This is an English language translation of the existing privacy policy for the 76th BHT – FREIBERGER UNIVERSITÄTSFORUM 2025. This translation has not been officially confirmed and is therefore not legally binding.

According to GDPR, status 02/2025

1. Collection and storage of personal data as well as type and purpose of their use

In order to process your registration for and participation in the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025, we process your data listed below.

• Mandatory fields: Participation group, selected colloquium(s), first name, surname, email address, street, house number, postcode, city, consent/refusal for information about future events.
• Optional fields: Language, Salutation, Academic title, Company name, Institute/department name, VAT ID no., Email address for sending invoices, Remark.

The data processing is carried out exclusively for the purpose of organising, implementing and processing the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025 so that we can ensure that the event runs smoothly. We use your data as part of the organisation, implementation and handling of the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025, for

• participation management and central event organisation: registration, sending confirmation of registration, maintaining the central registration list, creating the (public) participation lists for the colloquia for networking purposes, maintaining the mailing list for information on future events, communication with participants (e-mail address, title, surname, first name, if applicable). Title, surname, first name, company/institution if applicable, selected colloquium(s), participation group)
• Accounting, controlling, invoicing and dispatch (company/institution if applicable, salutation, title if applicable, surname, first name, address, country, VAT ID no. if applicable) selected colloquia, e-mail address, participation group, request for mailing if applicable)
• the creation of the attendance list (salutation, title if applicable, surname, first name, company/institution if applicable, selected colloquium(s), participation group if applicable) and name badges (title if applicable, surname, first name, company/institution if applicable). If you do not want a name badge, please send us a message to bht [at] grafa [dot] tu-freiberg [dot] de (bht[at]grafa[dot]tu-freiberg[dot]de.)
• the evaluation of the event by means of a questionnaire (e-mail address) no later than one week before the event. Participation is voluntary and data collection is anonymised. The data collected is collected and analysed independently of personal data.
• The creation and dispatch of certificates of participation (at your request) (title, surname, first name, company/institution, colloquia attended, address).

• The documentation of the event by means of photographs and film recordings, which will also be used for the public relations work of the BHT - FREIBERGER UNIVERSITÄTSFORUM.

   

2. Authorised recipients of your data

The central organisation office of the BHT - FREIBERGER UNIVERSITÄTSFORUM has access to your data for the purpose of participation management and central event organisation, invoicing, accounting, controlling, creating attendance lists and name badges, evaluating the event, creating and sending certificates of participation, documenting the event and public relations work. In addition, the persons responsible for organising the corresponding colloquia for the purpose of organising and conducting the colloquia (issuing attendance documents, maintaining attendance lists, issuing public attendance lists if necessary (after consent), catering and colloquium planning, sending out invitations for future events if necessary, etc.) are also responsible for the organisation of the colloquia. Invitation dispatch for future events of the BHT - FREIBERGER UNIVERSITÄTSFORUM after consent) restricted access to the following personal data: salutation, title if applicable, surname, first name, company/institution if applicable, selected colloquium/colloquia, participation group, e-mail address, consent/refusal for information about future events. Furthermore, the employees of the Budget Department of TU Bergakademie Freiberg and the Saxony Main Cash Office have limited access to your following personal data for the purpose of invoice management, bookkeeping, checking payment transactions and controlling: Salutation, if applicable title, surname, first name, address, country, if applicable company/institution, if applicable VAT ID No. To create the name badges, the employees of the University Communication Department (Media Centre) of TU Bergakademie Freiberg also have access to the following of your data: if applicable title, surname, first name, if applicable company/institution.

3. Legal basis for processing and duration of storage

The legal basis for access to information about future BHT - FREIBERGER UNIVERSITÄTSFORUM events is your consent, see Art. 6 para. 1 lit. a) of the GDPR. The legal basis for the processing of your data for the purpose of networking (participation list) is also your consent, see Art. 6 para. 1 lit. a) of the GDPR. It is up to you whether you give this consent(s). If you do not give your consent(s), you will not suffer any disadvantages with regard to the organisation, implementation and handling of the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025.

The legal basis for data processing for the organisation, implementation and handling of the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025 is Art. 6 para. 1 lit. b) of the GDPR. You are not obliged to provide us with your data. However, since the provision of your data is necessary for registration for and participation in the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025, failure to provide your data will mean that it will not be possible for you to register for and participate in the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025.

The legal basis for the taking of photographs and film recordings and the subsequent processing is Art. 6 para. 1 lit. e) of the GDPR in conjunction with Section 3 para. 1 of the Saxon Data Protection Implementation Act, as the public relations work of authorities and other public bodies is one of the tasks assigned to these bodies.

