Privacy Policy

As our headquarters are located in Germany, we comply with German laws and regulations and European directives.

Definitions

Scope of application

The privacy policy applies to all pages of miceportal-solutions.de. It does not extend to any linked websites or Internet presences of other providers.

Responsible provider

The following entity is responsible for processing personal data within the scope of this privacy policy:

MICE Portal GmbH
Am Bachfeld 1
85395 Attenkirchen
Phone: +49 (0) 8168/99 74 1000
Fax: +49 (0) 8168/99 74 1199
info@miceportal.com

represented by:

Josephine Gräfin von Brühl
MICE Portal GmbH
Am Bachfeld 1, 85395 Attenkirchen

Questions regarding data protection

If you have any questions about data protection in relation to our company or our website, please contact our data protection officer:

secadair GmbH
Polymnia Georgiadou
Email: privacy(at)miceportal.com
Phone: +49 221 56947927
Adress: Wolfsstraße 16, 50667 Köln
Commercial Register No.: 91147 | Cologne Local Court | Jürgen Funke, Daniel Wasser

Security

We have taken comprehensive technical and organizational precautions to protect your personal data from unauthorized access, misuse, loss, and other external interference. To this end, we regularly review our security measures and adapt them to the latest technology.

Your legal rights

You have the following rights with regard to your personal data, which you can assert against us:

• Right to 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 receive the data in a structured, commonly used, machine-readable format (“data portability”) and right to transfer the data to another controller if the conditions of Art. 20(1)(a), (b) GDPR are met (Art. 20 GDPR)

You can assert your rights by contacting us using the contact details provided in the “Responsible provider” section or by contacting the data protection officers we have designated.

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

Use of the website, access data

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

These are the following data:

• Browser type/browser version
• Operating system used
• Language and version of the browser software
• Host name of the accessing device
• IP address
• Website from which the request originates
• Content of the request (specific page)
• Date and time of the server request
• Access status/HTTP status code
• Referrer URL (the previously visited page)
• Amount of data transferred
• Time zone difference to Greenwich Mean Time (GMT)

The temporary processing of the IP address by the system is necessary to enable the website to be delivered to your computer. Processing your IP address for the duration of the session is necessary for this purpose. The legal basis for this processing is Art. 6 (1) (f) GDPR.

The access data is not used to identify individual users and is not merged with other data sources. The access data is deleted when it is no longer required for the purpose for which it was processed. In the case of data collection for the provision of the website, this is the case when you end your visit to the website.

IP addresses are stored in log files to ensure the functionality of the website. We also use the data to optimize the website and to ensure the security of our information technology systems. The data is not evaluated for marketing purposes in this context either. The data is generally deleted after seven days at the latest; further processing is possible in individual cases. In this case, the IP address is deleted or anonymized so that it is no longer possible to identify the client accessing the website.

The collection of data for the provision of the website and the processing of data in log files is essential for the operation of the website. You can object to the processing. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Art. 21 (1) GDPR). In the event of your justified objection, we will examine the situation and either stop or adjust the data processing or point out to you our compelling legitimate grounds on the basis of which we will continue the processing.

Cookies

In addition to the aforementioned access data, cookies are stored in the Internet browser of the device you are using when you visit our website. These are small text files containing a sequence of numbers that are stored locally in the cache of the browser you are using. Cookies do not become part of your PC system and cannot execute programs. They serve to make our website more user-friendly. The use of cookies may be technically necessary or may be used for other purposes (e.g., analysis/evaluation of website usage).

a) Technically necessary cookies

Some elements of our website require that the accessing browser can be identified even after a page change.

The following data is processed in cookies:

• Language settings
• Login information

The user data collected by technically necessary cookies is not processed to create user profiles. We also use so-called “session cookies,” which store a session ID that can be used to assign various requests from your browser to the shared session. Session cookies are necessary for the use of the website. In particular, they enable us to recognize the device you are using when you return to the website. We use this cookie to recognize you on subsequent visits to the website if you have an account with us; otherwise, you would have to log in again each time you visit. The legal basis for this processing is Art. 6 (1) (f) GDPR. We use session cookies to make the use of the website more attractive and effective. Session cookies are deleted as soon as you log out or close your browser.

Most browsers are preset to automatically accept cookies. You can object to the processing of your data by cookies. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate reasons for the processing that outweigh your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal rights (Art. 21 (1) GDPR). In the case of your justified objection, we will examine the circumstances and either stop or adapt the data processing or point out to you our compelling legitimate grounds on the basis of which we will continue the processing.

You can deactivate or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all functions of the website to their full extent.

b) Cookies that are technically unnecessary

We also use cookies on the website that enable us to analyze users' surfing behavior.

The following data, for example, is stored and processed in the cookies:

• Entered keywords
• Frequency of page views
• Use of website functions

more efficient and attractive. The legal basis for this processing is Art. 6 (1) (f) GDPR. Cookies that are not technically necessary are automatically deleted after a specified period, which may vary depending on the cookie.

