Data protection

Data protection

We would like to ensure that your privacy is always respected when using our Internet pages and services and that you are informed about the type, scope and purpose of processing personal data.
The Ecumenical Kirchentag is supported by the Central Committee of German Catholics and the Association for the Promotion of the German Protestant Kirchentag. (hereinafter referred to as "organisers"). For handling and processing, both associations have appointed the sponsoring association 3rd Ecumenical Kirchentag Frankfurt 2021 (hereinafter referred to as "ÖKT") for handling and processing.
The collection, processing and use of personal data are subject to the provisions of the Church Data Protection Act (KDG) and the ordinances issued for this purpose. With this privacy policy we would like to inform you about the type, scope and purpose of the collection and use of personal data on this website.

Name and address of the person responsible for processing

For all questions regarding the collecting, processing and use of your personal data or for information, corrections, blocking or deletion of data, as well as the revocation of consent, please contact:

3. Ökumenischen Kirchentag Frankfurt 2021 e. V.
Danziger Platz 12
60314 Frankfurt am Main
Local Court Frankfurt am Main, VR 16355
represented by Roland Vilsmaier, the member of the Management Board responsible for data protection.

Recipients of the data are:

3rd Ecumenical Kirchentag Frankfurt 2021 (ÖKT), its staff and organisational members entrusted with the processing of tasks within the scope of the above-mentioned purpose.
The Central Committee of German Catholics e. V. (ZdK), its personnel and organisational members entrusted with the processing of tasks within the scope of the above-mentioned purpose
The Association for the Promotion of the German Protestant Kirchentag (DEKT), whose personnel and organisational members are entrusted with the processing of tasks within the scope of the above-mentioned purpose.

Contact to the data protection officer

You can contact the data protection officer of the Ecumenical Kirchentag at:

3. Ökumenischen Kirchentag Frankfurt 2021 e. V.
Danziger Platz 12
60314 Frankfurt am Main
E-Mail: datenschutz(at)oekt.de

The use of our internet presence is basically possible without the need to enter personal data.

If the giving, saving and use of personal data is necessary for the use of offered contents and services, you will be informed separately. If it is necessary to process personal data and there is no legal basis for such processing, we generally obtain the consent of the persons concerned. All data collected in the course of this procedure will be used to process your application, order, registration or accreditation and saved electronically by us.

Personal data will only be collected and saved to the extent technically necessary and exclusively for the internal use of the organisers and the ÖKT as well as their purposes. The organisers and ÖKT, as data controllers, may arrange for the data to be passed on to one or more processors, for example a parcel service provider, who will also use the personal data exclusively for an internal use attributable to the data controller. The data are never processed outside the purpose for which they were collected.

You are free to change your consent to the storage and use of your personal data at any time or to have data completely deleted from the ÖKT database. In addition, we will correct or delete your personal data upon request or notification, provided that this does not conflict with any legal retention obligations. This does not affect the legality of the processing of your data until the time of revocation and deletion.

Order processing

For certain processing operations, the ÖKT uses contract processors to enable the processing of data in specific processes. Processors provide software and IT solutions or services to enable the ÖKT to implement certain processes in which personal data are processed.

Those responsible for the processing of orders are:

HS - Hamburger Software GmbH & Co. KG
Overseas ring 29
22297 Hamburg

Microsoft Corporation
1 Microsoft Way
Redmond, WA 98052, USA

eGenius® GmbH
Communication and project management
Elbuferstr. 86a
21436 Marschacht

saltation GmbH & Co. KG
Niederwall 43
33602 Bielefeld

Information on the transfer of data

ÖKT will forward your personal data to third parties if this is necessary for the processing of the transactions. These are volunteers, committees and bodies of the ÖKT and the two organisers who are directly involved in the implementation, preparation and follow-up of the ÖKT. The data will only be forwarded if these third parties process tasks to fulfil the above-mentioned purpose. These third parties are obliged to comply with the data protection guidelines of the ÖKT or the organisers, as well as to maintain confidentiality. Details can be found in the section on the collecting, processing and forwarding of data in the individual processes, e.g. the forwarding of data in the case of accommodation bookings.

