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Data protection

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Audi Forums Data Protection

This data protection information pursuant to Art. 13 and 14 of the EU’s GDPR serves as information on how your personal data is processed by AUDI AG, Auto-Union-Strasse 1, 85045 Ingolstadt, Germany, (hereinafter referred to as “we” or “us”) in connection with services provided by Audi Forum.

In our Audi Forum, we provide you with various services relating to your visit to Audi, including new car pick-ups, discovery tours, ticket shop (e.g. for the Audi mobile museum or Audi cinema), culinary experience, Audi shops, Audi museum shop, events, conference bookings or the visitor service.

Personal data means any information relating to an identified or identifiable natural person. 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. Processing means any operation or set of operations performed with or without the aid of automated processes in connection with personal data such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or other form of provision, alignment or combination, restriction, erasure or destruction.

1. Who is responsible for data processing and whom can I contact?

The entity responsible for the processing of your personal data (the controller) is:
AUDI AG, Auto-Union-Strasse 1, 85045 Ingolstadt, Germany.

If you have concerns about data protection, you can also contact our company’s Data Protection Officer:
AUDI AG Data Protection Officer, Auto-Union-Strasse 1, 85045 Ingolstadt, Germany
E-mail: datenschutz@audi.de

If you wish to assert your data protection rights, please address them to
www.audi.de/betroffenenrechte

There you will find further information on how to assert your data protection rights.
If you have any general questions about this data protection notice or about the processing of your personal data by AUDI AG, please contact us using the following contact details:
AUDI AG, DSGVO Zentrale Anlaufstelle, Ettinger Straße, 85045 Ingolstadt, Germany
E-mail: dsgvo-zentrale-anlaufstelle@audi.de

2. What data do we process and what sources does such data come from?

We process personal data that we receive from you within the scope of our services, i.e. via the contact channels described.

The relevant personal data that we can process within the scope of our services includes:

• Private contact data (e.g. name, address, telephone numbers and e-mail address)
• Professional contact details (e.g., work address, e-mail and telephone number, company, department)
• Other personal data (e.g. date of birth, age group (e.g. pensioner), nationality)
• Account data (IBAN, BIC, account number, bank sort code, credit institution, account holder)
• Contract data (contract identifier, transaction data, information on purchases of products and services)
• Vehicle identification number (VIN)
• Vehicle number plate
• Photographs

Following on from the above, we process the following personal data within the framework of the services mentioned:

Vehicle pick-up: We process the data provided by you when booking the vehicle pick-up as well as the information and documents required for vehicle delivery, e.g. registration number. Further information can be found in our data protection information on the Audi pick-up day (www.audi.de/datenschutz).

Audi Forum and AUDI AG events: For the booking of tickets or seat reservations for AUDI AG events (e.g. Audi.torium, Audi cinema, events in the Audi Forum) and your participation in these events, we process personal data that we receive from you or from the ticket purchaser in connection with the ticket order. The relevant personal data includes: Surname, first name, e-mail address or telephone number (optional information for contacting AUDI AG in the event of short-term changes to the event) or, if applicable, the master number of AUDI AG employees). In addition, we may take photographs and film at the event. Photos of your person will only be taken with your express consent. We would like to draw your attention to the fact that photographs may also be taken during the event without your consent, whereby it may happen that your person is included in a photograph. We make sure that individual persons are as unidentifiable as possible.

Event tickets: For the booking of tickets to events of external organisers (e.g. DTM, football games) we transmit your data to the organiser of the event or the data is collected directly by the organiser or ticket seller in his booking system.
Discovery tours: For the implementation of discovery tours (e.g. factory tours, Audi Forum tours, museum tours), we process the personal data provided by you in the booking form.
Audi Shop: We process the personal data provided by you as part of the purchase of items in one of our shops, in particular name, reference number (for AUDI AG employees), transaction data, i.e. information on purchases of products and services as well as payment information.
Conference rooms: We process the personal data (e.g. name and contact data) provided by you as a participant or speaker when you register/register as a participant with us or that was transmitted to us by the conference organiser.
In order to fulfil the contract concluded between us and you or your company for the use of our conference rooms, we process the provision of various services using your following personal data: name and work contact data (address, company, e-mail address, telephone number), billing and payment data.

Visitor service/guest hospitality: For the purpose of looking after our visitors to the Audi Forum and providing them with a variety of experiences, we process the personal data you provide as part of your interaction with us.

