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Privacy Statement

Privacy Statement

We are committed to secure and trustworthy Internet commerce and to the individual's right to privacy. This document applies to this website. Data protection in MeetingSphere Meeting Centers is covered in their respective Terms & Conditions.

Consent

When you call this website, we ask you to accept ‘non-essential’ cookies, i.e. cookies that help us understand how our website is used. You can, of course, deny this request. Use button 'Change Cookie Settings' below if you change your mind. For the collection of personally identifiable information, we ask for your explicit consent. If we decide to make changes to this privacy policy, we will post them here.

 

Change Cookie Settings

 

Use and Purpose of Collected Personal Data

We only collect your information for the purposes given here and we will always tell you what it is for. For instance, when you volunteer your name or email, the form requesting that information will clearly say whether this is for supplying you with a trial or regular subscription, or for responding to a request for information, or to include you in our regular marketing communication.

We will ask your permission before we use your personal data for a purpose other than the purpose for which it was originally collected or subsequently authorized. You may opt-out of previously authorized uses of your personal information by contacting us at privacy [at] meetingsphere.com.

Who Controls Your Data

MeetingSphere GmbH is a German corporation whose details are published on the 'Company' page. 

We are serious about protecting your privacy. We treat your personal data as confidential information and comply with data protection regulations and this privacy statement. Our employees are bound to observe your privacy and confidentiality rights and comply with national law and the General Data Protection Regulation of the European Union (GDPR).

The term 'personal data' covers all data by which you can be identified as an individual and is synonymous to 'personally identifiable information'. This privacy statement explains which data we collect and what we use it for. 

When you use this website, we collect personal data. Some of that data serves to provide this website efficiently. Other data helps us to understand how you use our website.

We encrypt traffic between your browser and our website with the latest standard, TLS 1.3.

Your Right to Information, Deletion and Correction

Within the limits of current regulations, you have the right to learn free of charge which data we hold on you, where we got it from, who we share it with and what we use it for. You may also have the right to request correction or deletion of such data. For this or any other questions regarding your privacy please get in touch under privacy [at] meetingsphere.com.

Revocation of consent, restrictions on use

You have the right to restrict the use of your personal data and revoke your previous consent to direct marketing. For this, please get in touch under privacy [at] meetingsphere.com.

Your right to restrict our use of your personal data is subject to the following conditions:

  • If you dispute the correctness of the personal data, we will need some time to check your assertion. While these checks are in progress, you have the right to restrict use of that data.
  • If the use of your personal data is or was unlawful, you can restrict its use preventing deletion
  • If we no longer require your personal data but you require it to exercise or defend legal claims, you can require us to restrict the use of that data rather than delete it
  • If you have raised an objection based on Article 21 (1) of the GDPR, your interest must be balanced against ours. As long as it is unclear whose interests prevail, you have the right to restrict the use of your personal data. 

If you have restricted the use of your personal data, beyond storage, that data may only be used with your consent or to assert, exercise or defend legal rights or to protect the legal rights of another natural or legal person or in the strong public interest of the European Union or a member state of the European Union.

Complaints

You can raise a complaint against any violation of your rights under the GDPR with a data protection agency in the member country you live or work in or in which you believe the violation has occurred. Such administrative appeal is independent of other legal remedy.   

External hosting

This website is hosted by Amazon Web Services (AWS), a 3rd-party service provider, in Dublin (EU). Personal data that is captured through this website is stored on servers of AWS in Dublin. This data can include IP addresses, requests for contact or information, meta and communication data, contractual data, contact information, names, page access, and other data generated by websites.

We use AWS to fulfill our contractual obligations against potential and existing customers (Article 6 (1) b GDPR) and in the interest of secure, fast and efficient provisioning of our online offerings by a professional provider (Article 6 (1) f GDPR).

MeetingSphere has contractually agreed with AWS the compliant processing of personal data. AWS will only process your personal data to the extent required by its contractual obligations to MeetingSphere and will comply with MeetingSphere's requests regarding that data.

Data capture on this website

Cookies

Our web pages use 'cookies'. Cookies are small text files which don't do any harm to your device. They are stored for the duration of the session (session cookies) or permanently (permanent cookies). Session cookies are deleted automatically when you leave our website. Permanent cookies remain on your device until you or your browser delete them.

There can also be cookies of 3rd-parties which are placed on your device when you access our website. Such cookies enable services of that 3rd party, for example, the handling of payments by a payment services provider.