We will only process your data for as long as is necessary for the planning, final realisation and handling of the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025 or due to applicable legal provisions, such as the obligation to retain accounting documents, but for no longer than two years after the end of the event, unless otherwise required by applicable legal provisions (e.g. retention period for accounting documents). If you consent to the processing of your data for the purpose of invitations to future BHT - FREIBERGER UNIVERSITÄTSFORUM events, we will retain the necessary data until you withdraw your consent (form of address, title if applicable, first name, surname, email address, company/institution if applicable, address). Any further personal data will be deleted in accordance with the above deletion periods.

For the purpose of documenting the event by means of photographs and film recordings and for public relations work, the data will be processed and stored for an unlimited period of time. If you would like photos/films in which you have been photographed not to be published or removed from a publication, you can contact us at any time: bht [at] grafa [dot] tu-freiberg [dot] de (bht[at]grafa[dot]tu-freiberg[dot]de). We will examine your request accordingly.

Further information on the subject of data protection, in particular details of the controller and your rights under the GDPR, can be found in our privacy policy.

4. Additional information - Use of digital services for hybrid and virtual colloquia

In order to enable participation from any location, hybrid and virtual colloquia at the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025 will be broadcast online with video and audio in real time. The web conferencing services Zoom, BigBlueButton and Microsoft Teams will be used for this purpose. Which of these services will be used for a colloquium can be found in the information for registered participants.

The data processing that takes place through the use of web conference licences at TU Bergakademie Freiberg is explained below. In addition, contact persons and the rights to which the data subjects are entitled are named.

By using these services, data subjects declare their consent to the associated processing of their personal data.

Please note that TU Bergakademie Freiberg has made default settings for the licences provided by it, which minimise the processing of personal data as far as possible when using the web conferencing services.

1. Purpose of data processing

Web conferencing services are used at TU Bergakademie Freiberg to ensure teaching and research at the university and thus the fulfilment of university tasks in accordance with the SächsHSFG. As part of the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025, licences for Zoom and Microsoft Teams as well as BigBlueButton will be used to enable location-independent participation in hybrid and virtual colloquia.

2. Legal basis for data processing

If personal data of persons who are not in an employment relationship with TU Bergakademie Freiberg are processed for the organisation of or participation in the 76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025, this is done on the basis of Art. 6 para. 1 sentence 1 lit. a) GDPR. Participation in hybrid and virtual colloquia as part of the

76th BHT - FREIBERGER UNIVERSITÄTSFORUM 2025 is voluntary on the part of the participant. The participant consents to the associated data processing.

Insofar as the processing of personal data of employees of TU Bergakademie Freiberg is necessary for the fulfilment of the tasks assigned to them and thus for the performance of the employment relationship, Art. 6 para. 1 sentence 1 lit. b) GDPR in conjunction with contractual requirements serves as the legal basis for data processing.

3. Scope of data processing

If a user profile is created, the person must enter their surname, first name, password and email address, depending on the type and scope of the service used. Further data can be entered and managed on a voluntary basis (e.g. telephone number, profile picture). It should be noted that persons who have a user profile should only provide the data that is required for the respective use.

Participation in an online meeting is generally also possible without registration/without a user profile. In order to enter a meeting room, it is necessary to enter a participation name. It is not absolutely necessary to enter your real name; an imaginary name, a sequence of numbers, a combination of numbers and letters or similar is generally sufficient. However, for reasons of participation administration, including in particular the comparison with the registration, invoicing and the issuing of participation certificates, the clear name or other information that identifies the participating person for the TU Bergakademie Freiberg (e.g. alias known to the TU Bergakademie Freiberg, invoice number or identification code) is requested.

When dialling in by telephone, data on the incoming and outgoing telephone number, the country name, the start and real time and other connection data may be collected.

The following meeting metadata is also processed, depending on the type of service used: Topic (defined by the meeting organisation), description (optional), IP addresses of participants, device/hardware information (information on browser, headphones, webcam, etc.). As a rule, web conferencing services will not be able to link an IP address to a specific person. However, it is possible to draw conclusions about the internet provider and the region in which the participant is located. The IP address can be masked using VPN access.

In addition, video and audio data is processed, as well as all other data that you enter yourself, such as chat entries. We would like to point out that by actively using chat or other optional functions, people participating in the meeting agree to the necessary data processing taking place, i.e. the chat entries can be viewed by the other meeting participants.

Recording a meeting is only permitted if none of the meeting participants actively object to such recording. The virtual participants in a meeting are informed before accessing the meeting room about how they can object to the recording. The default settings of the TU Bergakademie Freiberg licences are selected in such a way that automatic recording does not take place. If a colloquium is recorded, this is done for the purpose of public relations work as an assigned task of authorities and other public bodies in accordance with Art. 6 para. 1 lit. e) of the GDPR in conjunction with § 3 para. 1 of the Saxon Data Protection Implementation Act. The recordings can be made available to the public by TU Bergakademie Freiberg itself (e.g. as part of scientific reporting), or made available to interested parties for retrieval with the help of third parties (e.g. publicly accessible libraries). Before the public relations measures are realised, the meeting recording is edited in such a way that information that allows conclusions to be drawn about the identity of the participants is removed from the recording as far as possible.

