Privacy notice
2nd AM for Linacs Workshop – Data Protection Concept
(including Invoicing)
1. Description of the Procedure and General Information
Registration via the registration portal is mandatory for participation in the "2nd Additive Manufacturing for Linear Accelerators Workshop." The data entered by participants is necessary for the execution of the event. By entering data into the registration portal, a contract is established between the participant and the University of the Bundeswehr Munich, represented by the Institute for Applied Physics and Measurement Technology (LRT2).
1.1. Nature and Scope of Collected Data
The personal and company-related data collected include:
1. First and last name of the participant *
2. Academic title
3. E-mail address *
4. Name of the institution/company *
5. Registered office of the company (Street, House No., Postal Code, City)
6. Ordering/Invoicing data * (includes company name, name of the person ordering, street, house no., postal code, city, country, internal reference)
7. Invoice e-mail address
8. Telephone number of the person ordering
9. Internal reference (intended for purchase order numbers or invoice notes)
Furthermore, information is requested that is organizationally necessary or helpful for us as the event organizers:
10. Participation in the workshop *
11. Future contact beyond this conference *
The third section of the registration contains notices for the participant:
12. Information regarding film, audio, and photo recordings
13. Information on the Privacy Policy of the UniBw M
Fields marked with an asterisk (*) are mandatory.
2. Persons responsible
The unit responsible for the collection of data is:
Institute for Applied Physics and Measurement Technology (LRT2)
Werner-Heisenberg-Weg 39
85577 Neubiberg
Responsible administrative data protection officer:
Christian Höptner
Administrative Data Protection Officer of UniBw M
Werner-Heisenberg-Weg 39
85577 Neubiberg
E-Mail: adsb@unibw.de
3. Registration in DATAV
Enter V-No. (reference number)!
4. Description of the procedure after data entry
Before entering data, the registering person is informed in accordance with Art. 13 GDPR about the following points:
- Name and contact details of the controller
- Purpose of data collection
- Information on the transfer of data to third parties (e.g. ITIS e.V.) if an invoice is issued
- DATAV number
After the participant has entered their data on the registration page and submitted it, they are redirected to a thank-you page and receive an automatic registration confirmation by e-mail.
Participant registrations are automatically recorded in an overview list on the portal page. This overview is only visible to the person who set up and maintains the registration page and manages participant registrations.
As part of registration, the participant receives an automatic registration confirmation. This is sent to the specified email addresses (invoice email address and participant email address). The email contains a link to the registration page that provides an overview of the data entered and allows changes to be made. Any corrections can be made by the person themselves. Furthermore, information is provided in accordance with Art. 13 GDPR, as already mentioned on the above-mentioned thank-you page.
If people wish to register for the conference but no tickets are available, they have the option of being placed on a waiting list. To be placed on the waiting list, only the email address of the person concerned is requested. No further data is collected if no full registration is carried out.
4.1. Further processing of the data
After the registration deadline, a copy of the overview list of all participants is created and stored in a folder created specifically for this purpose (shared folder: LRT2 server). The purpose of this storage is as follows:
- Further processing (organization) of the participant list
- Preparation of name badges for the participants
- Preparation of a list of external guests for the security staff at the visitor entrance to the university
- Checking participant numbers for the individual conference days, workshops and the social event
- Sending invoices for the participation fee, if relevant for the individual participant
The stored contents are kept on a UniBw M server until they are deleted.
Access to the folder (shared folder) and the overview list is granted to 4 persons, co-organizers of the workshop and/or all research staff (“WiMi”).
5. Data flows
Automatic email confirmations containing the data entered are sent to the registered person. The emails received in the specified mailbox are stored collectively in a subfolder of that email account.
The data entered is stored in an overview list in the backend of the registration page. After registration has closed, this overview list is stored in a dedicated folder (shared folder: LRT2 server).
6. Purpose of data collection, data processing and data use
The collection of registration data is necessary in order to carry out further administrative and organizational tasks for the “2nd Additive Manufacturing for Linear Accelerators Workshop”. The data collected enables people to participate in the conference. Only after registration is there the possibility of access to the UniBw M campus, the creation of participant name badges and the issuing of invoices.
In addition, statistical, non-personal data is required to plan the conference itself and to know how many people will be present on which days and at which sub-events.
7. Lawfulness
a. Information on data processing
In order to process the data, the participant is informed as follows:
“As part of the contractual framework for your participation in the ‘2nd Additive Manufacturing for Linear Accelerators Workshop’, the Institute for Applied Physics and Measurement Technology (LRT2) is entitled to further process the data you enter in the registration portal for the purpose of your participation. The data processing (legal basis Art. 6(1)(b) GDPR) includes checking whether an invoice must be issued, preparing a name badge for the event and forwarding your first and last name to the security staff who grant access to the conference premises.
If an invoice is issued, your invoicing data will be forwarded to our processor ITIS e.V. Where an invoice is issued, your invoice data must, for statutory reasons, be stored by the processor for 10 years. The Institute for Applied Physics and Measurement Technology (LRT2) stores your data for the purpose of verifying whether an invoice is to be issued, tracking incoming payments and possible further contact until 31 January 2027.
