Imprint & Privacy Declaration

Information according to § 5 TMG:

Manuela Toteva, Natalia McGlinchey, Kara Szczesna
Heidelberg International Professional Women’s Forum (HIP) e.V.
Kleiberweg 16
69168 Wiesloch
Telefon: +49 151 28284444

E-Mail: info@hipwf.com

Webmaster and responsible for the content according to § 55 Abs. 2 RStV:

Heidelberg International Professional Women’s Forum e.V.
Kleiberweg 16
69168 Wiesloch
Telefon: +49 151 28284444
webmaster@hipwf.com

Privacy Policy

We take the protection of your personal data very seriously and treat it confidentially in accordance with the statutory data protection regulations and this privacy policy.

The use of our website is possible without providing personal data. Insofar as personal data (for example name, address or e-mail addresses) is collected, this is always done on a voluntary basis. This data will not be passed on to third parties without your express consent.

We point out that data transmission over the Internet (eg communication by e-mail) security gaps. Complete protection of data against access by third parties is not possible.

This data protection declaration informs you about the type, scope and purpose of the processing of personal data (hereinafter referred to as “data”) within our online offer and the websites, functions and content associated with it, as well as external online presences, such as our social media profiles. (hereinafter collectively referred to as “online offer”). With regard to the terms used, such as “processing” or “controller”, we refer to the definitions in Article 4 of the General Data Protection Regulation (GDPR).

Responsible Persons

Heidelberg International Professional Women’s Forum
Kleiberweg 16
69168 Wiesloch
Telefon: +49 151 28284444

E-Mail: info@hipwf.com

Types of processed data

• Inventory data (e.g., names, addresses)
• Contact data (e.g., e-mail, telephone numbers)
• Content data (e.g., text input, photographs, videos)
• Usage data (e.g., web pages visited, interest in content, access times)
• Meta/communication data (e.g., device information, IP addresses)
  

Purpose of processing

• Provision of the online offer, its functions and contents.
• Responding to contact requests and communicating with users.
• Security measures.
• Reach measurement
• membership administration and invoicing for events

Terminology

“Personal data” means any information relating to an identified or identifiable natural person (hereinafter “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier (e.g. cookie) or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

“Processing” means any operation or set of operations which is performed upon personal data, whether or not by automatic means. The term is broad and encompasses virtually any handling of data.

“Controller” means the natural or legal person, public authority, agency or other body which alone or jointly with others determines the purposes and means of the processing of personal data.

Relevant legal basis

In accordance with Art. 13 DSGVO, we inform you of the legal basis for our data processing activities. If the legal basis is not mentioned in the privacy policy, the following applies: The legal basis for obtaining consent is Art. 6(1)(a) and Art. 7 DSGVO, the legal basis for processing to fulfill our services and carry out contractual measures and respond to inquiries is Art. 6(1)(b) DSGVO, the legal basis for processing to fulfill our legal obligations is Art. 6(1)(c) DSGVO, and the legal basis for processing to protect our legitimate interests is Art. 6(1)(f) DSGVO. In the event that vital interests of the data subject or another natural person make processing of personal data necessary, Art. 6 (1) lit. d DSGVO serves as the legal basis.

Security measures

We ask you to regularly inform yourself about the content of our privacy policy. We adapt the data protection declaration as soon as the changes in the data processing carried out by us make this necessary. We will inform you as soon as the changes require an act of cooperation on your part (e.g. consent) or other individual notification.

Cooperation with processors and third parties

Insofar as we disclose data to other persons and companies (order processors or third parties) within the scope of our processing, transmit it to them or otherwise grant them access to the data, this will only be done on the basis of a legal permission (e.g. if a transmission of the data to third parties, such as to payment service providers, is necessary for the performance of the contract pursuant to Art. 6 (1) lit. b DSGVO), you have consented, a legal obligation provides for this or on the basis of our legitimate interests (e.g. when using agents, web hosts, etc.).

If we commission third parties to process data on the basis of a so-called “order processing agreement”, this is done on the basis of Art. 28 DSGVO.

