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Data Policy

Thank you for visiting our website. We are committed to protecting your privacy when collecting, processing and using your personal data in accordance with the statutory provisions. On this page we have summarised for you how we handle your personal data. Personal data means any information relating to an identified or identifiable natural person.

We consider data protection to be of great importance. The collection and processing of your personal data is carried out in compliance with the applicable data protection regulations, in particular the Federal Data Protection Act (Bundesdatenschutzgesetz - BDSG) and the General Data Protection Regulation (GDPR).

1. Controller

The operator of the website and the controller of your personal data within the meaning of Art. 4 No. 7 GDPR is:

Special Olympics World Games Berlin 2023 Organizing Committee gGmbH
Warschauer Str. 70A
10243 Berlin

CEO Sven Albrecht
HRB 213977 B - Amtsericht Charlottenburg

Phone: +49 (0)30 629 33 66-0
Email: datenschutz@berlin2023.org

If you want to object to the collection, processing or use of your data by us in accordance with these data protection policies as a whole or for individual data processing operations, you can address your objection to the controller.

2. General purposes of processing

We use your personal data, unless otherwise stated below, for the purpose of operating the website and for the performance of contractual relationships with you. Please note that a separate privacy policy notice applies if you register as a participant.

3. Which data we use and why

Below you will find more detailed information on what personal data is collected and how it is processed. 

3.1 Hosting

The hosting services used by us are for providing the following services: Infrastructure and platform services, computing capacity, storage space and database services, security services and technical maintenance services, which we use for the purpose of operating the website.

In doing so, we process master data, contact data, content data, contract data, usage data, meta data and communication data of visitors to this website on the basis of our legitimate interests in the efficient and secure provision of our website pursuant to Art. 6 (1) lit. f) GDPR in conjunction with Art. 38 GDPR. The servers used for this purpose are only located in Germany and Europe.

3.2 Server-logs

ge behaviour and your interaction with us and register data about your computer or mobile device. We collect, store and use data about every access to our website (so-called server log files). These data includes:

  • Date and time of the request
  • Amount of data transferred
  • Message about successful request (HTTP response code)
  • Browser type and browser version
  • Operating system
  • Referrer URL (i.e. the previously visited page)
  • Websites accessed by the user’s system via our website
  • Internet service provider of the user
  • IP address and the requesting provider

We use this log data without assigning it to you personally or otherwise profiling it for statistical evaluations for the purpose of operating, securing and optimising our website, but also to anonymously record the number of visitors to our website (traffic) and the extent and type of use of our website and services, as well as for billing purposes to measure the number of clicks received from cooperation partners. This information allows us to provide personalised and location-based content and to analyse traffic, troubleshoot and improve our services.

This is also our legitimate interest according to Art 6 (1) lit. f) GDPR.

We reserve the right to check the log data retrospectively if there is a reasonable suspicion of unlawful use based on concrete indicators. We store IP addresses in the log files for a limited period of time (usually 7 days) if this is necessary for security purposes or for the provision of services or the billing of a service, e.g. if you use one of our offers. After the order process has been cancelled or after payment has been received, we delete the IP address if it is no longer required for security purposes. We also store IP addresses if we have a reasonable suspicion of a criminal offence in connection with the use of our website.

3.3 Cookies

We use so-called session cookies to optimise our website. A session cookie is a small text file that is sent by the respective servers when you visit our website and is temporarily stored on your hard drive. This file as such contains a so-called session ID, with which various requests from your browser can be assigned to the joint session. These cookies are deleted after you close your browser. They are used, for example, to enable you to use the shopping basket function across several pages.

To a lesser extent, we also use persistent cookies (also small text files that are stored on your terminal device), which remain on your terminal device and enable us to recognise your browser on your next visit. These cookies are stored on your hard drive and delete themselves after a specified time. They last between one day and 14 months. This enables us to present our offer to you in a more user-friendly, effective and secure manner and, for example, to display information on the site that is specifically tailored to your interests.

