General Terms and Conditions
for IKV events
1. scope of application
These General Terms and Conditions (GTC) apply to all IKV events, including paid and free events, recruiting events, industry exhibitions, seminars, workshops and other event formats.
Deviating conditions of the participants are not valid unless the organizer expressly agrees to them in writing.
2. conclusion of contract & registration
The contract is concluded with the registration of the participant and the written or electronic confirmation by the organizer. The number of participants may be limited; places will be allocated in the order in which registrations are received.
3. services of the organizer
The scope of the services to be provided by the organizer can be found in the respective event description. We reserve the right to make changes to the program, in particular the replacement of speakers or adjustments to the schedule, provided that these do not significantly change the overall character of the event.
4. participation fees & terms of payment
The participation fees are due upon receipt of the invoice and payable without deduction. In the event of late payment, the organizer is entitled to charge reminder fees and interest on arrears.
5 Cancellation, withdrawal & rebooking
Cancellation by the participant is possible up to 28 days before the start of the event at the latest for a fee of 90,00 € plus VAT possible. The full participation fee will be charged in the event of later cancelations or no-shows. However, the participant may nominate a substitute.
These cancellation conditions do not apply to free events. Cancellation is requested in this case, but is not obligatory.
6. cancellation or change by the organizer
The organizer reserves the right to cancel or postpone the event for good cause (e.g. insufficient number of participants, illness of speakers, force majeure). In this case, any participation fees already paid will be refunded. Further claims are excluded.
7. liability
The liability of the organizer is limited to intent and gross negligence. No liability is accepted for participants’ personal belongings. Participants are responsible for ensuring that they have adequate insurance cover.
8. data protection
The organizer processes personal data exclusively for the processing of the event and within the framework of the legal regulations (GDPR).
During the event, a list of participants with their names, company and position (if applicable) can be displayed or distributed in order to promote the exchange and networking of participants. By registering, the participant agrees to this. An objection to inclusion in the list of participants can be made in writing at any time before the start of the event.
Further information can be found in IKV’s privacy policy. Participants have the right to information, correction, deletion and restriction of the processing of their data.
9. copyright / rights of use
The documents, presentations and other materials provided are protected by copyright and may not be reproduced, distributed or made publicly accessible without the prior written consent of the organizer.
10. photography and filming
The participant agrees that photos and videos may be taken during the event and used for documentation and marketing purposes. Any objection must be communicated in writing before the start of the event.
11. house rules / conditions of participation
Participants must comply with the house rules applicable at the venue. The organizer is entitled to exclude participants who significantly disrupt the course of the event or violate the conditions of participation from further participation.
12. final provisions
German law applies. The place of jurisdiction is, as far as legally permissible, the registered office of the organizer. Should individual provisions of these GTC be invalid, the validity of the remaining provisions shall remain unaffected.1 Scope of application
These General Terms and Conditions (GTC) apply to all IKV events, including paid and free events, recruiting events, industry exhibitions, seminars, workshops and other event formats.
Deviating conditions of the participants are not valid unless the organizer expressly agrees to them in writing.
Privacy Policy for IKV Recruiting Events
1. Purpose of Data Processing
As part of the recruiting event, personal data of participating students are processed for the following purposes:
- Organization and conduct of the recruiting event
- Pre-selection and preparation of meetings (“speed dating format”) between students and participating companies
- Transfer of application documents to participating companies for prior review and for conducting the interviews
- Documentation and public relations (e.g. website, social media, event reviews) using photographs and, where applicable, video recordings
- Promotion of future events organized by the organizer
2. Categories of Personal Data Processed
Application data
- Personal details (first name, last name)
- Contact details (email address, if applicable telephone number)
- Application documents (CV, cover letter, certificates, qualifications, if applicable photo)
- Information on degree program, university, field of study
Image and, if applicable, video data
- Photographs and, where applicable, video recordings taken during the event
3. Legal Bases for Processing
Data processing is carried out on the basis of the following legal grounds pursuant to Art. 6 GDPR:
a) Consent (Art. 6(1)(a) GDPR)
- Collection, storage, and transfer of application documents to participating companies
- Creation and publication of photographs and, where applicable, video recordings for public relations purposes and for promoting future events
Consent is given voluntarily and may be withdrawn at any time with effect for the future.
b) Contractual or pre-contractual measures (Art. 6(1)(b) GDPR)
- Processing of data insofar as this is necessary for participation in the recruiting event and for conducting the interviews
c) Legitimate interests (Art. 6(1)(f) GDPR)
- Organization of an efficient recruiting process
- Documentation of the event
- Public presentation of the organizer
The interests of the data subjects are duly taken into account.
4. Recipients of the Data
Personal data are disclosed to the participating companies of the recruiting event (application documents). Data are not disclosed to any other third parties.
5. Publication of Photographs
Photographs and, where applicable, video recordings may be published:
- on the organizer’s website
- on the organizer’s social media channels
- in print or online publications for reporting purposes and for promoting future events
6. Storage Period
- Application documents: up to 6 months after the end of the recruiting event
- Photo and video material: until consent is withdrawn or the purpose for processing no longer applies
After expiry of these periods, the data will be deleted or anonymized.
7. Withdrawal of Consent
Any consent given may be withdrawn at any time with effect for the future. The withdrawal should be addressed to: Datenschutz@ikv.rwth-aachen.de
The lawfulness of processing carried out prior to the withdrawal remains unaffected.
8. Rights of the Data Subjects
Data subjects have the following rights under the GDPR:
- Right of access (Art. 15 GDPR)
- Right to rectification (Art. 16 GDPR)
- Right to erasure (Art. 17 GDPR)
- Right to restriction of processing (Art. 18 GDPR)
- Right to object to processing (Art. 21 GDPR)
In addition, data subjects have the right to lodge a complaint with a competent supervisory authority.
9. Obligation to Provide Data
Providing application data is voluntary. However, participation in the recruiting event is not possible without providing these data.
10. Amendments to the Privacy Policy
The organizer reserves the right to amend this privacy policy as necessary in order to adapt it to legal or organizational changes.