Privacy Policy Brand Experience 2025
With this privacy policy, we inform you about the collection, processing and use of your personal data as an employee of Volkswagen AG, a company of the Volkswagen Group (“Group employee”) and as an employee of subsidiaries, National Sales Organization (NSO) and National Sales Companies (NSC) of Volkswagen AG as well as an employee of a fleet or major customer of Volkswagen AG in the context of the business relationship, by Volkswagen AG as the sole data controller under data protection law.A. Controller
The controller for data processing is Volkswagen AG, Berliner Ring 2, 38440 Wolfsburg, Germany, registered in the commercial register of the Braunschweig Local Court under HRB 100484 (“Volkswagen AG”).
B. Processing of personal data
1. processing of log file
When you visit our website, we process the following log files from you, which do not allow any conclusions to be drawn about your person:
- IP address of your device with which you access the website.
- the operating system you are using, the web browser you are using and the screen resolution you have set
- the date and time of your visit
- the websites you have visited on our website and
- the website from which you visit us.
2. Use of the registration website
You have already received an invitation to the event in advance by e-mail to your business e-mail address known to us. This contains the access data for the registration website www.brandexperience2025.de consisting of your automatically generated user name and initial password. When you register for the first time, you will be asked to enter your own secure password after entering this data. The login data is required for every registration on the website.
The data processing is carried out for the execution of the event contract or for the implementation of pre-contractual measures (for booking the event) in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR. If you register as an employee of Volkswagen AG, the data processing is carried out for the performance of your employment relationship (Section 26 (1) BDSG), insofar as registration and participation are necessary in the exercise of your professional activity.
Your personal data will be deleted 9 weeks after the end of the event, provided that there are no legal retention periods to the contrary.
3. registration for the event
You can register for the Volkswagen AG Brand Experience 2025 event on this website. The following personal data and mandatory information will be processed for this purpose and for the organization of the event:
Your last name and first name, your business e-mail address as well as the name and address of your employer, for participants from Germany your cost center, country.
To ensure that your room is booked and check-in is carried out for you, we will provide the hotel you have booked with your full name, passport/ID card number and your booking period for the room. In order to provide you with a transfer to the venue, we will process your travel details (travel period, flight information). The travel data is necessary both when using the charter flight and when booking your own flight in order to keep track of the arrival times of the participants and to ensure that the event is carried out as planned. Delay scenarios may apply in the event of flight delays.
In case of a successful registration/confirmation for Brand Experience 2025, you will receive a registration confirmation by e-mail. Shortly before the event, you will receive another email with important information about the event, a QR code for accreditation and further information about the event (e.g. agenda, hotel information). As part of the accreditation process for the event on site, you will receive a name badge containing your first and last name, your country and the date of the event. If the invitation to the event is canceled, you will receive a confirmation of cancellation. The cancellation data will be processed and deleted 9 weeks after the end of the event, provided there are no legal retention periods to the contrary.
Your data will be processed for the purpose of event organization, implementation and processing by Volkswagen AG for the initiation and fulfillment of the contractual relationships resulting from the registration and commissioned services in accordance with Art. 6 (1 lit. b) GDPR.
We will contact you in special, unplannable situations that affect the execution of the event, e.g. flight delays, hotel problems, lost luggage. If we only know your e-mail address as a contact option, we will contact you via this channel for the purpose of organizing the event (Art. 6 (1 sentence 1 lit. b) GDPR). You also have the option of providing your mobile number when registering for the event. The provision of your mobile number is voluntary and therefore the processing is based on your consent (Art. 6 para. 1 sentence 1 lit. a GDPR) If the mobile number is available, we will also contact you by telephone in the above-mentioned situations.
Your data will be deleted 9 weeks after the end of the event, provided that there are no other retention obligations to the contrary.
Furthermore, Volkswagen AG processes your personal data to ensure proper taxation of the event and contribution of your non-cash benefits within the framework of corporate compliance requirements. This processing is carried out on the basis of legal obligations (Art. 6 (1 lit. c) GDPR) arising from Section 37b of the German Income Tax Act. The retention period for data stored for tax purposes is 15 years in accordance with Section 147 of the German tax code. Your personal data will then be deleted, provided that no other retention obligations prevent deletion.
4. note on the creation and use of image, sound and film recordings
Volkswagen will make video, audio and/or film recordings during the event. The participants must expect to be recorded and disseminated as participants in the event on the image, sound and/or film recordings of Volkswagen AG. The recordings will be digitally created, edited and used by Volkswagen AG exclusively for the purposes of internal and external communication (e.g. for the creation of press material) and, if necessary, only in part, distributed and published for event documentation. Any unusable recordings will be deleted immediately.
Your data is processed on the legal basis of legitimate interest (Art. 6 para. 1 (1 lit. f GDPR). The legitimate interest of Volkswagen AG is to vividly document and present the reporting on events of Volkswagen AG by means of image, sound and/or film recordings. This therefore only relates to general recordings that illustrate what happens at the event.