Our legitimate interest in the use of cookies pursuant to Art 6 (1) lit. f) GDPR is to make our website more user-friendly, effective and secure. The following data and information are stored in the cookies:

  • Log-in information
  • Language settings
  • Search terms used
  • Information about the number of visits to our website and the use of certain functions of our website

When the cookie is activated, it is assigned an identification number. Your personal data will not be assigned to this identification number. Your name, your IP address or similar data that would enable the cookie to be assigned to you are not stored in the cookie. On the basis of the cookie technology, we only receive pseudonymised information, for example, about which pages of our shop were visited, which products were viewed, etc. This information is not stored in the cookie.

You can set your browser so that you are informed in advance about the setting of cookies and can decide on a case-by-case basis whether you want to exclude the acceptance of cookies for certain cases or in general, or that cookies are completely prevented.

3.4 Google Analytics

Our website uses the web analysis service Google Analytics, which is offered by Google Inc, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA ("Google").

Google Analytics uses cookies to collect your access data when you visit our websites. The access data is collected by Google on our behalf to form pseudonymous user profiles and transferred to a Google server in the USA. We are therefore unable to determine which user profiles belong to a particular user. On the basis of the data collected by Google, we can therefore neither identify you nor determine how you use our websites. In the event that personal data is exceptionally transferred to the USA in the process, the European Union's standard contractual clauses on data protection are implemented in the data processing agreement with Google.

Google will process the information obtained through the cookies on our behalf for the purpose of evaluating the use of our websites, compiling reports on website activity and providing us with other services relating to website activity and internet usage.

Google Analytics is used on the basis of your consent pursuant to Article 6 (1) lit. a) of the GDPR. This consent can be withdrawn at any time without giving reasons with effect for the future.

Data stored by Google that is linked to cookies, user identifiers (e.g. user ID) or advertising IDs (e.g. DoubleClick cookies, Android advertising ID) will be anonymised or deleted after 14 months. Details can be found here.

3.5 Google Maps

This website uses the mapping service Google Maps via an API. The provider is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland.

To use the functions of Google Maps, it is necessary to store your IP address. This information is usually transferred to a Google server in the USA and stored there. The operator of this site has no influence on this data transfer.

Google Maps is used in the interest of an engaging presentation of our online services and easy location of the places we indicate on the website. This constitutes a legitimate interest within the meaning of Art. 6 (1) lit. f) GDPR.

More information on the handling of user data can be found in Google's privacy policy: https://policies.google.com/privacy?hl=en

3.6 Vimeo

This website uses plugins of the video portal Vimeo. The provider is Vimeo Inc, 555 West 18th Street, New York, New York 10011, USA.

When you visit one of our pages containing a Vimeo plugin, a connection to the Vimeo servers is established. In the process, the Vimeo server is informed which of our pages you have visited. In addition, Vimeo obtains your IP address. This also applies if you are not logged in to Vimeo or do not have an account with Vimeo. The information collected by Vimeo is transmitted to the Vimeo server in the USA.

If you are logged into your Vimeo account, you enable Vimeo to assign your surfing behaviour directly to your personal profile. You can prevent this by logging out of your Vimeo account.

The use of Vimeo is in the interest of an engaging presentation of our online services. This represents a legitimate interest within the meaning of Art. 6 (1) lit. f) GDPR. If a consent has been obtained (e.g. consent to the storage of cookies), the processing is carried out exclusively on the basis of Art. 6 (1) lit. a) GDPR; the consent can be withdrawn at any time.

Further information on the processing of user data can be found in Vimeo's privacy policy at: https://vimeo.com/privacy.

3.7 Youtube

This website contains videos from YouTube. The provider of the pages is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland.

We use YouTube in extended data protection mode. According to YouTube, this mode means that YouTube does not store any information about visitors to this website before they watch the video. However, the transfer of data to YouTube partners is not necessarily prevented by the extended data protection mode. Thus, regardless of whether you watch a video, YouTube establishes a connection to the Google DoubleClick network.

As soon as you play a YouTube video on this website, a connection to YouTube's servers is established. This notifies the YouTube server which of our pages you have visited. If you are logged into your YouTube account, you enable YouTube to assign your surfing behaviour directly to your personal profile. You can prevent this by logging out of your YouTube account.

