Privacy Notices acc. to Artt. 13, 14 General Data Protection Regulation (GDPR) for the Volume Graphics Virtual Event Platform

This Privacy Notice is addressed to users of the 3D online platform of Volume Graphics GmbH, Speyerer Str. 4-6, 69115 Heidelberg, Germany (hereinafter "Volume Graphics", "we", "us"). In this Privacy Notice, we provide information about the processing of personal data in connection with the use of the Volume Graphics Virtual Event Platform. Please refer to our general data protection information, which is available on our website at:, for information on the processing of personal data by us in general. For special cases of data processing, special data protection notices apply, to which reference is made separately in each case.

1.     Name and Contact Details of the Controller

Controller acc. to Art. 4 (7) GDPR is Volume Graphics GmbH. You can contact us at:

Volume Graphics GmbH

Speyerer Str. 4 – 6

69115 Heidelberg


Phone: +49 6221 73920 60

Fax: +49 6221 73920 88


Managing directors having power of representation:

Christof Reinhart, Christoph Poliwoda, Thomas Günther

2.     Contact Details of the Data Protection Officer

You can contact our Data Protection Officer at:

Volume Graphics GmbH

Data Protection Officer

Speyerer Str. 4 – 6

69115 Heidelberg



3.     Processing Purpose, Legal Basis and Retention Period

We process the data of users of the 3D Online Platform. Users are participants in Virtual Events of Volume Graphics, actors of the Virtual Events such as exhibitors, speakers and sponsors, as well as visitors of our Virtual Showroom outside the event periods.

We collect personal data during online registration on our online platform, during registration for admission-restricted events, when users create their profiles within their user accounts, and in some cases automatically using various technologies.

After registration, the user receives access to a virtual online platform via a personalized user account ("User Account").

From time to time, Volume Graphics organizes virtual events on the platform at which products and services of Volume Graphics and, if applicable, various exhibitors are demonstrated and advertised and contact can be established with employees of Volume Graphics - in particular the sales staff - and, as the case may be, exhibitors, sponsors and speakers (individually referred to as "Actor" and collectively as "Actors") and other participants.

During the events, presentations and lectures can be followed live or their recording can be viewed afterwards ("Participation"). Furthermore, users can create their own profile to represent themselves and their company appropriately ("User Profile"). Some events offer the possibility to get in touch with other participants and/or the actors of the event ("Networking and Communication").


a) User Account

Use of the online platform requires registration under a personalized user account. For the creation and maintenance of the user account, Volume Graphics collects the title, full name and e-mail address of the user. The user account enables the user to access the events and the showroom of Volume Graphics and to use the platform services.

The legal basis for the processing is Art. 6 (1) 1 lit.b GDPR. 

b) User Profile

Upon registration, each user receives a simple user profile using salutation and full name. The data is processed for the purpose of providing the platform services. Salutation and name are visible to other users.

The legal basis for the processing is insofar Art. 6 (1) 1 lit.b GDPR. 

In addition, the user can create a detailed user profile on a purely voluntary basis and upload a profile photo, i.e. create a so-called virtual business card.

When creating the detailed user profile, Volume Graphics collects, in addition to salutation and name, as the case may be, in particular title, position and name of the company/organization, contact details, address, status (exhibitor, visitor, trade visitor, media representative), profile photo, professional interests and preferences, contact details of the user via social media accounts such as Xing and LinkedIn, and calendar ID.

If a user has filled in the business card with further information, this data is processed and used within the framework of the services offered. Thus, in the context of communication with participants and actors, further information is displayed in addition to the name in order to make the user's online presence more appealing, e.g. company affiliation and communication data.

In addition, the user may, for example

>         pass the business card to other participants, the actors or their delegated employees and/or Volume Graphics and its employees and ask them to contact him; and/or

>         if desired, release the business card for networking by checking the box.

The legal basis for the creation of the business card is in this respect Art. 6 (1) 1 lit.a GDPR. The user can retract the consent at any time with effect for the future by updating the details of the business cards and removing those voluntarily provided data with whose processing it no longer agrees. The lawfulness of the processing activity carried out until the retraction remains unaffected.

If an exhibitor creates an exhibitor profile, Volume Graphics regularly collects and processes the following data: Exhibitor name and category, address, stored URL, exhibitor description, business area, products, as well as business cards of the delegated employees and contact persons.

The legal basis for the processing is insofar Art. 6 (1) 1 lit.b GDPR. The data will be processed for the purpose of fulfilling the exhibitor agreement concluded with the exhibitor.

