Data protection notice Media Accreditation
Information pursuant to the EU General Data Protection Regulation (GDPR) for press representatives
Messe Berlin GmbH (hereinafter “Messe Berlin”) attaches great importance to data protection. This information notice informs about the processing of the personal data in connection with press accreditation and participation in events as a press representative. This information supplements the General Data Protection Policy on the Messe Berlin website. For particular processing activities there will be separate information notices, where necessary
1. Controller and data protection officer
Controller within the meaning of the General Data Protection Regulation (GDPR): Messe Berlin GmbH, Messedamm 22, 14055 Berlin, Germany, e-mail: firstname.lastname@example.org. Data protection officer: group data protection officer of Messe Berlin (address: as before; e-mail: email@example.com).
2. Categories and sources of personal data
Messe Berlin processes the following data when registering for press accreditation: salutation, academic title (optional), first and last name, medium/publisher/editorial office, postcode, city, country, language, e-mail address, telephone number (optional) and media category of accreditation as well as a legitimation document, such as previously published work, and a copy of the press ID card. Information not required, such as photo and date of birth, can be blacked out in the press ID card.
In addition, information on the respective interest in participating in event-specific segments, events and functions can be requested. In the case of a choice of time and place of participation, a corresponding preference such as fixed days or times is collected.
In order to enable press representatives to participate in events and trade fairs, further registration in the ticket shop or on the digital event platform of the respective event is necessary in some cases. Further information on data processing and data protection rights can be found in the separate data protection notices there. Otherwise, the press representative will receive the ticket by e-mail; this can either be printed out or saved as a file on a mobile device. In addition to the date and times, the type of ticket, the event and whether the ticket was redeemed, as well as related communication with the press representatives, will be processed.
At events where a personal check by the Federal Criminal Police Office (BKA) or the State Criminal Police Office (LKA) is required, the name at birth, date of birth and place of birth are also mandatorily collected.
When registrants perform press accreditation for another person (third party) or provide their data, they must ensure and assure that they are authorized to provide Messe Berlin these third-party data, that Messe Berlin may lawfully process these data for the purposes stated in section 3 and that the person(s) concerned have been sufficiently informed about the processing of the person's data pursuant to this notice.
3. Purposes and legal basis of processing
3.1. Accreditation, event participation and organisation
Messe Berlin processes personal data pursuant to section 2 for the purpose of performing the accreditation procedure, for checking legitimation and, in the event of successful accreditation, for participation in the event and its organization and implementation, including the granting of access/participation authorizations (legal basis: the legitimate interest of Messe Berlin in press and public relations as well as checking legitimation and event organization and implementation Art. 6 (1) (f) GDPR). If separate participation and usage conditions apply to participation in the event, the related data processing is based on the performance of the contract (Art. 6 (1) (b) GDPR
The processing of personal data for the purpose of personal checks by the BKA is based on the legal basis of Section 24 (1) no. 1 of the Federal Data Protection Act (BDSG) (danger prevention) in conjunction with Sections 5, 21 (1) sentence 2 and Sections 25, 28 of the Act on the Federal Criminal Police Office and Federal and State Cooperation in Criminal Police Matters (BKAG) or by the LKA on the basis of the corresponding provisions in the state laws.
3.2. Support of press representatives based outside Germany
Insofar as a company or press representative is established outside Germany, Messe Berlin will transmit the data for the purpose of providing advice to the competent foreign representative in the respective country. This representative will be available as a local contact, in particular for providing information in connection with the event, including subsequent events, and support at the event. For the competent foreign representative, please see here. The data will be transmitted based on the legitimate interest of Messe Berlin in ensuring the best possible support for press representatives, taking into account local particularities (legal basis: Art. 6 (1) (f) GDPR).
3.3. Press and public relations
Furthermore, Messe Berlin processes the personal data pursuant to Section 2 for the purpose of press and public relations work in order to provide press representatives with information accompanying the trade fair/event and information on opening, accompanying and subsequent events. Subsequent events also include other trade fairs and events organized or held by Messe Berlin or other Messe Berlin group companies in Germany and abroad. Furthermore, personal data are processed in the legitimate interest of Messe Berlin for the purposes of market research and online surveys, including the optimization of press and public relations work, events, products and services and the information offered by Messe Berlin, as well as for statistical purposes and evaluation of the composition of the press representatives (legal basis: Art. 6 (1) (f) GDPR).
