PRIVACY POLICY
FORUM BETASOL

PRIVACY POLICY – BETA SOL FORUM

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1. Responsible Parties
The following organizations are jointly responsible for the processing of personal data in connection with the BetaSol Forum:

• Verband der Hessisch-Pfälzischen Zuckerrübenanbauer e.V.

• Agrarservice Hessen-Pfalz GmbH

Rathenaustraße 10
67547 Worms, Germany
Email: verband@ruebe.info
Web: www.ruebe.info
Tel.: +49 6241 921920

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These organizations are the main entities responsible for planning, organizing, and conducting the BetaSol Forum, as well as for all data protection–related processes in connection with registration, communication, and event management.

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2. Collection and Processing of Personal Data
We process personal data only to the extent necessary for the proper operation of the website, the execution of events (Field Day, Tuber Dialogue, Conference), and communication with participants.

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3. Website Visit
When visiting our website, the following data is automatically collected:

• IP address

• Date and time of access

• Pages visited

• Browser type/version

• Operating system

• Referrer URL

These data are used for technical operation, security, and optimization of our offerings.
Legal basis: Art. 6(1)(f) GDPR.

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4. Contact
If you contact us via the contact form or by email, we process the data you provide (e.g., name, email address, phone number, message).
Processing is exclusively for responding to your inquiry.
Legal basis: Art. 6(1)(b) GDPR.

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5. Registration for Field Day, Tuber Dialogue, and Conference
During registration, we collect the following data:

• First and last name

• Title / function

• Institution / company

• Address

• Email address

• Phone number

• Selected event options

• Billing and payment information (depending on the booking system)

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These data are processed to:

• Register your participation

• Send confirmations, invoices, and organizational information

• Prepare the events both professionally and organizationally

• Create participant lists

• Provide you with relevant follow-up information (e.g., program updates, event instructions)

Legal basis: Art. 6(1)(b) GDPR (contract / event execution).

Further Use of Registration Data (objectively necessary & GDPR-compliant)

Your data may also be processed to:

• Enable post-event communication (e.g., feedback requests, distribution of materials)

• Comply with security and access regulations

• Perform statistical analyses to improve the event (anonymized where possible)

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Marketing is only conducted with your explicit consent.

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6. Submission of Contributions (Call for Presentations)
When submitting a contribution, we process:

• Name, title, contact information

• Institution / working group

• Abstract details

• Content of the submission

These data are used for:

• Evaluating submissions

• Program planning

• Communication with presenters

Legal basis: Art. 6(1)(b) and (f) GDPR.

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7. Sharing of Personal Data
Personal data are only shared if:

• Necessary for event execution (e.g., payment providers, ticketing services)

• Necessary for website operation (e.g., hosting provider)

• You have given explicit consent, or

• There is a legal obligation

Data are not transferred to third countries unless explicitly stated.

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8. Cookies
Our website uses cookies, distinguished as:

• Technically necessary cookies

• Optional cookies (analytics, convenience functions)

Optional cookies are only set after your consent.
Legal basis: Art. 6(1)(a) and (f) GDPR.

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9. Analytics / Tracking
(Only relevant if used – to be specified)
Use is solely based on consent (e.g., Google Analytics / Matomo).
Data are anonymized where possible.

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10. Data Retention & Deletion
Data are stored only as long as necessary for the purpose or required by law.
Registration data are deleted no later than the expiration of legal retention periods.

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11. Rights of Data Subjects
You have the following rights:

• Access (Art. 15 GDPR)

• Rectification (Art. 16 GDPR)

• Erasure (Art. 17 GDPR)

• Restriction of processing (Art. 18 GDPR)

• Data portability (Art. 20 GDPR)

• Objection (Art. 21 GDPR)

• Withdrawal of consent (Art. 7 GDPR)

Please direct requests to: betasol@ruebe.info

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12. Data Security
We implement technical and organizational measures to protect your data from loss, misuse, and unauthorized access.

13. External Links
Our website contains links to external websites.
We are not responsible for the content or data protection practices of these sites.

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14. Updates to this Privacy Policy
This privacy policy is regularly updated to comply with legal requirements.

Status: Dec. 2025