Privacy Policy for Speakers

All personal data are processed by ZKM in accordance with the relevant statutory provisions, in particular the EU General Data Protection Regulation (GDPR) and the Data Protection Act of Baden-Württemberg (Landesdatenschutzgesetz Baden-Württemberg – LDSG).

In other situations of contact or data processing, we may provide you with further privacy policies, which you should also take note of.

1. Name and contact details of the data controller and the data protection officer
ZKM | Center for Art and Media, public law foundation, Lorenzstrasse 19, 76135 Karlsruhe, Germany (hereinafter "we" or "ZKM"), Tel: +49 (0) 721/8100-0, Fax: +49 (0) 721/8100-1139, E-Mail: info@zkm.de, Internet: zkm.de.

Our data protection officer can be contacted via e-mail at datenschutz@zkm.de or at the postal address: Data Protection Officer of ZKM, c/o V-Formation GmbH, Stephanienstr. 18, 76133 Karlsruhe.

2. Purposes and legal bases of data processing
In connection with the use of the rights granted by you, it is regularly necessary to process and publish your personal data, e.g., the video/photos of you taken in the context of the purpose described in the granting of rights (declaration of consent) respectively during the event, and your name. We process this data on the basis of Art. 6 (1) (b) GDPR (necessity for performance of the contract) insofar as the processing is in the context of a contractual relationship. If there is no contractual relationship, the legal basis is Art. 6 (1) (f) GDPR. In this case, our interest is to conduct (online) Events effectively, including free (educational) offers.

When processing and publishing your personal data, ZKM will take your legitimate interests, in particular your personal rights, into account in an appropriate manner. The making of video/photo recordings is not generally prevented by potential indications on your ethnic origin, religion or health (e.g., skin color, headgear, glasses) that may result from such recordings. However, we do process the photos/videos under no circumstances with the intention to obtain such information. In particular, they are not automatically searched by us for such information.

ZKM points out that when the videos/photos are published on the Internet, they are available worldwide and can be found by search engines. Further use of these videos/photos by third parties on which ZKM has no influence cannot be ruled out.

In case of live streaming of the Event we use the tool "Zoom". In this case, the Event will be broadcast live on the Internet using a "Zoom Meeting".

If you call up the "Zoom" website, the provider of "Zoom" is responsible for data processing. However, it is not necessary to call up the website to use "Zoom", but just to download the software for using "Zoom".

You can also use "Zoom" by entering the respective meeting ID and, if applicable, further access data for the meeting, directly in the "Zoom" app. If you do not want to or cannot use the "Zoom" app, the basic functions can also be used via a browser version, which you can also find on the "Zoom" website.

3. Kind of processed Data and scope of processing by “Zoom”
The scope of processed of personal data depends on what data you disclose when using the software before and/or during a “Zoom Meeting“. By using “Zoom”, the following personal data are processed:

User details: First name, last name, telephone number (optional), e-mail address, password (if "single sign-on" is not used), profile picture (optional).

Meeting metadata: Topic, description (optional), participant IP addresses, device/hardware information.

For recordings (optional): MP4 file of all video, audio, and presentation recordings, M4A file of all audio recordings, text file of the online meeting chat.

For dial-in with the telephone: Information on the incoming and outgoing call number, country name, start and end time. If appropriate, further connection data such as the IP-address of the device may be stored.

Text, audio and video data: You possibly have the opportunity to use the chat, question, and survey functions during a “Zoom Meeting“. In this case, the text entries you make are processed in order to display them in the “Zoom Meeting“ and, if necessary, to log them. To enable the display of video and the playback of audio, the data from the microphone of your device and from any video camera of your device will be processed during the meeting. You can switch off or mute the camera or microphone yourself at any time via the “Zoom” applications.

In order to participate in a “Zoom Meeting“ or to enter the „Meeting room“, you must at least provide your name.

If we want to record a "Zoom Meeting", we will inform you transparently in advance and - if necessary - obtain your consent. The fact of recording will also be displayed to you in the "Zoom" app. If it is necessary for the purposes of logging the results of a “Zoom Meeting“, we will log the chat content. However, normally this will not be the case.

If necessary, we may also process questions asked by participants for the purposes of recording and following up on the “Zoom Meeting“. If you are registered as a user with “Zoom”, reports on “Zoom-Meetings“ (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) may be stored by “Zoom” for up to one month.

Automated decision-making as specified in Art. 22 GDPR is not used.

