Data protection declaration for events at the SWP

[pursuant to Art. 13 GDPR - Duty to inform when collecting personal data from the data subject]

[pursuant to Art. 14 GDPR - duty to inform if the personal data were not collected from the data subject].

As of: 07/2018

Thank you for your interest in the work of the SWP and its research results.

We attach great importance to the protection of your data and the protection of your privacy. To ensure that you are fully informed about the collection, processing and use of personal data, please read the following information.

1. Responsible for the processing of personal data

The person responsible for the processing of your personal data within the meaning of data protection law is

German Institute for International and Security Affairs (SWP)
German Institute for International and Security Affairs
Ludwigkirchplatz 3-4
10719 Berlin
Phone: +49 30 88007 – 0
e-mail: info(at)swp-berlin.org
Chairman of the Executive Board: Prof. Dr. Volker Perthes

If you have any questions about data protection at SWP, you can contact our data protection officer at any time:

2. Data protection officer

You can contact our data protection officer as follows:

Data Protection Officer of
German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3-4
10719 Berlin
E-Mail: datenschutz(at)swp-berlin.org

3. Further information on the processing of your data

When you register for an event, we require certain data from you, depending on the type of event. The invitation or registration form indicates which information is required and which is voluntary. Your data will not be passed on to third parties. Any exceptions (e.g. at cooperation events) will be clearly communicated during registration.

We process your data for the following purposes:

  • for the organisation, execution and execution of the event. This includes, in certain cases, the preparation of panelists for whom it may be important to know who will be attending the event.
  • to network the participants of the event by issuing name tags and displaying lists of participants if necessary: on your name tag we only list your name; your name, your function and your institution will appear on the list of participants, unless you object to this,
  • to plan future events and research activities and, if suitable, to invite you to attend them,
  • to check whether you should be included in the general address database of the SWP because you are important for our research or as a recipient of our research results,
  • to prove that we may process your data, in particular send you information by e-mail,
  • to fulfil our statutory, fiscal and budgetary obligations and interests including controlling, the fight against fraud and corruption and the documentation of our activities; in particular if you are fed during the event or receive refunds, we must store your registration and, if applicable, invoice and payment data,
  • only if expressly pointed out, also for the documentation of the event by photo and film recordings, which can also be used for public relations work of the SWP.
  • Due to the security situation of the SWP, you must present a valid photo ID for admission to the events. It is used for comparison with the participant list. We do not collect any data from your identity card.


In the case of cooperation events, your data may also be transmitted to the cooperation partner and processed by him for the aforementioned purposes. Please note the supplementary information on the individual events.

Your data will not be used by us for automated decision making or for profiling within the meaning of Art. 22 GDPR.

4. Legal basis of processing and duration of storage

The legal basis for data processing for the organisation, implementation and handling of the event is Art. 6 para. 1 subpara. 1 letter b GDPR, except in the case of passing on the list of notified participants, for which the legal basis is Art. 6 para. 1 subpara. 1 letter f GDPR and the legitimate interest is the proper preparation of the panelist.

The legal basis for data processing for the purpose of networking the participants of the event is Art. 6 para. 1 subpara. 1 letter f GDPR. The interest of the SGP and the participants in specialized networking and the interest of the SGP in fulfilling its statutory tasks, namely the implementation and, if necessary, publication of scientific studies in the fields of international politics and foreign and security policy with the aim of policy advice on the basis of independent scientific research, for which the contacts to be established through networking are useful.

The legal basis of data processing for the purpose of planning future events and research activities and, if suitable, of inviting you to attend them, is Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interest in this respect is the fulfilment of the statutory purpose of the SWP, namely the conduct and, if appropriate, publication of scientific studies in the fields of international relations and foreign and security policy with the aim of providing policy advice on the basis of independent scientific research. In the SWP, topics are pursued over years or even over decades and are taken up again and again, eventually also in another research group. For this it is necessary to be able to fall back on the concepts for events including their composition (distribution lists/ attendee lists). We assume that your interests do not conflict with this, as the SWP does not invite an undifferentiated public to its events, but a specifically selected specialist audience.

The legal basis for data processing for the purpose of checking whether you should be included in the general address list of the SWP is Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interest in this respect is the fulfilment of the statutory purpose of the SWP, namely the conduct and, if appropriate, publication of scientific studies in the fields of international relations and foreign and security policy with the aim of providing policy advice on the basis of independent scientific research. To this end, our scientists need information about political and social actors and our distribution management needs to process the data in order to ensure that our publications reach and supply suitable addressees for specific target groups.

The legal basis of the data processing for the purpose of proof of permission is Art. 6 para. 1 subpara. 1 letter c in connection with. Art. 5 para. 2 GDPR and Art. 24 para. 1 GDPR as well as Art. 6 para. 1 subpara. 1 letter f GDPR. Justifiable interest is the defence against legal claims.

The legal basis for tax retention is Article 6 (1) (1) (c) of the GDPR in conjunction with Article 6 (1) (c) of the GDPR. § 147 AO.

