+++ BioVaria 2027, 3 - 4 May +++ Save the date! +++

BioVaria Privacy Policy

BioVaria is a conference for innovations in the life sciences, organized by Ascenion. When you visit the BioVaria website www.biovaria.org, or register for the BioVaria conference (online or on-site), or attend BioVaria, or when you contact us for inquiries concerning BioVaria, we may collect some of your personal data. We use your personal data (received directly from you or automatically collected) to manage your attendance at BioVaria as well as to help us understand and improve your experience. We use your data only if we have a legal basis in compliance with applicable privacy legislation.
 

1. Name and contact details of the controller

This data protection information applies to data processing by:

Controller:
Ascenion GmbH (hereinafter: Ascenion)
Herzogstraße 64
D-80803 Munich
Munich, Germany

E-mail: info(at)ascenion(dot)de
Phone: +49 (0)89 - 318814-0
Fax: +49 (0)89 - 318814-20

Ascenion's Data Protection Officer can be reached at datenschutz@ascenion.de and at the above postal address with the addition "the data protection officer".
 

2. Collection and storage of personal data, and the purpose and manner of their use

2.1) General information on the legal basis of our processing activities

The processing of personal data can be based on various legal bases. If we need your data to fulfil a contract with you or to respond to your inquiries regarding a contract, the legal basis for this data processing is Art. 6 para. 1 p. 1 lit. b of the EU General Data Protection Regulation (GDPR). If we obtain your consent for certain data processing, the legal basis is Art. 6 para. 1 p. 1 lit. a GDPR. We carry out some data processing on the basis of our legitimate interest, whereby a balance is always struck between your interests worthy of protection and our legitimate interests. The legal basis for this is Art. 6 para. 1 p. 1 lit. f GDPR. Insofar as processing is necessary to fulfil a legal obligation to which we are subject, the legal basis is Art. 6 para. 1 p. 1 lit. c GDPR.
 

2.2) When visiting the BioVaria website www.biovaria.org

When using the website for information purposes only, i.e. if you do not register or otherwise provide us with information, we collect the following technical information (log file data):

- IP address of the requesting computer

- Date and time of access

- Name and URL of the accessed file

- Website from which the access was made (referrer URL)

- Browser used and, if applicable, the operating system of your computer and the name of your access provider.

The collection of this data is technically necessary in order to display our website to you and to ensure stability and security. We (and our service provider) regularly do not know who is behind an IP address. We do not merge the data listed above with other data.

The legal basis is Art. 6 para. 1 p. 1 lit. f GDPR; insofar as absolutely necessary access to information stored in the user's terminal equipment takes place, also § 25 para. 2 no. 2 TDDDG (German Act on Data Protection and the Protection of Privacy in Telecommunications and Digital Services).

Since the collection of data for the provision of the website and storage in log files is absolutely necessary for the operation of the website and to protect against misuse, our legitimate interest in data processing prevails at this point.
 

2.3) When registering for the BioVaria newsletter

You can subscribe to our newsletter on the BioVaria website, which we use to inform you about the last or upcoming BioVaria. The content of the newsletter is briefly described during the registration process.

The legal basis for sending the respective newsletter is your consent in accordance with Art. 6 Para. 1 p. 1 lit. a GDPR in conjunction with § 7 para. 2 no. 3 of the German Law against Unfair Competition (UWG) or the legal permission according to § 7 para. 3 UWG.

We use the so-called double opt-in procedure to register for our newsletters. This means that after you have registered, we will send you an e-mail to the e-mail address you have provided in which we ask you to confirm that you wish to receive the newsletter. If you do not confirm your registration, your information will be automatically deleted after 3 days.

The only mandatory information for sending the newsletter is your e-mail address. If we request further data, the provision of this additional data is voluntary: this data will then only be used to address you personally. After your confirmation, we will store your e-mail address and any additional data provided for the purpose of sending you the newsletter until you cancel your subscription. We also store the time of registration and confirmation for up to three years after registration (limitation period). The purpose of this procedure is to enable us to prove your registration in case of doubt and, if necessary, to clarify any misuse of your personal data. The legal basis for logging the registration is our legitimate interest pursuant to Art. 6 para. 1 p. 1 lit. f GDPR in providing proof of consent previously given, see also Art. 7 para. 1 GDPR.

