1. General information

When you visit our websites, some data is automatically collected and used. Due to the nature of the Internet, this data has to be processed on a large number of servers before your request arrives on our web server; it is therefore possible that data is collected and used in “third countries” (e.g. the USA). Our company has no influence on this process. Besides these inevitable technical processes, the provider of this website does not transmit any personal data to countries that are not subject to the EU Data Protection Directive.

2. Retrieval of information from the website

The following data is collected and used in your interest for the delivery of websites (“surfing”). It is saved in the form of log files for a limited time and may be used to analyse possible technical problems:

3. Cookies

These are small text files that are stored on your hard disk by your browser. We only use so-called session cookies. These serve to establish a clear connection between you and our Internet presence. Only a random number is stored for this purpose. The cookie is removed automatically when you close your browser.

4. Using the contact form

If you use the contact form, your entries will be forwarded to our company by e-mail. Transmission of both the form and the e-mail are encrypted. Even if it were technically possible to assign your IP address to the e-mail address given in the contact form, we would not merge the data in this way. In addition to the above data, the following data is collected and used:

5. Handling of personal data in recruitment

When you apply to meetingmasters.de for a position in our team, we store and process the data we receive from you by e-mail or by post (the legal basis for the admissibility of processing it is therefore section 26 of the German Data Protection Act (BDSG), “Data processing for employment purposes”).

The following data is processed:

The details are received by:

Data subjects are:

We erase your data as soon as it is no longer required for the above-mentioned purposes, unless storage continues to be necessary. When you are hired, for instance, we store your data in your personnel file. If your application is interesting, but there is no possibility of employment at the time of application, we will store your data in an applicant pool after obtaining your consent. We do not store data beyond the statutory or other legal storage obligations.

Your data will not be transferred to a third country.

We will, of course, provide you with information about the personal data stored on you by meetingmasters.de at any time at the address below. We will be happy to rectify any personal data which in your opinion is outdated or inaccurate.

You have a right to withdraw your consent (if this is relevant to the processing described here). The withdrawal of consent is only valid for the future.

You have the right to erasure of your data when the data is no longer required, when there are no (longer) legal grounds for processing, you have objected within your rights, the data has been unlawfully processed, or the data has to be erased for compliance with a legal obligation. You have the right to have the processing of your data “restricted” if you dispute the accuracy of the data, the processing is unlawful and you oppose erasure, the data is no longer required by us, or if you still need the data, however, for legal reasons.

In certain circumstances, you have the right to oppose processing if there are reasons for this arising from your particular situation. For our part, we will consider whether we have compelling reasons that justify the processing of your data.

You have the right to receive your data provided that the processing is based on a contract, you provided this data yourself, or the processing is carried out by automated means. In the event these conditions are met, you can also request that we forward the data to a recipient of your choice.

Furthermore, you may contact a data protection supervisory authority. The contact details for the authority responsible for us can be found under Legal Information on this website.

6. The Internet presence is accessible in encrypted form

All data traffic is SSL encrypted. Thus only the name of the requested page is transmitted unencrypted over the Internet. All other data is encrypted.

7. Search functions on the website

The keyword search in the footer of the website is not saved.

In order for your search for service providers (hotel search, location search, MICE supplier search) to be successful, we store and process the data entered in the web form. There is no assignment to the user.

8. Website analysis

We compile web statistics to improve service quality, and for marketing and optimisation purposes. For this, we use special analysis software (https://www.awstats.org/). Your data is stored anonymously.

9. Google Analytics (this service only runs in the MICE portal and not in the MICE tool)

This website uses Google Analytics, a service provided by Google Inc. (1600 Amphitheatre Parkway Mountain View, CA 94043, USA) to analyse website usage by users. The service uses “cookies” – text files which are stored on your end device. The information collected by the cookies is usually sent to a Google server in the USA and stored there.

IP anonymisation is used on this website. The IP address of users within the member states of the EU and the European Economic Area is truncated. This truncation eliminates any personal reference to your IP address. Under the order data processing agreement concluded between the website operators and Google Inc., Google uses the information collected to evaluate the use of the website and website activity, and to provide services related to Internet use.

You may prevent the storage of cookies on your device by selecting the appropriate browser settings. There is no guarantee that you will be able to use the full functionality of this website if your browser does not allow cookies.

