Data privacy information from SCC EVENTS GmbH
for Volunteers

The following English version is provided solely to aid in understanding. In the event of any conflicts arising about wording, the German original version shall be exclusively binding for all parties involved.

With this notice, we are informing you about the processing of your personal data by SCC EVENTS GmbH (hereinafter also referred to as “SCC” or “we”) and the rights to which you are entitled under data protection laws in the context of your registration for the Volunteer-Club and your registration and participation as volunteer at an SCC sports event.

1. Responsible for data processing and data  protection officer

SCC EVENTS GmbH
Olympiapark Berlin, Hanns-Braun-Straße / Adlerplatz, 14053 Berlin

Managing directors: Christian Jost, Jürgen Lock

E-Mail: informationspflicht@scc-events.com

Telefon: 030 / 30 12 88 - 10

Fax: 030 / 30 12 88 – 20

The data  protection officer can be reached by post at the above address, attn.: “data privacy” or by e-mail: datenschutz@scc-events.com

2. Purposes and legal basis of data processing

We process your personal data in accordance with the legal regulations of the EU Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG) .

Your personal data is processed within the scope of your registration for the Volunteer-Club and your further use of your individual user account, as well as your subsequent registration and anticipated participation as a volunteer at an SCC sports event. For registration and application via the Volunteer-Club portal https://volunteer.scc-events.com/login and to participate as a volunteer, the Volunteer-Club regulations https://www.scc-events.com/corporate/volunteers/bestimmungen/ apply.

The legal basis for the lawful processing of your personal data results from:

1. Art. 6 (1) lit. b) GDPR for the initiation, implementation and termination of the volunteer assignments on the basis of the volunteer regulations: In order to provide the volunteer account and the log-in area in the Volunteer Club portal, at least these data must be provided for registration: First name, last name, country of residence, email address and password. Confirmation of registration using the verification code sent to the e-mail address provided is required before personal access to the log-in area can be set up. In addition, the personal profile in the volunteer account must be completed by providing further data: Gender, nationality, date of birth, place of birth, address, mobile phone number, clothing size (jacket, T-shirt), shoe size, choice of packed lunch. Further data within the scope of registration may become subject to processing if voluntarily provided by you, e.g. an uploaded profile picture, information on your skills and knowledge (industry, profession, driving licence, language skills, volunteer experience, SCC e.V. department, special skills), your interest (such as preferred volunteer area, motivation). For operational planning purposes, when registering as a volunteer for a sports event, the choice of event, the desired area of deployment and, if applicable, a so-called affiliation note must be recorded in the volunteer account. In the context of participation as a volunteer in a sports event, the aforementioned data will be processed for the implementation of the volunteer assignment, e.g. for the coordination of appointments, insurance coverage, assignment planning, necessary accreditation procedures, volunteer equipment, creation of volunteer certificates, food vouchers, reimbursement of travel costs and similar volunteer activities relevant to the event.
2. Art. 6 (1) lit. f) GDPR on the basis of a balancing of interests: e.g. to assert legal claims, to defend legal disputes, to ensure IT security, for the purpose of direct advertising and event reminders (mail and e-mail), for media coverage by the press and media, for the documentation of advertising measures for sponsors and partners, for event documentation, as part of the creation of professional event images (photo and video) by exclusive photo and video service providers. Information on published photo and video recordings processed as part of your participation as a volunteer in the sports event is available at https://www.scc-events.com/corporate/kontakt/datenschutz/informationspflicht.
3. Art. 6 (1) lit. c) for the fulfilment of legal obligations such as commercial and tax law retention obligations, obligations under company law, contract law, data protection law and civil law or supervisory law requirements in compliance with the respective legal regulations.
4. Art. 6 (1) lit. a) GDPR with your consent, e.g. to register for the newsletter or for other purposes explicitly described in the respective declaration of consent.
   

Insofar as we have been granted consent to process personal data for specific, previously stated purposes, the lawfulness of this processing is given on the basis of the consent. Consent given can be revoked at any time. The revocation of consent does not affect the lawfulness of the data processed until the revocation.                                                

3. Recipients or categories of recipients of personal data

In order to fulfil our contractual services and legal obligations, your data is partly processed in part by external service providers and partners if this is necessary to fulfil the aforementioned purposes and is permitted by law. In doing so, we always follow the provisions of data protection law, in particular any processing carried out by service providers engaged by us only takes place after the conclusion of contracts with a corresponding confidentiality clause.