You can withdraw your consent to the sending of the newsletter at any time and unsubscribe from the newsletter. You can declare your withdrawal by clicking on the link provided in every newsletter e-mail or by sending an e-mail to info(at)biovaria.org.
 

2.4) When registering for BioVaria (online or on-site)

When you contact us by e-mail or register for BioVaria via our registration form (online or on-site), the data you provide (your e-mail address, your name, address, and invoice address if applicable) will be stored by us in order to answer your questions and process your registration. The legal basis in this respect is Art. 6 para. 1 p. 1 lit. b and f GDPR.

Your data that we have received from you will be deleted as soon as it is no longer required to achieve the purpose for which it was collected, at the latest after the legal retention obligations have expired. Art. 17 para. 3 GDPR remains unaffected.

As the data controller, our company has implemented numerous technical and organizational measures to ensure that the personal data processed via this website is protected as completely as possible. Nevertheless, internet-based data transmissions can generally have security gaps. Absolute protection cannot be guaranteed; in any case, sending unencrypted e-mails is not secure. We therefore ask you not to send sensitive data by unencrypted e-mail, but to use either encrypted communication channels or the postal service.
 

2.5) When attending BioVaria on-site

As described in our General Terms and Conditions that you accept when you register for BioVaria, pictures of you could be taken during the conference by a professional photographer contracted by us. These pictures may be used for promotional purposes on the BioVaria and Ascenion websites, in print material as trade journals and our annual review, and on our social media channels (LinkedIn, X). You as a participant could also be filmed by a professional film crew contracted by us. The promotional video they produce will be available on the BioVaria and Ascenion websites and on the mentioned social media. Please check the General Terms and Conditions of BioVaria attendance.

The photos and film material are professional shots/recordings taken as part of a business event; the photographers/filmmakers are required to capture the mood of the event. Smaller groups of people or individuals may also be photographed/filmed. Outside of photo spots (e.g. the BioVaria exhibition wall next to the registration office), however, this only takes place to a limited extent.

Legal basis regarding this data processing is Art. 6 para. 1 p. 1 lit. b GDPR, because the processing serves to perform your participation contract under application of the General Terms and Conditions.

We ask you to take care not to be photographed/filmed (e.g. we ask you not to position yourself in front of the BioVaria exhibition wall next to the registration office or not to pose for the photographer) if you do not wish to be photographed/filmed.

Nevertheless, you always have the option of informing the photographers/filmers on site that you do not wish to be photographed/filmed. If you don’t want to be seen on any pictures or videos, even in a group of people and from the distance, you can also contact us at info(at)biovaria.org.
 

2.6) When submitting a technology online

All BioVaria partners will receive a link to the online technology submission.

When you submit a technology online, the data you provide (your e-mail address, your name, and address) will be stored by us in order to answer your questions and process your technology submission. The legal basis in this respect is Art. 6 para. 1 p. 1 lit. b and f GDPR.

Your data that we have received from you will be deleted as soon as it is no longer required to achieve the purpose for which it was collected, at the latest after the legal retention obligations have expired. Art. 17 para. 3 GDPR remains unaffected.

As the data controller, our company has implemented numerous technical and organizational measures to ensure that the personal data processed via this website is protected as completely as possible. Nevertheless, internet-based data transmissions can generally have security gaps. Absolute protection cannot be guaranteed; in any case, sending unencrypted e-mails is not secure. We therefore ask you not to send sensitive data by unencrypted e-mail, but to use either encrypted communication channels or the postal service.
 

2.7) When applying for the Startup Pitch & Partner programme (via paper registration form)

When you register for the Startup Pitch & Partner programme, the personal data you provide (your e-mail address, your name, and address) will be stored by us in order to answer your questions and process your application The legal basis in this respect is Art. 6 para. 1 p. 1 lit. b and f GDPR.