Information request

You can agree to the further use of your data for information purposes by the organisers (information regarding the ÖKT and future events they organise) (legal basis: §6(1) lit. b) KDG).

As a rule, your consent is requested by the ÖKT within the framework of the data collection processes and is decoupled from the actual data collection. This means that you can complete a survey (e.g. a registration for participation) without agreeing to further use. The ÖKT reserves the right to provide information to members of certain groups within the events at a future Ecumenical Kirchentag, Katholikentag and Protestant Kirchentag (e.g. group contact persons of a past Protestant Kirchentag) on the basis of a legitimate interest (legal basis: §6(1) (g) KDG).

Deletion periods

The Ecumenical Kirchentag is part of the series with the alternate holding of a Katholikentag or Protestant Kirchentag and it brings both events together. For this reason, data processing has extended beyond individual events. If you consent to the further use of your data for the purpose of sending information, your data will only be deleted when you revoke this consent. In any other case, your data will be deleted after a ten-year retention period, unless legitimate interests of the organisers stand in the way of this deletion. The date of deletion will be determined on the basis of the date of your last contract with the 3rd Ecumenical Kirchentag or its predecessor and successor associations. You have the possibility of requesting deletion of your data at any time, provided that no legal deadlines prevent deletion.

If you have any questions in this regard, you are welcome to ask us at any time. To do so, please use the contact addresses given at the beginning of this data protection notice.

Depending on your participation as well as your participation in the Ecumenical Kirchentag in various functions, you may be involved in the following processes, which may require the collection, processing and, in exceptional cases, disclosure of additional personal data:

Collection of data when creating a "My ÖKT" account

To register as a helper (‘steward’), participant, contributor and for orders in the online shop, it is necessary to create a "My ÖKT" account. The account allows ÖKT to cluster your contract transactions with ÖKT.

When you create a "My ÖKT" account, ÖKT collects address and contact information from you, and in some cases your date of birth (legal basis: §6(1) lit. c) KDG). You can change most of these details yourself via your "My ÖKT" account. To change your email address and name, please contact us at info(at)oekt.de.

Collection of data in the registration processes for participants, contributors and helpers, accommodation providers and other volunteers

Depending on your function at ÖKT, we collect your contact and address data, and in some cases your date of birth, in the various registration processes for the purpose of processing your contractual relationship with ÖKT, which you enter through registration (legal basis: §6(1) lit. c) KDG).

If you submit an application to participate in a programme, ÖKT also collects data about this offer. If you submit an application for a group, ÖKT also collects personal data on your group members. If you are a speaker, data is collected to present you in the programme. This data collection also serves to process your contractual relationship with ÖKT.

In rare cases, ÖKT also collects health data in addition to the data already mentioned. This concerns the proof of a restriction or disability, which may entitle you to receive a reduced ticket and enables us to find you an accommodation adapted to your restriction or disability (legal basis: §6(1) lit. c) KDG).

If an accommodation reservation is requested during the registration process, you can provide information on allergies to ensure that you are provided with suitable accommodation and that the catering offered in your accommodation is appropriate (legal basis: §6(1) lit. c) KDG). Providing health data is always voluntary.

In individual cases, your data will be passed on to authorities that are involved in the organisational process of the ÖKT. Your data will only be passed on if the authority in question is authorised by a special task to process your data (e.g. security check for helpers in security zones by the Federal Criminal Police Office) (legal basis: §6(1) lit. g) KDG).

When presenting the programme, the ÖKT publishes a short profile of the event participants and speakers, including their names, job description and location.

