Preamble

The company meetingmasters.de, Dipl.-Kfm. Christoph Schwind, Rudi-Schillings-Str. 17, 54296 Trier, is an unrestricted and independent provider of services for the organisation of events. meetingmasters.de is a service for persons who are in charge of organising events of all kinds, and of booking hotel rooms, in the context of business travel activity in the field of businesses/associations/public institutions.

The services of meetingmasters.de are intended exclusively for traders or companies in terms of section 14 of the BGB [German Civil Code] (hereinafter referred to as: Customer) and not to consumers or private persons.

1. Scope of validity

These Terms and Conditions of Use are valid for any placement order with which meetingmasters.de is commissioned by the customer. This order refers to the searching, requesting and booking process regarding hotels, event locations, conference halls/convention centres and other MICE suppliers by the personal placement service of meetingmasters.de via the web tool moreDirect (see 3.).

These Terms and Conditions of Use are likewise valid for the use of the web tool moreDirect for direct requests submitted to conference hotels, event locations, conference halls/convention centres and other event services by the customer (see 4.).

These Terms and Conditions of Use also apply to the use of the “instant booking” module of moreDirect and the online marketplace of the same name, and the booking of event services via this marketplace.

A personal user account is required to use the MICE tool.

If there is an individual framework agreement with your company, the contents of this agreement will take precedence for the use of the web tool moreDirect.

2. Basis of contract

In the event of a booking, the contract is concluded between the principal and the respective company. meetingmasters.de is therefore not a party to agreements entered into between service providers and event customers, and has no influence on the quality, safety or legality of the services offered by the service provider or the ability of the service provider to fulfill claims established by contract.

3. Purchase of MICE services via meetingmasters.de’s personal placement service (“support request”)

The customer has the possibility to commission the personal placement service of meetingmasters.de to act as intermediary regarding an event service provided by a third party. Commissioning is effected either by an online requirement request in the web tool moreDirect (“support request”), or by telephone, fax or e-mail. An ongoing direct request can be transferred to the placement service via the web tool moreDirect and is also regarded as a commission in terms of these Terms and Conditions of Use. With the commissioning of services, the customer undertakes to accept the corresponding conditions and prices as per 3.2 of these Terms and Conditions of Use.

4. Purchase of MICE services via moreDirect (“direct request”)

The customer has the possibility to search, request and book MICE locations and MICE suppliers himself via the web tool moreDirect (“direct request”) without the support of the personal placement service of meetingmasters.de.

5. Keeping the password secret

The user himself is responsible for his password and must ensure confidentiality and proper use of the password. If a customer violates the duty of confidentiality in handling his password, he can derive no claims against meetingmasters.de especially as a result of the improper use of the password. He will also indemnify meetingmasters.de against claims by third parties and incurred costs, to the extent that they are based on the participant’s careless handling of the password.

If the customer notices that his password is being used by another person ("improper use"), he must notify meetingmasters.de immediately.

The original password loses its validity with the notice of improper use abuse; the customer will receive a new password upon request.

2. Purpose of data processing

Prerequisite for the use of the MICE tool moreDirect according to our terms and conditions is the possession of a user account, for the creation of which the following data is collected and processed.

3. Legal basis of data processing

The processing of your personal data is necessary in order to fulfil our obligation to fulfil the contract (pursuant to Article 6 (1) GDPR).

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. 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.

6. 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.

7. 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.

8. 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 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.

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.