Transfers to third countries

If we process data in a third country (i.e. outside the European Union (EU) or the European Economic Area (EEA)) or if this happens in the context of using third-party services or disclosing, or transferring data to third parties, this will only happen if it is done to fulfill our (pre)contractual obligations, on the basis of your consent, due to a legal obligation or on the basis of our legitimate interests. Subject to legal or contractual permissions, we process or allow the processing of data in a third country only if the special requirements of Art. 44 et seq. DSGVO are met. This means, for example, that processing takes place on the basis of special guarantees, such as the officially recognized determination of a level of data protection that corresponds to that of the EU (e.g., for the USA through the “Privacy Shield”) or compliance with officially recognized special contractual obligations (so-called “standard contractual clauses”).

Rights of the data subjects

You have the right to request confirmation as to whether data in question is being processed and to be informed about this data and to receive further information and a copy of the data in accordance with Article 15 of the GDPR.

You have according to. Art. 16 DSGVO the right to request the completion of the data concerning you or the correction of incorrect data concerning you.

You have the right, in accordance with Art. 17 DSGVO, to demand that data concerning you be deleted without delay, or alternatively, in accordance with Art. 18 DSGVO, to demand restriction of the processing of the data.

You have the right to request that the data concerning you that you have provided to us be received in accordance with Art. 20 DSGVO and to request that it be transferred to other data controllers.

You also have the right to lodge a complaint with the competent supervisory authority in accordance with Art. 77 DSGVO.

Right of withdrawal

You have the right to revoke any consent given in accordance with Art. 7 (3) DSGVO with effect for the future.

Right of objection

You may object to the future processing of data relating to you in accordance with Art. 21 DSGVO at any time. The objection can be made in particular against processing for direct marketing purposes.

Cookies and right to object to direct advertising

Cookies” are small files that are stored on users’ computers. Different information can be stored within the cookies. A cookie is primarily used to store information about a user (or the device on which the cookie is stored) during or after his visit within an online offer. Temporary cookies, or “session cookies” or “transient cookies”, are cookies that are deleted after a user leaves an online offer and closes his browser. In such a cookie, for example, the contents of a shopping cart in an online store or a login jam can be stored. Cookies that remain stored even after the browser is closed are referred to as “permanent” or “persistent”. For example, the login status can be stored if users visit them after several days. Likewise, the interests of users can be stored in such a cookie, which is used for range measurement or marketing purposes. Third-party cookies” are cookies that are offered by providers other than the responsible party that operates the online offer (otherwise, if it is only their cookies, it is called “first-party cookies”).

This website uses cookies to offer functions for forms and the newsletter. Social media functions are included without cookies being set. However, if you visit these pages directly, they may store cookies on your computer and collect your data. You can then combine this with existing data sets they have collected on other websites.

The following functional cookies are set. This list has been compiled to the best of our knowledge. In case of missing cookies, please contact us so that we can add them.

Cookie	Type	Duration	Description
cookie-banner cookies	persistent	1 day	The cookie-banner stores the following cookies: viewed_cookie_policy, cookielawinfo-checkbox-necessary/cookielawinfo-checkbox-non-necessary
mailchimp cookies	third party	1 day	Our newsletter-provider Mailchimp stores the following cookies if you subscribe to our email-newsletter: bm_sz, ak_bmsc, _AVESTA_ENVIRONMENT, _mcid, OptanonConsent

If users do not want cookies to be stored on their computer, they are asked to disable the corresponding option in the system settings of their browser. Stored cookies can be deleted in the system settings of the browser. The exclusion of cookies can lead to functional restrictions of this online offer.

A general objection to the use of cookies used for online marketing purposes can be declared for a large number of the services, especially in the case of tracking, via the U.S. site http://www.aboutads.info/choices/ or the EU site http://www.youronlinechoices.com/. Furthermore, the storage of cookies can be achieved by disabling them in the browser settings. Please note that in this case not all functions of this online offer can be used.

Deletion of data

The data processed by us will be deleted or restricted in its processing in accordance with Articles 17 and 18 DSGVO. Unless expressly stated within the scope of this data protection declaration, the data stored by us will be deleted as soon as they are no longer required for their intended purpose and the deletion does not conflict with any statutory retention obligations. If the data is not deleted because it is required for other and legally permissible purposes, its processing will be restricted. I.e. the data is blocked and not processed for other purposes. This applies, for example, to data that must be retained for reasons of commercial or tax law.

