Privacy Policy for the Registration Website – Ready Set Ford x Bilster Berg

Privacy Policy – Registration Website

Date of publication: 16 November 2021

We thank you for your interest in our company:

Ford-Werke GmbH
Henry-Ford-Straße 1
50735 Cologne, Germany

and in our products and services. We want you to feel confident that your personal data is protected when interacting with us.

The protection of privacy is of crucial importance, particularly for the future of internet‑based business models and the development of a digital economy. With this Privacy Policy, we wish to underline our commitment to protecting your privacy.

Our employees and the service providers commissioned by us are obliged to maintain confidentiality and comply with the provisions of the General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and other relevant data protection regulations.

We take the protection of your personal data very seriously and strictly adhere to the rules of applicable data protection laws.

For clarification: “Personal data” within the meaning of the German Federal Data Protection Act refers to any information relating to an identified or identifiable natural person. This includes, for example, your name, postal address, bank account details, email address and IP address.

The following information provides an overview of how we ensure the protection of your data both online and during further processing.

Controller

The publisher of this website and the controller responsible for data processing within the meaning of data protection law is:

Ford-Werke GmbH
Henry-Ford-Straße 1
50735 Cologne, Germany

Registered office: Cologne, Commercial Register HRB 54183

Chairman of the Supervisory Board: Kieran Cahill

Managing Directors: David Johnston, Marcus Wassenberg

Ford Customer Hotline:
Email: kunden@ford.com
Phone: +49 (0)221 9999 2 999

Data Protection Officer

If you have any questions regarding data protection, our Data Protection Officer will be happy to assist you.

You can contact the Data Protection Officer at:

Ford-Werke GmbH
Customer Center
P.O. Box 710265
50742 Cologne, Germany

Email: dsb@ford.com

Data Security / Encryption

This website uses “Hypertext Transfer Protocol Secure” (HTTPS). The connection between your browser and our server is encrypted.

Validity and Amendments to this Information

We reserve the right to adapt the content of this information at any time. This usually takes place in the event of further development of the website or changes in legal requirements.

Data Subject Rights – Your Rights as a Data Subject

Right to Lodge a Complaint

If you believe that the processing of your personal data violates the GDPR, you have the right to lodge a complaint with the competent data protection supervisory authority.

Right to Withdraw Consent

Any consent you have given may be withdrawn at any time with effect for the future in accordance with Article 7 GDPR.

Right of Access, Erasure and Rectification

In accordance with Article 15 GDPR, you have the right to obtain information about the personal data stored about you, including possible recipients and the intended storage period.

If incorrect personal data is processed, you have the right to rectification under Article 16 GDPR.

If the legal requirements are met, you may request the erasure or restriction of processing and object to processing (Articles 17, 18 and 21 GDPR).

If you request erasure of data but we are legally obliged to retain it, access to your data will be restricted (blocked). The same applies in the case of an objection.

You may exercise your right to data portability where technically feasible for both us and the recipient.

Our Data Protection Officer is available as a contact person for exercising your data subject rights using the contact details above.

Obligation to Provide Data

Without correct information from you, it is generally not possible to conclude a contract.

Automated Decision‑Making and Profiling

Currently not carried out.

Intent to Process Data in Third Countries

Processing only takes place with your consent. Further information is provided in the consent declarations and in the section “Data Processing on the Website”.

Categories of Recipients

For the provision of certain services, we use service providers who are contractually obliged to confidentiality and data protection compliance. Access to personal data by these service providers cannot be fully excluded.

Categories of recipients include:

Processors pursuant to Article 28 GDPR, in particular IT service providers, tax advisors, logistics providers and printing service providers.

Public authorities and institutions (e.g. tax authorities) where required by law or official order.

Other parties where you have given your consent for data transfer.

Disclosure to authorities takes place exclusively where required by overriding legal provisions.

Data Processing on This Website

Website – General

Purpose of Processing

Presentation of the company, provision of services and/or sale of products, as well as communication via the internet. Data processing on this website is carried out to provide information about our products and services and, where applicable, to process applications and enable users to contact relevant internal contacts.

General Information

If you provide us with personal data, we use it to respond to your inquiries, advise you and process contractual relationships, as well as for technical administration.

Personal data is only passed on to third parties if required for contract performance, billing purposes or if you have given prior consent.

You have the right to withdraw any consent given for the future at any time.

The legal basis for data processing is Article 6(1)(b) GDPR (contract performance).

Data is deleted after expiry of statutory retention periods. Where no statutory obligation exists, deletion takes place when the purpose no longer applies.

You have the right at any time to access and object to the processing of your stored data. Further information can be found under “Data Subject Rights”.

Server Log Data

Purpose of Processing

When you visit our website, server statistics are automatically recorded and transmitted by your browser, including:

IP address of your device

Date and time of access

Name and URL of retrieved files

Referrer URL

Browser type and operating system

Name of your internet service provider

This data is processed to ensure smooth connection setup and system security. Data is not merged with other data sources. The IP address is anonymised. Log files are generally deleted after a maximum of seven days unless required as evidence in the event of misuse.

Legal basis: Article 6(1)(f) GDPR and Section 25(2) TTDSG.

Email Inquiries

If you contact us by email, we store your email address and the data contained in the email.