4. Categories of recipients of the data
As described in sections 3 above, Messe Berlin will transmit the personal data to other companies of the Messe Berlin group of companies or foreign representatives for the afore-mentioned purposes. In connection with press accreditation and to perform certain processing activities, external service providers are used (in particular online ticket store, (digital) communication measures such as press releases and press invitations, hosting, IT support, digital event platforms and tools, and customer surveys) which process the personal data on behalf of Messe Berlin (so-called "processors").
In the case of events held in cooperation with associations or business partners, Messe Berlin will also transmit the data to them.
Insofar as persons subject to particular personal protection by the Federal Criminal Police Office (Bundeskriminalamt – BKA) or the Federal State Criminal Police Office (Landeskriminalamt – LKA) (for example, constitutional organs such as the Federal President or the Federal Government or foreign guests) participate in events, the BKA or LKA may examine all event participants. In the context of such an examination, the data will be transmitted to them in accordance with section 2. Details of processing by the BKA or LKA can be found in their data protection notices.
In the case of incidents, disorder, emergencies and crises the data of participants may also be transmitted to the police, law enforcement authorities, the fire brigade and ambulances, other public authorities (such as the Health Office (Gesundheitsamt)). Internally, the data may be transmitted to the respective project management, the organizers, the control and security center and other areas involved in emergency and crisis management.
For compliance with tax and trade laws and regulations, the personal data are shared with the tax and other relevant public and regulatory authorities.
5. Data transfer to third countries
Some of the foreign representations, companies of the Messe Berlin group of companies, partner companies and processors are located in third countries outside the EU, which do not provide the same level of data protection as the EU, in particular due to the absence of a legal framework, independent supervisory authorities or data protection rights and remedies. Messe Berlin will only transfer personal data to those third countries if the European Commission ("EU Commission") has adopted a so-called adequacy decision in this respect (Art. 45 GDPR) or otherwise where appropriate safeguards in accordance with Art. 46 GDPR have been provided, in particular standard data protection clauses adopted by the EU Commission pursuant to Art. 46 (2) (c) GDPR and, where necessary, supplementary measures. A copy of the safeguards can be obtained upon request (e.g., by e-mail – for contact details see section 1 above). Otherwise, the transfer of data to third countries is necessary for the performance of the contract (Art. 49 (1) (b/c) GDPR) or based on explicit consent despite the lack of adequate data protection in the third countries outside the EU and the associated risks (Art. 49 (1) (a) GDPR).
6. Storage period
Stored personal data will be erased once they are no longer needed for achieving the relevant purpose of their processing. Legitimation documents are deleted after positive verification of legitimation. The data collected through personal checks are deleted after being sent to the BKA or LKA. Insofar as processing is based on consent or on the basis of a legitimate interest of Messe Berlin, the data concerned will no longer be processed for the associated purpose after receipt of the revocation of consent or objection and, if applicable, will be deleted, unless there are statutory exceptional circumstances. Notwithstanding the foregoing, personal data which are subject to retention obligations under commercial or tax laws will only be deleted after the expiry of the statutory retention periods (generally 6 or 10 years).
7. Data protection rights
To exercise the following rights, data subjects can contact the controller or the event at any time (for contact details, see section 1). Rights of the data subjects pursuant to Art. 12-21 GDPR: the right to access about personal data, the right to rectification, erasure and data portability as well as to restriction of processing. If consent has been given, this can be revoked at any time with effect for the future
Rights of objection
If the processing is based on legitimate interest (see section 3 above), there is a right to object to the processing of personal data, including profiling, at any time on grounds relating to the specific situation of the data subject.
Furthermore, there is the right to object to the processing and use of data for advertising purposes at any time. The newsletters also include an unsubscribe link.
If data subjects are of the opinion that the data processing violates data protection law, they have the right to lodge a complaint with the competent supervisory authority of their choice (Art. 77 GDPR in conjunction with section 19 of the German Federal Data Protection Act (Bundesdatenschutzgesetz)).
Date: February 2022