If it is obviously the case that no invoice will be issued, your data will be deleted on 1 February 2027. An exception to deletion applies if you have given your consent to further contact. In this case, the data listed below will be stored until you withdraw your consent or the purpose ceases to apply.”
b. Consent to contact beyond the workshop
Regarding the requested information on whether the person may be contacted beyond the “2nd Additive Manufacturing for Linear Accelerators Workshop”, the following question is asked:
“May we contact you beyond the ‘2nd Additive Manufacturing for Linear Accelerators Workshop’?
– No (contact will remain strictly limited to the ‘2nd Additive Manufacturing for Linear Accelerators Workshop’)
Info: For the purpose of contacting you beyond the ‘2nd Additive Manufacturing for Linear Accelerators Workshop’, your first name, last name, academic title and email address may be stored permanently on a voluntary basis. This data is processed exclusively for the above-mentioned purpose selected by you. Without your consent, this data will be deleted on the above-mentioned date. Your contact data will not be passed on to third parties and is only available to Institute for Applied Physics and Measurement Technology. You may object to being contacted and to the storage of your data at any time by sending an informal email to datenschutz@unibw.de.”
c. Video, audio and photographic recordings
The “2nd Additive Manufacturing for Linear Accelerators Workshop” is a closed event. Photographs of the event will be taken on behalf of the organizer. In addition, parts of the presentations will be transmitted live. To inform participants about this, the following paragraph is brought to their attention:
“We would like to point out that the ‘2nd Additive Manufacturing for Linear Accelerators Workshop’ is a closed event with a public character, at which video and audio recordings as well as photographs will be taken. By registering, you agree that recordings on which you are visible may be used free of charge by the Universität der Bundeswehr München or by third parties on its behalf. The recordings are used for public relations purposes of the Institute for Applied Physics and Measurement Technology (LRT2) (the legal basis for the aforementioned data processing is Art. 6(1)(e), (2), (3) GDPR in conjunction with Section 3 BDSG – German Federal Data Protection Act) and may be published on the website of the Institute for Applied Physics and Measurement Technology (LRT2). Photos not used after the event will be deleted without delay; published photos will be removed from our online offerings and deleted after at most seven years. If you do not wish to be photographed or filmed, you can inform the photographer directly.”
d. Privacy notice of UniBw M
Finally, the participant is informed about the UniBw M privacy notice:
“Information on rights and responsibilities can be found in the privacy notice of the Universität der Bundeswehr München: https://www.unibw.de/home/footer/datenschutzerklaerung”
8. Necessity – data field catalogue
The following personal data is collected:
a. First and last name of the participant
b. Academic title
c. Email address, telephone number
d. Position of the participant within the institution/company
e. Name of the institution/company
f. Department within the company to which the participant belongs
g. Where applicable, the address in the case of registration as a private individual
h. Image and audio recordings (with photo/video camera) showing the respective person
All the above points fall within protection category 1 or protection category 2.
Item a is required so that the participant can identify themselves as a registered person and be granted access to the UniBw M campus.
Items a to c are also required for further communication with the participant and for any queries regarding registration. Furthermore, this data is necessary for the possible issuing of an invoice.
Items a, b and d are required for the creation of a participant name badge for the conference. Participants are free to decide whether they wish to wear the name badge during the event.
9. Transfer of data to public or non-public bodies
The data collected is not transferred to any public or non-public body.
If invoicing takes place:
Participants receive an invoice for the participation fee. The Institute for Applied Physics and Measurement Technology (LRT2) is the processor for invoicing. The invoice issuer receives the following data of the respective participant: name and title, billing address (usually the company address), details of the booking and the corresponding invoice amount.
10. Retention and deletion periods
At the end of the conference and after a grace period, all personal data collected will be deleted. The data of persons who obviously do not receive an invoice will be deleted on 31 January 2027. Data of persons for whom invoicing is necessary will be deleted on 31 January 2027. By this time, any invoicing processes must be completed and outstanding invoices settled. Data retention by the processor is in line with statutory retention obligations.
The folder stored in the email inbox containing the automatic registration confirmations, as well as the overview list of all participants stored on a UniBw M server, will be deleted.
11. Technical and organizational security measures
Only the staff members named under 4.1, who administratively supervise the conference, have access to the data. The email inbox and the folder containing the data are only accessible to these persons.
The data is stored exclusively on UniBw M servers.
12. Proportionality / Data Protection Impact Assessment (DPIA)
The principle of data minimization is observed when collecting data. Only data necessary for processing the registration is collected.
Information that is not directly necessary for processing the registration is requested on an optional basis. Participants are not required to provide such information.
13. Risk analysis
There is a risk that information about the name and employer or address of the participant and the company or private email address could be disclosed externally. However, this risk is considered extremely low, as the data is processed only internally and on storage media that are centrally located and protected. Any other storage or transfer of the data is prohibited for the persons processing it.
There is also a risk that data protection may be violated through technical malfunctions or intentional and unauthorized actions by individuals. However, the UniBw M computing center would be able to react quickly in such a case. Overall, this risk is considered extremely low within the UniBw M environment.