You can object to the processing of your data by cookies. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Art. 21 (1) GDPR). If you do not want cookies to be used, you can change your browser settings to block cookies generally or selectively, or to remove cookies that have already been stored. You can also choose to be notified before a cookie is set. If you change your browser settings for the use of cookies or deactivate cookies, the functionality of this website may be limited.

If we integrate third-party cookies into our website, we will inform you separately below.

c) Cookie banner notice

When you access the website, an information banner will inform you about the use of cookies for analysis purposes and refer you to this privacy policy. In this context, there is also a note on how to prevent cookies from being stored in your browser settings.

Contacting our company

When you contact our company, e.g. by email or via the contact form on the website, we process the personal data you provide in order to respond to your inquiry.

To process inquiries via the contact form on the website, it is mandatory to provide a name or pseudonym, including a title, and a valid email address. Optionally, you can provide your first name, your company and company size, the number of events organized, a telephone number, and additional message text.

When you send us a message, the following data is also processed:

• IP address
• Date/time of registration

The legal basis for processing is Art. 6 (1) (f) GDPR or Art. 6 (1) (b) GDPR if the purpose of the contact is to conclude a contract.

The processing of personal data from the input mask serves us solely for the purpose of processing the contact request. In case of contact by email, this also constitutes the necessary legitimate interest in the processing of the data. The other personal data processed during the sending process serves to prevent misuse of the contact form and to ensure the security of our information technology systems.

In this context, the data will not be passed on to third parties. The data will be processed exclusively for the purpose of processing the conversation. We delete the data arising in this context after processing is no longer necessary, or restrict processing to compliance with existing legally binding retention obligations.

You have the right to object to the processing of your personal data for contact requests at any time. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Art. 21 (1) GDPR). A right to object is particularly given if the processing is not necessary for the performance of a contract with you, which is described by us in the previous description of the functions. In a case like this, we might not be able to keep working on your request. If you object for a good reason, we'll check the situation and either stop or adjust the data processing, or tell you our compelling legitimate grounds for continuing the processing.

Processing and disclosure of personal data for contractual purposes

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

Once the purpose has been achieved (e.g., contract processing), the personal data will be blocked or deleted for further processing, unless we have your consent (e.g., consent to the processing of your email address for the purpose of sending electronic advertising mail), a contractual agreement, a legal authorization (e.g., authorization to send direct advertising), or on the basis of legitimate interests (e.g., storage for the enforcement of claims).

Your personal data will be disclosed if

it is necessary for the establishment, execution, or termination of legal transactions with our company (e.g., when data is passed on to a payment service provider/shipping company for the purpose of processing a contract with you) (Art. 6 (1) (b) GDPR), or

• a subcontractor or vicarious agent whom we use exclusively in connection with the provision of the offers or services you have requested requires this data (unless you have been expressly informed otherwise, such vicarious agents are only authorized to process the data to the extent necessary for the provision of the offer or service), or
  
  
• there is an enforceable official order (Art. 6 (1) (c) GDPR) or
  
  
• an enforceable court order exists (Art. 6 (1) (c) GDPR) or
  
  
• we are required to do so by law (Art. 6 (1) (c) GDPR) or

• the processing is necessary to protect the vital interests of the data subject or another natural person (Art. 6 (1) (d) GDPR) or

• we are authorized or even obliged to disclose the data in order to pursue overriding legitimate interests (Art. 6 (1) (f) GDPR).

Your personal data will not be disclosed to other persons, companies, or organizations beyond this, unless you have effectively consented to such disclosure. The legal basis for processing is then Art. 6 (1) (a) GDPR.

Registration for events

You can register as a guest on the website for events organized by our company or events at which our company is represented. The basis for processing your data for participation in events is Art. 6 (1) (b) GDPR. The processing is necessary for the establishment, execution, or termination of legal transactions with our company (e.g., also when data is passed on to a payment service provider/shipping company for the purpose of processing a contract with you).

In the registration form, you must provide your name, company, email address, telephone number, and company size, among other things. The purpose of the processing is to maintain contact and improve our external image and public relations. If you have expressed interest in a personal appointment, your data will also be processed for the preparation and execution of the appointment.

Your data will be passed on to third parties (e.g., the organizer) for the purpose of registering for the event with the organizer. There are no plans to transfer your personal data to a third country.

We will delete the data collected in this context once it is no longer necessary to store it, or restrict its processing if there are legal retention obligations.

Email marketing

Integration of third-party content

Google Web Fonts

We use web fonts provided by Google to ensure uniform font display. When you visit a page, your browser loads the required web fonts into your browser cache to display text and fonts correctly.

To do this, the browser you are using must connect to Google's servers. This gives Google knowledge that our website has been accessed via your IP address. The use of Google Web Fonts is in the interest of a uniform and appealing presentation of our online offerings. This constitutes a legitimate interest within the meaning of Art. 6 para. 1 sentence 1 lit. f) GDPR. We have no knowledge of the storage period at Google and have no influence on it.

