Information pursuant to the EU General Data Protection Regulation (GDPR) for the loading slot - booking portal of Messe Berlin
Last update: May 2022
Messe Berlin GmbH (hereinafter "Messe Berlin") attaches great importance to data protection. This information notice informs about the processing of the personal data in connection with the loading slot - booking portal and supplements the General Data Protection Policy on the Messe Berlin website. For special cases of data processing there may be separate data protection notices.Datenschutzhinweise
Controller and data protection officer
Controller within the meaning of the General Data Protection Regulation (GDPR): Messe Berlin GmbH, Messedamm 22, 14055 Berlin, Germany, e-mail: email@example.com. Data protection officer: group data protection officer (address: as before; e-mail: firstname.lastname@example.org).
Categories and sources of personal data
Messe Berlin processes data of the users of the loading slot portal who book a loading slot (hereinafter referred to as "bookers") as well as of drivers. The bookers are employees of trade fair forwarding agents, agencies or transport companies. The bookers can register in the loading slot portal. After verifying their e-mail address, bookers can create a profile and book loading slots. In the booking profile, the bookers must enter the following mandatory data: name, language of communication, company, address, area, department, official contact details (e-mail, telephone number if applicable), registration number, vehicle registration number, vehicle type/size, date, time/time slot and location of the charging slot booking.
Loading slots are subject to a charge. Payment processing requires the mandatory provision of payment data to the payment service provider. Messe Berlin only receives information on the result of the payment transaction and the payment method, e.g., a shortened account number.
Insofar as bookers carry out the loading slot booking for another person (third party) or transmit third party data (in particular the drivers), the bookers must ensure and assure that they are authorised to transmit this third party data to Messe Berlin, that Messe Berlin may lawfully process this data for the purposes specified in section 3 below and that the person(s) concerned has/have been sufficiently informed by the bookers about the processing of their data pursuant to this data protection notice.
The bookers enter the mobile phone numbers of the drivers and select the language (German or English). Drivers receive notifications via SMS about the upcoming expiry of the time slot or when the time is exceeded.
Entries and exits are processed.
Technical personal data
The following technical master and usage data are processed in access logs: user name, password, technical role, permissions, including information about Internet Protocol (IP) address the Internet service provider, as well as date/time of access, requested resource, return status, origin (referrer), software used (browser) and hardware used (mobile client).
In addition, data is automatically collected by using cookies and other technologies. For details, see the information on cookies and technologies in the loading slot booking portal here.
Purposes and legal basis of processing
Performance of the contract and legitimate interest
Messe Berlin processes the personal data in the booking profile pursuant to Section 2 for the purpose of establishing and performing the contractual relationship with Messe Berlin, including associated communication and processing of the loading slot bookings (legal basis: Art. 6 (1) (b) GDPR) and otherwise in its legitimate interest therein, as well as for the purposes of entry control, control of compliance with the booked time slots, event and logistics planning, as well as the planning, processing, evaluation and improvement of space and traffic planning - and management (legal basis: Art. 6 (1) (f) GDPR). Drivers are contacted by SMS message when the charging slot expires, or by phone in case of operational disruptions or emergencies.
The evaluation of traffic volumes is not person related. The payment processing of the loading slot booking is also performed for the performance of the contract or in the legitimate interest of Messe Berlin in the assertion or defence of legal claims (legal basis: Art. 6 (1) (f) GDPR). The responsibility for processing the payment data lies with the respective payment service provider, which collects and processes the payment data separately during the payment process.
Operation, functionality and safety
In order to authenticate the bookers, the correctness of the e-mail address is verified in the legitimate interest of Messe Berlin by sending a link that must be clicked before the registration can be completed (legal basis: Art. 6 (1) (f) GDPR).
The technical personal data are processed in the legitimate interest of Messe Berlin for the purposes of operation, to ensure the functionality and security of the loading slot booking portal as well as system administration, user access management, incident and problem management.
Categories of recipients of the data
In connection with the loading slot booking and the operation of the loading slot booking portal, external service providers are used to carry out certain processing activities (in particular portal operation, hosting, IT support), which process the personal data on behalf of Messe Berlin (so-called "processors").
If persons who are subject to special personal protection by the Federal Criminal Police Office (BKA) or the State Criminal Police Office (LKA) (e.g., constitutional bodies of the Federal Government such as the Federal President or the Federal Government or foreign guests) take part in an event, all event participants may be subject to a check by the BKA or LKA. In the course of such a check, the BKA or LKA may request data such as name, company/organization and function from Messe Berlin.
In the event of incidents, disruptions, emergencies and crises, Messe Berlin will forward the data of bookers and participants, if necessary, also to the police, law enforcement agencies, fire and rescue services, other authorities (e.g., the public health department).
In addition, data are forwarded to third parties for the purpose of performance of the contract. These are the following partners who are their own controllers within the meaning of the GDPR: Transport companies, courier services, postal services (for orders), e-mail/telecommunications providers, banks, credit institutions and payment service providers (for payments).
Data can be forwarded to authorities and public bodies if Messe Berlin is legally obliged to do so, either on the basis of laws and regulations (e.g., supervisory authority procedures) or by court order, resolution, judgement and the like. In order to comply with tax and commercial laws and regulations, personal data will be forwarded to the tax and other competent authorities and public institutions. The categories of recipients of the personal data also include courts and lawyers in the context of legal disputes, legal disputes as well as for the purpose of legal advice and furthermore auditors.
Data transfer to third countries
Some of the processors and third parties (see section 4 above) are located in third countries outside the EU, which do not provide the same level of data protection as the EU, in particular due to the absence of a legal framework, independent supervisory authorities or data protection rights and remedies. Messe Berlin will only transfer personal data to those third countries if the European Commission has adopted a so-called adequacy decision in this respect (Art. 45 (3) GDPR) or otherwise where appropriate safeguards in accordance with Art. 46 GDPR have been provided, in particular standard data protection clauses adopted by the European Commission pursuant to Art. 46 (2) (c) GDPR and, where necessary, supplementary measures. A copy of the safeguards can be obtained upon request (e.g., by e-mail – for contact details see section 1 above).
The master data of the bookers are stored for the duration of the existence of the user account. Stored personal data will be erased, once they are no longer needed for achieving the relevant purpose of their processing. Insofar as processing is based on consent or on the basis of a legitimate interest of Messe Berlin, the data concerned will no longer be processed for the associated purpose after receipt of the withdrawal of consent or the objection and, if applicable, will be deleted, unless there are statutory exceptional circumstances. Notwithstanding the foregoing, personal data which are subject to retention obligations under commercial or tax laws will only be deleted after the expiry of the statutory retention periods (generally 6 or 10 years). Evidence of consent given will be stored for a maximum of three years after the date on which the consent is withdrawn or otherwise becomes invalid.
Personal data of drivers as well as vehicle registration numbers are automatically deleted thirty (30) days after the end of the processing - in this case after the end of the loading slot by checking out.
Data protection rights
To exercise the following rights, data subjects can contact the controller at any time (contact details see section 1 above).
Rights of the data subjects pursuant to Art. 12-21 GDPR: the right to access about personal data, the right to rectification, erasure and data portability as well as to restriction of processing.
Rights of objection
Insofar the processing is based on legitimate interests (see section 3 above), data subjects have the right to object to the processing of their personal data for reasons relating to the particular situation.
If data subjects are of the opinion that the data processing violates data protection law, they have the right to lodge a complaint with the competent supervisory authority of their choice (Art. 77 GDPR in conjunction with section 19 of the German Federal Data Protection Act (Bundesdatenschutzgesetz)).