Furthermore, YouTube can store various cookies on your end device after starting a video. With the help of these cookies, YouTube can obtain information about visitors to this website. This information is used, among other things, to collect video statistics, improve the user experience and prevent fraud attempts. Cookies remain on your device until you delete them.

If necessary, further data processing processes may be activated after the start of a YouTube video, over which we have no influence.

YouTube is used in the interest of an engaging presentation of our online services. This constitutes a legitimate interest within the meaning of Art. 6 (1) lit. f) GDPR. If consent has been obtained (e.g. consent to the storage of cookies), processing is carried out exclusively on the basis of Art. 6 (1) lit. a) GDPR; consent can be withdrawn at any time.

For more information about data protection at YouTube, please see their privacy policy at: https://policies.google.com/privacy?hl=en.

3.8 Data for the fulfillment of our contractual duties

We process personal data that we need to comply with our contractual commitments, such as name, address, e-mail address, ordered products/event services, billing and payment data. The collection of this data is necessary for the conclusion and performance of the contract.

The deletion of the data takes place after the expiry of the warranty and legal retention periods. Data linked to a user account (see below) is stored for the duration of the maintenance of this account.

The legal basis for the processing of this data is Art. 6 (1) lit. b) GDPR, because this data is required so that we can perform our contractual commitments to you.

To facilitate your enrolement as a delegate or volunteer, we use Monday.com Inc. as a Customer Relationship Platform (CRM), which is located in 26 West 17th Street, New York, New York 10011.

Monday.com is used as a contact database, as well as a collaborative workspace to track communications and tasks, with key persons in each Delegation, as well as potentially other constituent groups. We use the Enterprise subscription, which guarantees that your data is only hosted in Germany.

The security model and controls from Monday.com are based on international standards and industrial best practices, such as ISO 27001, ISO 27018 and OWASP Top 10.

The systems are hosted at Amazon Web Services (AWS) in Germany allowing Monday.com to provide a reliable service under GDPR.

For more information about data protection at Monday.com, please see their privacy policy at: https://monday.com/l/privacy/privacy-policy/

3.9 Application process

We process your data in the course of the application process in order to select suitable candidates. The legal basis for this data processing is the taking of steps prior to entering into a contract in accordance with point (b) Art. 6 (1) GDPR in conjunction with Section 26 of the Federal Data Protection Act (BDSG). Your data shall be shared internally with the managers involved in making recruitment decisions regarding the vacancies in question and, if applicable, with the employee representative, the gender equality officer, and the disabled persons representative. It shall not be passed on to third parties or third countries. Your data shall be erased at the latest six months after conclusion of the application process. Retention of data during these periods is necessary for legal reasons in the event of any lawsuits (in particular the assertion of claims on the basis of the General Act on Equal Treatment [AGG]). Data collection is required in order for a contract to be concluded by and between you and us. If you request that your application data be deleted during the application process, this shall be interpreted as a retraction of your application.

In the case of an online application, Special Olympics World Games Berlin 2023 Organizing Committee gGmbH uses the HR-Software Personio from Personio GmbH, Rundfunkplatz 4, 80335 Munich. When using the online application, the privacy policy of the software provider therefore applies.

3.10 Application form for project “170 Nations – 170 Inclusive Communities / Host Town Program”

In the context of application for the project “170 Nations – 170 Inclusive Communities / Host Town Program” we only process the data that you have entered and sent to us via the registration form at https://www.berlin2023.org/de/engagement/hosttown(e.g. e-mail address or telephone number). The processing is carried out for the purpose of conducting the selection process, in particular so as to be able to provide feedback on (non-)participation in the Host Town Program and, in case of participation, to establish contact for the purpose of preparing the Host Town Program.

The processing of the data entered in the application form is carried out on the basis of our legitimate interest within the meaning of Art. 6 para. 1 lit. f) GDPR.