You can object to the processing by changing your browser settings so that the browser does not support web fonts – however, a standard font from your computer will then be used. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Art. 21 (1) GDPR). In the event of your justified objection, we will examine the situation and either stop or adjust the data processing or point out to you our compelling legitimate grounds on the basis of which we will continue the processing.

Further information on Google Web Fonts can be found at https://developers.google.com/fonts/faq and in Google's privacy policy: https://www.google.com/policies/privacy/.

Google Tag Manager

We use Google Tag Manager on our website. Google Tag Manager is a solution that allows marketers to manage website tags via an interface. The Tag Manager tool itself (which implements the tags) is a cookie-free domain and does not collect any personal data. The tool triggers other tags, which may collect data. Google Tag Manager does not access this data. If deactivation has been carried out at the domain or cookie level, this remains in place for all tracking tags implemented with Google Tag Manager.

YouTube Videos

We use plug-ins from the video platform YouTube.com on our website, a service operated by YouTube LLC (headquartered at 901 Cherry Avenue, San Bruno, CA 94066, USA; “YouTube”) on behalf of Google. The plug-ins allow us to embed visual content (“videos”) that we have published on YouTube.com on this website.

The videos are all embedded in “extended privacy mode,” which means that no data about you as a user is transferred to YouTube if you do not play the videos. Only when you play the videos will the data mentioned below be transferred. We have no influence on this data transfer.

When you visit the website, YouTube receives information that you have accessed the corresponding subpage of our website. In addition, the data mentioned in the section “Access data” is transmitted. This occurs regardless of whether YouTube provides a user account that you are logged in to or whether no user account exists. If you are logged in to Google, your data will be directly associated with your account. If you do not want your data to be associated with your YouTube profile, you must log out before activating the button. YouTube stores your data as usage profiles and processes it for the purposes of advertising, market research, and/or the needs-based design of its website. Such evaluation is carried out in particular (even for users who are not logged in) to provide needs-based advertising and to inform other users of the social network about your activities on our website. Google also processes your personal data in the USA and has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework.

The legal basis for processing is Art. 6 (1) (f) GDPR. Processing serves to make our website more attractive and to offer you additional services. We have no knowledge of the storage period at YouTube and have no influence over it.

You have the right to object to processing, but you must contact YouTube to exercise this right. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Article 21(1) GDPR). You can deactivate or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all the functions of the website to their full extent.

For more information on the purpose and scope of processing by YouTube, please refer to the privacy policy at https://www.google.de/intl/de/policies/privacy.

Adobe Stock (formerly Fotolia)

We use plugins from the Adobe Stock image agency, which offers images and other image material, on our website. The provider of the Adobe Stock components is Adobe Systems Software Ireland Ltd., 4-6 Riverwalk, Citywest Business Campus, Dublin 24, Ireland (“Adobe Stock”).

Adobe Stock allows us to embed stock images using an embed code, e.g., text, video, or image data provided by a third-party website. Your IP address is transmitted to Adobe Stock via the technical implementation of the embed code. Adobe Stock also processes information about our website, the type of browser used, the browser language, the time and duration of access. In addition, Adobe Stock may collect information about your use of our website (e.g., visiting subpages and clicking on links) and other interactions you have had while visiting our website. Adobe Stock also processes your personal data in the United States and has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework. Further information and the applicable data protection provisions of Adobe Stock can be found at https://www.adobe.com/de/privacy/policy.html.

The legal basis for processing is Art. 6 (1) (f) GDPR. Processing serves to make our website more attractive and to offer you additional services. We have no knowledge of the storage period at Adobe Stock and have no influence over it.

You have the right to object to the processing, but you must contact Adobe Stock to exercise this right. You can deactivate or restrict the transfer of cookies by changing the settings in your Internet browser. Cookies that have already been saved can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all the functions of the website to their full extent.

Einbindung von Google Maps

Diese Website nutzt auch den Dienst „Google Maps“ von Google zur Darstellung von Karten bzw. Kartenausschnitten und ermöglicht Ihnen damit die komfortable Nutzung der Karten-Funktion auf der Website.

Durch den Besuch auf der Website erhält Google die Information, dass Sie die entsprechende Unterseite unserer Website aufgerufen haben. Zudem werden die unter dem Abschnitt „Zugriffsdaten“ genannten Daten an Google übermittelt. Dies erfolgt unabhängig davon, ob Google ein Nutzerkonto bereitstellt, über das Sie eingeloggt sind, oder ob kein Nutzerkonto besteht. Wenn Sie bei Google eingeloggt sind, werden Ihre Daten direkt Ihrem Konto zugeordnet. Wenn Sie die Zuordnung mit Ihrem Profil bei Google nicht wünschen, müssen Sie sich vor Aktivierung des Buttons ausloggen.

Google speichert Ihre Daten als Nutzungsprofile und verarbeitet sie für Zwecke der Werbung, Marktforschung und/oder bedarfsgerechten Gestaltung seiner Website. Eine solche Auswertung erfolgt insbesondere (selbst für nicht eingeloggte Nutzer) zur Erbringung von bedarfsgerechter Werbung und um andere Nutzer des Sozialen Netzwerks über Ihre Aktivitäten auf unserer Website zu informieren.

