Data Protection Officer:

Lawyer and specialist lawyer for information technology law Prof. Dr. Christian Rauda
ARTANA Digital GmbH
Alstertwiete 3
20099 Hamburg

Email: privacy@artana.law

I. General information on data processing

1. Scope of processing personal data

We collect and use personal data from our users only to the extent necessary to provide a functional website and our content and services. The collection and use of personal data from our users is generally only carried out with the user’s consent. An exception applies in cases where prior consent cannot be obtained for practical reasons and the processing of the data is permitted by law. The types of data processed are:

• Meta/communication data (e.g. device information, IP addresses).
• Usage data (e.g. websites visited, interest in content, access times)
• Content data (e.g. text entries, photographs, videos).

2. Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 (1) (a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis. When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) (b) GDPR serves as the legal basis. This also applies to processing operations that are necessary for the implementation of pre-contractual measures. Insofar as the processing of personal data is necessary to fulfil a legal obligation to which our company is subject, Art. 6 (1) (c) GDPR serves as the legal basis. If processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the former interest, Art. 6 para. 1 lit. f GDPR serves as the legal basis for processing.

3. Data deletion and storage period

The personal data of the data subject will be deleted or blocked as soon as the purpose of storage no longer applies. Storage may also take place if this has been provided for by European or national legislators in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

II. Provision of the website and creation of log files

1. Description and scope of data processing

When you visit our website, our system automatically collects data and information from the computer system of the accessing computer.

The following data is collected for a limited period of time:

1. Information about the browser type and version used
2. The user’s operating system
3. The user’s internet service provider
4. The user’s IP address
5. Date and time of access
6. Websites from which the user’s system accesses our website

The data is stored in our system’s log files. This data is only required for the analysis of any malfunctions and is deleted within seven days at the latest. The legal basis for the temporary storage of data and log files is Art. 6 (1) lit. f GDPR. The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user’s computer. For this purpose, the user’s IP address must remain stored for the duration of the session. Storage in log files is done to ensure the functionality of the website. In addition, the data serves us to optimise the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context and no conclusions about your person are drawn. These purposes also constitute our legitimate interest in data processing in accordance with Art. 6 (1) lit. f GDPR. The collection of data for the provision of the website and the storage of data in log files is essential for the operation of the website. Consequently, there is no possibility for the user to object.

III. Google Maps

Our website uses maps from Google Inc. 1600 Amphitheatre Parkway Mountain View, CA 94043, United States. When you visit our website with a corresponding map, map content is retrieved from Google servers. If you are logged in with your Google account, Google has the ability to merge your browsing behaviour with other data. The use of Google Maps is in the interest of a comprehensible presentation of our services. This constitutes a legitimate interest within the meaning of Art. 6 para. 1 lit. f GDPR. Google’s privacy policy applies:

https://policies.google.com/privacy?hl=de&gl=de.

IV. Google Forms

We use the Google Forms service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, for certain registrations and forms.
When using Google Forms, the data you enter (e.g. name, email address and other form content) is transferred to Google and processed there. Technical metadata (e.g. IP address, time of access, browser information) may also be processed.
Processing is carried out on the basis of Art. 6(1)(b) GDPR (performance of a contract/implementation of pre-contractual measures) or Art. 6(1)(f) GDPR (legitimate interest in the efficient and secure provision of forms).
The data may also be processed on Google servers in the USA. Google uses standard contractual clauses of the EU Commission in accordance with Art. 46 GDPR for this purpose.
Further information can be found in Google’s privacy policy:

https://policies.google.com/privacy?hl=de&gl=de.

V. Cosplay Contest

Purpose: Organisation and implementation of the cosplay competition as part of the POLARIS Convention.

Procedure: By clicking on the registration button, you will leave our website and open a form on the Monday.com Ltd. platform (6 Yitzhak Sadeh St., Tel Aviv 6721606, Israel).

Processed data: name, alias, contact email, cosplay details, photos/reference material, correspondence.

Legal basis: Art. 6(1)(b) GDPR (fulfilment of the conditions of participation).

Recipient / Order processing:
Monday.com Ltd. (hosting of the form and registration data; EU data centre, standard contractual clauses 2021/914/EU).

Note on cookies: When you access the form, Monday.com may create its own cookies and log files. This processing is carried out under the sole responsibility of Monday.com. Details can be found in the service’s privacy policy:
https://monday.com/l/de/privatsphaere/datenschutzerklarung/

Storage period: Deletion no later than 12 months after the end of the contest, provided that there are no legal retention obligations to the contrary.

Obligation to provide information: Participation in the cosplay contest is not possible without the aforementioned information.

VI. Contact form

If you send us enquiries via the contact form, your details from the form, including the contact details you provided there, will be stored by us for the purpose of processing the enquiry and in case of follow-up questions. If the content of your enquiry concerns the organiser or a cooperation partner (e.g. exhibitor enquiries), we will forward your enquiry to the relevant department (e.g. Hamburg Messe und Congress GmbH) for processing. The legal basis for processing is Art. 6 (1) lit. b GDPR (processing of enquiries) or Art. 6 (1) lit. f GDPR (legitimate interest in the efficient processing of enquiries).

VII. Online presence on social media

We maintain online presences within social networks and platforms in order to communicate with customers, interested parties and users who are active there and to inform them about our services. We have placed a link to the Facebook page operated by Facebook Inc., 1 Hacker Way, Menlo Park, CA 94025, USA, or, if you are based in the EU, Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland (‘Facebook’). No further data exchange with Facebook takes place on our site. When accessing the respective networks and platforms, the terms and conditions and data processing guidelines of their respective operators apply. Unless otherwise stated in our privacy policy, we process the data of users who communicate with us within social networks and platforms, e.g. by posting on our online presences or sending us messages.