Legal basis:

Article 6(1)(a) GDPR (consent)

Article 6(1)(b) GDPR (pre‑contractual or contractual measures)

Data is deleted once the purpose of storage no longer applies, i.e. after final processing of your inquiry.

You may withdraw your consent at any time.

Cookies

This website does not use cookies by default.

Further privacy information can be found on our corporate website:
https://www.ford.de/nuetzliche-informationen/geschaeftsbedingungen-und-datenschutz/datenschutzrichtlinie

Privacy Notice – Participant Management

Information Obligations pursuant to Articles 13 and 14 of the EU General Data Protection Regulation (GDPR)

Ford‑Werke GmbH takes the protection of your personal data very seriously. We are organizing an event/conference and, in doing so, respect your right to informational self‑determination and ensure the protection of your privacy.

Within this participant management tool, your data is processed for the preparation, execution and follow‑up of an event. Data will only be shared with third parties where this is necessary for the organization and execution of the event.

The following information provides an overview of when we store which data, for what purpose it is used, and how we ensure the protection of your personal data.

I. Contact Details of the Controller

Ford‑Werke GmbH
NH 5/B3
Henry‑Ford‑Straße 1
50735 Cologne
Germany

II. Contact Details of the Data Protection Officer

Ford‑Werke GmbH
Customer Center
P.O. Box 710265
50742 Cologne
Germany

Email: dsb@ford.com

III. Data Processing

1. Which Personal Data Do We Process?

We process the following categories of personal data:

  • First name, last name

  • Address

  • Email address, telephone number

  • Private address

  • Dealer number

  • IP address

  • Image, video and audio recordings

2. Purpose of Processing

2.1 Purpose of Processing for On‑Site Event Participation

Data processing is carried out for the organization and execution of an event/conference, including participant management.

Photo, video and audio recordings created within the scope of the event are processed in accordance with our internal policies and based on separate consent declarations.

2.2 Disclosure of Data to Other Event Participants

As part of travel organization, your contact details (name and business email address) may be shared with other participants to enable smooth coordination and communication before and during the event.

3. Data Categories

3.1 Data Processing Within the Company

3.1.1 General

We process personal data when you register (online) or sign up for an event.

In addition, data is stored in log files each time a user accesses a page of our services. This data is used exclusively for statistical analysis and is not linked to personal data provided by users.

The following data is stored for each access:

  • Name of the file accessed

  • Date and time of access

  • Volume of data transferred

  • Status message indicating whether access was successful

  • Description of the web browser type used

  • Operating system used

3.2 External Service Providers

To fulfill our tasks, we make use of the following external service provider in particular:

  • HAGEN INVENT GmbH & Co. KG,
    Schirmerstraße 76,
    40211 Düsseldorf, Germany

A list of additional contractors and service providers with whom an ongoing business relationship exists can be found in the overview provided in the appendix.

3.3 Additional Recipients

Furthermore, we transfer your personal data to:

  • Hotel Vivendi

  • Welcome Hotel

4. Legal Basis

The legal basis for processing is the employment relationship. Further details can be found in the employee data protection information notice and in separate consent declarations.

As we have informed you about this event, processing is also based on Article 13(4) GDPR.

5. Duration of Storage

Personal data is deleted as soon as it is no longer required for the purposes stated above.

Additional data essential for event organization (see above) is deleted immediately after completion of the event.

6. Automated Decision‑Making

Automated decision‑making, including profiling, does not take place.

IV. Data Security

We use appropriate technical and organizational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction, or unauthorized access by third parties (e.g. TLS encryption), taking into account the state of the art, implementation costs, and the nature, scope, context and purpose of processing, as well as the risks associated with a data breach.

Our security measures are continuously improved in line with technological developments.

Further information can be provided upon request. Please contact: kunden@ford.com

V. International Data Transfers

Our service providers process personal data exclusively on servers located within EU member states.

All data transfers comply fully with the requirements of the GDPR applicable to the processing of personal data of EU citizens.

VI. Data Subject Rights

You may request information about your stored personal data in accordance with Article 15 GDPR at the address listed above.

Under certain conditions, you may request rectification (Article 16 GDPR) or erasure (Article 17 GDPR) of your data.

You also have the right to restriction of processing under Article 18 GDPR and the right to data portability under Article 20 GDPR.

Restrictions pursuant to Sections 34 and 35 of the German Federal Data Protection Act (BDSG) apply to the right of access and the right to erasure.

You may also lodge a complaint with the Data Protection Officer listed above or with a competent data protection authority.

VII. Overview of Service Providers

Overview of service providers of the controller in accordance with statutory information obligations.

Service ProviderService / PurposeHAGEN INVENT GmbHParticipant management and event organization agency

Sub‑service Providers of HAGEN INVENT

Sub‑service ProviderServiceevenito AGRegistration platform for participant management

VIII. Amendment Notice

This privacy notice may be updated from time to time. The date of this privacy notice will be updated accordingly.

RIGHT TO OBJECT

Information on Your Right to Object pursuant to Article 21 GDPR

Case‑Specific Right to Object

You have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you that is based on Article 6(1)(f) GDPR (processing based on a balancing of interests).

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defense of legal claims.

The objection may be submitted informally and should preferably be addressed to:
kunden@ford.com

Status: January 2025