This Privacy Notice outlines Allianz SE’s policy regarding individuals who provide us with information in connect with our participant management system (Eventanizer) and our event mobile app.

This Privacy Notice sets out which kind of Personal Data will be collected, processed, and used for which purposes, to whom this Personal Data may be shared and which rights you as data subject have in this regard.

Protecting your privacy is a top priority for us.

Please read this notice carefully.

Definitions:

The below definitions apply to this Notice:

“Personal Data” means any information relating to an identified or identifiable natural person (“you”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

 “We” means Allianz SE.

1. Who is the data controller?

A data controller is the individual or legal person who controls and is responsible to keep and use personal data in paper or electronic files. Allianz SE is the data controller as defined by relevant data protection laws and regulations.

2. What personal data will be collected, and why?

We will collect and process the following types of personal data for the event management (including participant registration; accommodation, venue, meals. transfers and related travel arrangements; venue access and security; and preparation of materials for event participants and for promotion of the event)

• General data:
  • Basic personal details
  • Basic employee HR details (e.g. name and address of Allianz Operating Entity, job function)
  • Photographic information (please see the respective release form prior to uploading your photo)
• Event-related data:
  • Dietary requirements and allergies (Please note that this may include sensitive personal data if the information reveals religious beliefs or medical conditions)
  • Shoe size / clothing size

For relevant hotel, travel and visa services, the following data are required:

• ID-card or passport details, e.g. number, date and place of issue, date of expiry
• Nationality
• Place of birth
• Country of residence
• Travel data, e.g. arrival and departure date and time, flight or train number
• Hotel requirements, e.g. hotel room, specific room requirements
• Transfer requirements, e.g. pick-up and drop-off time and location
• Contact details of emergency contact, e.g. name, phone number, e-mail address

For relevant taxation services in countries with an existing double taxation agreement the following data are required:

• Basic personal details
• Basic employee HR details
• Home address

For relevant taxation services in countries without an existing double taxation agreement the following data are required:

• Basic personal details
• Basic employee HR details
• Home address
• ID-card or passport details, e.g. number, date and place of issue, date of expiry
• Nationality
• Place of birth
• Country of residence
• Travel data, e.g. arrival and departure date and time, flight or train number
• Additional data and document may be requested directly by the service provider on a case-by-case basis

3. For which purpose do we collect, process and use your Personal Data?

We use the participant management system and our event mobile app to manage the invitation, registration and accreditation process for events and conferences to which you are invited.

4. On which legal basis do we collect, process and use your Personal Data?

We rely on your consent to collect, process and use your personal data. You are of course free to withdraw your consent at any time in the future by adjusting your privacy preference at https://registration.allianz-events.com or by contacting us as detailed in section 9 below, and providing your name, email address, postal address, and purpose of your request.

Otherwise, we will process your personal data to meet our legitimate business interests (including maintaining contact with participants and organizing and hosting events) or where it is needed to comply with a legal obligation.

5. Who will have access to your personal data?

For the purposes of the event organization, your personal data may be disclosed to the following parties who operate as third party data controllers:

• Public authorities
• Allianz SE Corporate Security
• Other Allianz Group companies
• Hotels, restaurants, catering companies, transfer companies to service the  event for which you have confirmed your participation
• Owners of access-controlled venues hosting conferences or events for which you have confirmed your participation

For the stated purposes, we may also share your personal data with the following parties who operate as data processors under our instruction:

• Other Allianz Group companies
• Service companies to discharge operations and provide technology services
• Facilitators, consultants or experts managing the workshops / disciplines / social activities at conferences or events for which you have confirmed your participation
• Tax consultants providing taxation services to Allianz Group

Finally, we may share your personal data in the following instances:

• In the event of any contemplated or actual reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any of our business, assets or stock (including in any insolvency or similar proceedings); and
• To meet any legal obligation

6. Where will my personal data be processed?

Your personal data may be processed both inside and outside of the European Economic Area (EEA) by the parties specified above, subject always to contractual restrictions regarding confidentiality and security in line with applicable data protection laws and regulations. We will not disclose your personal data to parties who are not authorized to process them.

Whenever we transfer the personal data for processing outside of the EEA by another Allianz Group company, we will do so on the basis of binding corporate rules (BCR) of Allianz which establish adequate protection for personal data and are legally binding on all Allianz Group companies. The public version of the BCR and the list of Allianz Group companies that comply with them can be accessed at Privacy Statement (allianz.com). 

Where the Allianz Binding Corporate Rules do not apply we will instead take steps to ensure that the transfer of your personal data outside of the EEA receives an adequate level of protection as it does in the EEA.

However, in some cases this might not be possible where such transfers are infrequent or ad-hoc meaning that in limited circumstances we may place reliance on certain derogations to these requirements, where we believe it is in your interests for us to do so (for example, providing local companies with limited details when arranging transfers to and from your place of stay to the event venue).

You can find out more details about the safeguards we rely upon for such transfers (for example, Standard Contractual Clauses) including how to obtain a copy of them, by contacting us as specified below.

7. What are your rights in respect of your personal data?

To the extent permitted by applicable data protection laws and regulations, you have the right to:

• Access your personal data held about you and to learn the origin of the data, the purposes and ends of the processing, the details of the data controller(s), the data processor(s) and the parties to whom the data may be disclosed;
• Withdraw your consent at any time where your personal data is processed with your consent;
• Update and correct your personal data so that it is accurate;
• Delete your personal data from our records if it is no longer needed for the purposes indicated above;
• Restrict the processing of your personal data in certain circumstances, for example where you have contested the accuracy of your personal data, for the period enabling us to verify its accuracy;
• Obtain your personal data in an electronic format for you;
• File a complaint with us and/or the relevant data protection authority; and
• Where permitted by applicable law or regulation, you have the right to object to us processing your personal data, or tell us to stop processing it.

You may exercise these rights by adjusting your privacy preference at https://registration.allianzevents.com or by contacting us as detailed in section 9 below, and providing your name, email address, postal address and purpose of your request.

8. How long do we keep your personal data?

We will retain your personal data as specified below:

• Event-related data will be deleted at the end of the second year after the end of the respective conference or event;
• General data will be deleted at the end of the second year in which the data has been inactive, i.e. no conference or event has been attended or data has not been updated by you; and
• Data required for taxation purposes will be deleted at the end of the applicable legal retention period, which stands currently at ten years.

9. How can you contact us?

If you have queries about how we use your personal data, you can contact us by post as follows:
Allianz SE
Group Chief Privacy officer
Königinstrasse 28
80802 Munich
Germany
GoodPrivacy@allianz.com
 
10. How often do we update this privacy notice?

We regularly review this privacy notice. We will ensure the most recent version is available on our website https://registration.allianz-events.com and we will tell you directly when there is an important change that may impact you.

This privacy notice was last updated on April 25, 2023.

Version 5, April 25, 2023