Collection of data in the purchase and order process in the online shop or as a donor

In this process, we collect address and contact data, as well as payment data and your date of birth, for the purpose of processing your contractual relationship with the Ecumenical Kirchentag when you place an order in the online shop (legal basis: §6(1) lit. c) KDG).

Collection of data for press accreditation

In this process we collect address and contact data and your date of birth for the purpose of organising press relations before, during and after the ÖKT (legal basis: §6(1) lit. g) KDG). The data is collected through your registration and is limited to the information necessary for press activity. Under certain circumstances, your data may be passed on to authorities that are involved in the organisational process of the ÖKT. Your data will only be passed on if the authority in question is authorised by a special task to process your data (e.g. security check for photographers in security zones by the Federal Criminal Police Office) (legal basis: §6(1) lit. g) KDG).

Collection of data for participation in committees

Participation in committees and planning processes of the Ecumenical Kirchentag is by invitation. The necessary contact and address data will be stored in our database (legal basis: §6(1) lit. g) KDG). The data comes from public information or you made it available to us in a previous process. We automatically inform you about the saving of personal data and you can have this data changed or deleted in the process. All other personal data, if necessary, will only be collected with your explicit consent.

Passing on of data in case of accommodation booking

If you book accommodation or offer accommodation as part of your registration, the Ecumenical Kirchentag may pass on your contact details to the relevant accommodation providers or guests. This is done for the purpose of establishing contact between those providing and receiving accommodation, in order to enable the organisation of the latter’s stay. In the case of group accommodation, the name of the guests shall be passed on to the supervising accommodation team in order to enable the accommodation team to organise the guests’ stay in the accommodation.

Transmission and processing of financial data

The Ecumenical Kirchentag uses external payment providers to process payments made via the website.

In the preparatory process of the Ecumenical Kirchentag, it may also be necessary to collect account data in a payment transaction (e.g. ticket purchase) or a refund (e.g. of travel expenses as a committee member). This data is saved in accordance with the legal retention periods and then deleted.

Provision of data for emailing

oekt.de offers the possibility of subscribing to email services of the Ecumenical Kirchentag (the general newsletter and topic-specific emails). With the newsletter we will inform you about (1) developments and offerings of the organisers and the ÖKT, (2) the planning of an individual ÖKT, Katholikentag and Protestant Kirchentag and (3) the associated activities. The emailings contain information on the topics you selected when you registered.

In order to receive our emails, it is necessary to enter your valid email address. Before sending, you must expressly confirm to us in the "double opt-in" procedure that we may send you the emails. You will then receive a confirmation and authorisation email from us. We ask you to click on the link contained in this email to confirm that you wish to receive our email service.

When you register for the email service, we save your IP address and the date of registration. This storage serves only as proof in the event that a third party misuses an email address and registers to receive the emails without the knowledge of the authorised person.

Our email services contain an HTML code that your email program may use to download images from our server. The retrieval of these images by email programs allows us to track how often the emails we send have been opened. If you click on a link within the email service, we can track how often this link has been clicked on from an email service. The statistical usage data collected in this way is stored separately from your personal data and cannot and will not be associated with it.

You can cancel your subscription to the email services and the use of your email address at any time by revoking it. You will find a link for this purpose at the end of the email in each of the emails we send out. You can also withdraw your consent by sending a written notice to newsletter(at)oekt.de or to the contact address below.

Your email address will only be used by us and will not be passed on to third parties. You can request information about the data we have saved about you at any time by sending an email to datenschutz(at)oekt.de.

Applications by email

Your personal data will only be saved and used electronically for the purpose of processing your application. Your data will not be passed on to third parties. In both application procedures (i.e. online application procedure and application by post), we save your details electronically until the application procedure is completed, and after you have agreed to be included in our pool for further application procedures, also until the Ecumenical Kirchentag ceases its business operations. Your details will be completely deleted after the expiry of the aforementioned period. Only the Personnel Department whose team has been bound to data secrecy has access to your details. In the selection procedure your documents will be made available to the responsible manager.