Your data that we have received from you will be deleted as soon as it is no longer required to achieve the purpose for which it was collected, at the latest after the legal retention obligations have expired. Art. 17 para. 3 GDPR remains unaffected.

As the data controller, we ask you not to send sensitive data by unencrypted e-mail, but to use either encrypted communication channels or the postal service.

 

3. Transfer of data

Your personal data will not be transferred to third parties unless we are legally obliged to do so, or the transfer of data is necessary for the execution of the contractual relationship, or you have previously expressly consented to the transfer of your data.

External service providers and partner companies, such as IT service providers, will only receive your data if this is necessary. In these cases, however, the scope of the transmitted data is limited to the necessary minimum. Insofar as our service providers process your personal data on our behalf, we ensure that they comply with the provisions of the data protection laws in the same way as part of order processing in accordance with Art. 28 GDPR. Please also note the privacy policies of the respective providers. The respective service provider is responsible for the content of external services, whereby we check the services for compliance with the legal requirements within the scope of reasonableness.

We attach great importance to processing your data within the EU/EEA. However, we may use service providers who process data outside the EU/EEA. In these cases, we ensure that an adequate level of data protection comparable to the standards within the EU is established at the recipient before your personal data is transferred. This can be achieved, for example, by means of EU standard contracts or binding corporate rules or special agreements to which the company may be subject.
 

3.1) Stripe Payments Europe, Limited

Ascenion has contracted the payment service provider Stripe, Inc. (Stripe Payments Europe, Limited, The One Building, 1 Grand Canal Street Lower, Dublin 2, Co. Dublin, Ireland) to manage credit card payments required in the framework of BioVaria and organize the necessary flow of funds between the banks involved and/or the respective credit card company (hereinafter referred to as ‘Institutions’). Legal basis regarding this data processing is Art. 6 para. 1 p. 1 lit. b GDPR, as it is necessary for fulfilling a contract. To learn more about how your information is processed by Stripe, Inc. and the Institutions (incl. personal data sharing and international transfers, as well as security and data retention periods), please check the privacy policies currently available on their website https://stripe.com/de/privacy.
 

3.2) Converve GmbH

The virtual platform service is offered by Ascenion through Converve (Converve GmbH, Bahnhofstraße 3, D-25355 Barmstedt, Germany). To learn more about the privacy regulations applied to your information while using the virtual platform, please visit the Converve website (www.converve.com).

The virtual platform offers additional services related to BioVaria, e.g. an adjustable version of the conference agenda, latest news and a chat function for conference delegates.

Please be aware that when registering for BioVaria, your name and email address will be transferred to Converve (Converve GmbH, Bahnhofstrasse 3, D-25355 Barmstedt, Germany) with the only purpose that they can create a user profile for you and send out a personalized invitation to you for the use of the platform. Registration on the platform and use of the platform are voluntary. If you do not register on the platform, you cannot use it and other conference delegates cannot see your profile. Please check the General Terms and Conditions of BioVaria attendance.

 

4. Cookies on www.biovaria.org

Cookies are data that are stored on your computer by a website that you visit and enable your browser to be reassigned. Cookies are used to transmit information to the site that sets the cookie. Cookies can store various information, such as your language setting, the duration of your visit to our website or the entries you make there. This prevents you from having to re-enter required form data each time you use the website, for example. The information stored in cookies can also be used to recognize preferences and target content according to areas of interest.

There are different types of cookies: Session cookies are data sets that are only temporarily stored in the working memory and are deleted when you close your browser. Permanent or persistent cookies are automatically deleted after a specified period, which may vary depending on the cookie. With this type of cookie, the information can also be stored in text files on your computer. However, you can also delete these cookies at any time via your browser settings.

First-party cookies are set by the website you are currently visiting. Only this website may read information from these cookies. Third-party cookies are set by organizations that do not operate the website you are visiting. These cookies are used by marketing companies, for example.