Rechtsgrundlage für die Verarbeitung ist Art. 6 Abs. 1 S. 1 lit. f) DSGVO. Die Verarbeitung dient dazu, unser Webangebot attraktiver zu gestalten und Ihnen zusätzlichen Service zu bieten. Von der Speicherdauer bei Google haben wir keine Kenntnis und auf sie keine Einflussmöglichkeit.

Ihnen steht ein Widerspruchsrecht gegen die Verarbeitung zu, wobei Sie sich zur Ausübung dessen an Google richten müssen. Durch eine Änderung der Einstellungen in Ihrem Internetbrowser können Sie die Übertragung von Cookies deaktivieren oder einschränken. Bereits gespeicherte Cookies können jederzeit gelöscht werden. Dies kann auch automatisiert erfolgen. Werden Cookies für unsere Website deaktiviert, können möglicherweise nicht mehr alle Funktionen der Website vollumfänglich genutzt werden.

Weitere Informationen zu Zweck und Umfang der Verarbeitung durch den Plug-in-Anbieter erhalten Sie in den Datenschutzerklärungen des Anbieters. Dort erhalten Sie auch weitere Informationen zu Ihren diesbezüglichen Rechten und Einstellungsmöglichkeiten zum Schutze Ihrer Privatsphäre: http://www.google.de/intl/de/policies/privacy. Google verarbeitet Ihre personenbezogenen Daten auch in den USA und hat sich dem EU-US Privacy Shield unterworfen, https://www.privacyshield.gov/EU-US-Framework. Weiterführende Informationen zu den Nutzungsbedingungen von Google Maps finden Sie unter https://www.google.com/intl/de_de/help/terms_maps.html.

Eventilo

We use the Eventilo service (eventilo.com, Phoenixstraat 28b, 2611AL Delft, Netherlands) to plan and organize events. When you enter your data during the appointment booking process, it is transmitted to Eventilo and processed there. Your data is processed within the European Union. We have no knowledge of the storage period and have no influence over it. The data is processed exclusively for scheduling and organizational purposes. The purpose of integrating Eventilo is to improve our range of services. The legal basis for data processing is Art. 6 (1) (f) GDPR.

You can object to the processing of your data at any time. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Art. 21 (1) GDPR). A right to object is particularly given if the processing is not necessary for the performance of a contract with you, which is described by us in the previous description of the functions. In such a case, the processing of the request may not be continued. In the event of your justified objection, we will examine the situation and either stop or adapt the data processing or point out to you our compelling legitimate grounds on the basis of which we will continue the processing. You can exercise your right to object by contacting us using the contact details provided under “Responsible provider.”

Services for statistical, analytical, and marketing purposes

We use third-party services for statistical, analytical, and marketing purposes. This enables us to provide you with a user-friendly, optimized website experience. The third-party providers use cookies to control their services (see the “Cookies” section above). Unless otherwise stated below, personal data is not processed.

Some of the third-party providers offer the option of directly objecting to the use of the respective service, e.g., by setting an opt-out cookie.

If you activate a corresponding opt-out cookie, the external provider will no longer process any data on your usage behavior in the future. It is also possible to selectively object to an individually selected range of external services. If you change your browser or the device you are using, or if you delete all cookies, you will need to set the opt-out cookie again.

Furthermore, you can also opt out of the use of cookies via the opt-out platform of the German Federal Association of the Digital Economy (BVDW) (BVDW) at http://www.meine-cookies.org/cookies_verwalten/praeferenzmanager.html or via the deactivation page of the Network Advertising Initiative at http://www.networkadvertising.org/choices/. You have the right to object for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Art. 21 (1) GDPR). Further information on usage-based advertising and opt-out options can also be found at the following link: http://www.youronlinechoices.com/de/.

Below, we provide information about the services of external providers currently used on our website, the purpose and scope of the respective processing in each case, and your existing options for objection.

Google Analytics

In order to tailor our website to your interests, we use Google Analytics, a web analytics service provided by Google. Google Analytics uses “cookies” (see the section on “Cookies” above), which are stored on your computer and enable analysis of your use of the website. The information generated about your use of this website is transmitted to a Google server in the USA and processed there.

If IP anonymization is activated on this website, your IP address will be truncated by Google within member states of the European Union or in other states party to the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and truncated there. On our behalf, Google will use this information to evaluate your use of the website, to compile reports on website activity for us, and to provide us with other services related to website activity and internet usage.

The IP address transmitted by your browser as part of Google Analytics is not merged with other Google data.

This website uses Google Analytics with the extension “_anonymizeIp()”. This means that IP addresses are truncated before further processing, thereby ruling out any possibility of personal reference. If the data collected about you is personally identifiable, this is immediately excluded and the personal data is deleted immediately.