Legal basis for processing in order to fulfil our obligations and interests under statutory and budgetary law, including the controlling, the Fighting fraud and corruption and documenting our activities is Art. 6 para. 1 subpara. 1 letter f GDPR. Justified interests are the fulfilment of our statutory and budgetary obligations in order to continue our work properly and to continue to receive benefits, the economical and appropriate use of our resources, the fight against fraud and corruption and ensuring that our work meets our ethical requirements.

The legal basis for the production of photographs and films and the subsequent processing is Art. 6 para. 1 subpara. 1 letter f GDPR or, if you are expressly asked for your consent, Art. 6 para. 1 UAbs. 1 letter a DSGVO. Rightful interests are the documentation and publication of the work of the SWP and the statutory and meaningful use of funds, which in today's time often requires photography and filming, at suitable events also the documentation and public dissemination of the entire or essential content of the event.

The legal basis for processing for the purpose of identity checks is Art. 6 para. 1 subpara. 1 letter f GDPR. The legitimate interests of the SWP and the participants of the event are the protection of the event from disruptions and the safety of the participants.

We delete your data for business letters and other tax-relevant documents regularly by 31 March of the seventh calendar year following their creation, and for booking receipts by 31 March of the eleventh calendar year following their creation. We delete your data three months after the end of the event for the purpose of the event, the networking of the participants of the event and, if applicable, the security check; for the purpose of proof of permission by 31 March of the fourth calendar year following the last mailing of information. The check as to whether you should be included in the general database of the SWP will take place within three months after the event, after which your data will no longer be processed for this purpose. In order to plan future events and research activities and, if suitable, to invite you to attend, we will check for each individual event whether the data will remain important for this purpose in the future. If this is the case, invitation distribution lists and participant lists of events are generally stored for an unlimited period of time. However, after 30 years at the latest and every ten years at the latest thereafter, the need for continued storage shall be reviewed; if further storage is not required, the data shall be deleted. Identity checks are not saved, but only checked on entry using a personal document.

For the purpose of fulfilling our statutory and budgetary obligations and interests, including controlling, the fight against fraud and corruption and the documentation of our activities, we will process your data regularly no later than 31 March of the eleventh calendar year after its creation.

For the purpose of the documentation of the event by photo and film recordings and for the public relations work of the SWP an unlimited processing takes place in principle. However, by 31 December of the following year of the end of the event at the latest, it will be checked whether the photographs and films are still required and, if so, whether processing can be limited in time. If the examination reveals that due to the importance of the event, processing cannot initially be limited, a new examination shall be carried out by 31 December of the year following the last examination at the latest.

5. Recipient of your data

Our distribution management, our conference management, the persons entrusted with the organization, execution and handling of the event have access to your data, technically necessary also our IT administrators. For the purpose of planning future events and research activities and, if suitable, to invite you to attend, the employees entrusted with this task have access to invitation distribution lists and participant lists. For the purpose of networking, your name, function and institution are also accessible to other participants. Photographs and films, which are published or otherwise processed for documentation or public relations purposes may be accessible to anyone. In individual cases, we may use an order processor who uses your data exclusively for these activities on our behalf for certain activities. The latter is strictly bound by our instructions and may not process or pass on the data for his own purposes. The list of registered persons (with names and institution/position) can be passed on to the panelists. In the case of cooperation events, your data can also be passed on to the cooperation partner; please note the details of the respective event.

Your data will be processed by us or on our behalf exclusively in Germany. For cooperation events, please refer to the information in the individual case.

6. Voluntary disclosure of your data

The provision of your personal data is not mandatory. However, we cannot accept your registration without stating the data indicated as required in the registration form. If you do not provide us with proof of your identity at the entrance on request, you will not be able to enter the event.

7. Your rights

According to the Basic Data Protection Ordinance you have

  • the right to free information about your stored personal data,
  • the right to rectification or cancellation or to limitation of processing,
  • the right to object to the processing,
  • the right to data transferability.


If the processing is based on consent, you have the right to revoke your consent at any time without prejudice to the legality of the processing carried out on the basis of the consent until revocation or the processing on another legal basis.

As far as a processing of your personal data is based on art. 6 para. 1 para. 1 lit. e or f GDPR, you have the right to object to the processing according to art. 21 GDPR. If your objection is made for reasons arising from your particular situation, we will no longer process your personal data unless we can prove compelling reasons worthy of protection for the processing, which outweigh your interests, rights and the processing serves to assert, exercise or defend legal claims.

You also have the right to complain to a data protection supervisory authority about our processing of your personal data, for example to the supervisory authority responsible for us:

Berlin Commissioner for Data Protection and Freedom of Information,
Friedrichstraße 219,
10969 Berlin,
Phone 030/138890,
Fax 030/2155050,
e-Mail: mailbox(at)datenschutz-berlin.de.

If you have any questions or requests regarding data protection, you can of course simply contact our data protection officer at any time: datenschutz(at)swp-berlin.org.