The legal basis for possible processing of personal data using cookies and their storage duration may vary. If you have given us your consent, the legal basis is Art. 6 para. 1 p. 1 lit. a GDPR. Insofar as the data processing is based on our overriding legitimate interests, the legal basis is Art. 6 para. 1 p. 1 lit. f GDPR. The stated purpose then corresponds to our legitimate interest.

Insofar as we use cookies or similar technologies to access a terminal device used by you within the meaning of § 2 para. 2 no. 6 TDDDG by storing or reading out information there independently of any personal reference, we will first obtain your purpose-related, voluntary and informed consent in accordance with § 25 para. 1 TDDDG.

Insofar as consent under the GDPR and the TDDDG can be combined, we will obtain it uniformly.

Consent under the TDDDG is not required for access to information that is already stored on your end device and has been sent to us through your active transmission; this concerns the public IP address of the end device, the address of the website accessed, the user agent string with browser and operating system incl. version and the language set.

Furthermore, no consent is required under the TDDDG if the cookie or similar technology is used to ensure the transmission of a message via a public telecommunications network (§ 25 para. 2 No. 1 TDDDG) or if the setting of the cookie and thus the storage of information in your terminal equipment or access to information already stored in your terminal equipment is absolutely necessary for the provision of a telemedia service expressly requested by you (§ 25 para. 2 No. 2 TDDDG).

We use cookies to ensure the proper operation of the website, to provide basic functionalities, to measure reach and - with your consent - to tailor our services to your preferred areas of interest.

You can delete cookies already stored on your device at any time. If you wish to prevent the storage of cookies, you can do so via the settings in your internet browser. Alternatively, you can also install so-called ad blockers. Please note that individual functions of our website may not work if you have deactivated the use of cookies.

When accessing our website, all users are also informed via an info banner about the use of cookies by us and referred to this privacy policy. As a user, you will also be asked for your consent to the use of certain cookies, in particular those relevant for the personalization of services and for marketing measures. Once you have given your consent, you can withdraw it at any time with effect for the future by clicking on the "Cookie settings" button at the bottom of our website and unchecking the box behind the processing to which you had consented.

 

5. Analysis tool on www.biovaria.org: Matomo

Our website uses the open-source web analysis service Matomo, a service of "InnoCraft Ltd", a company based at 7 Waterloo Quay, PO625 Wellington, New Zealand. As InnoCraft is based outside the EU, InnoCraft has appointed a representative in the EU: ePrivacy Holding GmbH, Große Bleichen 21, 20354 Hamburg, Germany (privacy@innocraft.com).

We use the data collected by Matomo for statistical analysis of user behaviour for the purpose of optimising the functionality and stability of the website and for marketing purposes. Our interest in and purpose of data processing lies in the optimisation of our website, the adaptation of content and the improvement of our offer.

Matomo uses cookies that make it possible to analyse the use of the website. For this purpose, the usage information collected in the cookie (including your shortened IP address) is stored locally on our server. Your IP address is immediately anonymised during this process so that you as a user are not identifiable to us. The information collected about your use of this website is not passed on to third parties.

We only store the analysis data for as long as the purpose of the data processing requires, but for a maximum of 1 year. Information on the duration of storage by Matomo can be obtained from the provider or at https://matomo.org/privacy.

You can prevent the setting of (individual or all) cookies by selecting the appropriate settings on your browser; however, in this case you may not be able to use all functions of this website to their full extent.

The legal basis for this data processing is your consent in accordance with Art. 6 para. 1 p. 1 lit. a GDPR and § 25 para. 1 TDDDG. You can withdraw your consent at any time with effect for the future by accessing the cookie settings in our Consent Management Platform (via the cookie settings button at the bottom of the website) and changing your selection there.

 

6. Links to social media platforms on www.biovaria.org

Social media plugins usually collect data from you by default and transmit it to the servers of the respective provider. To ensure the protection of your privacy, we have taken technical measures to ensure that your data cannot be collected by the providers of the respective social media platform without your consent: The social media buttons on our website are merely links, which means that a plugin is not integrated. No data is transmitted to the social media providers simply by calling up a page on which the social media buttons are located. Only by clicking on a social media button do you give us your consent for your data to be transferred to the respective provider. The legal basis is your consent in accordance with Art. 6 para. 1 p. 1 lit. a GDPR and § 25 para. 1 TDDDG.

