Privacy Statement

We manage our websites in accordance with the principles set out below: We undertake to comply with statutory data protection regulations and endeavour always to take into account the principles of data avoidance and data minimisation.

1. Name and address of the controller and the data protection officer

a) Controller

The controller, within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws of the Member States, as well as other statutory data protection regulations, is:

b) Data protection officer

2. Explanation of terms

We have designed our Privacy Statement in accordance with the principles of clarity and transparency. However, should there be any ambiguity regarding the use of various terms, the corresponding definitions can be found here .

3. Legal basis for processing personal data

We process your personal data, such as your first and last name, your e-mail address, IP address, etc., only if there is a legal basis for doing so.

The following rules in particular come into consideration under the General Data Protection Regulation (GDPR):

• 6(1)(a) GDPR: The data subject has given consent to the processing of his or her personal data for one or more specific purposes.
• 6(1)(b) GDPR: Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
• 6(1)(c) GDPR: Processing is necessary for compliance with a legal obligation to which the controller is subject.
• 6(1)(d) GDPR: Processing is necessary in order to protect the vital interests of the data subject or of another natural person.
• 6(1)(e) GDPR: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
• 6(1)(f) GDPR: Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject.

We will always inform you at the appropriate points in this Privacy Statement of the legal basis on which your personal data are being processed.

4. Disclosure of personal data

Where personal data are disclosed, this also constitutes processing within the meaning of section 3 above. We would like to inform you separately about disclosure of data to third parties. The protection of your personal data is particularly important to us. For this reason, we are especially careful when disclosing your data to third parties.

Data are disclosed to third parties only if there is a legal basis for the processing. For example, we disclose personal data to persons or companies acting as processors on our behalf pursuant to Art. 28 GDPR.

In accordance with the requirements of the GDPR, we conclude a contract with each of our processors in order to ensure that they comply with data protection regulations, thus providing comprehensive protection for your data.

5. Storage period and erasure

We will erase your personal data once those data are no longer necessary for the purposes for which they were collected or otherwise processed, unless processing is necessary for exercising the right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise or defence of legal claims.

6. SSL encryption

This site uses SSL encryption for security reasons and to safeguard the transfer of confidential content, such as any requests you send to us as the operators of the site. An encrypted connection can be identified by the change in the address from “http://” to “https://” and by the padlock symbol in your browser’s address bar.

With SSL encryption activated, the data which you transfer to us cannot be read by third parties.

7. Cookies

We use cookies on our website. Cookies are small data packets created automatically by your browser and stored on your client device when you visit our website. These cookies are used to store information about the client device being used.

When cookies are used, a distinction is made between technically necessary cookies and “other” cookies. Cookies are said to be technically necessary if they are essential for providing an information society service which you have expressly requested.

In order to make the use of our services more convenient for you, we use what are known as session cookies, for example language and font selection or shopping basket. These session cookies come under the category of technically necessary cookies and are automatically deleted after you have left our site. The legal basis for the cookies derives from Art. 6(1)(c) GDPR.

8. Collection and storage of personal data, their type and intended purpose

a) When visiting the website

When you access our website, information is automatically sent to our web server by the browser being used on your client device. This information is stored temporarily in a log file. The following information is recorded without any action on your part and stored until it is automatically erased:

• the IP address of the computer making the request,
• the date and time of access,
• the name and URL of the requested file,
• the browser used and, if applicable, your computer’s operating system and the name of your access provider.

We process the above-mentioned data for the following purposes:

• to ensure the connection to the website is established smoothly,
• for evaluation of system security and stability.

Data which permit you to be identified as an individual, such as the IP address, will be erased after 7 days at the latest. Any data we store beyond this period will be pseudonymised, so that they can no longer be associated with you. The legal basis for the data processing is Art. 6(1)(f) GDPR. Our legitimate interest derives from the data collection purposes listed above.

Under no circumstances do we use the data collected for the purpose of identifying you as an individual.

b) Contractual relationship with an owner of the POLLXPRESS account

On our website, you have the option of creating a free or paid account. Within the scope of the free account, you have the possibility to log into a closed access area. Here you can view your personal data, such as name, e-mail address and password, as well as your uploaded documents.

If you give a presentation via our tool, your voting results will be saved together with your name, date and time. You can delete these at any time. You can also delete your access at any time. Your personal data will then be deleted immediately.

In the context of the establishment of the contractual relationship, only the personal data that is absolutely necessary for the execution of the contract will be processed in accordance with Art. 6(1)(b) GDPR.

We offer you the option of logging in with existing accounts held with Google, Apple or Microsoft (“single sign-on”). Use of this option is voluntary; alternatively, you can register at any time using your e-mail address and password.

If you click on “Log in with Google/Apple/Microsoft”, you will be redirected to the respective provider. After you have logged in and given your consent, the provider will transmit to us in particular:

• e-mail address,
• name/display name,
• profile picture, if applicable,
• a user ID assigned by the provider.

We use these data exclusively for the registration, login and management of your user account. We do not receive access to your password held with the provider.