We only pass your personal data on to the persons within Special Olympics World Games Berlin 2023 Organizing Committee gGmbH and Special Olympics Deutschland e.V. who are active within the framework of the project “170 Nations - 170 Inclusive Communities / Host Town Program”. The data is, in particular, passed on to all jury members. Your personal data is fundamentally processed in Germany and in other European countries. If, as an exception, your personal data is processed in countries outside the European Union or the European Economic Area (so-called third countries), this is only done to the extent that certain protective measures ensure there is an appropriate level of data protection. Typically, we apply the following protective measures for this:

You can obtain further information on third country transfers or copies of these measures from the contact addresses given below.
We only store your data for as long as it is required for the implementation of the Host Town Program. If you do not participate in the Host Town Program, your personal data is deleted no later than three years after the rejection. If you participate in the Host Town Program, your personal data is deleted within three years of the end of the Special Olympics Games in Berlin. The data is only stored beyond this if there is a mutual interest in a continuing partnership.

3.11 Application form for the project “Special Olympics Festival”

In the context of application for the project “Special Olympics Festival” we only process the data that you have entered and sent to us via the registration form at https://forms.berlin2023.org/form-57621/form or https://forms.berlin2023.org/form-58120/special-olympics-festival-2023-easy-english(e.g. e-mail address or telephone number). The processing is carried out for the purpose of conducting the selection process, in particular so as to be able to provide feedback on (non-)participation in the Special Olympics Festival and, in case of participation, to establish contact for the purpose of preparing the Special Olympics Festival.

The processing of the data entered in the application form is carried out on the basis of our legitimate interest within the meaning of Art. 6 para. 1 lit. f) GDPR.

We only pass your personal data on to the persons within Special Olympics World Games Berlin 2023 Organizing Committee gGmbH and Special Olympics Deutschland e.V. who are active within the framework of the project “Special Olympics Festival”. The data is, in particular, passed on to all employees of the departments “Non-Sports Events” and “Event & Process Management”. Your personal data is fundamentally processed in Germany and in other European countries. If, as an exception, your personal data is processed in countries outside the European Union or the European Economic Area (so-called third countries), this is only done to the extent that certain protective measures ensure there is an appropriate level of data protection. Typically, we apply the following protective measures for this:

You can obtain further information on third country transfers or copies of these measures from the contact addresses given below.
We only store your data for as long as it is required for the implementation of the Special Olympics Festival. If you do not participate in the Special Olympics Festival, your personal data is deleted no later than three years after the rejection. If you participate in the Special Olympics Festival, your personal data is deleted within three years of the end of the Special Olympic Games in Berlin. The data is only stored beyond this if there is a mutual interest in a continuing partnership.

3.12 Application form for the project Host / guest program within the framework of Healthy Athletes®

In the context of application for the project Host / guest program within the framework of Healthy Athletes® we only process the data that you have entered and sent to us via the registration form for hosts or the registration form for guests (e.g. e-mail address or telephone number). The processing is carried out for the purpose of conducting the selection process, in particular so as to be able to provide feedback on (non-)participation in the Host / guest program within the framework of Healthy Athletes® and, in case of participation, to establish contact for the purpose of preparing the Host / guest program within the framework of Healthy Athletes®.

The processing of the data entered in the application form is carried out on the basis of our legitimate interest within the meaning of Art. 6 para. 1 lit. f) GDPR.

We only pass your personal data on to the persons within Special Olympics World Games Berlin 2023 Organizing Committee gGmbH and Special Olympics Deutschland e.V. who are active within the framework of preparing the Host / guest program of Healthy Athletes®. Your personal data is fundamentally processed in Germany and in other European countries. If, as an exception, your personal data is processed in countries outside the European Union or the European Economic Area (so-called third countries), this is only done to the extent that certain protective measures ensure there is an appropriate level of data protection. Typically, we apply the following protective measures for this:

Adequacy decision of the EU Commission: Recipients in Andorra, Argentina, Canada, Faroe Islands, Guernsey, Israel, Isle of Man, Japan, Jersey, New Zealand, Switzerland, Uruguay. Further information is available at: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en.

Standard contractual clauses: Other recipients. Further information is available at: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/standard-contractual-clauses-scc_en.

Exceptions according to Art. 49 GDPR: Other recipients.

You can obtain further information on third country transfers or copies of these measures from the contact addresses given below.