After you have clicked on a social media button, personal data is collected, such as your IP address. This data is sent to the servers of the respective provider, where it is stored. When you access the social media platform after clicking on the corresponding link/button, the social media provider sets cookies with a unique identifier. This also allows the providers to create profiles about your usage behaviour on websites that you have visited. This happens even if you are not a member of the social network of the respective provider. If you are a member of the provider's social network and are logged in to the social network during your visit to this website, your data and information about your visit to this website may be linked to your profile on the social network as soon as you click on a social media button. We have no influence on the exact scope of the data collected from you by the respective provider. For more information about the scope, type and purpose of data processing and about rights and setting options to protect your privacy, please refer to the data protection information of the respective social network provider.

 

a) LinkedIn

On our website, we link to the social media platform of LinkedIn (LinkedIn Corporation, 2029 Stierlin Court Ste. 200, Mountain View, CA 94043, USA or LinkedIn Ireland U.C., Wilton Plaza, Wilton Place, Dublin 2, Ireland; hereinafter referred to as "LinkedIn"). This is an offer from LinkedIn.

When you visit a page of our website that contains a LinkedIn button, your browser does not yet establish a direct connection with the LinkedIn servers. Data is only transferred to LinkedIn when you click on the button.

After clicking on the LinkedIn button, LinkedIn receives the information that your browser has accessed the corresponding page of our website, even if you do not have a LinkedIn account or are not currently logged in to LinkedIn. This information (including your IP address) is transmitted directly from your browser to a LinkedIn server in the USA or Ireland and stored there.

If you do not want LinkedIn to assign the data collected via our website to your LinkedIn account, you must log out of LinkedIn before clicking on the LinkedIn button on our website.

The legal basis is your consent in accordance with Art. 6 para. 1 p. 1 lit. a GDPR, § 25 para. 1 TDDDG.

The purpose and scope of the data collection and the further processing and use of the data by LinkedIn as well as your rights in this regard and setting options to protect your privacy can be found in LinkedIn's data protection information (https://www.linkedin.com/legal/privacy-policy?trk=hb_ft_priv).

Where data is processed outside the EU/EEA, LinkedIn has certified itself under the Data Privacy Framework (DPF) program and is listed in the Data Privacy Framework list of the International Trade Administration (ITA). This means that LinkedIn has publicly committed to complying with the DPF obligations and any data transfer to the USA is harmless due to the current adequacy decision of the European Commission of July 10, 2023.

 

b) X

Social media buttons of the short message network Twitter / X (X Corp., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA or Twitter International Company, One Comberland Place, Fenian Street, Dublin 2, D02 AX07, Ireland; hereinafter referred to as "Twitter/X") are linked on our website. This is an offer from Twitter. You can recognize the button ("tweet button") by the X logo on our site. You can find an overview of tweet buttons here (https://about.twitter.com/resources/buttons ).

When you access a page on our website that contains such a button, no direct connection is established between your browser and the Twitter server. Only when you click on the Twitter/X button does Twitter/X receive the information that you have visited our site with your IP address. If you click on the tweet button while you are logged into your Twitter/X account, you can link the content of our pages to your Twitter/X profile. This allows Twitter/X to associate your visit to our pages with your user account. We would like to point out that, as the provider of the pages, we have no knowledge of the content of the transmitted data or its use by Twitter/X.

If you do not want Twitter/X to be able to associate your visit to our pages with your user account, please log out of your Twitter/X user account before clicking on a Twitter/X button.

The legal basis is your consent pursuant to Art. 6 para. 1 p. 1 lit. a GDPR, § 25 para. 1 TDDDG.

Further information on this can be found in the Twitter/X privacy policy (https://x.com/de/privacy).