Furthermore, you can use a browser plug-in to prevent the information collected by cookies (including your IP address) from being sent to Google Inc. and used by Google Inc. This link will take you to the corresponding plug-in:  https://tools.google.com/dlpage/gaoptout?hl=en

Further information on how Google Inc. uses your data can be found here: https://support.google.com/analytics/answer/6004245?hl=en

10. Links

This data protection policy does not extend to your use of external links offered within our Internet pages. When we provide links, we endeavour to ensure that they also comply with our data protection and security standards. However, we have no influence on the compliance with data protection and security regulations of other providers. You should therefore seek information about the data protection policies of other providers on their respective websites.

11. Contact details

If you have any questions or comments on the subject of data protection, please contact datenschutz@meetingmasters.de.
All further contact options can be found under Legal Information.

2. Purpose of data processing

Prerequisite for the use of the MICE tool moreDirect is the possession of a personal user account, for the creation of which the following data is collected and processed:

3. Legal basis of data processing

For the employees of companies that have concluded a framework agreement with meetingmasters.de: The processing of your personal data is necessary in order to fulfil our obligation to fulfil the contract (pursuant to Article 6 (1) GDPR).

For other users: The processing of your personal data is based on your consent (pursuant to Article 6 (1a) GDPR). You have a right to withdraw your consent (if this is relevant to the processing described here). The withdrawal of consent is only valid for the future.

We also process your data if it is necessary to safeguard a legitimate interest of ours or that of third parties. This may be necessary

4. Recipients of personal data

Categories of recipients of personal data:

5. Transmission of data to third parties

Your personal data is recorded, stored and processed electronically. In order for your search (hotel search, location search, MICE supplier search) to be successful and to enable RFPs and shortlists to be saved, we store and process the data entered in the search form.

The transmission of an RFP to the selected service providers (hotels, locations, other MICE suppliers) is initially anonymous. Personal data will only be transmitted and processed if this is necessary for the execution of the contract, unless a framework agreement exists between the requesting party and the hotel. meetingmasters.de shall ensure that it does not take any action within the scope of the fulfilment of the mediation agreement that violates existing data protection regulations.

6. Duration of data storage

We erase your data as soon as it is no longer required for the above-mentioned purposes, unless storage continues to be necessary. We store your data on the basis of statutory documentation and storage obligations. The storage periods are accordingly up to ten full years.

7. Cookies

We use so-called "remember me" cookies for the login. These are activated by checking the box in the login process so that we can restore your login on your next visit. These cookies are stored for 14 days.

8. Website analysis

We compile web statistics to improve service quality, and for marketing and optimisation purposes. For this, we use our own analysis software technology developed in-house. Your data will be stored anonymously, so that no assignment to the identity of the user can take place.

9. Data subjects’ rights

At the above address, we will, of course, provide you at all times with information about the personal data stored on you at meetingmasters.de. We will be happy to rectify any personal data which in your opinion is outdated or inaccurate.

You have a right to withdraw your consent (if this is relevant to the processing described here). The withdrawal of consent is only valid for the future.

You have the right to erasure of your data when the data is no longer required, when there are no (longer) legal grounds for processing, you have objected within your rights, the data has been unlawfully processed, or the data has to be erased for compliance with a legal obligation. You have the right to have the processing of your data “restricted” if you dispute the accuracy of the data, the processing is unlawful and you oppose erasure, the data is no longer required by us, or if you still need the data, however, for legal reasons.

In certain circumstances, you have the right to oppose processing if there are reasons for this arising from your particular situation. For our part, we will consider whether we have compelling reasons that justify the processing of your data.

Regarding advertising, you have the right to object at any time.

You have the right to receive your data provided that the processing is based on a contract, you provided this data yourself, or the processing is carried out by automated means. In the event these conditions are met, you can also request that we forward the data to a recipient of your choice.

Furthermore, you may contact a data protection supervisory authority. The contact details for the authority responsible for us are as follows.

The State Commissioner for Data Protection and Freedom of Information of Rhineland-Palatinate
Professor Dr Dieter Kugelmann
Hintere Bleiche 34
55116 Mainz, Germany
Telephone: +49 (0) 6131 208-2449
Fax: +49 (0) 6131 208-2497
Website:www.datenschutz.rlp.de
E-mail: poststelle@datenschutz.rlp.de

You are welcome to contact us first before contacting the supervisory authority; our very competent data protection officer will deal with your request much more quickly and just as thoroughly. If we cannot help you, you can still contact the supervisory authority.