We use Google Analytics to analyze and regularly improve the use of our website. The statistics enable us to improve our offering and make it more interesting for you as a user. For the exceptional cases in which personal data is transferred to the USA, Google has submitted to the EU-US Privacy Shield,  https://www.privacyshield.gov/EU-US-Framework. The legal basis for the processing of Google Analytics is Art. 6 (1) (f) GDPR. The analytics cookies are deleted after fourteen months at the latest.

You have the right to object. You can prevent cookies from being stored by adjusting your browser software settings accordingly; however, we would like to point out that in this case you may not be able to use all functions of this website to their full extent. Your right to object exists for reasons arising from your particular situation, unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights, and freedoms, or if the processing serves to assert, exercise, or defend legal claims (Art. 21 (1) GDPR). You can also prevent Google from collecting the data generated by the cookie and relating to your use of the website (including your IP address) and from processing this data by downloading and installing the browser plug-in available under the following link: http://tools.google.com/dlpage/gaoptout?hl=de.

Further information from the third-party provider Google can be found at:

http://www.google.com/analytics/terms/de.html,

http://www.google.com/intl/de/analytics/learn/privacy.html,

http://www.google.de/intl/de/policies/privacy.

What kind of personal information does MICE Portal collect?

Why does MICE Portal collect and process your personal data? 

The information collected about you may be used in the following ways:

1. Booking/purchasing services: Your personal data is mainly used to manage and complete your online booking. This is necessary in order for us to fulfill our core business purpose.

2. Customer service: MICE Portal offers customer service on weekdays from 8:00 a.m. to 6:00 p.m. CET. Share details with our service staff and give us the opportunity to respond to you when necessary. This includes answering technical questions about our platform or, for a fee, searching for suitable service providers according to your requirements and answering any questions you may have about your transaction – or answering other questions.

3. Account setup: MICE Portal customers have a user account. This information is used to manage this account. You can manage your transactions, create new transactions, and make bookings. You have access to all your past, current, and future transactions. Depending on your access rights, various features are available to you within our platform (e.g., reporting or overview of colleagues' transactions). You can manage your personal settings.

Managing your personal settings includes:

• Changing your password
• Language settings
• Email notifications about transaction-related information
• Selecting a vacation replacement

4. Marketing: Your data will only be used for marketing purposes after obtaining permission from your company:

• When participating in promotional activities (such as contests), the information necessary for implementation will be used.

5. Other communication: Depending on the contact information you have provided, we may contact you by phone, mail, or email. We process and document the communication between you and us.

There may be the following reasons for this:

• To respond to and process all inquiries regarding our platform, transactions, and bookings you have made. The MICE Portal offers its users various options for exchanging information, inquiries, and comments, as well as data for internal communication or communication with third-party providers.
• Depending on your user settings, you will be sent information regarding your project overview, new messages or activities, reservations, and cancellations.
• You may be sent questionnaires or invitations to submit reviews about your experiences with the MICE Portal or third-party providers.
• You may be sent messages of an administrative nature, including security notices.

6. Market research: With your company's permission, we may occasionally ask you to participate in surveys. If you are invited to participate in a survey, please read the information on how your personal data will be processed.

7. Improving the user experience of our services: We use personal data for analytical purposes. The data is used to improve our platform, optimize the user experience, and for testing, troubleshooting, and improving the functionality and quality of our online MICE booking service.

8. Service provider evaluation: After an event has ended, you may be invited to evaluate the service provider.

9. Legal purposes: In certain cases, we may use your data to process and resolve legal disputes or to conduct investigations and comply with compliance guidelines. We may also use it to enforce the terms of use of the MICE Portal booking service at our reasonable discretion or to comply with requests from law enforcement agencies.

We rely on the following legal bases to process your data:

• Contract fulfillment: The use of your data may be necessary to implement the contract you enter into with the service providers via the MICE portal. When you use our platform to book a service provider online, we will use your data to fulfill our obligation to complete and execute the booking in accordance with our mutual agreement.
  
  
• Legitimate interests: Your data may be used for our legitimate business interests. This serves to improve our products and services, as well as for administrative or legal purposes and the detection of fraudulent activities.
  
  
• For purposes 1 and 2, the MICE Portal refers to the legal basis that the processing of your personal data is necessary to fulfill the contract between you and the service provider, in particular to complete your event booking. Without providing your data, the MICE Portal cannot process your booking and cannot offer you customer service. For purposes 3 to 8, the MICE Portal refers to its legitimate business interest in providing services, preventing fraud, and improving its services. When using personal data for the legitimate interests of the MICE Portal or the legitimate interests of third parties, the MICE Portal always balances your interests and rights to the protection of your data with the rights and interests of the MICE Portal and the third party. For purpose 9, the MICE Portal refers to compliance with legal obligations, where applicable. Where required by applicable law, the MICE Portal will obtain your consent before processing your personal data for direct marketing purposes.

How does MICE Portal share your data with third parties? 

MICE Portal shares your personal data with third parties under certain circumstances.

