees and about how and where you can obtain a copy of these may be requested from the operational data protection officer or the human resources department responsible for you.

7. YOUR DATA PROTECTION RIGHTS

Under certain circumstances, you may assert the following data protection rights against us:

Each data subject has the right of access in accordance with Art. 15 GDPR, the right to rectification in accordance with Art. 16 GDPR, the right to erasure in accordance with Art. 17 GDPR, the right to restrict processing in accordance with Art. 18 GDPR, as well as the right to data portability under Art. 20 GDPR. The restrictions in accordance with Sections 34 and 35 Federal Data Protection Act) will apply to the right of access and the right to erasure. In addition, you have a right to complain to a data protection supervisory authority (Art. 77 GDPR in conjunction with Section 19 Federal Data Protection Act).

Your requests to exercise your rights should ideally be sent in writing to the address listed above or directly to our Data Protection Officer.

8. SCOPE OF YOUR OBLIGATION TO PROVIDE US WITH YOUR DATA

You are only required to provide data that are necessary for the processing of your application or a pre-contractual relationship, or that we are obligated to collect by law. Without such data we will generally not be able to continue to perform the application and selection process. If we request further information from you, you will be notified separately that the information is voluntary.

9. EXISTENCE OF AUTOMATED DECISION-MAKING IN INDIVIDUAL CASES (INCLUDING PROFILING)

We do not use any purely automated decision-making procedures pursuant to Article 22 GDPR. If we do, however, use a procedure of this kind in the future in individual cases, we will notify you separately thereof if we are legally obligated to do so.

INFORMATION ON YOUR RIGHT OF OBJECTION UNDER ART. 21 GDPR

  1. You have the right to file an objection at any time against processing of your data carried out on the basis of Art. 6(1)(f) GDPR (data processing on the basis of a weighing-up of interests) or Art. Art. 6(1)(e) GDPR (data processing in the public interest). The precondition for this is, however, that there are grounds for your objection emanating from your special personal situation. This also applies to profiling based on this provision within the meaning of Art. 4(4) GDPR.

    If you file an objection, we will no longer process your personal data unless we can demonstrate compelling reasons warranting protection for the processing that outweigh your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims.

    You may, of course, withdraw your application at any time.

  2. We do not intend to use your personal data for purposes of direct marketing. Nevertheless, we are required to inform you that you have the right to file an objection to advertising at any time. This also applies to profiling to the extent that it is connected with such direct advertising. We will respect this objection with effect for the future.

    The objection may be filed without adhering to any formal requirements and should be sent to

    Röder Zelt- und Veranstaltungsservice GmbH
    DPO Herr Andreas Haggenmüller
    Am Lautenstein
    D-63654 Büdingen
    E-Mail:  datenschutz@roder.com

    Our information on data protection in accordance with Articles 13, 14, and 21 GDPR may change from time to time. We will publish all changes on this site.

    Data protection information last updated: May 25, 2018

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