In the context of the publication of photo and video recordings on our Internet pages, on social media profiles and on video platforms, it cannot be excluded that personal data may be transferred to the USA or to other countries outside the European Economic Area (EEA) (so-called third countries). Further information on the transfer of such data to third countries can be found in this document under point 6).

In principle, when publishing personal data on the Internet (regardless of the platform selected), it cannot be ruled out that this data may also be accessed from countries that do not have an adequate level of data protection. A permitted publication of personal data on the Internet does not constitute a transfer of personal data to a third country in this sense.

Information on published photo and video recordings processed as part of your participation as a volunteer in the sports event is available at https://www.scc-events.com/corporate/kontakt/datenschutz/informationspflicht.

The operators of the social media platforms are jointly or separately responsible and are listed below:

1. Twitter: Twitter International Company, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07 Ireland
2. Facebook: Meta Platforms Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland
3. Instagram: Meta Platforms Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland

The operators of the video platforms are own responsible parties or order processors and are listed below:

1. Vimeo: Vimeo Inc., 555 West 18th Street, New York, 10011, USA
2. YouTube: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland

4. Duration of data storage

We process your data in order to carry out your registration as a volunteer and to provide you with an individual volunteer account. You can change your registration data (last name, first name, e-mail address, gender, nationality, date and place of birth) by sending us an explanatory notification.

Your personal details stored in your volunteer account and your event-related selections and assignments will not be deleted as long as you are registered for volunteer assignments with us. If you send us a message to this effect, we will delete your account in the Volunteer Club portal. This does not affect data processing operations that are subject to retention or open data processing operations.

Disbursement data and receipts as well as insurance certificates are archived insofar as they are subject to statutory retention obligations. There are various statutory retention periods (tax law, tax code) of up to 10 years from the end of the calendar year in which a helper's assignment took place, because of which we do not delete certain data, but archive it (payment data, accounting data, proof of insurance). Storage for the assertion, exercise or defence of legal claims is also possible. After expiry of the legal retention periods, this data is completely deleted.

In connection with your registration and participation in a sports event, further personal data may be processed. Further information can be found in the data protection information of the respective event at https://www.scc-events.com/corporate/kontakt/datenschutz/informationspflicht.

Log and protocol data are deleted as soon as they are no longer required, at the latest 3 months after retrieval of our online offers (websites, online booking portal). Further information can be found in the data protection declarations of the respective website.

We store data processed on the basis of consent until it is revoked or until the respective purpose is fulfilled. Corresponding details can be found in the respective declaration of consent. The revocation of consent does not affect the lawfulness of the data processed until revocation.

We store the data protection enquiries we respond to with regard to information, correction, deletion or restriction of processing, as well as other enquiries from data subjects or supervisory authorities on data protection issues for 3 years for the purpose of accountability.

5. Rights of data subjects

All data subjects have the right to access the personal data referred to in Art. 15 GDPR, the right to obtain rectification of their inaccurately stored data according to Art. 16 GDPR, the right to obtain the erasure of personal data according to Art. 17 GDPR, the right to obtain the restriction of the processing of their data according to Art. 18 GDPR and the right to receive their personal data  according to Art. 20 GDPR. Given consent can be withdrawn at any time. The withdrawal of consent does not affect the lawfulness of the processing performed until the withdrawal.

Right to object:

Pursuant to Art. 21 GDPR, data subjects also have the right to object at any time to the processing of personal data concerning them.

A) Individual right of objection according to Art. 21, (1) GDPR

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Art. 6, (1) lit. f) GDPR (data processing on the basis of a balance of interests). If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

B) Right to object to processing of data for direct marketing purposes pursuant to Art. 21,(2) GDPR

In individual cases, we process your personal data to carry out direct advertising (by post and by e-mail). You have the right to object at any time to the processing of your personal data for the purposes of such advertising. If you object to the processing for direct marketing purposes, we will no longer process your personal data for these purposes.