According to legal requirements in Germany, data is stored for 10 years in accordance with §§ 147 para. 1 AO, 257 para. 1 nos. 1 and 4, para. 4 HGB (books, records, management reports, accounting vouchers, commercial books, documents relevant for taxation, etc.) and 6 years according to § 257 para. 1 nos. 2 and 3, para. 4 HGB (commercial letters).

According to legal requirements in Austria, storage is in particular for 7 years in accordance with § 132 para. 1 BAO (accounting records, vouchers/invoices, accounts, receipts, business papers, statement of income and expenditure, etc.), for 22 years in connection with real estate and for 10 years for documents in connection with electronically provided services, telecommunications, radio and television services provided to non-entrepreneurs in EU member states and for which the Mini-One-Stop-Shop (MOSS) is used.

Hosting

The hosting services we use are for the provision of the following services: Infrastructure and platform services, computing capacity, storage space and database services, security services and technical maintenance services, which we use for the purpose of operating this online offer.

In doing so, we, or our hosting provider, process inventory data, contact data, content data, contract data, usage data, meta data and communication data of customers, interested parties and visitors of this online offer on the basis of our legitimate interests in an efficient and secure provision of this online offer pursuant to Art. 6 para. 1 lit. f DSGVO in conjunction with Art. 28 DSGVO. Art. 28 DSGVO (conclusion of order processing contract).

Collection of access data and log files

Our hosting provider collects on the basis of our legitimate interests within the meaning of Art. 6 para. 1 lit. f. DSGVO data about each access to the server on which this service is located (so-called server log files). The access data includes the name of the website accessed, file, date and time of access, amount of data transferred, notification of successful access, browser type and version, the user’s operating system, referrer URL (the previously visited page), IP address and the requesting provider. Log file information is stored for security reasons (e.g. for the clarification of abuse or fraud) for a period of 7 days. After this period, the IP addresses are anonymized. Data whose further storage is required for evidentiary purposes is exempt from deletion until the final clarification of the respective incident.

This website is operated on the basis of our legitimate interests within the meaning of Art. 6 para. 1 lit. f. DSGVO, this website is protected from spam bots by the plugin WordPress Zero Spam. IP addresses and log files are not stored.

In individual cases, for example in the event of a contact form or comment spam attack, we reserve the right, based on our legitimate interests within the meaning of Art. 6 para. 1 lit. f. DSGVO, we reserve the right to track IP addresses of visitors for a short period of time in order to be able to blacklist the spammers. The tracking will be stopped immediately after the successful blocking.

Administration, financial accounting, office organization, contact management.

We process data in the context of administrative tasks as well as organization of our network, financial accounting and compliance with legal obligations, such as archiving. In this context, we process the same data that we process in the context of providing our contractual services. The processing bases are Art. 6 para. 1 lit. c. DSGVO, Art. 6 para. 1 lit. f. DSGVO. Interested parties, partners and website visitors are affected by the processing. The purpose and our interest in the processing lies in the administration, financial accounting, office organization, archiving of data, i.e. tasks that serve the maintenance of our activities, performance of our tasks and provision of our services. The deletion of data with regard to contractual services and contractual communication corresponds to the data mentioned in these processing activities.

Furthermore, based on our interests, we store information on suppliers, organizers and other business partners, e.g. for the purpose of contacting them at a later date. This data, which is mostly company-related, is stored permanently.

Contacting and joining the association

When contacting us (e.g. via contact form, e-mail, telephone or via social media), the user’s details are processed for the purpose of handling the contact request and its processing in accordance with Art. 6 Para. 1 DSGVO. The contact requests, including the user’s details, are forwarded by email to the members of the Steering Committee and may remain stored in their email inboxes. When registering for an event, your data will be transferred to a Google Spreadsheet. After the event, they will be deleted.

To join the association, the following data will be requested bindingly: name, address, e-mail address to contact you. Optionally, telephone number and consent to image and sound recordings are recorded. To prove misuse of the membership form, the IP address of the sender and the date of the application are automatically requested. This information is processed for the purpose of processing the application and its handling according to Art. 6 para. 1 DSGVO. Your data will be transferred to a Google Spreadsheet. After confirmation of membership and transfer of the data to the member database (with the exception of the IP address), they are deleted from the Google Spreadsheet.

All contact forms and the membership application use WP Contact Form 7 image captchas, which, according to the developers, comply with European data protection law.

Newsletter

With the following notes we inform you about the contents of our newsletter as well as the registration, sending and the statistical evaluation procedure as well as your objection rights on. By subscribing to our newsletter, you agree to receive it and to the procedures described.
Content of the newsletter: We send newsletters, e-mails and other electronic notifications with promotional information (hereinafter “newsletter”) only with the consent of the recipients or a legal permission. If the contents of the Newsletter are specifically described in the context of a registration, they are decisive for the consent of the users. Otherwise, our newsletters contain information about our services and us.
Double opt-in and logging: Registration for our newsletter is carried out in a so-called double opt-in process. This means that after registration you will receive an e-mail in which you are asked to confirm your registration. This confirmation is necessary so that no one can register with other e-mail addresses. The registrations for the newsletter are logged in order to be able to prove the registration process according to the legal requirements. This includes the storage of the registration and confirmation time, as well as the IP address. Likewise, changes to your data stored with the dispatch service provider are logged.

Registration data: To register for the newsletter, it is sufficient to enter your e-mail address. Optionally, we ask you to provide a name for the purpose of a personal address in the newsletter.

Germany: The dispatch of the newsletter and the associated performance measurement is based on the consent of the recipients pursuant to Art. 6 para. 1 lit. a, Art. 7 DSGVO in conjunction with § 7 para. 2 No. 3 UWG or on the basis of the legal permission pursuant to § 7 para. 3 UWG.

The logging of the registration process is based on our legitimate interests pursuant to Art. 6 (1) lit. f DSGVO. Our interest is directed towards the use of a user-friendly as well as secure newsletter system that serves our business interests as well as meets the expectations of the users and further allows us to prove consent.

Cancellation/Revocation – You can cancel the receipt of our newsletter at any time, i.e. revoke your consents. You will find a link to cancel the newsletter at the end of each newsletter. We may store unsubscribed email addresses for up to three years based on our legitimate interests before deleting them to be able to prove consent formerly given. The processing of this data is limited to the purpose of a possible defense against claims. An individual deletion request is possible at any time, provided that the former existence of consent is confirmed at the same time.

Newsletter – Service Provider

The newsletter is sent using the dispatch service provider “MailChimp”, a newsletter dispatch platform of the US provider Rocket Science Group, LLC, 675 Ponce De Leon Ave NE #5000, Atlanta, GA 30308, USA. You can view the privacy policy of the shipping service provider here: https://mailchimp.com/legal/privacy/. The Rocket Science Group LLC d/b/a MailChimp is certified under the Privacy Shield agreement, thereby providing a guarantee of compliance with the European level of data protection (https://www.privacyshield.gov/participant?id=a2zt0000000TO6hAAG&status=Active). The shipping service provider is used on the basis of our legitimate interests pursuant to Art. 6 para. 1 lit. f DSGVO and an order processing agreement pursuant to Art. 28 para. 3 p. 1 DSGVO.

The dispatch service provider may use the data of the recipients in pseudonymous form, i.e. without assignment to a user, to optimize or improve its own services, e.g. to technically optimize the dispatch and presentation of the newsletters or for statistical purposes. However, the dispatch service provider does not use the data of our newsletter recipients to write to them itself or to pass the data on to third parties.

Newsletter – performance measurement

The newsletters contain a so-called “web beacon”, i.e. a pixel-sized file that is retrieved from our server when the newsletter is opened, or if we use a dispatch service provider, from their server. In the course of this retrieval, technical information, such as information about the browser and your system, as well as your IP address and the time of the retrieval are collected.