The provision of personal data for the use of web conferencing services is not required by law. Insofar as the provision of personal data is a mandatory requirement for the creation of a user profile, this results from the terms of use of the services. In addition, the default settings for the licences of TU Bergakademie Freiberg are selected in such a way that participation in meetings can take place to the greatest possible extent in a data-saving manner.

Automated decision-making including profiling in accordance with Art. 22 (1) and (4) GDPR does not take place.

4. Authorised recipients of personal data

Personal data that is processed in the context of the use of web conferencing services is generally only available at TU Bergakademie Freiberg to those persons who need this data to fulfil their tasks and to fulfil the purpose mentioned under letter a). This does not apply if TU Bergakademie Freiberg is obliged to pass on the data.

In the BigBlueButton service, all data is stored on servers of TU Bergakademie Freiberg; only secure transmission protocols are used. Data is not passed on to third parties outside the TU Bergakademie Freiberg when using BigBlueButton.

Data is passed on when using Zoom or Microsoft Teams on the basis of an order processing relationship with the web conferencing services Zoom and Microsoft Teams.

For Zoom: To Zoom Video Communications, Inc. with headquarters in San Jose, California/USA.

Contact details Zoom Video Communications, Inc:

Zoom

San Jose Headquarters

55 Almaden Boulevard, 6th Floor

San Jose, CA 95113, USA

Tel: +1.888.799.9666

Email: info [at] zoom [dot] us (info[at]zoom[dot]us)

Contact details Zoom Video Communications, Inc. within Europe:

Zoom France 33 rue Lafayette

75009 Paris, France

Tel: +33.800.94.64.64

Email: info [at] zoom [dot] us (info[at]zoom[dot]us)

The transfer of data to Zoom Video Communications, Inc. is based on standard data protection clauses approved by the EU Commission (Art. 46 para. 2 lit. c) GDPR).

In addition, Zoom Video Communications, Inc. works with various subcontractors in the context of providing the services, provided that they offer sufficient guarantees that appropriate technical and organisational measures are in place to ensure data processing in accordance with legal requirements. A list of subcontractors is available at the following link https://zoom.us/de-de/subprocessors.html

For Microsoft Teams: To Microsoft Corporation, headquartered in Redmont, Washington, USA.

Contact details Microsoft Corporation:

Microsoft Corporation One Microsoft Way

Redmond, WA 98052-6399 USA

Contact details of Microsoft in Europe:

EU Data Protection Officer Microsoft Place

South County Business Park Leopardstown, Dublin 18, Ireland Tel.

The transfer of data to Microsoft Corporation is based on standard data protection clauses approved by the EU Commission (Art. 46 para. 2 lit. c) GDPR).

In addition, Microsoft Corporation works together with various subcontractors to provide the services, provided that they offer sufficient guarantees that suitable technical and organisational measures are in place to ensure data processing in accordance with legal requirements. A list of subcontractors is available at the following link:

https://servicetrust.microsoft.com/DocumentPage/ede6342e-d641-4a9b-9162-7d66025003b0

5. Storage of personal data

The personal data processed through the use of web conferencing services will only be stored for as long as is necessary to fulfil the purpose. This does not apply if a longer storage or retention period is required by law or is necessary for legal enforcement. If a colloquium is recorded, this recording will be stored indefinitely and may be publicly accessible (see point 4, letter d).

Usage profiles can be deleted by the users themselves. Usage profiles that were created as part of a TU Bergakademie Freiberg licence must be deleted as soon as they are no longer required for the fulfilment of the purpose, at the latest when the user leaves TU Bergakademie Freiberg.

6. Rights of data subjects

If personal data is processed through the use of web conferencing services, each natural person affected by this is generally entitled to the following rights vis-à-vis TU Bergakademie Freiberg in accordance with the GDPR.

Right of access, Art. 15 GDPR

Right to rectification, Art. 16 GDPR Right to erasure, Art. 17 GDPR

Right to restriction of processing, Art. 18 GDPR Right to be informed, Art. 19 GDPR

Right to data portability, Art. 20 GDPR Right to object, Art. 21 GDPR

Right to withdraw consent, Art. 7 para. 3 GDPR (in the case of processing based on consent)

If data subjects wish to exercise one or more of the above rights, please contact:

Technische Universität Bergakademie Freiberg Media Centre/E-Learning

Prüferstraße 1

09599 Freiberg

Email: elearning [at] tu-freiberg [dot] de (elearning[at]tu-freiberg[dot]de)

Whether the data subject is actually entitled to the asserted right in the specific individual case will be examined by the Data Protection Officer of TU Bergakademie Freiberg.

In addition, data subjects have the right to lodge a complaint with a supervisory authority, Art. 77 GDPR.

Further information on data protection can be found under the following links:

Zoom: https://zoom.us/docs/de-de/privacy-and-legal.html

Microsoft Teams: https://docs.microsoft.com/de-de/microsoftteams/teams-privacy