Volume Graphics processes the collected data within the scope of the event-related services (see below: Networking and Communication). 

c) Networking und Kommunikation

When using the event-related services such as networking and communication, for example via the avatars, via chats or via 1-to-1 video calls, Volume Graphics collects and processes the following data:

Full name, content, timestamp and history of the chat as well as date and time of agreed appointments, name of the conversation partner, type of appointment, notes on appointment entries, availability and the calendar ID.

If the user has entered additional information in his user profile, the status/role and name of the company/organization of the participants in the conversation or chat.

Networking und Matchmaking

While registration on the platform and the creation of the business card initially enables active contact to be made with other users, in particular with Volume Graphics staff and the exhibitors' stand personnel, networking offers users the opportunity to enter their contact data in the networking area and to release the data for contact to be made by other user—in particular also by the players and Volume Graphics.

Networking also includes so-called matchmaking. If the user has specified certain preferences in its user profile, other users can search for contacts of interest to them on the basis of these preferences and filter the business cards released for networking.

The online events are intended for the exchange, contacting and networking of people in the field of measurement services and non-destructive technology as well as for the discourse of the possible applications of Volume Graphics software products and the promotion of Volume Graphics' and the approved exhibitors' products and services.

By releasing the business card for networking by checking the appropriate box, the user therefore agrees to be contacted for the aforementioned purposes by participants, actors and Volume Graphics.

The legal basis for the processing in this respect is Art. 6 (1) 1 lit.a GDPR. The user can retract the consent at any time with effect for the future by removing the checkmark regarding participation in networking in its user profile. The lawfulness of the processing activity carried out until the retraction remains unaffected.

Important note: If the user has activated networking once, this setting also remains active for future online events until deactivated. If a user does not participate in a later event, other users can still contact it. However, Volume Graphics is not obliged to store the contact requests. These are regularly deleted from the history after the end of an event.

Passing the Virtual Business Card

If a user wishes to be contacted by others, it can pass its virtual business card to them. In this respect, a short note stating the purpose for which contact is requested is advantageous for the addressee.

The addressee is not obliged to respond to the contact. We therefore ask for your understanding if a contact request remains unconsidered.

Contacting the Sales Personnel

The User may establish contact with Volume Graphics sales personnel during Online Event in several ways.

It can:

>         contact avatars at Volume Graphics booths directly through their respective available channels;

>         pass its business card to Volume Graphics personnel and request to be contacted by Volume Graphics; and/or

>         share its business card for networking purposes.

The legal basis for processing the data varies depending on the case. In constellations one and two, the legal basis for the data processing is regularly Art. 6 (1) 1 lit.b GDPR, since the contact is primarily due to the interest in the products and services of Volume Graphics and can therefore be assigned to the pre-contractual area. In constellation three, the legal basis is Art. 6 (1) 1 lit.a GDPR (see in detail: Networking and Matchmaking).

d) Statistics and Cookies

Participation Statistics

During and after a visit to the online platform, statistical data is transmitted to Volume Graphics. If the user participates in an event, Volume Graphics receives information about the user's interactions on the platform. The information is collected via so-called cookies (see below in detail Cookies).

We process this data based on our legitimate interest in measuring and monitoring the success of the events, improving the online presence and aligning the events and event-related offers with the habits and preferences of the participants.

The legal basis for the preparation and evaluation of the statistics is Art. 6 (1) 1 lit.f GDPR.




In addition to the analysis cookies, we use other cookies to make the website experience and the visit to the platform as pleasant as possible. Therefore, based on our legitimate interests, we use mandatory cookies to maintain the functionality of the platform, as well as functional cookies to improve the user experience of the online platform, e.g. by storing the language settings (for the more details see cookies and cookie-settings below).

The legal basis for the collection and storage of this data is Art. 6 (1) 1 lit.f GDPR.   

Cookies and Cookie-Settings

Via the cookies Volume Graphics collects and processes in particular the following data:

Abbreviated IP address (i.e. anonymized IP address), rooms visited, sessions and interactions carried out within the virtual rooms as well as date, time and duration of participation.

Tabular overview of the cookies

In detail, we use the following cookies on the virtual platform:


Own/ Third Party

Stored Data



Cookie Type

Storage Period




Security - Verification of the transmission


Essential or technically required




Session (language-, profile- und role setting)

Security – Settings




_pk_id.6.4 964

Own (Matomo /Piwik—selfhosted)

User ID

Analysis—visitor statistics

Enables recognition of visitors returning to our platform page after their first visit.


1 year

_pk_ses.6.4 964

Own (Matomo /Piwik—selfhosted)


Analysis—visitor statistics

During its validity period the cookie serves to identify a visitor, so that despite their accessing the web page multiple times during this period their web page visit can be evaluated as an individual visit.