We only store your data for as long as it is required for the implementation purpose of preparing the Host / guest program within the framework of Healthy Athletes®. If you do not participate in the Host / guest program within the framework of Healthy Athletes®, your personal data is deleted no later than three years after the rejection. If you participate in the Host / guest program within the framework of Healthy Athletes®, your personal data is deleted within three years of the end of the Special Olympic Games in Berlin. The data is only stored beyond this if there is a mutual interest in a continuing partnership.

3.13 Enquiries by e-mail and telephone

If you contact us by e-mail, telephone or fax, your enquiry including all resulting personal data (name, enquiry) will be stored and processed by us for the purpose of processing your request. We do not disclose this data without your consent.

The processing of this data is based on Art. 6 (1) lit. b) GDPR if your request is related to the performance of a contract or is necessary for the execution of pre-contractual measures. In all other cases, the processing is based on our legitimate interests Art. 6 (1) lit. f) GDPR, as we have a legitimate interest in the effective processing of requests addressed to us.

3.14 Enquiries via the contact form

If you send us enquiries via the contact form, your details from the contact form, including the contact details you provide there, will be stored by us for the purpose of processing the enquiry and in the event of follow-up questions. We do not disclose this data without your consent.

The processing of this data is based on Art. 6 (1) lit. b) GDPR if your request is related to the performance of a contract or is necessary for the execution of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective processing of the enquiries addressed to us (Art. 6 (1) lit. f) GDPR) and your consent pursuant to Art. 6 (1) lit. a) GDPR.

The data you enter in the contact form will be stored by us until you request us to delete it, withdraw your consent to store it or the purpose for storing the data no longer applies (e.g. after we have completed processing your enquiry). Mandatory legal provisions - in particular retention periods - remain unaffected.

3.15 Newsletter

If you would like to receive the newsletter which is offered on the website, we request an e-mail address from you as well as information which allows us to verify that you are the holder of the provided e-mail address and that you agree to receive the newsletter. No further data is collected or only on a voluntary basis. We use this data exclusively for sending the requested information and do not disclose it to third parties.

The processing of the data entered in the newsletter registration form is based exclusively on your consent Art. 6 (1) lit. a) GDPR. You can withdraw your consent to the storage of the data, the e-mail address and their use for sending the newsletter at any time, for example via the "unsubscribe now" link in the newsletter. The lawfulness of the data processing already carried out remains unaffected by the withdrawal.

The data you provide us with for the purpose of receiving the newsletter will be stored by us and the Sendinblue GmbH as the newsletter provider until you unsubscribe from the newsletter and will be deleted from the newsletter distribution list. Data that has been stored by us for other purposes remains unaffected by this.

After you have unsubscribed from the newsletter distribution list, your e-mail address will be stored by us or the newsletter provider in a blacklist, if necessary, in order to prevent future mailings. The data from the blacklist will only be used for this purpose and will not be merged with other data. This serves both your interest and our interest in complying with the legal requirements when sending newsletters (legitimate interest within the meaning of Art. 6 (1) lit. f) GDPR). The storage in the blacklist is not limited in time. Your email address will only be permanently deleted from the blacklist if you exercise your right to deletion. 

You can object to the storage if your interests outweigh our legitimate interest.

Another newsletter is sent using "MailChimp", a newsletter sending platform of the US provider Rocket Science Group, LLC, 675 Ponce De Leon Ave NE #5000, Atlanta, GA 30308, USA.

The email addresses of our newsletter recipients, as well as their other data described in this notice, are stored on MailChimp's servers in the USA. MailChimp uses this information to send and evaluate the newsletter on our behalf. Furthermore, according to its own information, MailChimp may use this data to optimise or improve its own services, e.g. for the technical optimisation of the dispatch and the presentation of the newsletters or for economic purposes in order to determine from which countries the recipients come. However, MailChimp does not use the data of our newsletter recipients to write to them itself or to pass it on to third parties.

The privacy policy of MailChimp can be found here: https://mailchimp.com/legal/privacy.

3.16 (Online) Surveys

In order to be able to publish your data transmitted to us as part of an (online) survey, we have to process and save your data. We process your data for the purpose of introducing/portraying you on the channels of the Special Olympics World Games Berlin 2023 and Special Olympics Deutschland e.V. (website, social media, newsletter and press releases). Social media channels include: Facebook, Instagram, Twitter, LinkedIn and YouTube. The introductions/portraits of you may contain the publishing of your answers and photos that you have sent us as part of the (online) survey. Your specified contact details will only stored by us for processing and follow-up questions. We do not pass on this data without your consent.