IIX. Rights of the data subject

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights vis-à-vis the controller:

1. Right to information

You may request confirmation from the controller as to whether personal data concerning you is being processed by us. If such processing is taking place, you may request the following information from the controller:

1. the purposes for which the personal data are processed
2. the categories of personal data that are processed
3. the recipients or categories of recipients to whom the personal data concerning you have been or will be disclosed
4. the planned duration of storage of the personal data concerning you or, if specific information on this is not possible, criteria for determining
5. the storage period
   the existence of a right to rectification or erasure of personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing
6. the existence of a right to lodge a complaint with a supervisory authority
7. all available information on the origin of the data if the personal data is not collected from the data subject
8. You have the right to request information on whether the personal data concerning you is transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate safeguards pursuant to Art. 46 GDPR in connection with the transfer.

2. Right to rectification

You have the right to request the controller to correct and/or complete your personal data if it is inaccurate or incomplete. The controller must make the correction without delay.

3. Right to restriction of processing

You may request the restriction of the processing of personal data concerning you under the following conditions:

1. if you dispute the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;
2. the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead
3. the controller no longer needs the personal data for the purposes of the processing, but you require it for the establishment, exercise or defence of legal claims
4. or you have objected to processing pursuant to Article 21(1) of the GDPR and it is not yet clear whether the legitimate grounds of the controller override your grounds.

If the processing of personal data concerning you has been restricted, such data may – apart from its storage – only be processed with your consent or for the assertion, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or a Member State. If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.

4. Right to erasure

a) Obligation to delete

You may request that the controller delete your personal data without delay, and the controller is obliged to delete this data without delay if one of the following reasons applies:

1. The personal data concerning you is no longer necessary for the purposes for which it was collected or otherwise processed.
2. You withdraw your consent on which the processing was based in accordance with Art. 6(1)(a) or Art. 9(2)(a) GDPR, and there is no other legal basis for the processing.
3. You object to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2) of the GDPR.
4. The personal data concerning you has been processed unlawfully.
5. The erasure of the personal data concerning you is necessary to comply with a legal obligation under Union law or the law of the Member States to which the controller is subject.
6. The personal data concerning you has been collected in relation to the services offered by information society services pursuant to Art. 8(1) GDPR.

b) Information to third parties

If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Article 17(1) GDPR, it shall take reasonable steps, including technical measures, taking into account the available technology and implementation costs, to inform controllers who process the personal data that you, as the data subject, have requested them to delete all links to this personal data or copies or replications of this personal data.

c) Exceptions

The right to erasure does not apply if processing is necessary

1. for exercising the right of freedom of expression and information
2. for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
3. for reasons of public interest in the area of public health pursuant to Art. 9(2)(h) and (i) and Art. 9(3) GDPR
4. for the establishment, exercise or defence of legal claims.

5. Right to information

If you have exercised your right to rectification, erasure or restriction of processing against the controller, the controller is obliged to notify all recipients to whom your personal data has been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves disproportionate effort. You have the right to be informed by the controller about these recipients.

6. Right to data portability

You have the right to receive the personal data concerning you that you have provided to the controller in a structured, commonly used and machine-readable format. You also have the right to transmit this data to another controller without hindrance from the controller to whom the personal data was provided, provided that

1. the processing is based on consent pursuant to Art. 6(1)(a) GDPR or Art. 9(2)(a) GDPR or on a contract pursuant to Art. 6(1)(b) GDPR, and
2. the processing is carried out using automated means.
3. In exercising this right, you also have the right to have the personal data concerning you transferred directly from one controller to another controller, where technically feasible. The freedoms and rights of other persons must not be affected by this.

The right to data portability does not apply to the processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

7. Right to object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is based on Article 6(1)(e) or (f) GDPR; this also applies to profiling based on these provisions.
The controller shall no longer process the personal data concerning you unless the controller can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

If the personal data concerning you is processed for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing purposes; this also applies to profiling insofar as it is related to such direct marketing.

If you object to processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes. In connection with the use of information society services, you have the option of exercising your right to object by means of automated procedures using technical specifications, irrespective of Directive 2002/58/EC. To do so, you can send an email to our data protection officer.

8. Right to revoke the declaration of consent under data protection law

You have the right to revoke your declaration of consent under data protection law at any time. Revoking your consent does not affect the legality of the processing carried out on the basis of your consent prior to revocation.

9. Automated decision-making in individual cases, 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. This does not apply if the decision

1. is necessary for the conclusion or performance of a contract between you and the controller
2. is authorised by Union or Member State law to which the controller is subject and that law provides for appropriate measures to safeguard your rights and freedoms and legitimate interests or
3. is based on your explicit consent.

However, these decisions may not be based on special categories of personal data pursuant to Art. 9(1) GDPR, unless Art. 9(2)(a) or (g) GDPR applies and appropriate measures have been taken to protect your rights and freedoms and legitimate interests.
With regard to the cases referred to in (1) and (3), the controller shall take appropriate measures to safeguard your rights and freedoms and legitimate interests, including at least the right to obtain human intervention on the part of the controller, to express your point of view and to contest the decision.

10. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement, if you consider that the processing of personal data relating to you infringes the GDPR.

The supervisory authority with which the complaint has been lodged shall inform the complainant of the progress and outcome of the complaint, including the possibility of a judicial remedy under Article 78 of the GDPR.