Data Protection Information for the Robert Koch Colloquium

Hereby we inform you about the processing of personal data during the registration, implementation and follow-up of the live broadcast event (hereinafter "hybrid event"), the Robert Koch Colloquium. Personal data are any information relating to an identified or identifiable natural person (hereinafter "data subject").

Please note that this is a translation of the official and legally binding German version. The English translation is for your convenience only.

1. Name and contact details of data controller and processor as well as the responsible data protection officer

Robert Koch Institute (RKI)
Nordufer 20
13353 Berlin
Represented by its President Prof. Dr. Lars Schaade
Email: info@rki.de

Data Protection Officer:
Robert Koch Institute
attn. Data Protection Officer
Nordufer 20
13353 Berlin
Email: datenschutz@rki.de

2. Scope of processing

During planning and organization (esp. registration, invitation, management of participants), implementation (esp. facilitation and technical provision) and follow up on the hybrid event, various types of personal data are processed. For the invitation and registration to the Robert Koch Colloquium, particularly processing of your first and last name, your organization and your e-mail address is required. If you are a speaker or participant in the discussion, we may also use your name, your organization, a photo of you, brief information about your CV and, if applicable, your presence on social media to announce or promote the event (e.g. in the form of (digital) event flyers).

The scope of data processing in the context of the hybrid event also depends on the information you provide when participating in the hybrid event and the settings you make. The following personal data are always subject to processing within the scope of the hybrid event and are necessary for its implementation:

Participant details, information marked as mandatory such as surname, first name, organization, e-mail address, and additional information provided voluntarily). In the case of online participation, this also includes access data and user ID.

Event and usage data, esp. topic, description (optional), participant IP addresses, information on hardware as well as software used. When dialing in with the telephone: information on the incoming and outgoing call number, country name, start and end time. If necessary, also additional connection data such as the IP address of the device can be stored.

User-generated data such as chat content: You may have the opportunity to use the chat, question or poll functions in a web meeting, provided that the responsible host allows this in the web meeting’s settings and provided that you engage in the web meeting by using the relevant functions. Naturally, use of the chat is completely voluntary.

If you give a presentation on Webex or participate in a panel discussion as part of the hybrid event, the data from the microphone of your used device and from any camera connected to the device will be processed in accordance with your settings for the duration of the meeting, in order to enable the simultaneous transmission and display of video and the playback of audio data (live streaming). You can switch off or mute the camera or microphone yourself at any time via the web meeting application. The responsible party will set the default settings in such a way that no text, audio or video data from you will be processed without you initiating this processing yourself. If you participate on site as a speaker or discussion participant, live streaming will take place via RKI’s IT-devices.

If (parts of) the hybrid event is recorded, the recordings might be saved and published after the event through RKI's communication channels, especially its YouTube channel. In addition, the recorded photo, video, and audio data may be published in whole or in part on the website, on posters, in print and through online media of the RKI within and outside RKI and on other social media channels of the RKI. In general, only speaker(s)/discussion participant(s) are affected by this. In some cases, depending on the chosen seat location, a participant on site may also be visible. Seats that are not affected by this are marked accordingly. If you do not wish to be filmed or recorded with the possibility of this being published, please ascertain you choose a suitably marked seat as well as informing photographers and the event organization team on site.

3. Purposes and legal bases of data processing

Your personal data will be processed by the RKI in order to plan, organize, advertise and invite you to the hybrid event as part of the Robert Koch Colloquium event series. The legal basis for the associated processing is Art. 6 Para. 1 section e DSGVO in conjunction with § 4 IfSG. If and to the extent that we process your data as a speaker/discussion participant in order to advertise the event, the legal basis for the processing is Art. 6 (1) (a) DSGVO.

Furthermore, RKI processes personal data in order to manage participants’ registration, to send you access data, as well as to implement and follow up on the hybrid event. For this purpose, we also use web applications to the extent described here in order to be able to make the event also digitally accessible via live stream and to enable participants to participate actively in the events regardless of their location. If you use the chat function, the text entries you make are processed in order to display them in the web meeting and to be able to discuss your questions in the context of the event. The legal basis for the associated processing is thereby Art. 6 para. 1 p. 1 section b DSGVO. The legal basis for the processing of the optional information in the registration mask is Art. 6 para. 1 p. 1 lit. a DSGVO. To the extent that personal data of RKI employees are processed, Section 26 BDSG is the legal basis for data processing.

If you are active as a speaker/discussion participant in the hybrid event, photos, audio and video data of you as well as your presentation will be processed for the purpose of live streaming during the web meeting and, if applicable, for the purpose of recording and subsequent publication. The legal basis for the associated processing is your consent pursuant to Art. 6 (1) p. 1 lit. a DSGVO. In the exceptional case that these photos or audio and video recordings might also include participants on site, the legal basis for data processing is also Art. Art. 6 para. 1 p. 1 lit. a DSGVO.

If necessary for planning purposes, e.g. travel, catering and/or accommodation, further personal data may be processed from speakers or discussion participants. The legal basis is Art. 6 Para. 1 lit. b DSGVO. If we process sensitive personal data in this regard, e.g. specific dietary requirements or physical conditions, we require your consent (Art. 9 (2) a DSGVO).

