Privacy Policy

Welcome to our website. We take the protection of your data very seriously. For this reason, we would like to let you know which data from your visit we will use and for which purposes. Should you have any questions on how we handle your personal data, please do not hesitate to contact our Data Protection Officer (contact details are provided at the end of this privacy policy).

The organisation responsible, as specified by the General Data Protection Regulation (GDPR), for using your data collected by this website is:

Hamburg Convention Bureau GmbH
Wexstraße 7
20355 Hamburg

 

I. General information on data processing

What are personal data?

The term ‘personal data’ is defined in the General Data Protection Regulation (hereinafter referred to as the “GDPR”). According to this definition, ‘personal data’ means any information relating to an identified or identifiable natural person. This includes details like your name, address, telephone number and date of birth. Information on how you use this website may also be categorised as personal data if it can be used to derive your identity.

Scope of the processing of personal data

As a general rule, we process our users’ personal data only if this is required in order to be able to provide a functional website as well as our content and services. Our users’ personal data are regularly processed only after the users have expressed their consent or if processing is permitted by legal provisions.

a) Legal basis for processing personal data

Provided we acquire the consent of the data subject for processing their personal data, the legal basis is defined by Art. 6 para. 1 lit. a of the GDPR.

Art. 6 para. 1 lit. b of the GDPR forms the legal basis for the processing of personal data that is necessary for the performance of a contract to which the data subject is party. This also applies to processing operations that are necessary prior to entering into a contract.

Where the processing of personal data is necessary for compliance with a legal obligation to which our company is subject, the legal basis is defined by Art. 6 para. 1 lit. c of the GDPR.

Art. 6 para. 1 lit. d of the GDPR forms the legal basis in the event that the processing of personal data is necessary in order to protect the vital interests of the data subject or of another natural person.

If processing is necessary for the purposes of the legitimate interests pursued by our company or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject, the legal basis is defined by Art. 6 para. 1 lit. f of the GDPR.

b) Data erasure and retention period

The data subject’s personal data shall be erased or blocked if the purpose for which they were stored no longer applies. The data may be stored beyond this time if this was stipulated by European or national legislators in Union regulations, laws or other provisions to which the controller is subject. The data shall also be blocked or erased if a retention period stipulated by the stated standards expires, unless it is necessary to continue storing the data for a contract conclusion or contract performance.

 

II. Provision of website and creation of log files

Description and scope of data processing

The following information is documented when accessing our website:

·       Browser type/browser version

·       Operating system

·       Referrer URL (previously visited website), as well as the pages accessed on our website

·       IP address

·       Date and time of the server request

·       Internet service provider

The data are also stored in our system’s log files. However, these data are not stored together with other personal data from the user.

Legal basis of data processing

The legal basis for storing the data and the log files is Art. 6 para. 1 lit. f of the GDPR.

Purpose of data processing

The system’s temporary storage of the IP address is necessary to enable the website to be delivered to the user’s computer. For this purpose, the user’s IP address must be stored for the duration of the session. The data are stored in log files to ensure that the website functions. In addition, the data help us to optimise the website and ensure the security of our information technology systems. The data are not evaluated in this context for marketing purposes. Our legitimate interest in data processing also lies in these purposes, in accordance with Art. 6 para. 1 lit. f of the GDPR.

Retention period

The data we store shall be erased as soon as they are no longer required for achieving the purpose of their collection. This is the case after no more than seven days. The data may also be stored beyond this period. In this case, the user’s IP address shall be erased or distorted so that the client can no longer be classified.

Possibility to object and opt out

Collecting the stated data is essential to be able to operate the website. For this reason, the user shall have no possibility to object.

 

III. Use of cookies

Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in the internet browser or by the internet browser on the user’s computer system. When a user accesses a website, a cookie may be stored on his or her operating system. This cookie contains a characteristic string of characters that enable the browser to be unambiguously identified the next time the website is accessed.

We use cookies in order to make our website more user-friendly. Some elements on our website also require the calling browser to be identified after changing pages.

The following data are stored and transmitted in the cookies:

(1)  Language settings

(2)  Items in a shopping cart

(3)  Log-in information

On our website, we also use cookies that enable an analysis of the user’s surfing behaviour.

The following data, among others, may be transmitted in this way:

(1)  The search terms entered

(2)  The frequency of page views

(3)  The use of website features

User data collected in this way are pseudonymised by technical means. It is, therefore, no longer possible to assign the data to the respective user. The data are not stored together with other personal data from the user.

When accessing our website, a banner is displayed to inform users about the use of cookies for analysis purposes and make reference to this privacy policy. Information is also provided on how to prevent cookies from being stored in the browser settings.

