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Information on the Processing of Personal Data

as part of a business event attendance

The information below provides you with an overview of the processing of your personal data (hereinafter "data") by the Arvato Systems Group* as well as your data protection rights.

Who Is Accountable (Data Controller) for the Processing of My Data?

The companies of the Arvato Systems Group* (hereinafter referred to as "company") as Controller in terms of data protection are jointly accountable for the herein covered processing activity/ activities and addressee of your rights as a data subject. We process personal data in accordance with the European General Data Protection Regulation (GDPR) and laws locally applicable.


You can contact our data protection officer via the postal address of the respective legal entity noting "Attn: Data Protection Department" or via the e-mail address datenschutz@arvato-systems.de, phone: +49-5241-80 70785.

What Data Is Stored about Me?

We process the following categories of personal data:

  • Contact information, in particular first and last name, if applicable title, address, if applicable telephone number, e-mail address
  • Information about the company or institution you work for
  • Details of your professional position
  • Photo and video recordings made by you at the event, if applicable

What Are the Purposes of My Data Being Processed and What Is the Legal Basis?

The purposes for the processing of personal data accord with the statutory conditions for their permitted usage at the time of their collection. We use your personal data to contact you, to register you, to organize events and for advertising purposes. The legal basis for the registration for an event is Art. 6 para. 1 lit. f GDPR. The legitimate interests lie in customer care and customer acquisition.


In addition, our events are regularly recorded with images and sound, some of which are published on our homepage, in our social media channels or as part of external and internal reporting. In addition to the photo and video recordings, metadata such as the location and time of the recording and location are automatically stored in the digital cameras. The legal basis for the preparation and storage of photo and video recordings is Art. 6 (1) lit. f) GDPR based on our legitimate interest in reporting on the event. If local legislation requires consent, you have the right, for reasons arising from your particular situation, to object to the creation and storage of your photo and video recordings with future effect by sending an e-mail with your objection to info@arvato-systems.de.


The data collected at an event can also be processed for advertising purposes. This processing is based on the legal basis of Art. 6 I lit. f DSGVO. Our legitimate interest lies in the initiation of a possible business relationship. If you have given your consent for an advertising address by telephone and/or by e-mail, Art. 6 I lit. a DSGVO serves as the legal basis.

Am I Obligated to Provide Data?

The provision of your data is neither required by law nor by contract. However, if you wish to participate in our events or receive invitations to them, you must provide us with your data. Without your data we will usually not be able to send you invitations to our events or allow you to participate in our events.

Who Receives My Data?

We use service providers (contract processors) who are bound by instructions and who only have access to your data to the extent and for the period necessary for the provision of the services. If these service providers process your data outside the European Union, this may result in your data being transferred to a country which does not guarantee the same data protection standard as the European Union. However, such a level of data protection can be guaranteed with a suitable guarantee. When selecting service providers, Arvato Systems takes the necessary steps to contractually ensure an equivalent level of data protection.

How Long Will My Data Be Stored?

Data we process will be deleted in accordance with Articles 17 and 18 GDPR as soon as they are no longer required for their intended purpose unless their deletion is not permitted pursuant to legal retention requirements. If data are not deleted due to being required for other legally permissible purposes, the data are held in restriction and may not be processed for other purposes.

What Rights Do I Have Respecting My Data?

You have the right to request access to your personal data, which are currently stored by us. Where these data are incorrect or not up to date, you have the right to request rectification. In addition, you can request erasure and/or restriction of your data where the criteria set out in Art. 17 and 18 of the GDPR are met. Where our processing of data provided by you is based on your consent or is subject of a contract, you may request a copy of these data in a structured, common and machine readable format (right to data portability).


You have the right to object to the processing of your data, Art. 21 GDPR.


If you have given us consent to process your personal data for specific purposes, you have the right to withdraw this consent at any time with effect for the future.


If you wish to exercise your rights or have general questions regarding data protection within the Arvato Systems Group, you may contact us at any time via the above contact details. You also have the option of contacting a data protection authority and filing a complaint.

Is My Data Processed by Means of Automated Decision-Making, Including Profiling?

Your collected data is not utilised for automated decision making or profiling.

Conclusion / Version Information

As Arvato Systems services evolve, it may be necessary to amend this privacy statement. For this reason, we recommend that you read these data protection notices again from time to time.


*The Arvato Systems Group can be contacted via the e-mail address: info@arvato-systems.de for matters concerning the following companies:


Arvato Systems GmbH, An der Autobahn 20, 33333 Gütersloh; Arvato Systems Perdata GmbH, Martin-Luther-Ring 7-9, 04109 Leipzig; Arvato Systems S4M GmbH, Am Coloneum 3, 50829 Köln; Next Level Integration GmbH, Nattermannallee 1, 50829 Köln; Arvato Systems Latvia SIA, Zaļā iela, Centra rajons, Rīga, LV-1010, Lettland; Arvato Systems IT S.R.L., Ionescu Crum no. 1, Brasov – 500446, Rumänien; Vidispine AB, Kista Alléväg 3, 164 55 Kista, Sweden