4. Business operations
4.1. Contact
If you contact us, e.g. by e-mail or telephone, we will process your data to the extent necessary to manage the enquiry and any transaction resulting from it.
Legal basis: Your data are processed for the purpose of pre-contractual measures or the performance of a contract. If you are not in a (pre-contractual) contractual relationship with us or your request is not aimed at entering into a contract, processing is based on our legitimate interest in responding to the enquiry.
Recipients of the data: These data will only be transmitted to third parties if transmission is necessary for responding to the enquiry.
Storage period: We will process your data for as long as this is necessary to process the enquiry and will delete your enquiry after processing has been completed, provided that there are no statutory retention obligations for the performance of a contract.
4.2. Contact via the Contact Form
On our website, you have the option of entering your details and your specific enquiry so that you can be contacted by one of our employees. We will process your data to the extent necessary to manage the enquiry and any transaction resulting from it.
Legal basis: Your data are processed for the purpose of pre-contractual measures or the performance of a contract. If you are not in a (pre-contractual) contractual relationship with us or your request is not aimed at entering into a contract, processing is based on our legitimate interest in responding to the enquiry.
Recipients of the data: These data will only be transmitted to third parties if transmission is necessary for responding to the enquiry.
Storage period: We will process your data for as long as this is necessary to process the enquiry and will delete your enquiry after processing has been completed, provided that there are no statutory retention obligations for the performance of a contract.
4.3. Orders
When you place an order with us, we will process your data for the purpose of managing the order and any correspondence relating to the order.
Legal basis: The processing of your data is based on the performance of a contract.
Recipients of the data: If the transfer of your data as are relevant in the respective individual case is necessary for the performance of a contract or on a legal basis, such transfer will be directed to the following categories of recipients:
- Public accountants, auditors and tax consultants
- Competent administrative authorities
- Contracting and business partner
- Insurers
Storage period: We will only process your data for as long as is necessary for the performance of a contract or based on legal obligations (such as retention obligations under tax and company law). Normally, we store data for seven years.
4.4. Events
As part of our business operations, we will process your data when you participate in one of our events in order to organise the event and guarantee that it runs smoothly. Concerts, exhibitions, performances, seminars, lectures, courses, seminars, workshops or training courses, as well as events, keynotes, regulars' tables or business circles, among other things, are referred to as events.
Legal basis: Your data are processed for the purpose of pre-contractual measures or the performance of a contract. If you are not in a (pre-contractual) contractual relationship with us or your request is not aimed at entering into a contract, processing is based on our legitimate interest in responding to the enquiry.
Recipients of the data: If the transfer of your data as are relevant in the respective individual case is necessary for the performance of a contract or on a legal basis, such transfer will be directed to the following categories of recipients:
- Landlords of event locations
- Public accountants, auditors and tax consultants
- Competent administrative authorities
- Contracting and business partners
Storage period: We will only process your data for as long as is necessary for the performance of a contract or based on legal obligations (such as retention obligations under tax and company law). Normally, we store data for seven years.
Further information: Further information: Please note that we may take photographs and produce video recordings during events for documentation and media coverage purposes (e.g. in journals, magazines, publications or on websites and social media platforms).
The images are processed on the basis of our legitimate interest in documenting and presenting our activities. When images are published, we take care to ensure that no legitimate interests of the persons depicted are infringed.
4.5. Customer support
We will process your data for the purpose of support to you through the helpdesk, which includes responding to enquiries as part of the business relationship. Correspondence with you is stored and archived in order to constantly improve our quality.
Legal basis: The processing of your data is based on the performance of a contract.
Recipients of the data: These data are not transferred to third parties. In the event that such a transfer becomes necessary, your specific consent would be required.
Storage period: We only process your data for as long as is necessary for the fulfilment of the contract or due to legal obligations (such as retention obligations under tax and company law). As a rule, we store data for seven years.
4.6. Customer Management - Customer Relationship Management
We always endeavour to maintain an excellent business relationship with our customers. Therefore, we will process your data within our customer relationship management system to ensure quality and improve our customer relationships. To this end, we document customer and contract data, complaints and your correspondence with our employees. We use the programme #Diese from IT4Culture for our customer management.
Legal basis: The processing of your data is based on our legitimate interest in improving customer-specific communication with you.
Recipient of the data: By using #DIESE software from IT4Culture, 11 rue Duvergier, 75019 Pairs, data is transferred to IT4Culture.
Storage period: We will store your data until the end of the fifth year after the last contact with you.
4.7. Bookkeeping and Accounting
We process data relating to business relationships with customers or suppliers as part of our financial accounting and bookkeeping. This includes data for budgeting and cost accounting.
Legal basis: The processing of your data is based on the fulfilment of a statutory obligation.
Recipients of the data: If the transfer of your data as are relevant in the respective individual case is necessary for the performance of a contract or on a legal basis, such transfer will be directed to the following categories of recipients:
- Landlords of event locations
- Public accountants, auditors and tax consultants
- Competent administrative authorities
- Contracting and business partners
Storage period: We will only process your data for as long as is necessary for the performance of a contract or based on legal obligations (such as retention obligations under tax and company law). Normally, we store data for seven years.
4.8. Job Application Management
If you apply for a job with us, we will process the data you provide as part of the application management process. This includes, for example:
- Management of your application for a specific position or other positions vacant;
- Management of your applicant profile;
- Based on the information provided, additional research on your person, such as retrieving your LinkedIn profile;
- Contact with you using the contact details you have provided for the purpose of sending announcements, requests for additional information or appointments;
- Organisation and management of the job interview and the assessment centre, if any;
- Carrying out statistical analyses and preparing reports on our recruitment activities.
Legal basis: Your data are processed for the purpose of pre-contractual measures following your application. If you have consented to us using your data for positions other than the one specifically advertised and keeping your data on file, your data will be processed on the basis of your consent, which you may withdraw at any time.
Recipient of the data: These data will not be transferred to third parties.
Storage period: We will only process your data for as long as is necessary for the job application process or for the defence of legal entitlements. If you do not enter into an employment contract with us, your data will be erased seven months after your application has been rejected. If you are included in our applicant pool, we will store your data for up to three years or until you withdraw your consent, whichever comes first.
Further information: We do not require you to provide sensitive or special data such as gender, religion, sexual orientation or political views during the application process. However, the documents you upload may contain special categories of data. This is not within our control. If you thus provide special categories of data in your documents, you do so on your own initiative and you consent to our processing of these special categories of personal data within the scope of this privacy policy.