The processing of the data transmitted by you as part of an (online) survey is based on your consent in accordance with Art. 6 (I) lit. a) GDPR.

The data transmitted by you will be saved by us or our providers for online questionnaire creation. These providers include 123Formbuilder and Microsoft Forms. The data transmitted by you will be stored by us until you request us to delete it, withdraw your consent to store it or the purpose for storing the data no longer applies. Mandatory legal provisions - in particular retention periods - remain unaffected.

4. Storage period

We only store your personal data for as long as is necessary to fulfil the purposes as described. The assessment of the time periods necessary for this is carried out through careful evaluation, in the course of which we carefully review the requirement for data processing:

  • If we process your personal data on the basis of your consent, this will be done at the longest until you withdraw your consent.
  • If we process your personal data on the basis of your legitimate interests, this will be done at the longest until your legitimate objection.
  • Beyond this, we only retain your personal data insofar as this is necessary for the performance of our contractual and legal obligations or for the preservation of evidence within the framework of the statutory limitation provisions. The most important statutory retention obligations result from Section 257 of the German Commercial Code (HGB) and Section 147 of the German Fiscal Code (AO) and are six and ten years respectively. The statutory retention periods can be up to thirty years in accordance with §§ 195 et seq. of the German Civil Code (BGB), whereby the regular retention period is three years.

After expiry of the applicable retention periods, we will permanently delete or anonymise your personal data in a secure manner.

5. Your rights as the data subject

As a user of our website, you have various rights under the GDPR, which arise in particular from Articles 15 et. seq. of the GDPR:

5.1 The right to withdrawal

In accordance with Art. 7 (3) of the GDPR, you have the right to withdraw your consent at any time without giving reasons with effect for the future.

5.2 The right to be informed

You can request information pursuant to Art. 15 GDPR about your personal data processed by us. In your request for information, you should specify your request in order to make it easier for us to arrange the necessary data. Please note that your right to information may be restricted under certain circumstances in accordance with the statutory provisions (in particular Section 34 BDSG).

5.3 The right to rectification

If the information concerning you is not (or no longer) correct, you can request a rectification in accordance with Art. 16 of the GDPR. If your data is incomplete, you can request that it be completed.

5.4 The right to erasure

You can request the deletion of your personal data under the conditions of Art. 17 GDPR. Your right to erasure depends, among other things, on whether the data concerning you is still required by us for the fulfilment of our legal obligations.

5.5 The right to restrict processing

Within the framework of the requirements of Art. 18 GDPR, you have the right to request a restriction of the processing of the data concerning you.

5.6 The right to data portability

In accordance with Art. 20 GDPR, you have the right to obtain your data that you have provided to us in a structured, common and machine-readable format.

5.7 The right to object

According to Art. 31 GDPR, you have the right to object to the processing of data concerning you at any time on the basis of your particular situation. However, we cannot always comply with this, e.g. if legal provisions oblige us to process data within the scope of our statutory obligations.

5.8 The right to complaint

If you are of the opinion that we have not complied with data protection regulations when processing your data, you can lodge a complaint with the Berlin State Commissioner for Data Protection and Freedom of Information, Friedrichstraße 219 (visitor entrance Puttkamerstraße 16-18 (5th floor), 10969 Berlin, telephone: +49 30 13 889-0, Internet: https://www.datenschutz-berlin.de

5.9 Rights in relation to automated decision making and profiling

You have the right not to be subject to a decision based solely on automated processing which has legal effects concerning you or similarly significantly affects you. Automated decision-making based on the personal data collected does not take place.

6. Data security

We take appropriate technical and organisational measures to ensure a level of data protection appropriate to the risk, in accordance with the law and taking into account the state of the art, the cost of implementation and the nature, scope, context and purposes of the processing, as well as the various probabilities of occurrence and the level of risk to the rights and freedoms of natural persons.