In principle, you are not obliged to provide your personal data. However, it is not possible to participate via Cisco Webex without providing the data you need to register for the web meeting and the data that are technically required for its execution. For speakers/discussion participants, consent to live streaming is a prerequisite to participate. No automated decision-making or profiling takes place.

4. Recipients of the data

Personal data processed in connection with participation in webmeetings will on the whole not be disclosed to third parties, unless the data are specifically intended to be disclosed. The provider of the webmeeting/streaming tool used and its subcontractors are enabled to obtain above-mentioned data, insofar as these are intended for implementation of the webmeetings. We currently work with the service provider Cisco Systems, Inc., 170 West Tasman Drive, San Jose, California 95134, USA, which we use via Telekom Deutschland GmbH, Landgrabenweg 151, 53227 Bonn, Germany.

The recordings of the meeting can be published on the publicly accessible YouTube channel of the RKI. YouTube is a video platform operated for European users by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Here, in principle, only the personal data of the speakers/discussion participants contained in the recordings are processed. Exceptionally, the recordings may also contain personal data of participants on site.

Photo, audio, and video data taken during the hybrid event may also be published in whole or in part on the following publicly accessible RKI social media channels as part of the RKI's public relations work:

• Twitter (Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2, DO2 AX07 Ireland),
• Instagram (Meta Platforms Ireland Ltd., 4 Grand Canal Square Grand Canal Harbour, Dublin 2, Ireland),
• LinkedIn (LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland)
• Mastodon (Bundesbeauftragte für den Datenschutz und die Informationsfreiheit (BfDI), Graurheindorfer Straße 153, 53117 Bonn)

In the context of announcing and advertising the hybrid event and the subsequent reporting, the RKI can publish your data as a speaker/discussion participant on its communication channels within and outside RKI and to potential event participants (esp. (inter)national research institutions and organizations).

5. Data processing outside the European Union

“Cisco Webex” is a service provided by Cisco Systems, Inc. which is based in the US. We receive the Cisco Systems service via Deutsche Telekom, which allows us to have a German contact and contractual partner for consultation and services. Webex is provisioned from the European cloud.
To the extent that personal data are transferred to third countries (countries outside the European Union or the European Economic Area, where the level of data protection does not correspond to that of the European Union), Deutsche Telekom has concluded the European Commission’s standard contractual clauses with the Cisco group, and the Cisco group is also subject to so-called binding corporate rules pursuant to Art. 47 GDPR, which have been approved by the Dutch data protection authority.

However, since we cannot guarantee that a level of data protection equivalent to that of the EU exists, we require your express consent pursuant to Article 49 (1) sentence 1 lit. a DSGVO for the transfer of your personal data to Cisco Systems, Inc. and its subcontractors when you register for the web meeting. Due to the respective national law in third countries, there is a risk there that conference data may be collected and analyzed by the respective national authorities and that personal data protection rights under EU law may not be fully enforced. When we obtain your consent, you will also be informed of this. Your consent is of course voluntary, however, if you do not give or withdraw your consent, you will not be able to participate in the web meeting. Your consent can also be revoked at any time with effect for the future, whereby the completed processing, based on the given consent remains unaffected by this until the time of revocation.In the context of the announcement/application of the hybrid event, a transfer of your data to third countries/international organizations is possible. In addition, event recordings of the Robert Koch Colloquium are published on the YouTube channel or parts thereof as photo, video and audio data on other social media channels of the RKI mentioned in section 4. Since a transfer to third countries (e.g., to other companies of the Google Group such as Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, LinkedIn,1000 W Maude Ave, Sunnyvale, CA, USA, and companies of the Meta Group such as Instagram) might be possible and we cannot guarantee that a level of data protection equivalent to that of the EU exists is provided there, we require to obtain your consent for the transfer of your personal data, which can be revoked at any time, in accordance with Art. 49 (1) sentence 1 lit. a DSGVO. As explained above, this generally only applies to our speakers and panelists. However, as described above, in exceptional cases this may also affect participants on site. If you do not wish to be photographed and your data to be published, please make sure that your seat is appropriately marked or please contact the photographers and the event organization team on site.

6. Storage period

Your personal data will be stored until the basis for data processing no longer applies or after the expiry of statutory or official retention obligations.

The video and audio data exchanged via the hybrid event will generally only be temporarily stored to the extent necessary for streaming the data and then deleted. Only in the event that an (audio/video) recording is made will the recorded data be stored for as long as the consent of the data subjects permits, and on YouTube in any case for no longer than two years. On other social media platforms, the deletion periods may be longer. Personal data arising from e-mails or via chat during the web meeting will be deleted immediately after the end of the hybrid event.

The data required for the implementation/organization of the event will be deleted after completion of the post-event processing. If data subjects expressly request deletion of their data beforehand, the data will be deleted immediately.

7. Rights of data subjects

Under the GDPR, you have the following rights under the conditions set out in the law: right of access (Art. 15 GPDR), right to rectification (Art. 16 GDPR), right to erasure (Art. 17 GDPR), right to restriction of processing (Art. 18 GDPR), right to data portability (Art. 20 GDPR), right to consent withdrawal (Art. 7(3) GDPR), right to object (Art. 21 GDPR). In addition, you have the right to lodge a complaint with a relevant authority (Art. 77 GDPR).

If you wish to exercise any of these rights, please contact the RKI using the above contact details.

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