Information according to the EU General Data Protection Regulation (GDPR)

As of August 2023

Controller and Data Protection Officer

Categories and Sources of Personal Data

Messe Stuttgart processes data from users of the booking portal who book a loading slot. These users are referred to as "bookers." Bookers can be employees of exhibitors, trade fair forwarders, agencies, or transport companies. They have the option to register for a user account in the booking portal. After verifying their email address, they can create a profile and book loading slots.
In the booking profile, bookers must provide certain mandatory data, including name, communication language, company, address, department, business contact details (email, possibly phone number), registration number, license plate, vehicle type/size, as well as the date, time/time window, and location of the booking.
Booking loading slots incurs costs. To process the payment, it is mandatory to provide payment data to the payment service provider. Messe Stuttgart only receives information about the result of the payment process and the payment method used, such as a truncated account number.
If bookers make a booking for another person (third party) or transmit third-party data (especially the driver's data) to Messe Stuttgart, they must ensure and ensure that:

• they are authorized to transmit this data to Messe Stuttgart
• Messe Stuttgart may lawfully process this data for the purposes mentioned in Section 3
• the data subjects have been adequately informed about the processing of their data according to these data protection notices.

Bookers provide the mobile phone numbers of drivers and select their preferred language (German or English). Drivers receive notifications via SMS to be informed about the upcoming end of the time slot or in case of time exceeding. Information about entrances and exits is processed.
As part of the processing of access logs, the following technical basic and usage data are collected and processed: username, password, technical role, permissions. This includes information such as the Internet Protocol (IP) address, the Internet service provider, the date and time of access, the requested resource, the return status, the origin (referrer), the software used (browser), and the hardware used (mobile client).
In addition, data is automatically collected using cookies and other technologies. Detailed information about the cookies and technologies used in the loading slot booking portal can be found here.

Processing Purposes and Legal Bases

Messe Berlin processes personal data in the booking profile in accordance with Section 2 for the establishment and execution of the contractual relationship with Messe Berlin, including related communication and handling of loading slot bookings (legal basis: Art. 6 (1) (b) GDPR) and otherwise in its legitimate interest as well as for the purposes of entrance control, monitoring compliance with the booked time slots, event and logistics planning, and planning, implementation, evaluation, and improvement of space and traffic planning and management (legal basis: Art. 6 (1) (f) GDPR). Drivers are contacted by SMS when the loading slot expires or contacted by phone in case of disruptions in operations or emergencies.
The evaluation of traffic volumes is not related to specific individuals. The payment processing of loading slot bookings also takes place to fulfill the contract or in the legitimate interest of Messe Berlin, particularly for asserting or defending legal claims (legal basis: Art. 6 (1) (f) GDPR). The responsibility for the processing of payment data lies with the respective payment service provider, who collects and processes payment data separately during the payment process.
To authenticate the identity of the bookers, Messe Stuttgart verifies the correctness of their email address in its legitimate interest. For this purpose, a confirmation link is sent by email, which must be activated before completing the registration (legal basis: Art. 6 (1) (f) GDPR).
The processing of technical personal data is carried out in the legitimate interest of Landesmesse Stuttgart for the purpose of operating, ensuring the functionality and security of the booking portal, as well as system administration, user access management, incident and problem management.
In the context of the loading slot booking and the operation of the booking portal, Messe Stuttgart employs external service providers (especially for portal operation, hosting, and IT support) who process personal data on behalf of Messe Stuttgart (so-called "data processors").
In the event that individuals who are subject to special personal protection by the Federal Criminal Police Office (BKA) or the State Criminal Police Office (LKA) (such as federal constitutional organs like the Federal President or the Federal Government or foreign guests) participate in an event, there may be a check of all event participants, including the setup and dismantling phase, by the BKA or LKA. As part of such a check, the BKA or LKA may request data such as names, companies/organizations, and functions of event organizers. In the event of incidents, disruptions, emergencies, and crises, Landesmesse Stuttgart may potentially disclose the data of bookers and participants to the police, law enforcement authorities, fire brigade, rescue services, and other authorities (such as the health department). In addition, data may be disclosed to third parties for the purpose of contract fulfillment. These partners include transport companies, courier services, postal services (for orders), email/telecommunications providers, banks, credit institutions, and payment service providers (for payments). These third parties are independently responsible within the meaning of the General Data Protection Regulation (GDPR). Data may be disclosed to authorities and public bodies if Landesmesse Stuttgart is legally obligated to do so, either due to laws and regulations (such as supervisory proceedings) or due to court orders, resolutions, judgments, or similar. To comply with tax and commercial laws and regulations, personal data is disclosed to tax and other relevant authorities and public institutions. Recipients of personal data may also include courts and lawyers in the context of legal disputes, legal disputes, legal advice, and auditors.

Processing Purposes and Legal Bases

Data Transfer to Third Countries

Storage Duration

 

Data Protection Rights

In order to exercise the following rights, data subjects can contact the controller at any time. The contact details can be found in Section 1 above. The data protection rights in accordance with Art. 12-21 GDPR include:

• the right to information about personal data,
• the right to correction, deletion, and data portability,
• the right to restriction of processing.

 

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Right to Object