• MICE Portal: When you purchase services, your data is usually forwarded to the service provider. This is regulated by the terms of the framework agreement with your company. During the MICE Portal purchasing process, your personal data is usually forwarded to the service provider for the purpose of drafting a contract when you make an online inquiry, booking, cancellation, or communicate with the service provider. Depending on the type of service purchased and the service provider, this may include information such as your name, contact details, special requests, or other information related to the transaction/booking, as well as information about other people involved (e.g., event participants). If necessary, we may contact the service provider with questions about your transaction and ask them to contact you regarding the request. In the event of booking-related disputes, we may provide the service provider with data relating to the transaction as necessary to clarify the discrepancies. This may include a copy of your booking confirmation, which serves as proof of the actual booking.
  
  
• Third-party service providers: The MICE Portal uses third-party service providers to process your personal data on our behalf. This may serve various purposes, such as enabling the purchase of services on external platforms. All third-party service providers are subject to confidentiality agreements and data processing agreements in accordance with the GDPR.
  
  
• Competent authorities: We disclose data for law enforcement purposes when required by law or when urgently necessary to prevent, detect, or prosecute criminal acts or fraud, or when we are otherwise legally obligated to do so. In addition, we may share personal data with the competent authorities if we believe it is essential to detect or prevent fraudulent activities.

How does MICE Portal process the communication that you and your booked service provider may exchange via MICE Portal? 

MICE Portal provides its users with various options for communicating about event services and existing bookings via MICE Portal. For example, you can communicate with the selected service provider via “Contact” on the transaction overview page. This communication is only transmitted via MICE Portal and stored in an audit-proof manner, but is not used for any other purposes.

What security and storage measures does MICE Portal take to protect your personal data?

We use appropriate procedures in accordance with the GDPR to ensure that your personal data is protected against misuse and unauthorized access.

We use appropriate business systems and processes to protect your personal data. We also apply security procedures, technical restrictions, and access restrictions when our servers access and use your personal data. Only authorized employees have access to your personal data for the proper performance of their duties.

How can you control your personal data in the MICE Portal?

You have the right to view your personal data stored by us at any time. To receive an overview of your personal data, please send us an email (privacy@miceportal.com). Please enter “Personal data request” in the subject line of the email to speed up the processing of your request.

If you suspect that your personal data is incorrect or that we are no longer authorized to use your personal data, or if you have any other questions about the processing of your personal information or concerns regarding data protection regulations, you can contact us at any time. Please note that you have the right to have incorrect data corrected or personal data deleted, provided that this does not conflict with any legal retention obligations.

Who is responsible for processing personal data via MICE Portal and how can you contact them?

Cookies and the use of Google Analytics with anonymization function 

We use Google Analytics, a web analytics service provided by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043 USA, hereinafter referred to as “Google,” on our website. Google Analytics uses “cookies,” which are text files placed on your computer, to help the website analyze how users use the site. The information generated by these cookies, such as the time, place, and frequency of your website visits, including your IP address, is transmitted to Google in the USA and stored there. We use Google Analytics with the addition “_gat._anonymizeIp” on our website. In this case, your IP address will be truncated by Google within member states of the European Union or in other states party to the Agreement on the European Economic Area and thus anonymized. Google will use this information to evaluate your use of our site, to compile reports on website activity for us, and to provide other services related to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of our website.

Google also offers a deactivation add-on for the most common browsers, which gives you more control over what data Google collects from the websites you visit. The add-on tells Google Analytics' JavaScript (ga.js) not to send any information about your website visit to Google Analytics. However, the Google Analytics browser opt-out add-on does not prevent information from being sent to us or to other web analytics services we may use. For more information on installing the browser add-on, please visit the following link: https://tools.google.com/dlpage/gaoptout?hl=de

Privacy Policy for Business Partners and Customers

This privacy policy applies to MICE Portal GmbH, Am Bachfeld 1, 85395 Attenkirchen, Germany (hereinafter referred to as “MICE Portal,” “we,” or “our”) and specifies how MICE Portal collects and processes personal data from (potential, existing, or former) service providers and other business partners. These data protection provisions therefore apply to personal data of owners, employees, representatives, or other persons acting on behalf of a service provider or other business partners. Providers of booking platforms or software, other business partners, and the persons associated with them are hereinafter referred to collectively or individually as “business partners” or “you.” A business partner within the meaning of this privacy policy may be a service provider (including providers of accommodation, attractions, parks, museums, transfers, catering, social programs, venues, etc.), business partners that enable the booking of events via their websites and/or apps or by other means, including travel agencies, third-party providers, and other business partners that have a business relationship with the MICE Portal.

Further information can be found in the separate privacy statements for users, which (i) describe how the MICE Portal processes personal data from customers who use the MICE Portal service to book an event, and (ii) how the MICE Portal uses cookies on customer websites. Companies that use the services of the MICE Portal for events to enable event reservations for their employees are subject to these privacy and cookie policies for customers.