1 hour





Stores the decision to no longer be tracked by Matomo in future.

technically required

1 year



The user can manage the setting of cookies in the cookie settings. Because of the privacy-friendly default setting, we initially only set permissible cookies for which we do not require consent. The user can agree to advertising cookies and other cookies for which we require consent by confirming the button "accept all cookies". Via the cookie settings, the user can deactivate functional cookies and statistics cookies. Necessary cookies are mandatory for the operation of the online platform and cannot be deactivated.

Alternatively, the management of cookies is possible via the browser settings.

The user can restrict or entirely prevent the online platform placing cookies by means of its Internet browser deoending on its needs. Via the browser security settings the user can specify whether it wishes to

>         be informed of the placement of cookies so that it can decide individually whether to accept them,

>         generally accept cookies,

>         exclude the placement of cookies in particular cases (e.g. acceptance of third-party cookies), or

>         generally exclude the placement of cookies.

Every browser manages the cookie settings differently. The browser’s help menu describes how the browser’s cookie setting can be changed.

In addition, when cookies have already been placed the user can delete these in its browser settings. Please note that if all cookies are deleted completely, opt-out cookies that the user has already activated will also be deleted. In this case any objections the user has already declared will have to be declared again.

The deactivation and deletion of cookies also only affects the particular browser the user is using at the time, so the user will have to repeat this if it uses a different browser.

Please note that deactivating cookies might restrict the functionality of our web page.

e) Direct Marketing

If you register on our online platform, we reserve the right to use the e-mail address of users who have created a user account for the online platform to regularly provide updates and other information via e-mail on online events hosted by Volume Graphics GmbH via the online platform.    

This processing is in our legitimate interest to maintain our customer relationship and to keep users who have shown an interest in our virtual event informed about upcoming virtual events.

The legal basis for data processing are Artt. 6 (1) 1 lit.f, 5 (1) lit.a GDPR in conjunction with. § 7 (3) German Act Against Unfair Competition (UWG).

In order to keep you up to date on upcoming virtual events, you will receive regular updates on online events of Volume Graphics GmbH via e-mail.

You may opt out of receiving any updates to future events at any time, e.g., by sending an e-mail to Opting out will not incur any costs other than the transmission costs according to the base rates.

f) Livestreaming, Retrieval of On-Demand Videos

We process personal data for the organization and implementation of online events. As part of these events, we sometimes also offer program sections via livestream as well as on-demand videos for retrieval. On-demand videos are regularly provided via YouTube linking.

YouTube, Use of YouTube in Extended Data Protection Mode

Our web page incorporates videos via the provider YouTube. YouTube is operated by the US company YouTube, LLC, 901 Cherry Avenue, San Bruno, CA 94066, USA— a subsidiary of Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

YouTube videos are incorporated into our web page on the basis of our legitimate interest in making our online presence as attractive and interesting as possible for our visitors. The legal basis for the use of the YouTube videos is therefore Art. (1) 1 lit.f GDPR.

Like most web pages, YouTube also uses cookies to collect information about the visitors to its web page and viewers of YouTube videos. YouTube uses these among other things to collect video statistics, prevent fraud and improve the user-friendliness. At the same time as the cookies are deposited in your browser, a link is created to the Google DoubleClick network.

To limit the data collection by YouTube, we embed videos in the extended data protection mode. When you access a web page with an embedded video, initially a link to the YouTube server is created via your browser and the video is shown on the web page.

For this, YouTube needs your IP address. Therefore. when you are visiting our web page, as soon as you reach a web page on which a YouTube video is embedded your IP address is transmitted to YouTube.

However, according to YouTube your user behavior will only be tracked once you watch the video. As long as you do not watch the embedded video, YouTube will neither place cookies, nor create a link to the DoubleClick server.

If you should not agree to your web page visit being tracked by YouTube, then please do not watch the embedded video.

We would also like to point out that it is possible for YouTube to allocate the collected information to your YouTube membership account if you are logged in to YouTube during your visit to our web page. You can prevent this by logging out of your membership account before you visit our web page.

Unfortunately, we have no influence over the collection and processing of data by YouTube. We do not know the exact extent of this. The data collected by YouTube are also presumably processed outside the EU, as YouTube, LLC is a US company.

Google, LLC and its subsidiaries (which also include YouTube, LLC) are certified under the EU-US Privacy Shield, and are thus obliged to uphold the EU data protection standard. The corresponding entry in the Privacy Shield list can be found here:

The Privacy Shield was declared invalid by the ECJ in its ruling of July 16, 2020, Case C-3111/18 (the so-called Schrems II ruling). As a result, the Privacy Shield is no longer suitable to legitimize any data transfer to the USA. An adequate level of data protection is thus no longer guaranteed without further ado.