Otherwise, we store and process your collected personal data for as long as this is necessary for internal and external corporate communication about the event. The data will be deleted once internal and external communication about the event has ended. Unused recordings will be deleted after the event at the latest. An exception to this is the permanent storage of company-relevant and historically significant documents in the Group archive. Your data can also be stored indefinitely for archiving purposes.
5. statistical evaluation of event participation
We create anonymous statistical evaluations (e.g. number of participants, determination of the CO2 footprint of the event (e.g. means of travel, distance between employer and event location)) for the follow-up of the current event and for the preparation of future events. We base this processing on our legitimate interest (Art. 6 (1 lit. f DSGVO/ Privacy policy)) in organizing events in such a way that they have the greatest possible benefit for the participants and also correspond to the objectives set for the respective event. The anonymized data will be deleted after 2 years.
6. contact options
If you have any questions about the event, you can contact us via the e-mail address organisation@brandexperience2025.de. Your name, your e-mail address and your request will be processed for this purpose. Your data will be deleted no later than 9 weeks after your inquiry has been finally answered, provided that there are no other retention obligations to the contrary. We process the personal data you provide there in order to contact you and process your request (see Art. 6 (1 lit. b GDPR)).
C. Disclosure to third parties and use of processors
Personal data will only be passed on to third parties if this is necessary, in particular for the fulfillment of the contract. We have concluded an order processing contract with each of our processors and agreed appropriate guarantees to ensure the protection of personal data. The processors have suitable technical and organizational measures in place to protect personal data and are regularly monitored by us.
We use fischerAppelt live marketing GmbH, Widdersdorfer Straße 205, 50825 Cologne as a processor for the processing of your personal data as described in B. 1. to 5. above. The sub-processor is altares GmbH & Co. KG, Wiesenstr.21a, 40549 Düsseldorf, registered under no. HRA 17760 in the Commercial Register of the Local Court of Düsseldorf (processor within the meaning of Art. 28 GDPR) for the participant management of the event and the technical operation of the booking page.
D. Use of cookies and tracking tools
General information
Volkswagen AG uses various cookies on its websites. Cookies are small files with configuration information that are stored on your device. Cookies can basically be divided into three categories. There are cookies that are essential for the functionality of the website (so-called functional cookies), cookies that increase the convenience of a website visit and, for example, save your language settings (so-called convenience cookies) and cookies that are used to create a pseudonymized user profile (so-called tracking cookies).
Only functional cookies are intended for this website.
The processing of functional cookies is necessary to enable you to visit the website (see Art. 6 (1 lit. b GDPR)).
For more information about our cookies, please refer to the cookie policy.
E. Your rights
You can assert the following rights against Volkswagen AG at any time free of charge. Further information on exercising your rights can be found in section E.
Right of access: You have the right to obtain information from us (Art. 15 GDPR) about the processing of your personal data.
Right to rectification: You have the right to obtain from us the rectification (Art. 16 GDPR) of inaccurate or incomplete personal data concerning you.
Right to erasure: You have the right to request the erasure of your data if the conditions set out in Art. 17 GDPR are met. For example, you can request the erasure of your data if it is no longer necessary for the purposes for which it was collected. You can also request erasure if we process your data on the basis of your consent and you withdraw this consent.
Right to restriction of processing: You have the right to request the restriction of the processing of your data if the requirements of Art. 18 GDPR are met. This is the case, for example, if you dispute the accuracy of your data. You can then request the restriction of processing for the duration of the verification of the accuracy of the data.
Right to data portability: If the data processing is based on consent or fulfillment of a contract and is also carried out using automated processing, you have the right to receive your data in a structured, commonly used and machine-readable format and to transmit it to another data processor.
| Right to object: If the processing is based on an overriding legitimate interest, you have the right to object to the processing of your data. An objection is permissible if the processing is either in the public interest or in the exercise of official authority or on the basis of a legitimate interest of Volkswagen AG or a third party. In the event of an objection, we ask you to inform us of your reasons for objecting to the data processing. You also have the right to object to data processing for direct marketing purposes. This also applies to profiling insofar as it is related to direct advertising and to transmit this to another data processor. |
Right of revocation: If the data processing is based on consent, you have the right to revoke the data processing within the scope of consent at any time free of charge with effect for the future.
Right to lodge a complaint: You also have the right to lodge a complaint about our processing of your data with a supervisory authority (e.g. the State Commissioner for Data Protection of Lower Saxony).
F. Your contact persons
Transparency in the handling of your personal data is important to us. If you have any doubts or questions, please contact us:
Contact persons for exercising your rights
You can find the contact persons for exercising your rights and further information on the following website https://datenschutz.volkswagen.de.
Data protection officer
Our data protection officer is available to you as a contact for data protection-related concerns:
Datenschutzbeauftragter der Volkswagen AG
Berliner Ring 2
38440 Wolfsburg
dataprivacy(at)volkswagen.de
Status: November 2024