Data protection and privacy policy

Information about the processing of your data

We are obligated pursuant to Art. 12 of the General Data Protection Regulation (hereinafter: GDPR) to inform you about the processing of your data when using our website. We take the protection of your personal data very seriously and this privacy policy informs you about the details of the processing of your data as well as your related legal rights.

We reserve the right to update this privacy policy with effect for the future, in particular in the case of further development of the website, the use of new technologies, or changes in the legal basis or relevant case law.

We recommend that you read the privacy policy from time to time and keep a printout or copy for your records.

Definitions

“Website” or “Internet presence” hereinafter refers to all pages of the controller on miceportal-solutions.de.
“Personal data” means any information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
“Processing” means any operation or set of operations which is performed on personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure by transmission, dissemination, alignment, combination, restriction, erasure, or destruction.
“Pseudonymisation” means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.
“Consent” hereinafter means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.
“Google” hereinafter refers to Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

Your rights

You have the following rights with respect to your personal data, which you may exercise against us:

Right of access (Art. 15 GDPR)
Right to rectification (Art. 16 GDPR) or erasure (Art. 17 GDPR)
Right to restriction of processing (Art. 18 GDPR)
Right to object to processing (Art. 21 GDPR)
Right to withdraw your consent (Art. 7(3) GDPR)
Right to data portability (Art. 20 GDPR)

You may exercise your rights by contacting us at the contact details provided in the “Data Controller” section or by contacting our Data Protection Officer.

You also have the right to lodge a complaint with a data protection supervisory authority regarding our processing of your personal data (Art. 77 GDPR).

Use of the Website, Access Data

You may use our website for purely informational purposes without disclosing your identity. When accessing individual pages of the website in this manner, only access data is transmitted to our web hosting provider so that the website can be displayed to you.

This includes the following data:

Browser type/version
Operating system
Language and version of browser software
Host name of accessing device
IP address
Referring website
Content of the request (specific page)
Date and time of the server request
Access status/HTTP status code
Referrer URL (previously visited page)
Volume of data transferred
Time zone difference to GMT

The legal basis for the processing is Art. 6(1)(1)(f) GDPR. The provision of the website and the processing of access data is necessary for the operation of the website.

IP addresses are stored in log files to ensure the functionality of the website. The data is generally deleted after seven days at the latest. Further processing is possible in individual cases, in which case the IP address is deleted or anonymised.

Cookies

In addition to the access data mentioned above, cookies are stored in your browser when you use the website. Cookies are small text files stored locally in your browser’s cache. They are used to make our website more user-friendly. Cookies may be technically necessary or serve other purposes (e.g. analysis/evaluation of website usage).

a) Technically Necessary Cookies

Some elements of our website require the calling browser to be identified after a page change. The following data is processed in the cookies: language settings, login information.

User data collected through technically necessary cookies is not processed to create user profiles. We also use session cookies that store a session ID. Session cookies are necessary for the use of the website.

The legal basis for this processing is Art. 6(1)(1)(f) GDPR. Session cookies are deleted when you log out or close your browser.

b) Non-Essential Cookies

We also use cookies on the website that enable an analysis of user browsing behaviour. The following data is stored and processed in such cookies: search terms entered, frequency of page views, use of website functions.

The legal basis for the processing by non-essential cookies is your consent pursuant to Art. 6(1)(1)(a) GDPR in conjunction with § 25(1) TDDDG. You may revoke your consent at any time via our cookie banner with future effect. Non-essential cookies are automatically deleted after a predefined duration that may vary by cookie.

c) Cookie Consent Banner

When accessing the website, a cookie consent banner is displayed. Non-essential cookies (e.g. for analytics and marketing purposes) are only set after your active consent. You may adjust your cookie preferences at any time via the cookie banner or revoke your consent. Without your consent, only technically necessary cookies are used.

d) Cookie Overview

The following table provides an overview of the cookies used on our website:

Cookie Name	Provider	Purpose	Duration	Category
_hstc	HubSpot	Visitor behaviour tracking	13 months	Analytics
__hssc	HubSpot	Session tracking	30 minutes	Analytics
__hssrc	HubSpot	Session reset detection	Session	Analytics
hubspotutk	HubSpot	User identification	13 months	Analytics
ga	Google	Google Analytics user ID	2 years	Analytics
_ga_V4WL...	Google	GA4 session status	2 years	Analytics
_gcl_au	Google	Ads conversion tracking	3 months	Marketing
_gid	Google	GA4 user differentiation	24 hours	Analytics

Contacting our company

When contacting our company, e.g. by email or via the contact form on the website, the personal data you provide will be processed by us to respond to your enquiry.