Responsible third-party providers and notices

• Google Ireland Limited, Dublin, Ireland – Privacy Policy: https://policies.google.com/privacy
• Apple Distribution International Ltd., Cork, Ireland – Privacy Policy: https://www.apple.com/legal/privacy/
• Microsoft Ireland Operations Limited, Dublin, Ireland – Privacy Statement: https://privacy.microsoft.com/privacy

For the use of your accounts with these providers, the respective providers act as independent controllers.

The legal basis is Art. 6(1)(b) GDPR (contract or pre-contractual relationship) for logging in and using your account, as well as Art. 6(1)(a) GDPR insofar as you consent to the transmission of data by the respective provider and, where applicable, to a third country. You may withdraw any consent you have given at any time with effect for the future, for example by removing the link in your account with the provider and using the e-mail/password login.

The providers may also process data in countries outside the EU, in particular the USA. This may involve a lower level of data protection, for example more extensive access by public authorities. We base such transfers on the safeguards approved by the European Commission, in particular standard contractual clauses.

You are not obliged to use single sign-on. If you do not use this function or withdraw your consent, you can continue to use our services via standard registration with e-mail address and password.

If you choose a paid account, your data will be passed on for payment processing as follows. The legitimacy of the forwarding of the data results from Art. 6(1)(b) GDPR for the implementation of the payment method selected by you, as well as our legitimate interests according to Art. 6(1)(f) GDPR to enable user-friendly and uncomplicated payment processing.

The personal data transmitted to the online payment service provider are mostly first name, surname, address, telephone number, IP address, e-mail address, or other data required for order processing, as well as data related to the order, such as number of items, item number, invoice amount, taxes in percent, invoice information, etc.

This transmission is necessary to process your order with the payment method you have selected, in particular to confirm your identity, to administer your payment and the customer relationship.

Depending on the payment method selected via PayPal, for example invoice or direct debit, the personal data transmitted to PayPal will be transferred by PayPal to credit reference agencies. This transmission serves to check your identity and creditworthiness in relation to the order you have placed.

You can find out which credit agencies are involved and which data is generally collected, processed, stored and passed on by the respective provider in the respective privacy statement of the provider:

PayPal PayPal (Europe) S.à r.l. et Cie, S.C.A., 22-24 Boulevard Royal, L-2449 Luxembourg Privacy Statement: https://www.paypal.com/de/webapps/mpp/ua/privacy-full

We process your name, e-mail address and password from you as project administrator. In order to be able to use our services, you will receive your personal access area. Here you have the possibility to upload your presentations.

In this customer area you can view your personal data at any time as well as all your documents and records that you have uploaded yourself. In addition, you can also view and manage the evaluations of votes that you have initiated.

You also have the option of inviting other persons, such as speakers or moderators, who can use our tool independently for presentation purposes. To do this, enter the name and e-mail address of the recipient. The recipient will then receive an invitation to register.

As the project administrator, you can view the voting results (content, date, time) of the individual speakers in your personal access area at any time. The legal basis arises from the performance of our contractual services in accordance with Art. 6(1)(b) GDPR.

If you receive an invitation from a project administrator by e-mail, you can log in to the closed access area with your e-mail address and a password. Here you can view your personal data, such as name, e-mail address and password, as well as the documents and materials uploaded by the project administrator.

If you give a presentation via our tool, your voting results will be saved together with your name, the date and time. This data is also available for the project administrator to view. The organiser is responsible for processing this data.

If you wish to have your account deleted, please contact the organiser or project administrator (POLLXPRESS account holder) who created your account. This person can delete your account. We do not process this personal data for our own purposes. The legal basis results from the performance of our contractual services according to Art. 6(1)(b) GDPR.

If you participate in a voting session, this is anonymous and no personal data will be stored or collected.

If you fill in a questionnaire, ask questions to the organiser/moderator (so-called Q&A) or participate in a chat, only the personal data you voluntarily provide will be processed by the organiser or speaker/moderator, for example if you ask your own questions or provide answers that contain personal data. The organiser or speaker is responsible for the processing of this data.

We also offer our event organisers the possibility to conduct authenticated and even authenticated secret ballots. The project administrator (account holder) has the possibility to upload the names of the participants, as well as their e-mail addresses and, if applicable, voting shares for the respective election event into the portal, to edit them there and to send PINs to these e-mail addresses.

These PINs are required for authentication during voting.

In an authenticated vote, the project administrator can assign the PINs issued to the e-mail addresses and names entered. In addition, the PINs and the names (or names and PINs of participants to be represented) are also displayed with the voting results.

In an authenticated secret ballot, the PINs created can also be assigned to the respective e-mail addresses and names, but not to a voting result. Only the PINs and names (or names and PINs of participants to be represented) that participated in the voting as a whole can be identified. We do not process this personal data for our own purposes.

This data from the votes is processed by us as a processor within the framework of the contractual relationship for the respective project administrator, Art. 6(1)(b) GDPR.

c) Contact form / e-mail contact

We provide a form on our website for you to contact us at any time. In order to use the contact form, you are required to enter a name, so that we can address you in person, and a valid e-mail address which we can use to contact you, so that we know who is making the request and are able to process it.