Video surveillance: In order to be prepared for the corresponding “threat with weapons” scenarios (terror, mass shootings...) and to be able to initiate appropriate measures to protect employees, customers and visitors as well as the security forces deployed, appropriate video cameras have been installed in the Audi Forum. These are only activated when the alarm button is pressed. This measure enables the plant security/police to obtain an overview of the current situation on site in advance and to save time accordingly. Furthermore, the location can be better assessed and demarcated.

The video surveillance starts only after triggering the alarm buttons at the reception areas. At this time, customers, visitors, employees and a corresponding perpetrator can be in the video-monitored area.
In addition to the information on video surveillance, please also note the corresponding information signs in the entrance area.

Rental vehicle returns: If you use the option of returning rented vehicles to us, we process the personal data indicated by you in the return form.

Contests (e.g. Audi Young & Fun): We process the personal data you provide for participation in any contests for the purpose of conducting the contest. We will inform you about the processing of your personal data in connection with the execution of that specific contest.
Brochure orders: If you wish to order our current brochures (e.g. Audi Forum monthly programme), we will process the following data on the basis of your consent (Art. 6 Para. 1 S. 1 lit. a GDPR) for the purpose of delivering the brochure: surname, first name, address and (optionally) e-mail address.
Further product information: If you would like to receive information about our products and services, you can order these materials. For this purpose the following data will be processed for the purpose of marketing materials delivery within the scope of the consent given by you (Art. 6 Para. 1 S. 1 lit. a GDPR): surname, first name, e-mail address and/or telephone number. If you agree to be contacted by e-mail, we will use the so-called double opt-in procedure, i.e. we will send you an e-mail to the e-mail address provided with the request for a confirmation of your consent. You can find out how to revoke your consent in the section “What rights do I have?”

3. For what purposes do we process your data and on which legal basis?

We process your personal data for various purposes in accordance with the provisions of the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (Bundesdatenschutzgesetz [“BDSG”]).

The processing of your personal data must be supported by one of the following legal bases:

• You have provided your consent (Art. 6, para. 1, sub-para. 1a) GDPR).
• Processing is necessary for performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract (Art. 6, para. 1, sub-para. 1b) GDPR).
• Processing is necessary for compliance with a legal obligation pursuant to EU law or the law of an EU member state to which we are subject (Art. 6, para. 1, sub-para. 1c) GDPR).
• Processing is necessary to protect your vital interests or the vital interests of another person (Art. 6, para. 1, sub-para. 1d) 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 us (Art. 6, para. 1, sub-para. 1e) GDPR).
• Processing is necessary to safeguard the legitimate interests of AUDI AG or a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Art. 6, para. 1, sub-para. 1f) GDPR).

If in exceptional cases we process special categories of personal data (data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation) pertaining to you, one of the following legal bases must also be provided:

• You have provided your express consent (Art. 9, para. 2a) GDPR);
• Processing is necessary to protect your vital interests or the vital interests of another person and the data subject is physically or legally incapable of giving his/her consent (Art. 9, para. 2c) GDPR)
• Processing relates to personal data which you have made publicly available (Art. 9, para. 2e) GDPR).
• Processing is essential for the purpose of establishing, exercising or defending legal claims (Art. 9, para. 2f) GDPR).
• Processing is necessary for reasons of substantial public interest, on the basis of EU law or the law of an EU member state which shall be proportionate to the pursued goal, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject (Art. 9, para. 2g) GDPR).

Based on the foregoing, we process your personal data based on the following legal principles and for the following purposes:
Purpose
Legal basis
Legitimate interest for balancing of interests
Order, production and delivery of the vehicle
Contract fulfilment (vehicle purchase contract)
 
Conference rooms: Organisation of conferences and events and provision of related services, e.g.:  Creation of name badges and seat reservations, information about the conference and the speakers on our screens in the Audi Forum, conference documents, announcement of conference topics

Balancing of interests or fulfilment of contract (conference booking)

Fulfilment of our contractual obligations towards the organiser
Vehicle pick-up
Performance of contract (vehicle purchase contract or booking Audi pick-up day)
 
Events/event tickets: Ticket booking and admission management, checking availability and, if necessary, booking the desired event and making contact regarding confirmation of participation or changes to dates
Execution of pre-contractual measures and fulfilment of contract (ticket purchase)
 
Contests
Contractual fulfilment (contest participation)
 
Discovery tours, checking availability and, if necessary, booking the desired event and making contact regarding confirmation of participation or changes to dates
Execution of pre-contractual measures and fulfilment of contract (discovery tour)
 
Audi Shop: Processing your order
Contractual fulfilment (purchase agreement for Audi Shop item)
 
Events: Documentation of the event, film and photo shoots
Consent, balancing of interests
 