Legal basis for data processing

The legal basis for processing personal data using cookies is Art. 6 para. 1 lit. f of the GDPR.

Purpose of data processing

The purpose of using technically necessary cookies is to make it easier for users to use websites. Some features of our website could not be provided without the use of cookies. These features require the browser to be recognised again after a change of page.

We need cookies for the following applications, among others:

(1)  Shopping cart

(2)  Applying language settings

(3)  Remembering search terms

The user data collected by the technically necessary cookies are not used to create user profiles.

The use of analysis cookies serves the purpose of improving the quality of our website and its content. The analysis cookies enable us to find out how the website is used so that we can continuously optimise our services.

Our legitimate interest in processing personal data also lies in these purposes, in accordance with Art. 6 para. 1 lit. f of the GDPR.

Period of retention, and possibility to object and opt out

Cookies are stored on the user’s computer and transmitted from the computer to our website. As the user, you therefore have full control of the use of cookies. By changing the settings in your internet browser, you can deactivate or limit the transmission of cookies. Cookies already stored can be erased at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to fully use all the website’s features.

 

IV. Ordering of travel and tickets

Whilst placing orders of travel, tickets and hotels on our site, you will be forwarded to our partner Hamburg Tourismus GmbH. In this case the privacy policy of Hamburg Tourismus GmbH applies.

 

V. Google Analytics

This website uses Google Analytics, a web analysis service of Google Inc, (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; “Google”). The use includes the “Universal Analytics” operating mode. This facilitates the assignment of data, sessions and interactions across several devices to a pseudonymous user ID and thus the analysis of a user’s activities across devices.

Google Analytics uses “cookies”, which are text files placed on your computer, to allow the website operator to analyse how users use the site. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. However, if IP anonymisation is activated on this website, Google will reduce your IP address within Member States of the European Union or in other states party to the Agreement on the European Economic Area beforehand. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and shortened there. The IP address transmitted by your browser in the context of Google Analytics is not merged with other Google data. Sessions and campaigns are terminated after a certain period of time. By default, sessions are closed after 30 minutes without activity and campaigns after six months. The time limit for campaigns may not exceed two years. For more information on terms of use and data protection, please visit www.google.com/analytics/terms/gb.html or policies.google.com.

Legal basis for data processing

The legal basis for processing the user’s personal data is Art. 6 para. 1 lit. f of the GDPR.

Purpose of data processing

Google will use this information on our behalf for the purpose of evaluating your use of the website, compiling reports on website activity and providing other services relating to website activity and internet use. Our legitimate interest also lies in these purposes.

Retention period

For more information on the retention period, please visit www.google.com/analytics/terms/gb.html or policies.google.com.

Possibility to object and opt out

By changing the settings in your internet browser, you can deactivate or limit the transmission of cookies. You can also delete cookies already stored at any time. In this event, it may no longer be possible for you to fully use all the website’s features.

In addition, you can prevent Google from collecting and processing data generated by the cookie and on your use of the website (incl. your IP address) by downloading and installing the browser add-on at tools.google.com/dlpage/gaoptout;

 

VI. Surveys and Prize Competitions

1. Description and Scope of Data Processing

From time to time, we conduct surveys and prize competitions on our site. In both cases, we collect from you only the information needed to conduct the survey or prize competition. Should further information be requested, the information required for participation will be marked accordingly. Further details can be given voluntarily and only with your express consent. For surveys, we will always anonymise your personal data so that your personal identity cannot be inferred, unless we have your explicit consent to process your personal data. For prize competitions, we may have to pass your data on to third parties like parcel service providers, tour operators, or hotels in order to distribute prize money.

2. Legal Basis for Data Processing

The legal basis for data processing in prize competitions is Art. 6 (1) (b) GDPR and Art. 6 (1) (a) GDPR for voluntary participation in surveys.

3. Purpose of Data Processing

We process your data solely to conduct the prize competition and/or the survey.

4. Length of Storage

After the completion of the prize competition, distribution of prizes and, in some cases, the expiry of legal warranty obligations, we will delete your data. During surveys, your data are always anonymised.

5. Ability to Opt-Out Or Remove Data

You have the option to revoke your consent to data processing or object to data processing at any time. If the data are required to complete a contract or to carry out pre-contractual measures, deletion of the data will only be possible when contractual or legal obligations preclude deletion.

 

VII. E-mail contact

Description and scope of data processing

You can contact us via the provided e-mail address. In this case, the user’s personal data transmitted in the e-mail will be stored.

The data thus provided shall not be forwarded to third parties. Instead, the data will only be used to process the conversation.

