Conditions of Participation and Data Protection Information for Events

Conditions of participation

  1. Purposes of meetings and events
    With its events aimed at the public, the Volkswagen Foundation aims to strengthen the link between science and society and to give new impetus to the transfer of knowledge to society. The events are therefore generally free of charge.

    The Volkswagen Foundation also organizes events that are aimed at an audience of experts and are dedicated to scientific questions and/or research and higher education policy. These types of events are sometimes organized together with partners. 
  2. Registration, participation and rejection of registration
    Notwithstanding, the Volkswagen Foundation does reserve the right to charge fees for certain meetings and events. This will be clearly indicated in the respective registration forms. In such cases, registering to participate at a meeting or event shall constitute a contract between the Volkswagen Foundation and the person(s) participating, and the conditions of registration and these Conditions for Participation shall apply.

    The Volkswagen Foundation expressly reserves the right to refuse admission to meetings and events without the submission of grounds.
  3. Reservations for accommodation and side events
    For events lasting several days, a contingent of hotel rooms is sometimes reserved. However, the participants themselves shall be responsible to carry out the actual hotel reservation(s) in their own name and for their own account. 

    The same shall apply to participation at side events that are subject to charge, such as visits to theater performances, museums, and other incentives.
  4. Cancelation
    In the case of meetings and events subject to the payment of fees, the cancelation conditions contained in the respective registration forms shall apply. 

    In the case of meetings and events that are free of charge, registration can be canceled at any time. Should this be necessary, the Foundation would be grateful to receive timely notification per e-mail addressed to or by telephoning the following number 0511/83 81-260.
  5. Liability
    The Volkswagen Foundation may be held liable for culpably caused loss of life, bodily harm, or damage to health within the scope of the legal provisions, otherwise only for intent or gross negligence.
  6. Cancelation of meetings/events
    The Volkswagen Foundation retains the right to cancel meetings and/or events due to insufficient numbers of participants, economic or other considerations. It is expressly agreed that the Foundation shall not be held liable for refunds of any reservation or cancelation fees for accommodation and/or travel to and from the venue that may subsequently be incurred.
  7. Changes to contents of meetings/events
    The Volkswagen Foundation reserves the right to make changes to the publicized course and/or content of meetings and/or events, in particular with regard to substituting or canceling individual talks and/or lectures.
  8. Content of talks/lectures
    The meetings and events organized by the Volkswagen Foundation provide speakers with a forum to present their views and research results within the framework of the purpose of the meeting/event in question – cf. Item 1 above. In doing so it does its utmost to invite suitable speakers. Notwithstanding, solely the individual experts, facilitators and/or artists themselves are responsible for the content of their presentations.
  9. Use of event materials and/or documentation
    The lectures and event documentation are subject to copyright of their authors. The use of such documentation by third parties, in particular on the part of participants, may be permitted solely for scientific purposes. For every other use, especially commercial exploitation, it is absolutely necessary to obtain the written permission of the copyright holder. 

    Participants are not allowed to make copies of any event materials or documentation distributed for the purpose of training and information.
  10. Film and photographic rights
    Photographers, camera crews and media representatives can be present at our events and may cover and broadcast live. Should you not agree to the recording and potential publication of shots and recordings, which show you, we request you to inform the photographer and/or the camera crew. Please also inform attendees accompanying you.

    Our project partners and we reserve our rights to use and publish shots and recordings for public relations (on- and offline including Social Media) without any time limit. The shots and recordings may be used for the webpages of the VolkswagenStiftung and our project partners, printed matters (e.g. our foundation’s bulletin, leaflets) also as a headline and presentations. In case of video recordings, we may use freezed images as well as the audio and the video tracks independently. 

    Please note that shots and recordings, which show the event taken as a whole, may include pictures of several people including yours (e.g. as one among many other people).

Data protection information according to Art. 13 and 14 GDPR

The Volkswagen Foundation attaches great importance to compliance with data protection regulations. We would like to inform you below about how we handle your personal data:

  1. Responsible body
    The Volkswagen Foundation is responsible for the collection of data you supply and its processing.
  2. Data we need:
    We collect data from you that we and, if applicable, our project partners with whom the respective event is jointly organized, need for our participant management and to conduct our events. These are essentially Name, address, e-mail address, telephone number, intolerances (only for events with catering). We may also need this and in some cases more data to book travel or hotel accommodation if this is intended for the event and/or certain or all participants.

    When using our participant management system you will be asked to furnish further details of your person with your registration to attend meetings and events. The information you provide is voluntary.

    The personal data gathered in connection with registering to attend a meeting or event is solely to facilitate registration and, in the event you give your consent, may also be used for sending information on other offers of the Volkswagen Foundation. Any other processing or use of your data for the purpose of consultation, advertising or market research may only take place with your express prior approval. 

    The legal basis for this is laid down in Art. 6 para 1 lit. a) and b) GDPR.

    You may revoke your approval with regard to the sending of information on future meetings and events at any time by contacting the Volkswagen Foundation under the e-mail address or by telephone under 0511/8381-260. This shall also apply to your agreement concerning any other use of your data. 

    We hereby expressly prohibit the use of the contact data published as part of our legal duty to publish an imprint.
  3. Data deletion
    Insofar as no consent on your part or no legal retention period exists, the data will be deleted as soon as storage is no longer deemed necessary.

    In individual cases, certain data may be stored for a longer period (e.g. travel expense reports). The duration of the storage then depends on the legal storage obligations e.g. from the tax code (6 years) or the commercial code (10 years).
  4. Confidential treatment of your data:
    Your data will of course be treated confidentially and will not be passed on to third parties.

    We may transfer your personal data to cooperation partners for the purpose of the proper conduct of the event (e.g. for booking travel or hotel accommodation). The legal basis for the transfer of data is Art. 6 para 1 lit. b) GDPR.

    If necessary, we use strictly instruction-bound service providers who support us, for example, in the areas of EDP or archiving and the destruction of documents and with whom separate contracts for order processing have been concluded.
  5. Your privacy rights:
    As a data subject, you have the right to obtain information about personal data concerning you and to have incorrect data corrected or deleted if one of the reasons stated in Section 17 GDPR applies, e.g. if the data are no longer required for the purposes pursued. Furthermore, there is a right to limitation of processing if one of the conditions specified in Section 18 GDPR applies and the right to have your data transferred in case of the eventualities covered by Section 20 GDPR.  

    Any data subject has the right of appeal to a supervisory authority if he or she considers that the processing of data concerning him or her is in breach of data protection legislation. The right of appeal may be exercised in particular before a supervisory authority in the Member State of residence or employment of the person concerned or the place of alleged infringement.
  6. Our data protection officer:
    You also have the right to contact our data protection officer at any time, who is obliged to maintain confidentiality regarding your request. The contact details of our data protection officer are as follows:

    datenschutz nord GmbH
    Konsul-Smidt-Str. 88
    28217 Bremen