Support of our visitors
Balancing of interests, fulfilment of contract
 
Compliance with inspection and reporting duties under tax law, and with archiving data
Compliance with legal obligations, balancing of interests
Compliance with legal requirements and requirements of official authority
Disclosure in the context of measures taken by official authority or by courts for the purposes of taking evidence, prosecution and the enforcement of civil law claims
Compliance with legal obligations, balancing of interests
Compliance with legal requirements and requirements of official authority
Brochures and product information: Customer and potential customer hospitality, dispatch of informational brochures
Consent
 
Accounting for and tax assessment of business output
Contract performance, balancing of interests, compliance with legal obligations
Compliance with legal requirements and requirements of official authority
Audit and special audits, internal investigations
Balancing of interests
Verification of compliance with contractual and statutory obligations by AUDI AG, its employees and its sales partners, suppliers, etc., if necessary using the vehicle identification number
Statistical analysis for corporate management, cost recording and controlling
Balancing of interests
We have a legitimate interest in performing evaluations for the purpose of managing our business processes and controlling costs on the basis of the analysis of sales and order data according to model, sales channel, order status, analysis of in-demand versions and equipment, and reporting on performance indicators, if necessary using vehicle identification numbers.
Assertion of legal claims and defence in legal disputes

Balancing of interests

We have a legitimate interest in the assertion, exercise or defence of legal claims.
Please observe your rights of objection when processing data for the purpose of direct marketing or for personal reasons, and your right to withdraw consent (see the section “What rights do you have?” and the section “Information about your rights of objection”).

3.1 Is there an obligation to provide data?

In the framework of our business relationship, you must only provide us with the personal data that is necessary to carry out our services or which we are legally obliged to collect. Without this data, we would generally have to refuse to conclude the contract or provide the services, or we would no longer be able to carry out an existing contract and it may have to be terminated.

4. Who receives my data?

Due to the amount and complexity of data processing undertaken by AUDI AG, it is not possible to list every recipient of your personal data individually in this data protection notice. We therefore generally specify only categories of recipients.

Within AUDI AG, your data is made available to the units that require it as part of data processing (e.g. Sales Germany, IT department).

Third-party service providers engaged by us and working on our order to support data processing (so-called “processors”) may also receive data for these purposes. We only use processors based in Germany. Thus, for example, your IP address may be forwarded to a service provider so they can send you a newsletter you have ordered. Service providers may also be asked to make server capacities available. This includes:

• Participant management
• Event agency
• Catering
• Hosting providers and support partners

Your personal data will be disclosed by us to third parties only if this is necessary for the fulfilment of the contract, if we or the third party have a legitimate interest in the disclosure, or if you have given your consent. In addition, data may be transferred to third parties to the extent we are required to do so by law or by enforceable regulatory or judicial order. Third parties to whom we may transfer your personal data and who are responsible for upholding data protection law, irrespective of the services we provide, include

• External consultants of AUDI AG (e.g. lawyers, tax advisers and auditors),
• Event organisers with which you have booked a ticket
• Insurers,
• Authorities as part of their responsibilities (e.g. tax office, police, public prosecutor’s office),
• Courts,
• Other third parties, if you instruct us to pass on data or give your consent.

5. Is data transmitted to a third country?

We process your data in Germany. As a rule, we do not transfer your data to other countries or third countries (countries that are neither members of the European Union nor of the European Economic Area) or to international organisations.

Data may be transmitted to third countries (i.e. countries that are not members of the European Union or the European Economic Area) in exceptional cases if doing so is required for the provision of services to you, if it is required by law or if you have given us your consent.

Please note that not all third countries have a data protection level recognised as adequate by the European Commission. For data transfers to third countries where there is no adequate level of data protection, before we share data we will ensure that the recipient either has an adequate level of data protection (e.g. through self-certification by the recipient of the EU-US Privacy Shield or by agreement containing so-called “EU standard contractual clauses” of the European Union with the recipient) or if our users give their express consent. To do this, please use the contact information above.

You can obtain from us a copy of the specific applicable or agreed provisions to ensure an adequate level of data protection. To do this, please use the information in the Contact section.

6. How long will my data be stored?

We store your data for as long as this is necessary to provide our services to you or we have a legitimate interest in continued storage.

In addition, we are subject to various retention and documentation requirements pursuant to, inter alia, the German Commercial Code (Handelsgesetzbuch – “HGB”) and the Tax Code (Abgabenordnung – “AO”). The retention and documentation periods specified therein last up to 10 years. Finally, the storage period is also governed by statute of limitations periods, which can be up to 30 years, for example, pursuant to secs. 195 et seq. of the German Civil Code (Bürgerliches Gesetzbuch – “BGB”), whereby the general limitations period is 3 years.