Where data is processed outside the EU/EEA, X has certified itself under the Data Privacy Framework (DPF) program and is listed in the Data Privacy Framework list of the International Trade Administration (ITA). This means that X has publicly committed to complying with the DPF obligations and any data transfer to the USA is harmless due to the current adequacy decision of the European Commission of July 10, 2023.

 

7. YouTube on www.biovaria.org

We use services from YouTube, LLC, 901 Cherry Ave, 94066 San Bruno, CA, USA, a subsidiary of Google Inc, Amphitheatre Parkway, Mountain View, CA 94043, USA, on our website. For users who have their habitual residence in the European Economic Area or Switzerland, Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland is the controller responsible for your data.

We use a two-click solution to protect your personal data. When you access a page in which a YouTube video is embedded, a connection to the YouTube servers is only established when you click on the "Accept & Play" or "Accept for all videos & play" button. In this case, YouTube will set cookies and use your visit data for its own purposes. If you are logged in to YouTube at this time, the information about the videos you have viewed will be assigned to your YouTube member account. You can prevent this by logging out of your member account before visiting our website.

Further information on data protection from YouTube is provided by Google at the following link: https://www.google.de/intl/de/policies/privacy/

Where data is processed outside the EU/EEA, Google Inc. has certified itself under the Data Privacy Framework (DPF) program and is listed in the Data Privacy Framework list of the International Trade Administration (ITA). This means that Google has publicly committed to complying with the DPF obligations and any data transfer to the USA is harmless due to the current adequacy decision of the European Commission of July 10, 2023.

 

8. Rights of data subjects

You have the right

- to request information about your personal data processed by us (Art. 15 GDPR)

- to demand the immediate correction of incorrect or incomplete personal data stored by us (Art. 16 GDPR)

- to request the erasure of your personal data stored by us (Art. 17 GDPR)

- to request the restriction of the processing of your personal data (Art. 18 GDPR)

- to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format or to request that it be transmitted to another controller (Art. 20 GDPR)

- to withdraw your consent once given to us at any time with effect for the future (Art. 7 para. 3 GDPR)

- and to lodge a complaint with a competent supervisory authority (Art. 77 GDPR).

You can exercise your rights at any time. All you need to do is send an email to datenschutz@ascenion.de .

 

9. Right to object

Rights in data processing based on legitimate interest

In accordance with Art. 21 para. 1 GDPR, you have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you which is based on Art. 6 para. 1 p. 1 lit. e GDPR (data processing in the public interest) or on Art. 6 para. 1 p. 1 lit. f GDPR (data processing to safeguard a legitimate interest); this also applies to profiling based on this provision. If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate reasons for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.

Rights in the case of direct advertising

If we process your personal data for direct marketing purposes, you have the right under Art. 21 para. 2 GDPR to object at any time to the processing of your personal data for such marketing, which includes profiling to the extent that it is related to such direct marketing.

If you object to processing for the purposes of direct marketing, we will no longer process your personal data for these purposes.

You can exercise your right to object at any time. All you need to do is send an email to datenschutz@ascenion.de

 

10. Data security

We use the widespread SSL (Secure Socket Layer) method in conjunction with the highest level of encryption supported by your browser when you visit our website. As a rule, this is 256-bit encryption. If your browser does not support 256-bit encryption, we use 128-bit v3 technology instead. You can tell whether an individual page of our website is transmitted in encrypted form by the closed display of the key or lock symbol in the status bar of your browser.

We also use suitable technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or unauthorised access by third parties. Our security measures are continuously improved in line with technological developments.

 

11. Information on the data subject's obligation to provide data

When using our website, you are under no legal or contractual obligation to provide any information. However, when you register for BioVaria on our website, you have to provide some personal data; please see section 2.4 of this privacy policy for further information.

 

12. Existence of automated decision-making including profiling

Automated decision-making including profiling in accordance with Art. 22 GDPR does not take place.

 

13. Validity and amendment of this privacy policy

This privacy policy is currently valid and was last updated in October 2024.

Due to the further development of our website or due to changes in legal or official requirements, it may become necessary to amend this privacy policy. You can access and print out the current privacy policy at any time on the website at https://www.biovaria.org/en/privacy-policy .