Please send any enquiries regarding the exercise of your rights as a data subject, stating your full name, by post or e-mail to our data protection officer: SCC EVENTS GmbH, Data Privacy Officer, Olympiapark Berlin, Hanns-Braun-Strasse / Adlerplatz, 14053 Berlin or datenschutz@scc-events.com.

Right of appeal:

If you suspect that we are processing your data unlawfully, you can, of course, seek judicial clarification of the issue at any time. In addition, any other legal option is open to you. Irrespective of this, you have the option of contacting a supervisory authority in accordance with Art. 77 (1) GDPR. The right of complaint pursuant to Art. 77 GDPR is available to you in the EU Member State of your place of residence, your place of work and/or the place of the alleged infringement, i.e. you can choose the supervisory authority to which you turn from the places mentioned above. The supervisory authority to which the complaint has been submitted will then inform you of the status and outcome of your submission, including the possibility of a judicial remedy pursuant to Art. 78 GDPR.

Note on publication:

We would like to point out that in particular the data of media reporting is only partially the responsibility of SCC EVENTS GmbH. In particular, printed products such as daily newspapers or live broadcasts via radio and television are subject to reporting in the public interest due to the competitive character of our sporting events, so that the rights of individual affected persons do not fundamentally prevail. Therefore, please contact us directly if you have any questions or requests concerning these topics: Revocation of a consent or objection to data processing in the case of publication of names, pictures or film recordings on the websites and social media appearances of SCC, on video platforms, on websites and social media channels of other operators (sponsors, associations, photo and video service providers), in the press or in media reports.

After the publication of personal data, the data can be accessed worldwide on the Internet. Further distribution or indexing by search engines or copies by third parties are thus possible. A deletion of these data cannot be guaranteed continuously.

In principle, when personal data is published on the Internet (regardless of the platform selected), it cannot be ruled out that the data may also be accessed from countries that do not have an adequate level of data protection. A permitted publication of personal data on the Internet does not constitute a transfer of personal data to a third country in this sense.

6. Data transfer to a third country or an international organisation

We sometimes transfer personal data to third countries or international organisations. A list of these services and service providers, which may be used in the course of registering as a user and using the online booking portal, can be found later in this document.

Third countries are countries outside the EEA where the GDPR is not directly applicable. The USA is a so-called third country. There is no adequacy decision by the EU Commission for the USA. It is therefore considered an unsafe third country. The level of data protection is not comparable to that in the EU. An adequate level of data protection cannot be ensured due to the legal situation in the USA.

In order to compensate for the existing data protection deficit in the event of a lack of an adequacy decision, we have agreed further appropriate guarantees for the processing of personal data with the service providers concerned in the third country or with the international organisation in addition to the standard data protection clauses, so that the data protection standards in these data transfers are compatible with the statutory data protection provisions of the EU and an adequate level of protection is ensured in the processing of the personal data.

7. Voluntary provision and necessity for providing personal data

Registration in the Volunteer Club and registration as a volunteer is generally voluntary. If you wish to work as a volunteer, registration in the Volunteer Club portal is necessary and contractually required in accordance with the Volunteer Club regulations, available at https://www.scc-events.com/corporate/volunteers/bestimmungen/, including confirmation of your registration by means of the verification code sent by e-mail. Failure to provide the data will result in the inability to receive a volunteer assignment.

Where information can be provided voluntarily, we have marked this information in the respective data collection form. You can revoke the processing of personal data on the basis of consent at any time for the future.

8. Automated decision-making, profiling

In order to carry out the selected payment method, automated decisions regarding creditworthiness may be made as part of the credit check of the respective payment service provider. If you believe that you have been wrongly excluded from the conclusion of a contract due to a credit check, you are welcome to explain your point of view to us in writing. We will then review the automated decision in accordance with Art. 22 (3) GDPR for your specific individual case. In order to be able to carry out the credit assessment, we may store and process your personal data in accordance with Art. 6 (1) lit. b) GDPR.

“Profiling” is a form of automated processing of personal data evaluating personal aspects relating to a natural person, in particular for the purpose of analysing or forecasting the data subject’s performance at work, economic situation, health, personal preferences or interests, reliability or behaviour, location or change of location, where this produces legal effects concerning the data subject or similarly significantly affects him or her. Your data will not be processed for profiling purposes at SCC EVENTS GmbH.