This information is used for the technical improvement of the services based on the technical data or the target groups and their reading behavior based on their retrieval locations (which can be determined with the help of the IP address) or the access times. The statistical surveys also include the determination of whether the newsletters are opened, when they are opened and which links are clicked. For technical reasons, this information can be assigned to individual newsletter recipients. However, it is neither our intention nor, if used, that of the dispatch service provider to observe individual users. The evaluations serve us much more to recognize the reading habits of our users and to adapt our content to them or to send different content according to the interests of our users.

Reach measurement with Statify

No personal data is stored as part of Statify’s reach analysis. Statify counts page views and the source of the call. Statify does not use cookies, which are stored on the user’s computer and enable an analysis of the use of our online offer by the user. The logs with the data of page views are deleted after 3 months at the latest.
Online presences in social media

We maintain online presences within social networks and platforms in order to be able to communicate with customers, interested parties and users active there and to inform them about our services there. When calling up the respective networks and platforms, the terms and conditions and data processing policies of their respective operators apply.

Unless otherwise stated in our privacy policy, we process the data of users if they communicate with us within the social networks and platforms, e.g. write posts on our online presences or send us messages.

Integration of third-party services and content

Within our online offer, we use content or service providers on the basis of our legitimate interests (i.e. interest in the analysis, optimization and economic operation of our online offer within the meaning of Art. 6 para. 1 lit. f. DSGVO) to integrate content or services offered by third-party providers, such as videos or fonts (hereinafter uniformly referred to as “content”).

This always requires that the third-party providers of this content are aware of the IP address of the user, since without the IP address they could not send the content to their browser. The IP address is thus required for the display of this content. We endeavor to use only such content whose respective providers use the IP address only for the delivery of the content. Third-party providers may also use so-called pixel tags (invisible graphics, also known as “web beacons”) for statistical or marketing purposes. The “pixel tags” can be used to evaluate information such as visitor traffic on the pages of this website. The pseudonymous information may also be stored in cookies on the user’s device and may contain, among other things, technical information about the browser and operating system, referring websites, time of visit and other information about the use of our online offer, as well as be linked to such information from other sources.

Vimeo

We can embed the videos of the platform “Vimeo” of the provider Vimeo Inc, Attention: Legal Department, 555 West 18th Street New York, New York 10011, USA. Privacy policy: https://vimeo.com/privacy. We would like to point out that Vimeo may use Google Analytics and refer to the data protection declaration (https://www.google.com/policies/privacy) as well as opt-out options for Google Analytics (http://tools.google.com/dlpage/gaoptout?hl=de) or Google’s settings for data use for marketing purposes (https://adssettings.google.com/.).

YouTube

We integrate the videos of the platform “YouTube” of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. Privacy policy: https://www.google.com/policies/privacy/, Opt-Out: https://adssettings.google.com/authenticated.

Google Fonts

The fonts (“Google Fonts”) of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, are integrated locally on our web space. A connection to Google is not established to display the fonts.

Google Maps

We integrate the maps of the service “Google Maps” of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. The processed data may include, in particular, IP addresses and location data of the users, which, however, are not collected without their consent (usually executed in the context of the settings of their mobile devices). The data may be processed in the USA. Privacy policy: https://www.google.com/policies/privacy/, Opt-out: https://adssettings.google.com/authenticated.

Use of social plugins

We use on the basis of my legitimate interest (i.e. interest in the analysis, optimization and economic operation of our online offer within the meaning of Art. 6 para. 1 lit. f. DSGVO) the social media plugin Shariff Wrapper to offer buttons for sharing my posts on social media. The Shariff buttons establish contact with a social network only when you actively click on one of the buttons.

The plugin displays interaction elements or content (e.g. videos, graphics or text posts) and is recognizable by one of the following logos:

Facebook logo (white "f") on orange tile.
Twitter logo (bird) on orange tile
Xing logo (white X) on orange tile
LinkedIn logo (white "in") on orange tile

This may include content such as images, videos, or text and buttons that allow users to express their liking regarding the content, to like the content creators, or to subscribe to our posts. If you use Shariff to share a post on one of these social networks, your device establishes a direct connection with the network’s servers. The content of the plugin is transmitted by the network directly to the user’s device and integrated by the latter into the online offer. In the process, usage profiles of the users can be created from the processed data. I therefore have no influence on the scope of the data that the network collects with the help of this plugin and therefore inform the users according to my level of knowledge.