How to contact us

When you contact us (for example, by contact form, email or letter), your data will be saved for the purpose of processing your enquiry and in the event that follow-up questions arise. This personal data will not be passed on to third parties.

You can request information, modification and deletion of your data

In accordance with applicable law, you can ask us in writing at any time whether and which personal data we have saved about you. You can also enquire about the purpose of saving your data. If you have provided us with personal data, you can delete it at any time or request a change. Data for accounting and bookkeeping purposes is not affected by a cancellation or deletion. Please contact us in writing at one of the contact addresses given below or request your rights via datenschutz(at)oekt.de.

You have a right to data transferability

In the context of information about the personal data we have saved about you, you have the right to receive this information in a structured, common and machine-readable format. Furthermore, you have the right to request that your data be transferred to third parties in the aforementioned format.

You can demand a restriction of the processing of your data or cancel the processing.

You have the right to request a limitation of the processing. If the restriction is granted (the prerequisite for the restriction is the fulfilment of a criterion of §20 KDG), your personal data may only be processed with your express consent or for the assertion, exercise or defence of legal claims.

Provided that there are no necessary reasons in connection with a business transaction, you can revoke the previously granted approval of your personal data storage with immediate effect at any time. In the event of a revocation, the legality of the processing of your data carried out up to that point will not lapse. The restriction and the revocation must be made in writing. To do so, please contact one of the contact addresses given below or claim your rights via datenschutz(at)oekt.de.

What you can do in the event of unlawful processing

If you discover a presumed violation of applicable law or unlawful processing of your personal data, you have the right to lodge a complaint with a supervisory authority. The supervisory authority will inform you of the status and outcome of the complaint and offers you the possibility of a legal remedy.

In the case of the ÖKT, the Katholisches Datenschutzzentrum Frankfurt/M. as data protection supervisory authority in accordance with §44(1) KDG monitors compliance with the provisions of this law as well as other regulations on data protection.

During your visit to our website, the information that your browser transmits is temporarily saved on our servers (or with our web space-provider). In doing so, a file is compiled with the (1) IP address assigned to you by your internet service provider (ISP), (2) date and duration of access, (3) amount of data transferred, our URL that you accessed, (4) notification of successful retrieval, (5) browser type, (6) identification data of your browser together with (7) version and your operating system as well as the (8) URL from which you visit us (referrer URL).

The collection and processing of this data is only for statistical purposes, to ensure system security and to optimise the offering. The IP addresses obtained in this way are only evaluated if there are indications of attacks on our network infrastructure. Personal data beyond this information, e.g. name, address, telephone number and email address are not collected, unless you provide us with this information voluntarily.

A use of our offering is also possible without cookies. We use cookies on our website to enable the use of certain functions. Both session cookies and permanent cookies are used. These are small text files that are stored on your computer.

The cookies cannot be assigned to specific persons and contain no personal data. Most of the cookies we use are session cookies, which are deleted when you end your browser session. The permanent cookies remain on your computer, by means of which we recognise you the next time you visit our website. They enable us to provide users of our website with more user-friendly services that would not be possible without the setting of cookies. Cookies contain no viruses and do not cause any damage to your computer. If you do not wish to have such cookies stored on your computer, you can set your browser so that either storage is not possible or you must give your express prior consent. Furthermore, cookies that have already been set can be deleted at any time via an internet browser or other software programs. However, we would like to point out that in this case you may not be able to use all functions of this website to their full extent.

Currently, web analysis of the behaviour of visitors is collected and stored in anonymised form on this website using the open source software Matomo, in order to increase the attractiveness of our website and for marketing purposes (legal basis: §6(1) lit. g) KDG). The information generated by the cookie about the use of our online offer is stored on a server of the provider in Germany. The IP address is anonymised immediately after processing and before it is saved. Your personal data collected in this way will be deleted after a period of 64 days.

