Privacy & data protection
This website is operated by hotelforum management GmbH, the principal place of business of which is at Pariser Str. 44, 10707 Berlin, Germany (“we”, “us” or “our”). We respect the privacy of every individual who visits our website. Your data will be protected within the framework of the statutory provisions.
How we use the personal data that you provide
When you provide contact details to us, we only use these details to answer you or to process your query within hotelforum management GmbH. We do not collect any data which identify you personally without your consent.
We process personal data if this is necessary in order to provide a functional service or offer.
Contact form: By filling out the contact form on our website, you provide us with personal data and have the opportunity to make personal enquiries. We use these personal data in order to respond to your requests and/or to provide the requested services or provide the information for which you have asked.
Newsletter: You can subscribe to our e-newsletter on the hotelforum website. As part of the subscription registration, we collect personal data from you, such as name and e-mail address. When you subscribe to our e-newsletter, we will inform you about our hotelforum events and awards (e.g. such as the Hotel Property Award) and news from the hotel development and hospitality industry. The personal data are passed on to a third-party service-provider in order to enable the delivery of our newsletter. We herewith confirm that we have entered into a GDPR-compliant processing agreement with this third-party service-provider. We also collect statistics about opening e-mails and clicks on links in order to help us monitor and improve our newsletter service. You can withdraw this consent at any time and cancel the newsletter service in every newsletter, or by sending an e-mail to [email protected].
Events: We work together with XING Events and its software as a third-party provider in order to sell tickets, as well as to provide packages for sponsors and partners, and to distribute free tickets to our events, as well as to publish a list of attendees. XING Events processes and stores user and customer data in accordance with the legal stipulations contained in the GDPR.
XING Events is a brand of XING SE which offers various services related to the management of events. XING Events GmbH acts as the technical service-provider of XING SE. When using XING Events, event attendees also become XING SE contract partners on the basis of XING’s GTC, which must be accepted by the event attendee. This means that personal data are processed by XING SE on its own responsibility. Due to the fact that XING SE transmits the data to the event organiser with legal effect for its own use, the data also become personal data of hotelforum management GmbH in this regard, which in turn processes these data for its own purposes.
When you register for one of our events via XING Events, we will store these data concerning you for the purpose of processing your enquiry and in case of any queries. If for example you buy a ticket for our events or purchase a sponsor or partner package, or register free of charge for an event, we collect, process and use your personal data in order to process your order, as well as so that hotelforum management GmbH can prepare, implement and follow up the hotelforum events.
We work together in this respect with Bärlin Team Eventdesign GmbH and its software (Iventic) as a third-party provider. Bärlin Team Eventdesign GmbH processes and stores user and customer data in accordance with the legal stipulations contained in the GDPR. We process your name and your address and contact data, as well as contract data. The legal basis for this is constituted by the fulfilment of the contract existing between us, or in order to take steps prior to entering into a contract (Article 6 §1, first sentence, (b) GDPR). Third-party transmission of the data will be effected to authorities and consultants within the context of what is legally permissible; you will find the exact data protection regulations at https://baerlin-team.de/datenschutz.
We use the data over and above this for the following purposes:
- to establish contact through hotelforum management GmbH, XING Events and Bärlin Team Eventdesign GmbH
- for publication in lists of attendees
- for sending out newsletters
- to enable a personal event experience (virtual hotelforum)
The legal basis for this is constituted by Article 6 §1, first sentence, (f) GDPR. The legitimate interest arises from the provision of the said services.
If you have consented to the use of your personal data, other users will be able to see whether you have registered for or attended a hotelforum event. The legal basis for this is constituted by Article 6 §1, first sentence, (a) GDPR.
After you have registered, we can pass on the first name, surname, company and position to attendees and partners. If the data transmitted are not anonymised due to the combination of company and position, the transmission is effected on the basis of Article 6 §1, first sentence, (f) GDPR: The consolidation of business contacts is the core objective of such a conference in the common interest, and the forwarding of the first name, surname, company and position constitutes a minimal encroachment on interests under privacy laws.
As an attendee of our events, you will receive information letters from us about the content, competitions, news and notices associated with our events.
You can object to receiving such information letters at any time without stating reasons by sending an e-mail to [email protected], or at the end of each information letter.
We will also notify you accordingly once more in the respective information letter.