Cookies have different functions. Several cookies are technically required because the website would not work properly without them. Other cookies allow us to analyze how our website is used.

Cookies which are required for electronic communication or the functionality of the website (essential cookies) are stored on the basis of Article 6 (1) f of the GDPR. MeetingSphere has a reasonable interest in the storage of cookies that enable the flawless functioning of its website and the efficient provisioning of its services. Where MeetingSphere requests your consent to the storage of cookies, that consent (Article 6 (1) a GDPR) governs the storage of the cookies. It can be revoked at will.

You can configure your browser to inform you of cookies, to request your consent or to deny all cookies. If you take such measures to deny or restrict cookies, the functionality of this website may be impaired.

Where cookies are used by 3rd parties or for the purpose of analysis, we say so in this privacy statement and will ask your permission when we do.     

Server logs

Our web server collects and stores information in its log files which is transmitted automatically by your browser, namely

  • browser type and version
  • operating system
  • referrer URL
  • hostname of your computer
  • time of page request
  • IP address

This data is not combined or correlated with data from other sources.

Collection occurs in accordance with Article 6 (1) f of the GDPR. The operator of a website has a reasonable interest in the efficient and optimized provisioning of that website. This requires the logging of such essential data.

Contact forms

If you give us information through a contact form, we will save such information for the purpose of responding to your request and for following up. We do not share such information with anyone else.

Article 6 (1) b authorizes such processing provided that your request is related with the fulfillment of a contract or could lead to a contractual relationship. In other cases, processing is based on our reasonable interest in processing requests for information efficiently (Article 6 (1) f GDPR) or your explicit consent (Article 6 (1) a) where this is asked and given.

The data you have given via contact forms rests with us until you request its deletion, you revoke your consent to storage or the purpose for storage no longer applies. Legal requirements - especially regarding the retention of records - apply.

Email addresses

If you choose to give us your email address when taking out a subscription or asking for information or support, we will communicate with you regarding those matters via email. We will include you in general marketing communication only if you give us your email for that purpose.

We do not share email addresses with anyone. You can choose not to receive any more email at any time. This does not apply to email that is required for conducting ongoing business with you.

Payment information

When you buy a subscription, our website will present forms that collect your financial information, such as your banking details or credit card numbers. The information collected by these forms is not stored – not even temporarily – on our systems but on the systems of our certified payment provider Stripe.

Geo location

To serve you in the right currency and place your trial in the appropriate data center (Ireland or Virginia) we match your IP address against a geo-location database which tells us the country (for US customers, also State) you connect from. We use this information only for configuring our website just-in-time. We do not log or store location data.

Lead Forensics

Contained within our website is a tracking code provided by Lead Forensics. This code enables Lead Forensics to track activity on the website and provide us with information on the IP address of the requesting computer, the date and duration of the user’s visit, and the web pages which the user visits.

The Lead Forensics tool uses IP tracking for identifying businesses and is not the same as cookies. The Lead Forensics tracking code only provides information that is readily available in the public domain. It does not, and cannot, provide individual, personal or sensitive data regarding who has visited our website. It provides information on what companies have visited our website by identifying them from their IP address. This data may be used by us to contact the business about their experience or for marketing purposes. We will not pass this data to third parties for any reason. More information can be found at www.leadforensics.com.

Google Analytics

Based on your consent in accordance with Articles 6 (1) a and 7 of the GDPR this website uses Google Analytics, a web analytics service provided by Google, Inc. (‘Google’). Google Analytics uses ‘cookies’, which are text files saved on your computer, to help the website analyze how you use the site. The information generated by the cookie about your use of the website will be transmitted to and stored by Google on servers in the United States.

This website anonymizes IP addresses meaning that your IP address will be truncated by Google within an EU member state or other EEA state before being transmitted to the US. Only in exceptional situations will your full IP address be transmitted to Google servers in the United States and truncated there. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however, please note that if you do this you may not be able to use the full functionality of this website. By accepting the use of cookies by this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. You can also prevent Google from collecting information (including your IP address) via cookies and processing this information by downloading this browser plugin and installing it: http://tools.google.com/dlpage/gaoptout

Further information concerning the terms and conditions of use and data privacy can be found at the Google Analytics Terms of Service or at the Google Analytics Privacy Overview.

Personal data collected by Google is deleted or rendered anonymous after 14 months.