Legal basis for data processing

The legal basis for processing data transmitted in an e-mail is Art. 6 para. 1 lit. f of the GDPR. If the aim of the e-mail contact is to conclude a contract, the additional legal basis for the processing is Art. 6 para. 1 lit. b of the GDPR.

Purpose of data processing

Processing the personal data sent by e-mail serves the sole purpose of handling the request. If contact is made by e-mail, the required legitimate interest shall also lie in processing the data.

Retention period

The data shall be erased as soon as they are no longer required for achieving the purpose of their collection. This is the case for personal data sent by e-mail when the respective conversation with the user has ended. The conversation is deemed to have ended when the circumstances show that the situation in question has been conclusively clarified.

Possibility to object and opt out

Users can withdraw their consent to having their personal data processed at any time. If users contact us by e-mail, they can object to their personal data being stored at any time. In this case, the conversation cannot be continued.

All personal data stored during the contact process shall be erased in this case.

 

VIII. Einbindung von Filmen von Vimeo (translation coming soon)
Diese Webseite und die integrierten Angebote enthalten sogenannte Einbettungen von Videos auf Vimeo. Diese ermöglichen die Verbindung zu Vimeo und den dort hinterlegten Videos. Vimeo wird betrieben von der Vimeo, Inc. 555 West 18th Street, New York, New York 10011. Zweck und Umfang der Datenerhebung und Datennutzung durch Vimeo sowie Ihre Rechte und Einstellungsmöglichkeiten zum Schutz als Kunde von Vimeo entnehmen Sie bitte den Datenschutzhinweisen von Vimeo. Diese finden Sie unter: https://vimeo.com/privacy

 

IX. Data security
We take technical and organisational security measures to protect your data from accidental or intentional manipulation, loss, destruction or unauthorised access. Our security measures are continuously improved in line with technological developments.

Rights of the data subject
If your personal data are processed, you are a data subject in accordance with the GDPR and you are entitled to the following rights from the controller: 

  • Right of access in accordance with Article 15 of the GDPR

You are entitled to demand confirmation from us on whether we have processed your personal data. If we have processed your data, you shall be entitled to further rights of access as stated in Article 15 of the GDPR, including:

  • the purposes of the processing;
  • the categories of personal data concerned;
  • the recipients or categories of recipient to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;
  • the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  • the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;
  • the right to lodge a complaint with a supervisory authority;
  • where the personal data are not collected from the data subject, any available information as to their source;
  • the existence of automated decision-making, including profiling

  • Right to rectification

If the data we collect from you are inaccurate or incomplete, you have the right to obtain a rectification from us without undue delay, in accordance with Article 16 of the GDPR.

  • Right to restriction of processing

According to the conditions of Article 18 of the GDPR, you have the right to obtain a restriction of processing regarding your personal data.

After restriction, your data may only be processed with the data subject’s consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State. We shall inform you before the restriction of processing is lifted.

  • Right to erasure

If one of the grounds from Article 17 para. 1 of the GDPR applies, you shall have the right to obtain from us the erasure of personal data without undue delay, unless there is an exception to the obligation to erase in accordance with Article 17 para. 3 of the GDPR.

  • Right to information

If you have asserted your right to rectification, erasure or restriction against us, we shall be obliged to communicate this, in accordance with Article 19 of the GDPR, to all recipients of your personal data, unless this proves impossible or involves disproportionate effort. You also have the right to be informed about these recipients. The controller is obliged to inform you about these recipients.

  • Right to data portability

According to Article 20 of the GDPR, you also have the right to receive your personal data from us in a machine-readable format and to transmit those data to another controller without hindrance, provided the conditions of Article 20 para. 1 lit. a of the GDPR are given, or to have the personal data transmitted directly from us to another controller, where this is technically feasible and where the rights and freedoms of others are not adversely affected. This right shall not apply to the processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority.

  • Right to object

You have the right to object at any time to the processing of personal data concerning you, in accordance with Art. 6 para. 1 lit. f of the GDPR.

We shall no longer process your personal data unless compelling legitimate grounds override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.

  • Right to withdraw declaration of consent

You have the right to withdraw your declaration of consent at any time by making a corresponding declaration to us. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

Amendments to the privacy policy

This privacy policy shall be regularly updated in the context of the further development of the internet or of our services. We shall communicate any amendments in good time. To stay informed of the latest status of our data protection provisions, we recommend visiting this site on a regular basis.

Contact details for the Data Protection Officer

Katrin Rammo
intersoft consulting services AG
Beim Strohhause 17
D-20097 Hamburg

Telephone: +49 40 790 235 - 235
Mobile: +49 175 261 724 2  
E-mail: KRammo@intersoft-consulting.de