The measures include, in particular, ensuring the confidentiality, integrity and availability of data by monitoring physical and electronic access to the data as well as access to, input of, disclosure of, assurance of availability of and segregation of the data. We also have procedures in place to ensure the execution of data subjects' rights, the deletion of data and responses to data breaches. Furthermore, we already take the protection of personal data into account in the development or choice of hardware, software and procedures in accordance with the principle of data protection, through privacy-by-design and through data protection-friendly default settings. 

SSL encryption (https): In order to protect your data transferred via our online service, we use SSL encryption. You can recognise such encrypted connections by the prefix https:// in the address line of your browser.

As the security of communications by e-mail cannot always be guaranteed, please do not include credit card details or other sensitive data (e.g. about racial or ethnic origin, political opinions, religion, health, etc.) in your e-mails to us. Data security measures are constantly adjusted as part of our quality management. However, we cannot guarantee that our service will be available at certain times; disruptions, interruptions or failures cannot be ruled out. The servers we use are carefully backuped on a regular basis.

Da die Sicherheit von Kommunikationen per E-Mail nicht immer gewährleistet werden kann, gebe bitte in Deinen E-Mails an uns keine Kreditkartendaten oder andere sensible Daten an (z.B. über die rassische oder ethnische Herkunft, politische Meinungen, Religion, Gesundheit u. A.). Die Datensicherheitsmaßnahmen werden im Rahmen unseres Qualitätsmanagements stetig angepasst. Wir gewährleisten jedoch nicht, dass unser Angebot zu bestimmten Zeiten zur Verfügung steht; Störungen, Unterbrechungen oder Ausfälle können nicht ausgeschlossen werden. Die von uns verwendeten Server werden regelmäßig sorgfältig gesichert.

7. Transfer of personal data to third countries and disclosure to third parties

7.1 Transfer to third countries

In principle, your personal data is processed in Germany and in other European countries. If, exceptionally, your personal data is processed in countries outside the European Union or the European Economic Area (so-called third countries), this only takes place if certain safeguards ensure that an appropriate level of data protection exists. Typically, we take the following safeguards for this purpose:

Further information on third country transfers or copies of these measures can be obtained from the above contact addresses.

7.2 Disclosure of data to third parties

In the event that we outsource certain parts of data processing ("data processor"), we contractually commit data processors (Sendinblue GmbH, Personio GmbH, Rosterfy PTY LTD, New Media Warehouse Limited, vivenu GmbH, Easyfind, Blue Oxygen Solutions, CDC, Cvent, Datev, Evento, Kronos, Iventis, TPT Hub, Wiz-Team) to use personal data only in accordance with the requirements of data protection laws and to ensure the protection of the rights of the data subject. Data transfer to entities or persons outside the EU does not take place and is not planned.

8. Children and youth

Persons under the age of 16 may not provide us with any personal data without the consent of their legal representatives. We also do not request any personal data from them, do not collect it and do not disclose it to third parties.

9. Social Media

The logos of social media companies are also featured on our website. These logos or icons serve as external links, so that no personal information is transferred to one of these providers without clicking on one of the icons. If the user clicks on one of the logos, he or she will be redirected to the website of the respective provider. Information on the processing of personal data by the respective providers can be found in their privacy policies:

  • Facebook: Facebook’s data policy can be found here.
  • Instagram: Instagram’s data policy can be found here.
  • LinkedIn: LinkedIn’s privacy policy can be found here.
  • Twitter: Twitter’s privacy policy can be found here.
  • XING: XING’s privacy policy can be found here.
  • YouTube: YouTube’s privacy policy can be found here.

If you do not want the above mentioned social networks to process your personal data, please do not click on the buttons mentioned.

10. Data Protection Officer

If you still have questions or concerns about data protection, please contact our data protection officer in writing or in electronic form: Special Olympics World Games Berlin 2023 Organising Committee gGmbH, for the attention of the data protection officer email: datenschutz@berlin2023.org.

At the state level, if you have any questions about data protection, you can contact the Berlin State Commissioner for Data Protection and Freedom of Information, Friedrichstraße 219 (visitor entrance Puttkamerstr. 16-18 [5th floor]), 10969 Berlin, phone: +49 30 13 889-0, internet: https://www.datenschutz-berlin.de.