Data protection notice for participants in the discussion event "Policy-making for all: How governments can integrate young people's perspectives in decision making".
This notice gives you an overview of how we process your personal data when you register for the discussion event. We inform you about which data we collect and how we process it. We also inform you about your rights under applicable data protection law and provide information about who to contact if you have any questions.
1. Who is responsible for data processing?
The German Research Institute for Public Administration, work unit Competence Centre Youth Check is responsible for processing personal data when participating in the discussion event. The contact details are:
German Research Institute for Public Administration
Work unit Competence Centre Youth-Check
Seydelstrasse 18
10117 Berlin
E-mail: info@jugend-check.de
2. Who can you contact with questions about data processing?
If you have any questions about the processing of your data, please contact our data protection officer Prof. Dr. Frank Tapella at any time. The contact details are:
German Research Institute for Public Administration
Data Protection Officer
Freiherr-vom-Stein-Str. 2
67346 Speyer
E-mail: tapella@tapella.eu
3. What data do we process from you?
We process personal data when you register for and participate in the discussion event. Specifically, this may include the following data:
- Access data (user name, access code)
- Data that we need to prove that the user account has been set up properly (IP address and timestamp of the user account set up as well as date and time of the last login)
- Profile data (first name, last name, e-mail address, age, date of birth, number of login attempts and the last login, as well as any additional information you voluntarily provided during registration). The data is not public.
- Chat history
- Photos of the event
- chat content
4. Service Provider
storytile GmbH
Gollierstraße 70, 80339 Munich
Website: storytile.net
Imprint: storytile.net/impressum
Server: Microsoft Ireland Operations Limited
Server location: EU West (near Amsterdam)
Other external services used
Mentimeter
Website: www.mentimeter.com/contact
During the event we may integrate surveys from the "Mentimeter" platform of the provider Mentimeter, Tulegatan 11, SE-113 86 Stockholm, Sweden.
Clevercast
Rambla BVBA
Jules Bilmeyerstraat 32
2600 Berchem
Belgium
Privacy and data processing agreement:
www.clevercast.com/addendum-data-processing-agreement/
Streamyard
Website: streamyard.com/resources/docs/privacy/
Participants who wish to actively take part via the free seat on the panel will enter the virtual stage via the live stream software Streamyard.
Display of Facebook, YouTube and Instagram content in the live blog
We may integrate content from the above-mentioned social networks into the live blog using the so-called “2-click solution”. Before content from the social networks is loaded, we point out that data may be transmitted to these providers by displaying the social media content.
5. Is there an obligation to provide the data?
The provision of your data is not required by law. However, some of the above data is required in order to set up a user account and to participate in the discussion event. Without providing the data required to set up a user account, you won’t be able to participate in the discussion event.
The communication of other data is voluntary. During the registration process, you will be informed if the provision of data is required for the respective service or function. These are marked as mandatory fields. Failure to provide required data will result in the inability to provide the service or function.
6. Cookies
Both the event platform and the liveblog only use technically necessary cookies. Other external services that we use, may use other cookies.
7. For what purposes do we process your data and on what legal basis is this done?
7.1 User account
We set up a user account for you after registration. To access the event, you need an access code. We will send this to the e-mail address you have provided. Your access code is used for identification and authentication when accessing the protected area on the website on which the discussion event is held. The legal basis for the described data processing is Art. 6 para. 1 lit. e GDPR (implementation of the event).
7.2 Participation in the discussion event
Your data (user account) is processed in order to provide the functionalities and services of the event portal and to enable you to participate in the discussion event. You can participate in the discussion event via the event portal. On this platform, you have the possibility to use the chat function. In addition, you can take part in the discussion and enter the podium with camera and sound on. You need to activate webcam and microphone in order to display video and sound. You can deactivate or mute your camera and/or microphone at any time.
The legal basis for the described data processing is Art. 6 para. 1 lit. e GDPR (implementation of the event), Art. 6 para. 1 lit. f GDPR (balancing of interests, based on our interest to implement the discussion event and to be in contact with you in this context) as well as Art. 6 para. 1 lit. a GDPR (consent to remain in contact with you after the event on topics of the youth-check).
7.3 Photos of the event
During the discussion event, the ComYC will take photos for public relations and internal documentation purposes. As a participant, you may be pictured in photographs intended for publication. This may implicate publications on the websites and social media channels (Facebook, Instagram) as well as in publications of the Competence Centre Youth-Check.
The legal basis for the processing is Art. 6 para. 1 lit. f GDPR (balancing of interests, based on the interest in informing third parties about the event and our work as part of our public relations work). You have a right to object: If you do not want to be photographed, please inform us in advance by e-mail to info@jugend-check.de.
7.4 Purpose of the chat
During the event, you can interact with other participants of the discussion event via an open group chat about the event. The chat is open from 1:30 to 4:00 p.m. (CET).
