Information pursuant to Art. 13 GDPR on the processing of your personal data

Photo and video recordings

Below, we inform you about the type and purposes of photo and/or video recordings (with audio), the legal bases, and your rights.

Purpose

The recordings are used to document the event and for our public relations/communications activities.

Legal basis

Legitimate interests in using the recordings for the purposes stated above pursuant to Art. 6(1)(f) GDPR, in conjunction with Sections 22 and 23 of the German Copyright Act on Works of Fine Arts and Photography (Kunsturhebergesetz, KUG).

Retention period

Photo and/or video recordings (with audio) are retained for as long as necessary for the purposes stated above. Image recordings may be retained internally without a fixed time limit, e.g., to secure copyright-related claims by proving original recordings and for reasons of contemporary/historical documentation. Where recordings are published, they may remain publicly available for as long as the respective publication media, articles, or posts are publicly accessible.

Recordings, transcriptions and AI tools used by participants

Please note that photo, video or audio recordings as well as automated transcriptions/captions or other AI-assisted note-taking (e.g., via apps, bots or external services) by participants/guests are carried out under the participant’s own responsibility. Anyone creating, processing and/or sharing such content typically acts as an independent controller under data protection law and must, in particular, ensure an appropriate legal basis and comply with information obligations vis-à-vis affected individuals.

In particular, recordings and AI-assisted note-taking are not permitted during confidential agenda items.

Where we set specific rules for individual agenda items or areas (e.g., “no recordings/no capturing/no transcription”), we ask that you comply with these rules.

Disclosure

In addition to employees responsible for press and public relations, we may share materials, where appropriate, with parties involved in creating the recordings or publications or in distributing them, e.g., photographers, PR agencies, or members of the press reporting on the event and the organizer’s activities for journalistic and editorial purposes. Recordings may also be distributed via print and online media and thus disclosed to the general public.

Your rights

You may exercise your rights to access, rectification, erasure, or restriction of processing of the recordings. You also have the right to object to processing and the right to data portability, where legally applicable. You may lodge a complaint with the competent supervisory authority. You may object to the processing of recordings at any time.

Controller and Data Protection Officer
Nexia GmbH
Wirtschaftsprüfungsgesellschaft | Steuerberatungsgesellschaft
Georg-Glock-Straße 4
40474 Düsseldorf

Contact details of the Data Protection Officer:
datenschutz@nexia.de

 

Last update of the Nexia Events privacy notice: 02/2026