Data protection/consent declaration for the "Performing Transformation" conference

For what purpose will personal data be processed?

As part of the registration process for the “Performing Transformation” conference, organized by the Schaufler Lab@TU Dresden, we process your personal data solely for the following purposes:

Registration and organizational management of the event: This includes collecting and managing your registration details, communicating with you before and during the conference (e.g., to confirm your participation, provide logistical updates, or inform you of any changes in the program), and creating name badges or participant lists if necessary.
Participant support and event-related services: This may involve organizing catering (taking into account any allergies or dietary preferences you provide), ensuring accessibility at the venue, or arranging accommodations, where applicable.
Documentation and follow-up of the event: The conference may be documented in part through photographs or audiovisual recordings for internal reporting, archival purposes, or public outreach. Personal data will only be used insofar as necessary and in accordance with data protection regulations.
Compliance with legal obligations: Your data may be processed to comply with legal retention requirements or requests from public authorities.
Consent-based purposes (if applicable): If you have provided explicit consent during registration or at the event (e.g., to receive information about future events or to the use of images or recordings featuring you), we will process your data accordingly. You can withdraw your consent at any time with effect for the future.

Processing is carried out in accordance with Article 6(1)(b) GDPR (performance of a contract or pre-contractual measures), based on your consent under Article 6(1)(a) GDPR, or for compliance with legal obligations under Article 6(1)(c) GDPR.

Who is responsible for data processing and to whom can data subjects turn?

Technische Universität Dresden
Schaufler Lab@TU Dresden
Carolin Kost
Nöthnitzer Str. 43, Raum 7
01062 Dresden
E-Mail:
Tel.: 0351 463 44386

TUD Dresden University of Technology
Data Protection Officer
01062 Dresden
Email:
Tel.: +49 (0) 351-463 32839
https://tu-dresden.de/datenschutz

What is the legal basis for the processing of personal data?

The legal basis for the processing of personal data is Art. 6 Para. 1 Letter a) GDPR (consent) – the use of the service and consent to the associated processing of your personal data are voluntary.

What personal data will be processed?

The following personal data will be processed:

Contact information: such as your name, email address, institutional affiliation, and, if applicable, your mailing address and telephone number.
Event-related details: such as your participation status, attendance on specific days or sessions, language preferences, and any additional information provided during registration (e.g. title of a presentation or panel contribution).
Catering and accessibility needs: such as dietary restrictions, allergies, or information related to accessibility requirements, if voluntarily provided.
Media and documentation: such as photographs, video or audio recordings taken during the event, in which you may appear.
Communication data: any data related to your correspondence with the organizing team (e.g. inquiries or special requests).

How long is personal data stored?

Personal data will only be stored for as long as necessary to fulfill the purposes for which they were collected, or as long as required by legal retention obligations.

In detail:

Registration and communication data are usually stored for up to 6 months after the event to allow for follow-up and to respond to any inquiries.
Data subject to legal retention requirements (e.g., related to accounting or funding) will be archived in accordance with statutory retention periods, generally up to 10 years.
Photographs, video, and audio recordings that are used for documentation or public relations may be stored and published indefinitely, provided that you have given consent or the recordings are made in the legitimate interest of the organizers. Deletion can be requested, unless overriding rights or interests prevent it.

The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

Will personal data be transferred to recipients? Who at TU Dresden has access to this data? Will data be stored by third parties?

Unless stipulated otherwise by law or unless you have given your express consent in individual cases, no personal data will be transferred to third parties.

What general rights do data subjects have?

Voluntariness and withdrawal of consent according to Art. 7 Para. 3 GDPR
The submission of personal data is voluntary. Consent to the processing of personal data may be withdrawn at any time pursuant to Art. 7 Para. 3 GDPR. The personal data of the person in question will no longer be processed.
Right of access by the data subject (Art. 15 GDPR)
Data subjects have the right to obtain information on the data processed concerning them, as well as possible recipients of such data, at any time. They are entitled to a reply within one month after the responsible party receives the request for information.
Right to rectification, erasure and restriction of processing (Art. 16–18 GDPR)
Data subjects may request that TU Dresden rectify, erase or restrict the processing of their personal data at any time.
Right to data portability (Art. 20 GDPR)
Data subjects can request that the responsible party transfer their personal data back to them in a machine-readable format. Alternatively, they can request the direct transmission of their personal data to a different responsible party, insofar as this is possible.
Data Protection Officer and Supervisory Authority for Data Protection
Data subjects can contact TU Dresden’s Data Protection Officer at any time and, in the case of a complaint pursuant to Art. 77 GDPR, the supervisory authority for data protection. The supervisory authority for TU Dresden is:
Saxon Data Protection and Transparency Officer
Dr. Juliane Hundert
Devrientstraße 5
01067 Dresden
Email:
Telephone: + 49 351 85471 10
www.datenschutz.sachsen.de

To claim your rights, it is sufficient that you notify the responsible person in writing (email or letter).