The following fields are mandatory for processing enquiries via the contact form: name or pseudonym including salutation, and a valid email address. Optionally, you may provide your first name, company and company size, number of organised events, a phone number, and a message.

The legal basis for processing is Art. 6(1)(1)(f) GDPR or Art. 6(1)(1)(b) GDPR if the contact is aimed at concluding a contract. The data collected will be deleted once processing is no longer necessary, or processing will be restricted to compliance with mandatory statutory retention periods.

Processing and Disclosure of Personal Data for Contractual Purposes

We process your personal data if and to the extent necessary for the initiation, establishment, performance, and/or termination of a legal transaction with our company. The legal basis is Art. 6(1)(1)(b) GDPR.

After fulfilment of the purpose (e.g. contract processing), personal data will be blocked or deleted for further processing, unless we are entitled to further storage based on your consent, a contractual agreement, a statutory authorisation, or legitimate interests.

Event Registration

You may register on the website for events hosted by or attended by our company. The legal basis for processing your data for event participation is Art. 6(1)(1)(b) GDPR.

In the registration form, you must provide your name, company, email address, phone number, and company size. Your data may be forwarded to third parties (e.g. the event organiser) for the purpose of event registration. A targeted transfer of your personal data to a third country is not planned.

Email Marketing

Existing customer advertising

We reserve the right to use the email address you provided during registration, in accordance with legal provisions, to send you the following content during or after contract processing, unless you have already objected to this use:

Further interesting offers from our portfolio
Company events
Technical information
Feedback requests following events

The legal basis for processing is Art. 6(1)(1)(f) GDPR. We delete your data when you end the newsletter subscription, but no later than two years after contract termination.

You have the option to subscribe to our email newsletter on the website, with which we regularly inform you about offers from our portfolio, company events, relevant topics/blog posts, and feedback requests following webinars.

Subscription to our newsletter uses the double opt-in procedure. We send you an email to the address you provided, asking you to confirm your subscription by clicking a confirmation link.

We would like to inform you that we analyse your user behaviour when sending the newsletter. For this analysis, the emails sent contain web beacons/tracking pixels.

The legal basis for the analysis of newsletter behaviour is your consent pursuant to Art. 6(1)(1)(a) GDPR, which you grant when subscribing to the newsletter. You may revoke this consent at any time with future effect.

Email marketing service “HubSpot”

We use the email marketing service “HubSpot” by HubSpot Inc., headquartered at 25 First St, 2nd Floor, Cambridge, Massachusetts, 02141, USA (Web: https://www.hubspot.com; hereinafter: “HubSpot”). HubSpot is a service for organising and analysing newsletter distribution.

The data you enter for the purpose of receiving the newsletter (e.g. email address) is processed on HubSpot servers in the European Union. No transfer to third countries takes place.

Our newsletters sent via HubSpot enable us to analyse the behaviour of newsletter recipients. This can include analysing how many recipients opened the newsletter message and how often which link in the newsletter was clicked.

The legal basis for the analysis of newsletter behaviour is your consent pursuant to Art. 6(1)(1)(a) GDPR, which you grant when subscribing to the newsletter. We process this data until two years after contract termination. We delete this data when the newsletter subscription ends.

HubSpot stores your data for the duration of your newsletter subscription. After unsubscription, data is deleted within 90 days in accordance with the contractual agreements with HubSpot, unless statutory retention obligations apply. Further information: https://legal.hubspot.com/privacy-policy.

HubSpot Conversations (Live Chat)

We use the live chat service HubSpot Conversations by HubSpot Inc. on our website. When you use the chat, the messages you enter as well as your IP address, browser information, and the time of communication are processed on HubSpot servers in the European Union.

The legal basis for processing is Art. 6(1)(1)(b) GDPR (pre-contractual measures / contract initiation) or Art. 6(1)(1)(f) GDPR (legitimate interest in the efficient processing of customer enquiries). Chat logs are stored for the duration of the business relationship and subsequently deleted in accordance with statutory retention periods.

Further information: https://legal.hubspot.com/privacy-policy.

Whitepaper Downloads

You may download whitepapers on our website. The data you provide for this purpose is stored and processed to fulfil your request and provide the whitepaper.

The legal basis for this processing is Art. 6(1)(1)(b) GDPR.

Hosting

We use external hosting services for the provision of the following services: infrastructure and platform services, computing capacity, storage resources, and database services, security, and technical maintenance.

The legal basis for processing is Art. 6(1)(1)(f) GDPR.