The chat is monitored by the ComYC’s team and moderated if necessary.
Participants can use the chat to submit questions to the podium. These questions may be addressed by the moderator.
The purpose of the chat is to offer participants a time-limited opportunity to exchange information about the contents of the event and to deepen their understanding of the contents outside of the fixed programme. Here, event- and topic-related questions can be addressed that the participants did not have the opportunity to discuss in the official programme. The entries in the chat will be deleted after the event.
We advise against posting personal data (such as personal contact details, addresses, photos, etc.) or general political or ideological statements in the chat.
It is also possible for you to post on your social media channels with the event hashtag #policymakingforall. Posts tagged in this way can be included in the live blog of the event.
Insults, threats, sexist, racist, anti-semitic or other problematic statements will be deleted and the authors will be excluded from further participation in the event.
8. Who has access to your data and for what reason?
Within the German Research Institute of Public Administration, only persons concerned with the organisation of the event will have access to your data. Outside of the German Research Institute of Public Administration, service providers may have access to your data in order to support us in the fulfilment of the event. We use service providers in the following categories:
- Hosting service provider for the operation of our servers
- Development service provider for programming, development, maintenance and support of software applications
- Service provider for the provision of a video conferencing platform (transmission and recording of the speakers' and participants' contributions in image and sound)
- E-mail dispatch service provider for sending e-mails in connection with participation in the discussion event
We only use service providers that must comply with special confidentiality requirements. Access to your data will only be provided to the extent and for the period of time necessary for the performance of the assigned tasks.
We use the following service provider as a contractor:
storytile GmbH
Gollierstraße 70, 80339 Munich
Website: storytile.net
Imprint: storytile.net/impressum
Microsoft Ireland Operations Limited
Server Location: EU West (near Amsterdam)
In case of a suspected criminal offence, we may pass on your data to law enforcement authorities (police, public prosecutor's office).
9. Is data processed outside the European Union?
We use service providers located in third countries outside the European Union to process your data. Countries outside the European Union handle the protection of personal data differently than countries within the European Union. There is currently no decision by the EU Commission that third countries generally offer an adequate level of data protection.
10. How long will the data be stored?
We only store your data for as long as we need it for the respective processing purposes. If the data is no longer required for the fulfilment of the processing purposes stated in this data protection information, it will be deleted unless its retention is still necessary for the fulfilment of legal retention obligations. Generally, we delete the data as follows:
- Access data for the user account as well as data required to prove that the user account has been set up properly: after the end of the discussion event
- Profile data in the user account: 6 months after the end of the discussion event, unless you have agreed that we may continue to stay in contact with you after the event in order to provide information to you about future activities of the Competence Centre Youth-Check (in this case, we store the contact data until you withdraw your consent).
- The chat contents are automatically deleted after the end of the event. However, they can be saved by the Competence Centre Youth-Check for internal evaluation and quoted in publications if necessary. The saved contents will be deleted after completion of the evaluation, but at the latest after 6 months.
- Photos of the event, which may include you, will still be available on the internet after the event has finished.
11. What rights do you have?
11.1 Information
You can request information about your personal data processed by us. To do so, please contact the office mentioned under no. 1 or the data protection officer mentioned under no. 2.
11.2 Correction
If your details are not (or no longer) correct, you can request that the data be corrected. If your data is incomplete, you can request that it to be completed. To do so, please contact the office mentioned under no. 1 or the data protection officer mentioned under no. 2.
11.3 Deletion
In accordance with the legal requirements, you have the right to demand the deletion of your data. To do so, please contact the office mentioned under No. 1 or the data protection officer mentioned under No. 2.
11.4 Restriction of processing
In accordance with the legal requirements, you have the right to request the restriction of the processing of your data. To do so, please contact the office mentioned under No. 1 or the data protection officer mentioned under No. 2.
11.5 Objection
You have the right to object to the processing of your data on grounds relating to your particular situation. In the event of a justified objection, we will no longer process your data. To do so, please contact the office mentioned under No. 1 or the data protection officer mentioned under No. 2.
11.6 Right of appeal
You have the right to lodge a complaint with a data protection supervisory authority if you do not agree with the processing of your data. This is:
The State Commissioner for Data Protection and Freedom of Information of Rhineland-Palatinate
Hintere Bleiche 34
55116 Mainz
Phone: +49 (0) 6131 208-2449
E-mail: poststelle@datenschutz.rlp.de
11.7 Data portability
Subject to the requirements of the law, you have the right to receive personal data that you have provided to us in an electronic format.
11.8 Revocation of consent
You have the right to withdraw consent to the processing of your data that you have given to us at any time. The easiest way to revoke your consent is to send an e-mail to info@jugend-check.de. The withdrawal of consent does not affect the lawfulness of the processing of your data carried out until the withdrawal.