Our software can be used 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. Different rules may apply to the use of individual services on our site, in which case these will be explained separately below. We process your personal data (e.g., name, address, email, phone number, etc.) in accordance with the provisions of the GDPR. Data is considered personal if it can be clearly assigned to a specific natural person. The legal basis for data protection can be found in the General Data Protection Regulation (GDPR) and the German Telemedia Act (TMG). The following provisions provide you with information about the type, scope, and purpose of the collection, use, and processing of personal data by the provider. We also provide you with information on how to contact us if you have any questions about your personal data.

The MICE Portal offers event-related online services. All of the following information applies to all of our platforms. This privacy policy applies to any personal data that we collect from you via our platforms (e.g., contact with our customer service via email).

We recommend that you read our privacy policy regularly so that you are always aware of our current privacy policy. If changes are made to the privacy policy that affect you, you will be notified of these changes before they take effect.

Use of the MICE Portal platforms is only possible with your consent to our privacy policy.

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

Data protection officer: secadair GmbH, Polymnia Georgiadou
Address: Wolfsstraße 16, 50667 Cologne, Germany
HRB No.: 91147 | Cologne Local Court | Jürgen Funke, Daniel Wasser
Tel.: +49 221 56947927 
privacy(at)miceportal.com

We would like to point out that Internet-based data transmission has security gaps, meaning that complete protection against access by third parties is impossible.

Data collection

The personal data that the MICE Portal collects about business partners depends on the context of the business relationship and interaction with the MICE Portal, the decisions made by the business partner, and the products, services, and features used. The personal data that the MICE Portal collects about a business partner may include the following; Depending on the specific situation, not all of the following data elements may be considered personal data, as they may relate to a company rather than an individual:

Personal information we receive from you

• Contact details: We collect a business partner's contact details, such as their first and last name, business email address, and phone and fax numbers.

• Financial data: We collect data necessary for payment, including billing, such as your bank details, account number, and sales tax number.

• Other: During your communication with the MICE Portal, the MICE Portal collects and processes information about this. If you contact customer service (e.g., by phone or email), the content of the communication may be stored as personal data.

Other data we collect automatically

When you use the services of the MICE Portal, such as the service provider login, the MICE Portal automatically collects personal data. This includes data such as your IP address (stored for 7 days for debugging purposes), location, access times, duration of use, URL accessed, browser information, and the result of your visit (visit, booking, rejection of a query, etc.).

By sharing the personal data of other persons related to your company (e.g., employees), you confirm that these persons have been informed about the use of their personal data by MICE Portal in accordance with this privacy policy and have given all necessary consents.

Other information we receive from other sources
Information on insolvencies:

• In the event of insolvency, MICE Portal may receive information from insolvency administrators, courts, or other public authorities.
• Data in connection with requests from law enforcement and tax authorities: Law enforcement or tax authorities may contact MICE Portal for further information about business partners if you are the subject of an investigation.
• Fraud detection: In certain cases and in accordance with applicable law, MICE Portal collects data from third-party sources to detect and prevent fraud.
  
  

Purpose of processing

The MICE Portal uses the information collected about business partners, which may include personal data, for the following purposes:

1. Login assignment and account management

The MICE Portal uses contact details for registration on the MICE Portal, including verification, or for other communication with the business partner.

2. Customer service

Customer service uses the data provided, including personal data, to process and clarify inquiries, questions, and concerns from business partners.

3. Other activities, including marketing

The MICE Portal may invite business partners to participate in events organized by the MICE Portal that the MICE Portal believes are relevant to business partners. The MICE Portal uses personal data, such as contact details, to provide information about system and product updates, to send the MICE Portal newsletter, and to invite business partners to participate in marketing campaigns or promotional activities. If personal data is used for direct advertising messages for marketing purposes, the MICE Portal includes a link to unsubscribe.

4. Messaging tools

The MICE Portal provides business partners with various means of communicating with users/bookers of the MICE Portal. Please note that all communication sent or received via communication channels from the MICE Portal is received and stored by the MICE Portal.

5. Analysis, improvement, and research

The MICE Portal uses personal data for research and analysis purposes, as well as to improve the MICE Portal services and user experience, and for testing purposes to improve the functionality and quality of the MICE Portal's online services. The MICE Portal regularly invites business partners to participate in surveys or conducts other types of market research. Certain business partners are invited to use a special online platform where they are invited to interact with the MICE Portal and/or exchange experiences with other business partners. Please read the information when you are invited to participate in a survey, market research, or use the online platform to find out how your personal data may be treated differently from this privacy policy.

6. Security, fraud detection, and prevention

We use information, including personal data, to investigate, prevent, or detect fraud and other illegal or unlawful activities. This may include personal data of a business partner provided to the MICE Portal for verification during registration, automatically collected personal data, or personal data from third parties (including event participants). The MICE Portal may, if necessary, use personal data to assist law enforcement. For this purpose, personal data may be shared with law enforcement agencies and external consultants. The MICE Portal may use personal data for risk assessment and security purposes, including user authentication.

7. Legal regulations and compliance

In certain cases, the MICE Portal must use the data provided, including personal data, for the processing and resolution of legal disputes or complaints, as well as for regulatory investigations and compliance purposes, or to enforce contractual claims against business partners.