Integration of Third-Party Content

Third-party content such as videos, map material, RSS feeds, or graphics from other websites is integrated on the website. This integration always requires the providers of such content (“third-party providers”) to perceive the IP addresses of users. Where personal data is transferred to third countries, we ensure an adequate level of data protection through appropriate safeguards (e.g. EU-US Data Privacy Framework, EU Standard Contractual Clauses).

YouTube Videos

We use plugins from the YouTube video platform on the website, a service of Google Ireland Limited. The videos are all embedded in “enhanced privacy mode”, meaning that no data about you as a user is transmitted to YouTube if you do not play the videos.

Google also processes your personal data in the USA. Google is certified under the EU-US Data Privacy Framework (DPF), ensuring an adequate level of data protection.
Further information: https://www.dataprivacyframework.gov

The legal basis for processing is Art. 6(1)(1)(f) GDPR.

Further information: https://policies.google.com/privacy

Google Analytics 4 (GA4)

We use Google Analytics 4, a web analytics service by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (“Google”). Google Analytics 4 uses cookies and similar technologies stored on your device to enable analysis of your use of the website.

The information generated by these technologies about your use of this website is generally transferred to and processed on a Google server in the USA. Google is certified under the EU-US Data Privacy Framework (DPF). Additionally, we have concluded EU Standard Contractual Clauses (SCCs) with Google. Further information: https://www.dataprivacyframework.gov.

Google Analytics 4 uses IP anonymisation by default. Your IP address is truncated within EU/EEA member states before being transmitted to Google servers. The IP address transmitted within the scope of Google Analytics is not merged with other Google data.

The legal basis for processing is your consent pursuant to Art. 6(1)(1)(a) GDPR in conjunction with § 25(1) TDDDG. Analytics data is automatically deleted after 14 months.

You may revoke your consent at any time via our cookie banner. You may also prevent data collection by Google Analytics by downloading and installing the browser plugin available at: https://tools.google.com/dlpage/gaoptout.

Further information: https://policies.google.com/privacy and https://support.google.com/analytics/answer/6004245.

HubSpot Ads Tracking

We use the ads tracking pixel by HubSpot Inc. to measure the effectiveness of our advertising campaigns. The pixel collects information about your visit to our website (e.g. pages viewed, IP address, browser information). The data is processed on HubSpot servers in the European Union.

The legal basis for processing is your consent pursuant to Art. 6(1)(1)(a) GDPR in conjunction with § 25(1) TDDDG. You may revoke your consent at any time via our cookie banner.

Further information: https://legal.hubspot.com/privacy-policy.

Usage-based online advertising

Google Ads Conversion

We use Google Ads to draw attention to our attractive offers using advertising on external websites. We can determine how successful individual advertising measures are in relation to the campaign data.

If you arrive at our website via a Google ad, Google Ads stores a cookie on your PC. These cookies generally expire after 30 days. We do not process any personal data in the advertising measures. We only receive statistical evaluations from Google.

The legal basis for processing is your consent pursuant to Art. 6(1)(1)(a) GDPR in conjunction with § 25(1) TDDDG. You may revoke your consent at any time via our cookie banner. Google is certified under the EU-US Data Privacy Framework (DPF). Further information: https://www.dataprivacyframework.gov.

Further information on data protection at Google: https://policies.google.com/privacy.

Google Remarketing

In addition to Ads Conversion, we use Google Remarketing. This is a process with which we would like to address you again. Through this application, our advertisements may be displayed to you during your further internet use after visiting our website. A merging of data collected within the scope of remarketing with your personal data does not take place according to Google.

The legal basis for processing is your consent pursuant to Art. 6(1)(1)(a) GDPR in conjunction with § 25(1) TDDDG. You may revoke your consent at any time via our cookie banner.

Social Network Plugins

Plugins from social networks are integrated on our website. They are provided by the following providers:

Meta Platforms Ireland Limited (Facebook, Instagram), 4 Grand Canal Square, Dublin 2, Ireland. Meta is certified under the EU-US Data Privacy Framework (DPF).
Google Ireland Limited (Google+). Google is certified under the EU-US DPF.
LinkedIn Corporation, 1000 W Maude Ave, Sunnyvale, CA 94085. LinkedIn is certified under the EU-US DPF.
New Work SE (XING), Am Strandkai 1, 20457 Hamburg, Germany.

Only when you click on the marked field and thereby activate it does the plugin provider receive the information that you have accessed the corresponding page of our online offering.

The legal basis for the use of the plugins is your consent pursuant to Art. 6(1)(1)(a) GDPR in conjunction with § 25(1) TDDDG. The plugins are only activated after your active consent. You may revoke your consent at any time via our cookie banner.

