1. An overview of data protection
Data collection on our website
Who is responsible for the data collection on this website?
The data collected on this website are processed by the website operator. The operator’s contact details can be found in the website’s required legal notice.
How do we collect your data?
Some data are collected when you provide it to us. This could, for example, be data you enter on a contact form.Other data are collected automatically by our IT systems when you visit the website. These data are primarily technical data such as the browser and operating system you are using or when you accessed the page. These data are collected automatically as soon as you enter our website.
What do we use your data for?
Part of the data is collected to ensure the proper functioning of the website. Other data can be used to analyze how visitors use the site.
What rights do you have regarding your data?You always have the right to request information about your stored data, its origin, its recipients, and the purpose of its collection at no charge. You also have the right to request that it be corrected, blocked, or deleted. You can contact us at any time using the address given in the legal notice if you have further questions about the issue of privacy and data protection. You may also, of course, file a complaint with the competent regulatory authorities.
2. General information and mandatory information
Notice concerning the party responsible for this website
The party responsible for processing data on this website is:
EMA e.V. ‐ Euro-Mediterran-Arabischer Länderverein
Clara Gruitrooy (Generalsekretärin)
Telephone: +49 (0)30 25 35 92 72
The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data (names, email addresses, etc.).
Revocation of your consent to the processing of your data
Many data processing operations are only possible with your express consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.
Right to file complaints with regulatory authorities
If there has been a breach of data protection legislation, the person affected may file a complaint with the competent regulatory authorities. The competent regulatory authority for matters related to data protection legislation is the data protection officer of the German state in which our company is headquartered. A list of data protection officers and their contact details can be found at the following link: https://www.bfdi.bund.de/ DE/Infothek/ Anschriften_Links/anschriften_links-node.html.
Right to data portability
You have the right to have data which we process based on your consent or in fulfillment of a contract automatically delivered to yourself or to a third party in a standard, machine-readable format. If you require the direct transfer of data to another responsible party, this will only be done to the extent technically feasible.
SSL or TLS encryption
This site uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator. You can recognize an encrypted connection in your browser’s address line when it changes from “http://” to “https://” and the lock icon is displayed in your browser’s address bar.If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.
Information, blocking, deletion
As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using the address given in our legal notice if you have further questions on the topic of personal data.
Opposition to promotional emails
We hereby expressly prohibit the use of contact data published in the context of website legal notice requirements with regard to sending promotional and informational materials not expressly requested. The website operator reserves the right to take specific legal action if unsolicited advertising material, such as email spam, is received.
3. Data collection on our website
Server log files
The website provider automatically collects and stores information that your browser automatically transmits to us in “server log files”.
- Browser type and browser version
- Operating system used
- Referrer URL
- Host name of the accessing computer
- Time of the server request
- IP address
These data will not be combined with data from other sources.The basis for data processing is Art. 6 (1) (f) DSGVO. The website operator has a legitimate interest in ensuring an optimized service provided free of technical errors.
Contact form / contact by email
Should you send us questions via the contact form or by email, we will collect the data entered on the form, including the contact details you provide, respectively your email, to answer your question and any follow-up questions. We do not share this information without your permission.We will, therefore, process any data you enter onto the contact form or send us by email only with your consent per Art. 6 (1)(a) DSGVO. You may revoke your consent at any time. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.We will retain the data you provide on the contact form or by email until you request its deletion, revoke your consent for its storage, or the purpose for its storage no longer pertains (e.g. after fulfilling your request). Any mandatory statutory provisions, especially those regarding mandatory data retention periods, remain unaffected by this provision.
Registration on this website
You can register on our website in order to access additional functions offered here. The input data will only be used for the purpose of using the respective site or service for which you have registered. The mandatory information requested during registration must be provided in full. Otherwise, we will reject your registration.To inform you about important changes such as those within the scope of our site or technical changes, we will use the email address specified during registration.We will process the data provided during registration only based on your consent per Art. 6 (1)(a) DSGVO. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.We will continue to store the data collected during registration for as long as you remain registered on our website. Statutory retention periods remain unaffected.
Processing of data (customer and contract data)
We collect, process, and use personal data only insofar as it is necessary to establish, or modify legal relationships with us (master data). This is done based on Art. 6 (1) (b) DSGVO, which allows the processing of data to fulfill a contract or for measures preliminary to a contract. We collect, process and use your personal data when accessing our website (usage data) only to the extent required to enable you to access our service or to bill you for the same.Collected customer data shall be deleted after completion of the order or termination of the business relationship. Legal retention periods remain unaffected.
Data transferred when signing up for services and digital content
We transmit personally identifiable data to third parties only to the extent required to fulfill the terms of your contract with us, for example, to banks entrusted to process your payments.Your data will not be transmitted for any other purpose unless you have given your express permission to do so. Your data will not be disclosed to third parties for advertising purposes without your express consent.The basis for data processing is Art. 6 (1) (b) DSGVO, which allows the processing of data to fulfill a contract or for measures preliminary to a contract.