Please note that the service provider information, including the name and address of the service provider, will be used in accordance with the terms and conditions, which are part of the separately signed partner agreement (e.g., for display on third-party websites to enable the execution of a travel booking).

If we use automated means to process personal data that has legal implications for you or generally affects you seriously, we will apply appropriate security measures to protect your rights and freedoms, including the right to human intervention.

Legal basis: For purposes 1 and 2, the MICE Portal refers to the legal basis that the processing of your personal data is necessary to fulfill the contract between the business partners. If the required data is not provided, the MICE Portal cannot register a service provider, collaborate with a business partner, or offer customer service. For purposes 3 to 7, the MICE Portal refers to its legitimate business interest in providing its services or using services from its business partners, preventing fraud, and improving its services. When we use personal data for the legitimate interests of the MICE Portal or the legitimate interests of third parties, the MICE Portal always balances the interests and rights of business partners in relation to the protection of their data with the rights and interests of the MICE Portal and the third party.

For purposes 6 and 7, the MICE Portal refers, where applicable, to compliance with legal obligations (such as lawful law enforcement requests).

If you wish to object to processing in accordance with sections 1 to 5 and no opt-out mechanism is available to you (e.g., in your account settings), please contact us if necessary at privacy@miceportal.com.

Data transfer

Transfer to third parties: We transfer information from business partners, including personal data, to third parties to the extent permitted by law and as described below. We do not sell or rent your personal data.

• Service providers (including suppliers): We share your data with third-party service providers in order to provide our products and services, store data, and/or conduct business on our behalf. These service providers only process personal data in accordance with the instructions of and for the provision of services to the MICE Portal.
• Payment providers and other financial institutions: In order to process payments between a business partner and the MICE Portal or between a booker and a business partner, personal data is shared with payment providers and other financial institutions.
• Mandatory disclosure: If required by law, absolutely necessary for the provision of our services, in legal proceedings, or to protect our rights or the rights of users of the MICE Portal, we disclose personal data to law enforcement and investigative authorities.
• Services from other business partners can also be booked via the MICE Portal. The personal data required for this purpose will be forwarded to these business partners. These business partners process personal data only in accordance with the instructions of and for the provision of services for the MICE Portal.

Transfer and disclosure of aggregated data: We may share data in aggregated form and/or in a form that does not allow the recipient of such information to identify you with third parties, e.g., for industry analysis.

International data transfer 

The transfer of personal data as described in this privacy policy may involve the transfer of personal data from abroad to countries whose data protection laws are not as comprehensive as those of countries within the European Union. To the extent required by European law, we only transfer personal data to recipients who offer an adequate level of data protection. In such cases, we may enter into contractual agreements to ensure that your personal data is protected in accordance with European standards. You can request a copy of these contractual agreements using the contact details provided below.

Security

In accordance with European data protection laws, the MICE Portal follows appropriate security guidelines to ensure that your personal data is protected against misuse and unauthorized access.

We use appropriate business systems and procedures to protect your personal data. We also apply security procedures, technical restrictions, and access restrictions when our servers access and use your personal data. Only authorized employees have access to your personal data for the proper performance of their duties.

Data storage

We retain personal data for as long as we deem necessary to maintain the business relationship with a business partner, to provide the business partner with the services of the MICE Portal, to comply with our legal obligations (including document retention laws), resolve disputes with other parties, and otherwise as necessary to enable the MICE Portal to maintain its business operations. All personal data we store is subject to this privacy policy and our internal retention policies. If you have a question about a specific retention period for certain types of personal data we process about you, please contact us using the contact details below.

Your options and rights  

We want you to have control over how we use your personal data. You have the following options:

You may request that we provide you with a copy of the personal data we hold about you;

You can notify us of any changes to your personal data or ask us to correct any personal data we hold about you;

In certain cases, you can ask us to delete, block, or restrict the personal data we hold about you, or you can object to certain purposes for which we use your personal data; and

in certain situations, you may also request us to transfer your personal data that you have provided to us to a third party.

If we use your personal data on the basis of your consent, you may withdraw that consent at any time in accordance with applicable law. In addition, you may object to the processing of your personal data in accordance with applicable law at any time where such processing is based on a legitimate interest or on the public interest.

We trust that you will ensure that your personal data is complete, accurate, and up to date. Please inform us immediately of any changes or inaccuracies in your personal data by contacting us.

Questions or complaints

If you have any questions or concerns regarding the processing of your personal data, or if you wish to exercise any of the rights set out in this privacy policy, please contact our data protection officer at privacy@miceportal.com. All questions and complaints reported to the MICE Portal will be investigated. The MICE Portal will attempt to resolve complaints and questions in accordance with internal guidelines. You can also contact your local data protection authority with questions and complaints.

Changes to the Privacy Policy

Just as our business processes are constantly changing, this Privacy Policy may also change from time to time. If we make changes that have a fundamental impact on you (e.g., if we start using personal data for purposes other than those mentioned above), we will contact you before we begin processing your data.

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