Under certain circumstances, your data may need to be kept longer, e.g. if a legal hold or litigation hold (i.e. a ban on deleting data for the duration of the proceedings) is ordered in connection with official or judicial proceedings.

7. What rights do I have?

As the data subject, you are entitled to the following data protection rights:

Access: You have the right to receive information about the data stored about you at AUDI AG as well as the scope of the data that is processed and shared by AUDI AG, and to obtain a copy of your personal data that we have on file.

Rectification: You have the right to request immediate correction of information related to you that is incorrect as well as completion of incomplete personal data that AUDI AG has on file for you.

Erasure: You have the right to request immediate deletion of the personal data on file for you at AUDI AG if the statutory requirements for doing so have been met.
This is the case, in particular, if:
• Your personal data is no longer needed for the purposes for which it was collected.
• The sole legal basis for processing such data was your consent, and you have withdrawn such consent.
• You have objected to the processing for personal reasons on the legal basis of a balancing of interests and we cannot prove that there are overriding legitimate interests in favour of the processing.
• Your personal data was processed unlawfully.
• Your personal data must be erased in order to comply with legal requirements.
If we have transmitted your data to third parties, we will inform them about the erasure to the extent required by law.
Please note that your right to erasure is subject to certain limitations. For example, we may not and/or must not erase data that we are still required to retain due to statutory retention obligations. In addition, your right of erasure does not extend to data that we need in order to assert, exercise or defend against legal claims.

Restriction to the processing: Under certain conditions, you have the right to request that processing be limited (i.e. the marking of stored personal data with the goal of limiting its processing in the future). The requirements are:
• The accuracy of your personal data is contested by you and AUDI AG must verify the accuracy of the personal data.
• The processing is unlawful, but you oppose the erasure of the personal data and request restriction use of the personal data instead.
• AUDI AG no longer needs the personal data for the purposes of processing, but you require the data to establish, exercise or defend your legal claims.
• You have objected to processing pending the verification of whether the legitimate grounds of AUDI AG override your legitimate grounds.
Where processing has been restricted, such data will be marked accordingly and, with the exception of storage, will be processed only with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the EU or an EU Member State.

Data portability: To the extent that we automatically process your personal data that you have provided to us based on your consent or any contract with you (including your employment contract), you have the right to receive such data in a structured, commonly used and machine-readable format and have the right to transmit that data to another controller without hindrance from AUDI AG. You also have the right to have the personal data transmitted directly from AUDI AG to another responsible party where technically feasible, provided that such transmission does not adversely affect the rights and freedoms of others.
Right to object: If we process your personal data on grounds of legitimate interests or in the public interest, then you have the right to object to the processing of your personal data on grounds relating to your particular situation. In addition, you have an unrestricted right to object if we process your data for our direct marketing purposes. Please see our separate note in the section titled “Information about your right to object”.

Withdrawal of consent: If you have given consent to the processing of your personal data, then you can withdraw such consent at any time. Please note that the withdrawal applies prospectively only. Processing that occurred before the withdrawal of consent is unaffected.

Complaint: Furthermore, you have a right to file a complaint with a data protection authority (Datenschutzaufsichtsbehörde) if you believe that the processing of your personal data is unlawful. The right to file a complaint is without prejudice to any other administrative or judicial remedies. The address of the data protection supervisory authority responsible for AUDI AG is:
Bayerisches Landesamt für Datenschutzaufsicht
Promenade 27 (Schloss)
91522 Ansbach
Germany




7.1 Information about your right to object

Right to object for personal reasons

You have the right to object to the processing of your personal data on grounds relating to your particular situation. The prerequisite for this is that the data processing takes place in the public interest or on the basis of a balancing of interests. This also applies to profiling.

Insofar as we base the processing of your personal data on a balancing of interests, we generally assume that we can demonstrate compelling legitimate grounds but will, of course, examine each individual case.
In the event of an objection, we will no longer process your personal data, unless either of the following conditions apply:

  • We can demonstrate compelling legitimate grounds for the processing of this data that override your interests, rights and freedoms
  • Your personal data serves the establishment, exercise or defence of legal claims.



Object to the processing of your data for our direct advertising

If we process your personal data for direct advertising purposes, you have the right to object to the processing of your personal data for such purposes at any time; this also applies to profiling if the profiling is connected with such direct advertising. If you object to the processing of your personal data for the purpose of direct advertising, we will no longer process your personal data for this purpose.


Exercise of the right of objection
The objection can be made without form and should preferably be made to the contact data listed in this data protection notice.