If you would like to receive our newsletter, we require a valid email address as well as information that allows us to verify that you are the owner of the specified email address and that you agree to receive this newsletter. No additional data is collected or is only collected on a voluntary basis. We only use this data to send the requested information and do not pass it on to third parties.We will, therefore, process any data you enter onto the contact form only with your consent per Art. 6 (1) (a) DSGVO. You can revoke consent to the storage of your data and email address as well as their use for sending the newsletter at any time, e.g. through the “unsubscribe” link in the newsletter. The data processed before we receive your request may still be legally processed.The data provided when registering for the newsletter will be used to distribute the newsletter until you cancel your subscription when said data will be deleted. Data we have stored for other purposes (e.g. email addresses for the members area) remain unaffected.
Liability for content
This website was created with the utmost care. Nevertheless, no guarantee can be given for the correctness and accuracy of the information contained. Any liability for damages arising directly or indirectly from the use of this website is excluded, unless they are based on intent or gross negligence.If this website refers to websites operated by third parties, EMA eV assumes no responsibility for their contents.
5. Online events, meetings, and webinars via „Zoom“
We use the “Zoom” tool to conduct online meetings, video conferences, online events, and/or webinars. “Zoom” is a service of Zoom Video Communications, Inc. (55 Almaden Blvd, Suite 600, San Jose, California (95113), USA).
If you visit the “Zoom” website, the provider of “Zoom” is responsible for data processing. However, visiting the website is only necessary for using “Zoom” in order to download the software for using “Zoom”. You can also use “Zoom” if you enter the respective meeting ID and, if necessary, other access data for the meeting directly in the “Zoom” app. If you do not want to or cannot use the “Zoom” app, the basic functions can also be used via a browser version, which you can also find on the “Zoom” website. When using “Zoom”, different types of data are processed. The scope of the data also depends on the information you provide before or during participation in an “online meeting”.
Description of data processing
The following personal data is subject to processing:
- User Details: first name, last name, telephone (optional), e-mail address, password (if “Single-Sign-On” is not used), profile picture (optional), department (optional). However, this might vary for several other online events for which we might ask you to fill in additional mandatory information like occupation, organization, country, etc, during the registration process. In such cases, you will be shown the following disclaimer message: “By registering, I give my consent to the storing and processing of my personal data by the EMA for the purpose of my registration and of receiving further information on and invitations by the EMA. I agree to be depicted in images and recordings acquired during the event for the purpose of documentation and online publication.”
- Meeting Metadata: subject, description (optional), participant IP addresses, device/hardware information
- For recordings (optional): MP4 file of all video, audio, and presentation recordings, an M4A file of all audio recordings, and a text file of online meeting chat.
- When dialing in by phone: information on incoming and outgoing phone number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be saved.
- Text, audio, and video data: You may be able to use the chat, question, or survey functions in an “online meeting”. To this extent, the text entries you make are processed in order to display and, if necessary, log them into the “online meeting”. In order to enable the display of video and the playback of audio, the data from the microphone of your terminal device and from any video camera of the terminal device will be processed accordingly for the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time using the “Zoom” applications.
In order to participate in an “online meeting” or to enter the “meeting room”, you must at least provide information about your name.
Description of data processing
We use “zoom” to conduct “online meetings”. If we want to record “online meetings”, we will inform you in advance in a transparent manner and – if necessary – ask for your consent. The fact of recording will also be displayed in the “Zoom” app. If it is necessary for the purpose of recording the results of an online meeting, we will log the chat content. However, this will usually not be the case. In the case of webinars, we may also process the questions asked by webinar participants for the purposes of recording and follow-up of webinars. If you are registered as a user at “Zoom”, reports on “online meetings” (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) can be stored for up to one month at “Zoom”. The possibility of software-based “attention tracking” in “online meeting” tools such as “Zoom” is deactivated. Automated decision-making as defined by Art. 22 GDPR is not used.
Legal basis for data processing
As far as personal data is processed, § 26 BDSG is the legal basis for data processing. If, in connection with the use of “Zoom”, personal data are not required for the establishment, performance or termination of the employment relationship, but are nevertheless an elementary component in the use of “Zoom”, Art. 6 Paragraph 1 letter f) GDPR is the legal basis for data processing. In these cases, we are interested in the effective conduct of “online meetings”.
In other respects, the legal basis for data processing when conducting “online meetings” is Art. 6 para. 1 lit. b) GDPR, insofar as the meetings are conducted within the framework of contractual relationships. If no contractual relationship exists, the legal basis is Art. 6 para. 1 lit. f) GDPR. Here too, we are interested in the effective implementation of “online meetings”.
Recipient / transfer of data
Personal data processed during participation in “online meetings” is generally not passed on to third parties, unless it is specifically intended to be passed on. Please note that content from “online meetings” as well as personal meetings are often used to communicate information with customers, interested parties or third parties and are therefore intended to be passed on.
Other recipients: The provider of “Zoom” necessarily obtains knowledge of the above-mentioned data to the extent that this is provided for in our contract processing agreement with “Zoom”.
Data processing outside the European Union
“Zoom” is a service by a provider from the USA. Processing of personal data therefore also takes place in a third country. We have concluded an order processing contract with the provider of “Zoom” with EU standard contractual clauses. Further information on data protection at Zoom can be found in the provider’s data protection declaration at: https://zoom.us/privacy and https://support.zoom.us/hc/en-us/articles/360000126326-Official-Statement-EU-GDPR-Compliance