Software Privacy Policy

The use of our software is possible by providing personal data. The personal user data required for sending or creating a login is provided either by your employer or by you personally. Your personal data is processed by us only in accordance with the provisions of the GDPR. The legal foundations of data protection can be found in the GDPR and the Telecommunications Digital Services Data Protection Act (TDDDG).

MICE Portal provides event-related online services. All following information applies to all our platforms.

MICE Portal GmbH
Am Bachfeld 1
85395 Attenkirchen
Germany
Phone: +49 8168 9974 1000
Email: info@miceportal.com

Data Protection Officer:
secadair GmbH
Polymnia Georgiadou
Wolfsstraße 16
50667 Cologne
Germany
Phone: +49 221 56947927
privacy(at)miceportal.com

What Kind of Information Is Collected?

To provide you with the procurement of event services, we need basic personal information such as your name, contact details (e.g. phone, email). Additionally, we collect information from your computer (IP address, browser, language settings).

Automatically Collected Data

When using our platform, we may automatically process the following data:

IP address, date and time of access
Hardware & software, browser type, operating system
Application version, language settings
Information about clicks and pages viewed

Processing Purposes

1. Booking/procurement of services
2. Customer service
3. Account setup
4. Marketing (only with your company’s permission)
5. Other communication
6. Market research
7. User experience improvement
8. Service provider evaluation
9. Legal purposes

Legal Bases

For purposes 1 and 2: Contract performance (Art. 6(1)(1)(b) GDPR).
For purposes 3 to 8: Legitimate interest (Art. 6(1)(1)(f) GDPR).
For purpose 9: Legal obligation (Art. 6(1)(1)(c) GDPR).

Data Disclosure to Third Parties

Your data is forwarded to the service provider during the procurement process. Third-party service providers process data only in accordance with our instructions and are subject to data processing agreements pursuant to the GDPR.

Your Rights

You have the right to access, rectify, erase, restrict processing, and data portability at any time. Contact: privacy@miceportal.com.

Information on the use of Google Analytics on our platforms can be found in the “Google Analytics 4 (GA4)” section of this privacy policy.

Privacy Policy for Business Partners and Clients

This privacy policy applies to MICE Portal GmbH, Am Bachfeld 1, 85395 Attenkirchen, Germany and sets out how MICE Portal collects and processes personal data from (potential, existing or former) service providers and other business partners.

The legal foundations of data protection can be found in the GDPR and the Telecommunications Digital Services Data Protection Act (TDDDG).

MICE Portal GmbH
Am Bachfeld 1
85395 Attenkirchen
Germany
Phone: +49 8168 9974 1000
Email: info@miceportal.com

Data Protection Officer:
secadair GmbH
Polymnia Georgiadou Wolfsstraße 16
50667 Cologne
Germany
Phone: +49 221 56947927
privacy(at)miceportal.com

Data collection

Personal information we receive:

Contact details: First and last name, business email address, phone and fax number
Financial data: Bank details, account and VAT identification number
Communication data: Content of communications with MICE Portal
Service providers: Processing only in accordance with our instructions
Payment providers: For payment processing
Authorities: When required by law
Right to access, rectification, erasure, restriction
Right to data portability
Right to withdraw consent
Right to object to processing based on legitimate interests

Automatically collected data:

IP address (stored for 7 days), location, access times, duration of use, requested URL, browser information, result of visit.

Processing Purpose

1. Login assignment and account management
2. Customer service
3. Other activities including marketing
4. Messaging tools
5. Analysis, improvement and research
6. Security, fraud detection
7. Legal regulations and compliance

Legal bases:

For purposes 1–2: Contract performance.
For purposes 3–5: Legitimate interest.
For purposes 6–7: Legal obligation.

Data Disclosure

Service providers: Processing only in accordance with our instructions
Payment providers: For payment processing
Authorities: When required by law

International Data Transfers

Where personal data is transferred to third countries, we ensure an adequate level of data protection through appropriate safeguards (e.g. EU-US Data Privacy Framework, EU Standard Contractual Clauses). You may request a copy of these contractual arrangements using the contact details provided above.

Data Storage

We retain personal data for as long as we consider necessary to maintain the business relationship, fulfil our legal obligations, resolve disputes, and maintain our business operations.

Your Options and Rights

Right to access, rectification, erasure, restriction
Right to data portability
Right to withdraw consent
Right to object to processing based on legitimate interests

Questions or Complaints

Contact our Data Protection Officer at privacy@miceportal.com. You may also contact your local data protection authority.

Changes to This Privacy Policy

Just as our business processes are constantly evolving, these privacy provisions may also change from time to time. If we make changes that have a fundamental impact on you, we will contact you before such processing begins.

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Privacy Policy