Facebook

facebook.com is operated by Facebook Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland (“Facebook”). Facebook is certified under the Privacy Shield agreement and thereby offers a guarantee of compliance with European data protection law (https://www.privacyshield.gov/participant?id=a2zt0000000GnywAAC&status=Active).

By integrating the plugin, Facebook receives the information that a user has accessed the corresponding page of the online offer. If the user is logged into Facebook, Facebook can assign the visit to his Facebook account. If users interact with the plugins, for example by clicking the Like button or posting a comment, the corresponding information is transmitted from your device directly to Facebook and stored there. If a user is not a member of Facebook, there is still the possibility that Facebook will learn and store his or her IP address. According to Facebook, only an anonymized IP address is stored in Germany.

The purpose and scope of the data collection and the further processing and use of the data by Facebook, as well as the related rights and settings options for protecting the privacy of users, can be found in Facebook’s privacy policy: https://www.facebook.com/about/privacy/.

If a user is a Facebook member and does not want Facebook to collect data about him or her via this online offer and link it to his or her membership data stored on Facebook, he or she must log out of Facebook and delete his or her cookies before using our online offer. Further settings and objections to the use of data for advertising purposes, are possible within the Facebook profile settings: https://www.facebook.com/settings?tab=ads or via the US site http://www.aboutads.info/choices/ or the EU site http://www.youronlinechoices.com/. The settings are platform-independent, i.e. they are applied to all devices, such as desktop computers or mobile devices.

Twitter

The Twitter service is offered by Twitter Inc, 1355 Market Street, Suite 900, San Francisco, CA 94103, USA. If the users are members of the Twitter platform, Twitter can assign the call of the above-mentioned content and functions to the profiles of the users there. Twitter is certified under the Privacy Shield agreement and thereby offers a guarantee of compliance with European data protection law (https://www.privacyshield.gov/participant?id=a2zt0000000TORzAAO&status=Active). Privacy policy: https://twitter.com/de/privacy, Opt-Out: https://twitter.com/personalization.

Xing

The Xing service is offered by XING AG, Dammtorstraße 29-32, 20354 Hamburg, Germany. If the users are members of the Xing platform, Xing can assign the call-up of the above-mentioned content and functions to the users’ profiles there. Privacy policy of Xing: https://www.xing.com/app/share?op=data_protection.

LinkedIn

The LinkedIn service is offered byL inkedIn Ireland Unlimited Company Wilton Place, Dublin 2, Ireland. If the users are members of the LinkedIn platform, LinkedIn can assign the call of the above content and functions to the profiles of the users there. Privacy policy of LinkedIn: https://www.linkedin.com/legal/privacy-policy.. LinkedIn is certified under the Privacy Shield agreement and thereby offers a guarantee of compliance with European data protection law (https://www.privacyshield.gov/participant?id=a2zt0000000L0UZAA0&status=Active). Privacy policy: https://www.linkedin.com/legal/privacy-policy, Opt-Out: https://www.linkedin.com/psettings/guest-controls/retargeting-opt-out..

Created with Datenschutz-Generator.de by RA Dr. Thomas Schwenke, adapted by the website operator.

Sending of unsolicited advertising

The use of contact data published within the framework of the imprint obligation by third parties for sending unsolicited advertising and information materials is hereby expressly prohibited. The operators of the pages expressly reserve the right to take legal action in the event of the unsolicited sending of advertising information, for example through spam mails.

Liability for links

Our offer contains links to external websites of third parties, on whose contents we have no influence. Therefore, we cannot assume any liability for these external contents. The respective provider or operator of the pages is always responsible for the content of the linked pages. The linked pages were checked for possible legal violations at the time of linking. Illegal contents were not recognizable at the time of linking. However, a permanent control of the contents of the linked pages is not reasonable without concrete evidence of a violation of the law. If we become aware of any infringements, we will remove such links immediately.

Automatically translated with DeepL https://www.deepl.com/translator