By attending an event, you consent to personal data (academic title, first and last name, company) being published on a name tag and, if applicable, along with your photograph on the list of attendees of the event for which you have registered, the latter being publicly accessible online (XING Events and hotelforum website, hotelforum app). Please contact us at [email protected] if you wish to withdraw your consent to publication in the list of attendees, or if you have any questions in this regard.
The Competition: We work together with a third-party provider, and use its software in order to enable participation in the “Hotel Property Award” competition and the submission of application documents for this competition. In order to be able to take part in the competition, you need to voluntarily consent to personal data such as your name and e-mail addresses also being processed and stored in accordance with the legal stipulations set out in the GDPR. These will also be forwarded to hotelforum management GmbH, as the client, and to the members of the jury appointed by hotelforum management GmbH, for processing both by ourselves and by them. We herewith confirm that we have concluded a processing contract with this third-party provider that is in compliance with the GDPR.
Should you not wish to provide us with the personal data that we have requested, we may not be able to provide the information and/or services for which you have asked, or may be unable to carry out certain tasks for which the personal data are requested. This does not however affect your visit to the website in other respects.
Please note that we are unable to include “Hotel Property Award” applicants in the competition process who do not submit consent in conformity with the GDPR.
Any e-mail that is sent to us, including any attachments, may be monitored and verified by us for security reasons and in order to monitor compliance with office policy. E-mail monitoring or blocking software may also be used. Please note that you are responsible for ensuring that all e-mails that you send to us comply with the legal requirements.
Third party websites or inclusion of third-party services and content
The description below provides an overview of third-party providers and their content, as well as links to their privacy policies, which contain further information on the processing of data and, in some cases already mentioned here, opt-outs:
Your IP address is collected when cookies are used in Google Analytics. However because IP anonymisation is used on this website, the IP addresses of visitors to this website will be truncated (and therefore anonymised) as soon as technically possible and before they are stored or analysed. The anonymisation process takes place within the European Union or the European Economic Area. Only in exceptional cases is the full IP address sent to a Google server in the U.S.A. and truncated there. We use the information collected by Google Analytics’ cookies to find out about how visitors use our website. Google does not combine the IP address sent by your browser in connection with Google Analytics with other data.
You can prevent Google Analytics’ cookies being stored by changing the settings in your browser accordingly.
You can also prevent the processing of your data by Google Analytics by downloading and installing the browser plug-in available via the following link: http://tools.google.com/dlpage/gaoptout?hl=en.
You find more information about Google Analytics at https://www.google.co.uk/intl/en/analytics/.
From time to time, we may collect information about you which does not identify you personally. This type of information might include the type of Internet browser or computer operating system that you are using and the domain name of the website from which you were linked to our website. We may store information on your computer when you view our website. This information will be in the form of a cookie or similar file, and will help us tailor our website to match your interests and preferences better.
By visiting our website, you agree to cookies being placed on your computer in accordance with the terms contained in this data policy.
Most Internet browsers enable you to erase these cookies or receive a warning before any cookies are stored. Please refer to your browser instructions or help screen to learn more about these functions.
Job applicants, current and former employees
When individuals apply to work at hotelforum management GmbH, we will only use the information
they supply to us to process their application. The personal information of unsuccessful candidate is held securely until it is destroyed in accordance with our retention schedule. Once a person has
taken up employment with hotelforum management GmbH, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with hotelforum management GmbH has ended, we will retain the file in accordance with the requirements of our retention
schedule and then delete it.
How long do we store personal information?
Please contact us at [email protected] if:
- you wish to view, confirm, correct, rectify, update, supplement, anonymise, block, restrict or erase your personal data;
- you wish to object to our use of your personal data;
- you have any questions regarding the processing of your personal; or
- you would like to transfer your personal data from us to another person or business.
Please note that due to legal retention periods, we may be obliged to store certain data for the duration of the legally-stipulated period.
How to reach us
We will take reasonable precautions to prevent the loss, misuse or alteration of information that you give to us. Our website is hosted on servers that are operated in the EEA. We take appropriate precautions to help protect your personal data against unauthorised access. The data are stored on secure servers in a certified procedure, and are encrypted wherever possible. We subject our security policies and procedures to periodic reviews in order to ensure that our systems are secure. It is not however possible to guarantee that the transmission of information to our website via the Internet is completely secure. In addition, we ensure that we comply with all requirements for the security of processing in accordance with the GDPR.
You can find our General Terms and Conditions here: https://www.hotelforum.org/en/terms-and-conditions/