Data protection guidelines and disclaimers for individuals registering for courses using the registration system.

Data protection guidelines governing your registration for a course.

1. Am I required to provide personal data?

If you would like to register for the selected course, then you are required to provide certain personal data which we need in order to process your request or to meet certain legal requirements. Fields where you provide such mandatory data are marked with an asterisk (*) symbol.

2. Who is responsible for processing my data and whom can I contact?

The Gesellschaft zur Förderung der Lebenswissenschaften Heidelberg GmbH (GFLW) acts as the data controller for this event.

You may contact GFLW at:

Gesellschaft zur Förderung der Lebenswissenschaften Heidelberg GmbH
Meyerhofstrasse 1
69117 Heidelberg
This email address is being protected from spambots. You need JavaScript enabled to view it.

The authorized data processor is:

Marianne Mandl – EDV Dienstleistungen
Schubertstrasse 19
2100 Korneuburg

operating under contract with the European Molecular Biology Organisation (EMBO) as provider of the Conference Management Software (COMS).

3. Why and on what legal basis do we process your data?

We process personal data in accordance with the GDPR, the General Data Protection Regulation (EU Regulation 2016/679) and the Federal Data Protection Law of Germany

a) for participation in the course, in order to pursue GFLW’s statutory goal of promoting and encouraging the development of molecular biology within Europe and beyond by arranging, organizing and sponsoring courses and workshops, thereby pursuing our legitimate interest (Article 6 para 1 f of the GDPR); or
b) to receive e-mailed information on EMBO or GFLW activities, on the basis of your consent (Article 6 para 1 a of the GDPR), which you may revoke at any time.

4. Who has access to my data?

Your data will be recorded by means of the COMS-registration platform. Your data will be provided to GFLW (Gesellschaft zur Förderung der Lebenswissenschaften Heidelberg GmbH), a not-for-profit organization registered in Germany.

A subset of your data (Name, Surname, Email, Institute, Lab Website, Number of people you lead, Town, City) will also be provided to Leadership Sculptor, a consultancy firm registered in Germany, and HFP Consulting, a consultancy firm registered in Germany, who deliver the courses and will provide you with course material by email after the course.

A subset of your data (Name, Surname, Email, Dietary Requirements) will be provided to the Hotel Villa Toskana in Leimen, Germany, where the course is held and who will provide your accommodation and meals.

In the event that it is necessary for technical support, your data may be accessed by Marianne Mandl – EDV Dienstleistungen, owner and operator of Conference Management Software. Physical hosting of the Conference Management Software is arranged by Marianne Mandl – EDV Dienstleistungen and may be subcontracted to a GDPR-compliant hosting service within the European Union.

5. How long will my data be stored?

Marianne Mandl – EDV Dienstleistungen will delete your personal data from the Conference Management Software servers immediately after having transmitted it to GFLW.

GFLW (ref. Section 4) stores your personal data indefinitely in order to provide a permanent record of attendance at this event. If you explicitly allow GFLW to contact you for purposes other than the conference, GFLW will store your name and email address until you unsubscribe from our mailing lists. You can unsubscribe by following the unsubscribe link at the bottom of every GFLW mailing.

6. What are my privacy rights?

You have the following rights vis-à-vis GFLW and the data processor:

  • Accessing your personal data
  • Correcting your personal data
  • Restricting or objecting to the processing of your data
  • Erasing your data
  • Revoking your consent to receive e-mail newsletters from EMBO by unsubscribing from our mailing lists
  • Data portability – receiving a copy of your data in a reusable electronic format.