If you send us requests using the contact form, your data from the request form, including the contact details you provided in it and your IP address, will be processed pursuant to Art. 6(1)(b) and (f) GDPR for taking steps prior to entering into a contract with you in response to your request, or to exercise our legitimate interest, namely the performance of our business activities.

You are also welcome to send us an e-mail using the e-mail address provided on our website. In this case, we will store and process your e-mail address and the data you provide in the e-mail pursuant to Art. 6(1)(b) and (f) GDPR in order to process your message.

Requests and the data associated with them will be erased no later than 12 months after receipt, unless they are required for further contractual relationship purposes.

9. Rights of the data subject

You shall have the following rights:

a) Right of access

Pursuant to Art. 15 GDPR, you shall have the right to request information about your personal data being processed by us. This right of access includes the following information:

• the purposes of the processing,
• the categories of the personal data,
• the recipients or categories of recipient to whom your data have been or will be disclosed,
• the envisaged data storage period, or at least the criteria used to determine that period,
• the existence of the right to rectification, erasure, restriction of processing or objection,
• the existence of the right to lodge a complaint with a supervisory authority,
• the source of your personal data, where they were not collected by us,
• the existence of automated decision-making, including profiling, and where appropriate, meaningful information about the logic involved.

b) Right to rectification

In accordance with Art. 16 GDPR, you shall have the right to obtain from us without undue delay the rectification of inaccurate or incomplete personal data stored by us.

c) Erasure

In accordance with Art. 17 GDPR, you shall have the right to obtain from us without undue delay the erasure of your personal data stored by us, unless further processing is required for one of the following reasons:

• the personal data are still necessary for the purposes for which they were collected or otherwise processed;
• to exercise the right of freedom of expression and information;
• for compliance with a legal obligation which requires processing under Union or Member State law to which the controller is subject, or for the performance of a task carried out in the public interest, or in the exercise of official authority vested in the controller;
• for reasons of public interest in the area of public health pursuant to Art. 9(2)(h) and (i) and Art. 9(3) GDPR;
• for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes pursuant to Art. 89(1) GDPR, to the extent that the right referenced in a) is likely to render impossible or seriously impair the achievement of the objectives of that data processing;
• for the establishment, exercise or defence of legal claims.

d) Right to restriction of processing

Pursuant to Art. 18 GDPR, you may request the restriction of processing of your personal data for one of the following reasons:

• You contest the accuracy of your personal data.
• The processing is unlawful, and you oppose the erasure of your personal data.
• We no longer require the personal data for the purposes of the processing, but you require them for the establishment, exercise or defence of legal claims.
• You object to processing pursuant to Art. 21(1) GDPR.

e) Notification obligation

If you have requested rectification or erasure of your personal data or restriction of processing in accordance with Art. 16, Art. 17(1) and Art. 18 GDPR, we shall notify all recipients to whom your personal data have been disclosed, unless this proves impossible or involves disproportionate effort. You may request that we inform you about those recipients.

f) Right to data portability

You shall have the right to obtain the personal data which you have provided to us in a structured, commonly used and machine-readable format. You shall also have the right to request the transfer of these data to a third party, provided that processing was carried out by automated means and based on your consent pursuant to Art. 6(1)(a) or Art. 9(2)(a) GDPR or for the performance of a contract pursuant to Art. 6(1)(b) GDPR.

g) Withdrawal of consent

Pursuant to Art. 7(3) GDPR, you shall have the right at any time to withdraw consent you have previously granted to us. The withdrawal of consent shall not affect the lawfulness of processing carried out based on consent before its withdrawal. We may not carry out any further processing based on your consent once you have withdrawn it.

h) Right to lodge a complaint

Pursuant to Art. 77 GDPR, you shall have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data is contrary to the GDPR.

i) Right to object

Where your personal data are processed based on legitimate interests pursuant to Art. 6(1)(f) GDPR, you shall have the right pursuant to Art. 21 GDPR to object to the processing of your personal data on grounds relating to your particular situation, or if you object to processing for direct marketing purposes.

In the latter case, you shall have a general right to object which we shall implement without the need for your particular situation to be specified.

You may exercise your right to object or to withdraw consent simply by sending an e-mail to: info@aisys-media.de

j) Automated individual decision-making, including profiling

You shall have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

This right shall not apply if the decision:

• is necessary for entering into, or for the performance of, a contract between you and us;
• is authorised by Union or Member State law to which we are subject, and which also lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or
• is based on your explicit consent.

However, such decisions shall not be based on special categories of personal data referred to in Art. 9(1) GDPR, unless Art. 9(2)(a) or (g) GDPR applies and suitable measures to safeguard your rights and freedoms and legitimate interests are in place.

In the cases referred to above, we shall implement suitable measures to safeguard your rights and freedoms and legitimate interests, including at least the right to obtain human intervention on our part, to express your point of view, and to contest the decision.

10. Amendment of the Privacy Statement

If we amend the Privacy Statement, this will be indicated on the website and registered customers will be informed by e-mail.

Version: 17 July 2026