Data Protection Declaration

Version 1.0 - June 23, 2025

General Information

This data protection declaration describes the processing of personal data when using this site or registering for events.

It informs you about the type, scope, and purpose of the collection and processing of your personal data.

With this data protection declaration, the DGMS fulfills its obligation to inform in accordance with Article 13 of the EU General Data Protection Regulation (EU-DSGVO). With regard to the terms used, such as "personal data", "processing", "responsible person", etc., reference is made to the definitions in Article 4 of the EU-DSGVO.

Your personal data is protected in accordance with the GÉANT Data Protection Code of Conduct, a common standard for the research and higher education sector to protect your privacy.

1. Contact Information

The responsible person for Data Protection is the Deutsche Gesellschaft für Massenspektrometrie e. V. (DGMS), represented by its chairman.

1.1 Contact Information of the Responsible Person

Prof. Dr. Thorsten Benter
Fakultät für Mathematik und Naturwissenschaften (Fak 4)
Physikalische und Theoretische Chemie
Bergische Universität Wuppertal
Gaußstr. 20
42119 Wuppertal
Tel.: +49 (0)202 439-2666

2. Information on the processed personal data

2.1 Data collected with every acces to the website

With each access to our website, some data is automatically transmitted and stored in server logfiles. The type and amount of the transmitted and processed data depends on the Internet browser and its configuration used by you and typically includes:

•  The website that was accessed
•  The source or referral from which you arrived at the page
•  The browser used
•  The operating system used
•  The IP address used
•  The preferred language

These data are not stored together with other, personalized data of the user. They are not used for identification of the user.

2.2 Data collected upon account creation, abstract submission and event registration:

To submit an abstract or register for the event, it is necessary to create a user account within our conference management system (indico). During this process, personalized data is collected and processed as follows:

•  Name
•  First Name
•  Salutation/Title
•  Organizational affiliation
•  Address
•  E-mail address
•  Participation data for the event
•  Presentation information (abstract)
•  Preferred presentation type
•  Participant list
•  Participant badges
•  Contact information for the purpose of contact and evaluation

During the event, photos and/or film recordings are made. The recordings are used exclusively for reporting on the event and for public relations purposes and are published in print and online media of the DGMS. Participants in the event have the right and the opportunity to inform the photographers that they do not want to be recorded or that their recordings should not be published. If photos are taken specifically of individual people, the photographers will ask for their consent to take and use the photos.

2.3 In addition, the following data is automatically collected:

•  Confirmation of the consent declaration
•  Date and time of sending the form
•  IP address of the user

2.4 Cookies

Our website uses cookies, specifically "session cookies", for the purpose of login. The cookies contain a characteristic string that enables a unique identification of the browser when the website is accessed again. The use of session cookies is necessary to ensure that the login works correctly. They are not used to store or transmit personal data.

3. Legal basis

The collection of personal data when registering (form data) is based on the consent of the affected persons in accordance with Article 6(1)(a) of the EU-DSGVO, which is obtained when registering.

The DGMS collects and processes the above-mentioned data, which is necessary for the technical operation, as well as log files for the purpose of technical security and the improvement of the system, in accordance with Article 6(1)(f) of the EU-DSGVO.

The data is necessary for registration and for secure operation and optimization of the system and is only used for the respective purposes.

4. Data transmission

The registration data is made available to the organizers of the event by providing them with temporary read access to ensure the proper organization of the event. The organizers may also be individuals outside the DGMS. The contributions of the speakers/presenters may be transmitted to internal and external reviewers determined by the organizers for the purpose of evaluation.

To ensure proper accounting, a signed participant list with names, first names, and organizational affiliation may be transmitted to the sponsors of the event.

During the event, a brief description of the event with participant numbers and a general note on the organizations of the participants may be published on the website of the DGMS.

Photos and film recordings are published in print and online media of the DGMS as described above.

For the provision of our online offer, we use storage space, computing capacity and software that we rent or otherwise obtain from a corresponding server provider. This service provider may have access to automatically generated server log files. This access is granted on the basis of a contract in accordance with Article 28 of the EU-DSGVO to prevent server overload (in particular in the case of malicious attacks, so-called DDoS attacks), and to ensure the load on the servers and their stability.

The web hosting services we use also include the dispatch, receipt and storage of e-mails. For these purposes, the addresses of the recipients and senders, as well as other information related to the e-mail dispatch (such as the involved providers) and the contents of the respective e-mails are processed. The aforementioned data may also be processed for the purpose of recognizing spam. We would like to point out that e-mails are not encrypted in the internet. In most cases, e-mails are encrypted during transport, but not on the servers from which they are sent and received. We cannot therefore assume responsibility for the transmission of e-mails between the sender and the recipient on our server.

5. Duration of processing/data deletion

We delete your personal data as soon as they are no longer necessary for the purposes mentioned above. After the event has ended, your personal data will be stored as long as we are legally obliged to do so. This is usually due to legal proof and storage obligations, which are regulated in the Commercial Code, Income Tax Act, Social Security Act and Tax Code. The storage periods are up to ten years.

6. Your rights as an affected person

You can assert your rights as an affected person at any time:

• The right to information, whether and which data is being processed (Article 15 DSGVO);
• The right to rectification or completion of the data concerning you (Article 16 DSGVO);
• The right to erasure of the data concerning you in accordance with Article 17 DSGVO;
• The right to restriction of processing of the data concerning you in accordance with Article 18 DSGVO;
• The right to obtain the stored personal data information in accordance with Article 20 DSGVO;
• The right to object to future processing of the data concerning you in accordance with Article 21 DSGVO.

You also have the right to lodge a complaint with the data protection supervisory authority (Article 77 DSGVO), for example with the

State Commissioner for Data Protection in Bremen
Arndtstraße 1
27570 Bremerhaven

Tel.: +49 421 3612010
E-Mail: office@datenschutz.bremen.de

Validity of this data protection declaration

We reserve the right to change this data protection declaration at any time to adapt it to changes in relevant laws or regulations or to better meet your needs. Please note the current version number of the data protection declaration.