Privacy Policy

I. Name and Address of the Controller

The controller within the meaning of the General Data Protection Regulation (GDPR) and other data protection provisions is:

COCS GmbH – Congress Organisation C. Schäfer
Claudia Schäfer
Goethestr. 43
80336 Munich
Germany

Phone: +49 (0) 89 890677-0
Email: info@cocs.de
Website: www.cocs.de
VAT identification number: DE 266 58 70 98

II. General Information on Data Processing

1. Scope of the Processing of Personal Data

As a general rule, we process our users’ personal data only to the extent necessary to provide a functional website and our content and services. Data is generally processed only where a legal basis exists. Where required, we obtain consent before processing.

2. Legal Bases for the Processing of Personal Data

Where we obtain the data subject’s consent for processing operations involving personal data, Article 6(1)(a) GDPR serves as the legal basis.

Where the processing of personal data is necessary for the performance of a contract to which the data subject is a party, Article 6(1)(b) GDPR serves as the legal basis. This also applies to processing operations necessary to take steps prior to entering into a contract.

Where processing is necessary for compliance with a legal obligation to which our company is subject, Article 6(1)(c) GDPR serves as the legal basis.

Where processing is necessary to protect the vital interests of the data subject or another natural person, Article 6(1)(d) GDPR serves as the legal basis.

Where processing is necessary for the purposes of the legitimate interests pursued by our company or a third party, and those interests are not overridden by the interests or fundamental rights and freedoms of the data subject, Article 6(1)(f) GDPR serves as the legal basis.

3. Data Erasure and Storage Period

Personal data is erased as soon as the purpose for which it was stored no longer applies and no statutory retention obligations or other legal grounds require further storage. Statutory retention periods remain unaffected.

III. Hosting by ALL-INKL

Our website is hosted by ALL-INKL.COM – Neue Medien Münnich, Hauptstraße 68, 02742 Friedersdorf, Germany.

As part of the hosting service, personal data generated when you visit our website is processed. This may include, in particular, IP addresses, access timestamps, pages visited, and technical browser and connection data. This processing is necessary to provide, secure, and maintain the stability of our website.

Where ALL-INKL.COM processes personal data on our behalf, this is done on the basis of a data processing agreement pursuant to Article 28 GDPR.

Further information about data protection at ALL-INKL.COM can be found in the provider’s privacy information.

IV. Provision of the Website and Creation of Log Files

1. Description and Scope of Data Processing

Whenever our website is accessed, the host’s and/or our website’s information technology systems may automatically collect data and information. This may include:

Browser type and version used
User’s operating system
Internet service provider
Date and time of access
Previously visited website (referrer URL)
Pages and files accessed
IP address and other technical connection data

The specific data processed and the length of time it is stored depend on the hosting and server configuration used. Data is combined with other data sources only where this is actually intended and legally permissible.

2. Legal Basis for Data Processing

Where applicable, processing is based on Article 6(1)(f) GDPR. Our legitimate interest is to make the website technically available, ensure its security and stability, and identify and resolve errors.

3. Purpose of Data Processing

Processing technical access data is necessary to deliver the website to your device, ensure the security of its operation, and analyse technical disruptions.

4. Storage Period

The data is erased as soon as it is no longer necessary for the purposes stated above and no statutory retention obligations prevent erasure. The specific storage period depends on the host’s configuration and the systems used.

V. Cookies and Similar Technologies

Our website may use cookies and similar technologies. Cookies are small text files stored on your device. Some technologies are necessary for the operation of the website; others may be used only with your consent.

You can change or withdraw your consent through the cookie settings on our website. You can also use your browser settings to restrict the storage of cookies. Disabling technically necessary technologies may limit certain website functions.

Where the storage of information on your device or access to information already stored on your device is not strictly necessary, this takes place only on the basis of valid consent in accordance with the applicable legal provisions, in particular Section 25 TDDDG. Any subsequent processing of personal data is based on the applicable legal basis under the GDPR.

We use the consent management tool “Real Cookie Banner” to manage the cookies and similar technologies used on our website (e.g. tracking pixels and web beacons) and the related consents.

Real Cookie Banner enables us to obtain, manage, and document your consent to the use of cookies and comparable technologies. Information about consents granted or withdrawn, the settings selected, the IP address in anonymised form, information about the browser used, and the date and time of the decision may be stored for this purpose.

This processing is carried out to fulfil our legal obligations to obtain and document consent pursuant to Article 6(1)(c) GDPR and on the basis of our legitimate interest in managing consent in a legally compliant and user-friendly manner pursuant to Article 6(1)(f) GDPR.

The stored data is used exclusively to manage and document your consent and is not processed for other purposes.

Further information about data processing by Real Cookie Banner is available at: https://devowl.io/de/rcb/datenverarbeitung

2. Google Maps

We embed maps from Google Maps on our website to show locations and directions. The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

Google Maps is embedded only after you have given your consent via our cookie banner. We use Real Cookie Banner for this purpose. Before consent is given, the map is blocked and no connection to the provider’s servers should be established.

After you have given consent, personal data, in particular your IP address and technical information about your browser and device, may be transmitted to Google. Processing by Google companies outside the European Union cannot be ruled out.

Processing is based on your consent pursuant to Article 6(1)(a) GDPR. You can withdraw or change your consent at any time with effect for the future via the cookie banner settings.

Further information about data processing by Google can be found in Google’s Privacy Policy.

We use the WordPress plugin “Popup Maker” to display important notices and information on our website.

The plugin may use technically necessary cookies or similar storage technologies to remember whether a notice window has already been displayed or closed. This prevents visitors from seeing the same notices again on every page view.

Storage is based on Section 25(2) TDDDG. Any subsequent processing of personal data is based on Article 6(1)(f) GDPR. Our legitimate interest is to provide information in a user-friendly manner and technically optimise the website.

The information stored for this purpose is used exclusively to control the display of pop-ups and is not used for analytics or marketing purposes.

4. Web Analytics Using Matomo (formerly PIWIK)

This website uses the open-source web analytics service Matomo. Matomo enables us to analyse how our website is used so that we can continuously improve our services.

Matomo uses cookies that are stored on your device and enable an analysis of your use of the website. The information generated by the cookies is stored on our server. The IP address is anonymised before storage.

Matomo is used solely on the basis of your consent pursuant to Article 6(1)(a) GDPR. Consent is obtained through our consent management tool and may be withdrawn at any time with effect for the future.

The information collected by Matomo is not disclosed to third parties. The data is used exclusively for statistical analysis.

You can change or withdraw your consent at any time via the website’s cookie settings.

Matomo is operated on our own server.

VI. External Links and Linked Platforms

Our website contains links to external websites and platforms. These links may be marked with an external-link icon. In some cases, an additional notice explains the purpose of the linked platform, for example event registration, booth booking, or newsletter registration.

When you click on such a link, you leave our website and a connection is established with the website of the relevant provider. In this process, your IP address and technical connection and browser data may be processed. As a rule, we have no control over the provider’s data processing after you leave our website. The provider’s privacy policy is therefore applicable. Please consult it for information about the nature, scope, and purpose of data processing.

The mere display of an external link on our website generally does not, by itself, result in data being transmitted to the linked provider. A connection to the provider is usually established only when you click the link. This may differ where external content or services are embedded directly on our website and transmit data when the page is accessed.

To register for our newsletter, we provide a link to a registration form offered by Brevo. When you click the newsletter registration link, you leave our website and a connection is established with Brevo or the form page provided by the service. Technical connection data, in particular your IP address and browser and device information, may be processed in this context.

When you complete and submit the registration form, the information you provide—in particular your email address and, where applicable, other form details—is processed for the purpose of registering you for and sending the newsletter. Processing is based on your consent pursuant to Article 6(1)(a) GDPR. You may withdraw your consent at any time with effect for the future, for example by using the unsubscribe link in the newsletter, where available.

Please refer to Brevo’s privacy information on the provider’s website. The specific details concerning the controller, the forms used, proof of consent (e.g. double opt-in), retention periods, and potential recipients must be checked against the Brevo setup actually in use and supplemented where necessary.

VIII. Rights of Data Subjects

Where your personal data is processed, you have the following rights, subject to the applicable statutory requirements:

1. Right of Access

You may request confirmation as to whether we process personal data concerning you. Where provided for by law, you have the right to access that data and obtain further information about the processing.

2. Right to Rectification

You have the right to request the rectification of inaccurate personal data and the completion of incomplete personal data.

3. Right to Restriction of Processing

Subject to the statutory requirements, you may request the restriction of processing of your personal data, in particular if you contest the accuracy of the data, the processing is unlawful, we no longer need the data for the purposes of processing but you need it for the establishment, exercise, or defence of legal claims, or you have objected to processing and the balancing of interests has not yet been completed.

Where processing has been restricted, the relevant data may be processed further—apart from being stored—only under the conditions provided by law.

4. Right to Erasure

You may request the erasure of your personal data where the statutory requirements are met. The right to erasure applies in particular where the data is no longer necessary for the purposes for which it was collected, consent has been withdrawn and no other legal basis applies, a valid objection has been made, or the data has been processed unlawfully. Statutory retention obligations and other legal exceptions remain unaffected.

5. Right to Notification

If you have requested rectification, erasure, or restriction of processing, we will generally notify the recipients of your personal data of this request where required by law, unless this proves impossible or involves disproportionate effort. Subject to the statutory requirements, you may request information about these recipients.

6. Right to Data Portability

Subject to the statutory requirements, you have the right to receive personal data that you have provided to us and that is processed by automated means on the basis of your consent or a contract in a structured, commonly used, and machine-readable format. Where technically feasible and provided for by law, you may request that the data be transmitted directly to another controller.

7. Right to Object

Where we process your personal data on the basis of Article 6(1)(e) or (f) GDPR, you may object to the processing, on grounds relating to your particular situation, subject to the statutory requirements.

Where personal data is processed for direct marketing purposes, you may object to such processing at any time. Following your objection, the data will no longer be processed for that purpose.

You may withdraw any consent given under data protection law at any time with effect for the future. The lawfulness of processing carried out before withdrawal remains unaffected.

9. Automated Individual Decision-Making, Including Profiling

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you, unless a statutory exception applies.

10. Right to Lodge a Complaint with a Supervisory Authority

You have the right to lodge a complaint with a data protection supervisory authority, in particular in the Member State of your habitual residence, place of work, or the place of the alleged infringement, if you believe that the processing of your personal data infringes the GDPR.

IX. Currency and Amendments to This Privacy Policy

We may amend this Privacy Policy if our data processing practices or legal requirements change. The version published on this website at any given time shall apply.