4. Recipients and data processing in third countries
We only disclose your personal data to external recipients if this is necessary to carry out our contractual obligations, if another legal basis exists or if we have obtained your consent. External recipients may in particular include service providers (e.g., hosting providers or video/photo studios). We carefully select and inspect such processors on a regular basis. They may only use the data for the purposes specified by us and in accordance with our instructions on the basis of a data processing agreement in accordance with Article 28 GDPR.

The provider of "Zoom" necessarily obtains access to the above-mentioned data to the extent stipulated in the context of our data processing agreement with "Zoom".

If data is transferred to bodies whose headquarters or place of data processing is not located within a member state of the European Union (EU) or within a country that is a signatory to the treaty on the European Economic Area (EEA), we will ensure prior to such transfer, unless any of the legally permissible exceptions applies, that the recipient maintains an adequate level of data protection or that you have given your consent.

"Zoom" is a service provided by a provider from the USA. A processing of personal data therefore also takes place in a third country. We have concluded a data processing agreement with the provider of "Zoom" that complies with the requirements of Art. 28 GDPR.

An appropriate level of data protection is guaranteed on the one hand by its inclusion of the EU Standard Contractual Clauses. As an additional protective measure, we have set up our “Zoom” configuration in such a way that only data centers in the EU, the EEA, or secure third countries such as Canada or Japan are used to conduct "Zoom-Meetings".

Please contact us at datenschutz@zkm.de to obtain a copy of the specific guarantee regarding the transfer of your data to third countries.

5. Publication in social media networks
If e.g., the video/photographic recordings of your person and/or other information about you is published on ZKM channels in social media networks, the data can be transferred to a country outside the EU/EEA, especially to the USA. Data transfers to the USA are subject to the EU Standard Contractual Clauses concluded with the respective provider of the social media network or with the corresponding parent company.

In principle, we have no influence on the use of your data by these social networks. We can neither foresee nor influence to what extent, where and how long data will be stored, to what extent the social media networks will comply with their duty to erase data, for which analyses data will be used and/or how it will be linked and to whom data will be passed on. Information on the providers of the social media networks we use and on data processing by them can be found in the following details:

• Facebook is operated by Facebook Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland; Privacy Policy of Facebook: https://www.facebook.com/privacy/explanation;
• Instagram is operated by Facebook Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland; Instagram Privacy Policy: https://help.instagram.com/519522125107875 and Facebook Privacy Policy: https://www.facebook.com/privacy/explanation;
• Twitter is operated by Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07, Ireland; Twitter Privacy Policy: https://twitter.com/en/privacy;
• YouTube is operated by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Irland; Privacy Policy of Google, which also covers YouTube: https://policies.google.com/privacy?hl=en&gl=de;
• „Zoom" is operated by Zoom Video Communications, Inc., 55 Almaden Blvd, Suite 600, San Jose, CA 95113 USA; „Zoom“ Privacy Statement: https://zoom.us/privacy.

In this context, please also note our additional privacy policies regarding our respective channels or fan pages in the aforementioned social media networks.

6. Storage period
We will store your personal data only as long as required for the intended purposes; this means in this case as long as the contractual grant of rights is valid. We will also erase your personal data if we are obligated to do so subject to other statutory requirements.

7. Your rights as a data subject
As a person affected by data processing, you have numerous rights at your disposal, in particular a right of access (Art. 15 GDPR), right of rectification (Art. 16 GDPR), right of erasure (Art. 17 GDPR), right of restriction of processing (Art. 18 GDPR), right of objection (Art. 21 GDPR) and right to data portability (Art. 20 GDPR). You also have the right to withdraw your consent at any time with effect for the future (Art. 7 (3) GDPR). Last but not least, you have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The supervisory authority competent for us is: “Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg (LfDI)“, reachable at Königstrasse 10a, 70173 Stuttgart, Germany, Tel: +49 (0)711 615541-0, Fax: +49 (0)711 615541-15, E-Mail: poststelle@lfdi.bwl.de, Internet: https://www.baden-wuerttemberg.datenschutz.de. If you wish to exercise any or all of your rights mentioned above, please contact datenschutz@zkm.de or write a letter to the postal address specified in Section 1.

8. Changes to the Privacy Policy
From time to time it may be necessary to adjust the content of this Privacy Policy. We therefore reserve the right to change it at any time. You can view the general version of the Privacy Policy here:

ZKM Privacy Policy

Version: December 2021