We offer you the option of using the opt-out procedure to deactivate the recording of your visit as part of the analysis process. You can do this on this page under the data protection information (at the bottom of the page). Thereby another cookie is set, which signals to Matomo not to collect any personal data from you. If you delete this cookie, you have to set it again via the opt-out procedure at the end of the page in order not to collect any personal data.

We offer online services on various social media platforms in order to provide information there and to be able to contact you.

We have no influence on the processing of personal data by the respective platform operator. As a rule, when you visit our social media offers, the platform operator stores cookies in your browser, in which your usage behaviour or interests are stored for market research and advertising purposes. The user profiles obtained in this way - usually across different devices - are used by the platform operators to display personalised advertising. Persons who are not registered as users on the respective social media platform may also be affected by the data processing. Under certain circumstances, your data may be processed outside the area of the European Union, which may make it difficult to enforce your rights. When selecting such social media platforms, however, we make sure that the operators are committed to comply with the EU data protection standards.

The processing of your personal data when you visit one of our social media offerings is based on our legitimate interest in a diverse external presentation of our company and the use of an effective information opportunity and communication with you. The legal basis for this is §6(1) lit. g) KDG. Under certain circumstances, you may also have given your consent to a platform operator for data processing, in which case §6(1) lit. b) KDG is the legal basis.

You can obtain detailed information on data processing in connection with the use of our social media offers, opt-out options and the assertion of rights to information from the data protection declaration of the respective platform operator.

Facebook

Provider: Facebook Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland

The data processing is based on an agreement on the joint processing of personal data in accordance with Art. 26 GDPR.

Privacy policy: https://www.facebook.com/about/privacy/

Opt-out: https://www.facebook.com/settings?tab=ads

Google+/ YouTube

Provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland

Privacy policy: https://policies.google.com/privacy

Opt-out: https://adssettings.google.com/authenticated

Instagram

Provider: Instagram Inc, 1601 Willow Road, Menlo Park, CA, 94025, USA

Privacy policy: http://instagram.com/about/legal/privacy

Opt-out: http://instagram.com/about/legal/privacy

Twitter

Provider: Twitter Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA

Privacy policy: https://twitter.com/de/privacy

Opt-out: https://twitter.com/personalization

WhatsApp

Provider: WhatsApp Ireland Limited, Attn: Privacy Policy, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland

Privacy policy: https://www.whatsapp.com/legal/?eea=1#privacy-policy

 

It can happen that third party content, such as videos of map material from Google Maps, YouTube, Vimeo, RSS feeds or graphics from other websites are integrated within this online offering. This always presupposes that the providers of this content are aware of the IP address of the users. Without the IP address they would not be able to send the content to the respective browser. The IP address is therefore required to display this content. We endeavour only to use content whose respective providers use the IP address solely to deliver the content. However, we have no influence on this if the third-party providers save the IP address for statistical purposes, for example. As far as this is known to us, we will inform you about it.

List of providers

Google, Google lnc. 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA

www.google.com/intl/de/privacy/

YouTube, YouTube LLC 901 Cherry Avenue San Bruno, CA 94066, USA

www.youtube.com/t/privacy_at_youtube

Vimeo, Vimeo LCC 555 West 18th Street, New York, New York 10011, USA

www.vimeo.com/privacy vimeo.com/privacy

This website also contains links to our partners. If you click on one of these links, you will automatically be redirected to the respective external website and leave our website. The respective website operators are exclusively responsible for the handling of your data on the linked partner sites. We expressly point out that this privacy policy applies exclusively to this website. We have no influence on other providers and do not check whether the applicable data protection regulations are observed.

We are constantly striving to further develop our website and use new technologies. Therefore, it may become necessary to change or adapt this data protection declaration. We therefore reserve the right to change this declaration at any time with effect for the future. Therefore, please visit this page regularly and read the current data protection declaration again from time to time.

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