If you decide to watch the video, you therefore consent to the collection and processing of your data by YouTube, including the transfer of your data to the USA (Artt. 6 (1) 1 lit.a, 7, 49 (1) 1 lit.a GDPR).

You will find details of the data protection by YouTube and your rights in the Google data privacy policy, which can be viewed at:

Please address any requests for information about how YouTube handles your personal data directly to YouTube. The same applies to the assertion of further rights. Only YouTube has access to the data that is collected and is able to take corresponding measures and provide information.

However, we are happy to answer your queries at any time. You can email us at

4.     Data Recipients and Data Transfer to Third Countries

a) SaaS-Solution of the rooom AG

For the provision and operation of the 3D online platform, Volume Graphics utilizes the services of rooom AG, Löbstedter Straße 47a, 07749 Jena, Germany. Your data will therefore be transmitted to and processed by rooom AG. he processing of the data by rooom AG is based on a commissioned data processing agreement pursuant to Art. 28 (3) GDPR.

b) Processing of Data within the Volume Graphics Group

Volume Graphics is a company of the Volume Graphics Group. Certain services such as IT services are performed centrally by Volume Graphics. This concerns in particular the maintenance of a common group-wide customer relationship management system. In this respect, there may be a transfer of data within the group of companies.

The legal basis is our legitimate interest in designing our internal administrative processes efficiently and economically, Art. 6 (1) 1 lit.f GDPR in conjunction with. 48 GDPR.

If, in exceptional cases, a transfer of your data to affiliated companies in third countries should become necessary, this will take place on the basis of an adequacy decision by the European Commission and, if such a decision does not exist, on the basis of EU standard contractual clauses of the European Commission.

5.     Data Subject Rights

You have the following rights pursuant to the General Data Protection Regulation:

a)     Right to Information, Art. 15 GDPR

Acc. to Art. 15 GDPR, you have the right to obtain confirmation as to whether or not personal data concerning you is being processed, the right to information about such data and to further information, e.g. the categories of recipients of your data.



b)     Right to Rectification, Art. 16 GDPR

Where personal data concerning you and retained by us is incorrect, you can obtain its rectification acc. to the 1st sentence of Art. 16 GDPR. Furthermore, you can obtain the completion of your personal data retained by us, 2nd sentence of Art. 16 GDPR.

c)     Right to Erasure, Art. 17 GDPR

In accordance with Art. 17 GDPR, you can obtain the erasure of personal data concerning you without undue delay.

d)     Right to Restriction of Processing, Art. 18 GDPR

Acc. to Art. 18 GDPR, you can obtain the restriction of processing of your personal data in the cases specified there.

e)     Right to Data Portability, Art. 20 GDPR

Under the prerequisites of Art. 20 GDPR, you have the right to receive the personal data concerning you, which you have provided to us, and to have it transmitted to other controllers.

f)      Right to Object, Art. 21 GDPR

Acc. to Art. 21 GDPR, you have the right to object at any time to the future processing of personal data concerning you based on our legitimate interests within the meaning of Art. 6 (1) 1 lit.f GDPR. In particular, you have the right to object to the processing of your data for direct marketing purposes.

g)     Right to Withdraw Consent, Art. 7 (3) GDPR

You have the right to withdraw granted consents acc. to Art. 6 (1) 1 lit.a GDPR with effect for the future, Art. 7 (3) GDPR. This does not affect the lawfulness of the processing of your data based on the consent until such withdrawal.

h)     Right to Lodge a Complaint, Art. 77 GDPR

Furthermore, without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority acc. to Art. 77 GDPR. Acc. to Art. 19 GDPR, responsibility lies with the supervisory authority of the Land of Baden-Württemberg:

State Commissioner for Data Protection and Freedom of Information

Street address:

Königstraße 10a, 70173 Stuttgart, Germany

Postal address:

P. O. Box 10 29 32, 70025 Stuttgart, Germany

Phone: +49 (0)711/615541-0,

Fax: +49 (0)711/615541-15,


To exercise your rights and for general privacy issues, please send an e-mail to If you prefer any other communication channel, you can also contact us by mail, telephone or fax using the contact details of the controller specified above.

6.     Status and Changes in the Privacy Notes

These privacy notes were last revised: June 2021.

We update our privacy notes from time to time to adapt them to legal developments and to reflect changes in our company's internal processes.

If we make fundamental changes regarding the collection, use or dissemination of your personal data, we will notify you thereof by e-mail sent to the last e-mail address specified by you, and—if need be—asking for your consent again.

These changes do not affect your legal rights to information, rectification, restriction, erasure, objection, withdrawal and complaint.

In all other respects, the privacy policy of Volume Graphics GmbH shall apply: