Round Table 9 Numbers Meeting · Round Table 9

Privacy policy

Last updated: 28 July 2026

We take the protection of your personal data seriously. This policy explains what personal data we collect when you use this website and register for the Numbers Meeting, why we process it, on what legal basis, who receives it, and what rights you have. Data processing on this website is carried out in accordance with the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).

1. Who is responsible (controller)

Freunde des Round Table 9 Saarbrücken e.V.
Patrick Adam
In der Helmerswies 14
66121 Saarbrücken, Germany
Email: info@rt9-euro.com

Because of our size and the nature of our processing, we are not legally required to appoint a Data Protection Officer.

2. Visiting the website (hosting & server logs)

Our website is hosted by IONOS SE, Elgendorfer Straße 57, 56410 Montabaur, Germany. When you visit the site, the hosting provider automatically collects and stores information in server log files that your browser transmits: browser type and version, operating system, referrer URL, host name of the accessing device, time of the request and the IP address. This data is not merged with other data sources.

Legal basis: Art. 6 (1)(f) GDPR. We have a legitimate interest in the technically error-free presentation and security of our website. A data processing agreement (Art. 28 GDPR) is in place with our host.

Contact form

Our contact page offers a form. If you use it, we process the details you enter (name, email address, message) solely to handle your enquiry; the message is delivered to us by email via Google (see section 4) and is not stored anywhere else. Legal basis: Art. 6 (1)(f) GDPR — answering your enquiry — or Art. 6 (1)(b) GDPR where your enquiry relates to registration or participation.

3. Registering for the Numbers Meeting

The heart of this site is the registration form. It is provided by a separate application embedded on the Register page and hosted by Vercel Inc. (USA). When you register, we process the details you enter, which may include: your first and last name, email address, phone number, your Round Table / Old Tablers club and association, country, the ticket/package you choose, details of an accompanying partner, shirt size, dietary requirements, and your home-hosting preference.

Purpose: to process your registration, organise and run the event (catering, accommodation, name badges, communication) and to send you a confirmation.

Legal basis: Art. 6 (1)(b) GDPR (performance of a contract and pre-contractual measures — your participation in the event). Where you provide dietary information that reveals health data, we process it only for catering and on the basis of your consent (Art. 6 (1)(a), Art. 9 (2)(a) GDPR); you may leave that field blank.

If you enter the personal data of an accompanying partner, you confirm that you are entitled to share it and that you have informed that person about this privacy policy.

Providing this data is necessary to take part; without it we cannot process your registration.

Payment

Card payments are handled by our payment service provider SumUp. Your card details are entered directly with SumUp and are processed by SumUp — we do not see or store your full card data. SumUp acts as an independent controller for the payment transaction; its own privacy policy applies (see sumup.com). If you choose bank transfer instead, we process the payment reference and the fact of payment to reconcile your registration. Legal basis: Art. 6 (1)(b) GDPR.

Where your registration data is stored

Registrations are recorded in a spreadsheet using Google Sheets (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland), and your confirmation email is sent through the same Google service. Google may process data on servers operated by its parent company Google LLC in the USA.

4. Recipients & processors

We only pass your data to third parties where necessary for the purposes above. The following providers process data on our behalf or as part of the service:

Where required, data processing agreements under Art. 28 GDPR are in place with these providers.

5. Transfer to third countries

Some of the providers above (in particular Vercel and Google) may process data in the USA. Such transfers are safeguarded by the EU Standard Contractual Clauses and/or the providers' certification under the EU–US Data Privacy Framework, which provide an adequate level of data protection.

6. Cookies

This website itself does not use tracking or analytics cookies. The embedded registration form may set technically necessary cookies that are required to carry out the payment process; these do not track you across websites.

7. Encryption

This site uses SSL/TLS encryption for security. You can recognise an encrypted connection by the "https://" in your browser's address bar and the lock symbol.

8. Retention

We keep your registration data for as long as it is needed to organise and follow up the event, and delete it within 12 months after the event — unless longer statutory retention periods (for example under commercial or tax law) apply, in which case the data is restricted from further processing until those periods expire.

9. Your rights

Under the GDPR you have the right to: access your data (Art. 15), have it corrected (Art. 16) or erased (Art. 17), restrict its processing (Art. 18), data portability (Art. 20), and to object to processing (Art. 21). Where processing is based on your consent, you may withdraw that consent at any time with effect for the future (Art. 7 (3)). To exercise any of these rights, contact us at info@rt9-euro.com.

10. Right to lodge a complaint

If you believe that our processing of your data infringes the GDPR, you have the right to lodge a complaint with a supervisory authority. The authority responsible for us is the Unabhängiges Datenschutzzentrum Saarland (Die Landesbeauftragte für Datenschutz und Informationsfreiheit, Saarbrücken — datenschutz.saarland.de). You may also contact the supervisory authority of your usual place of residence.

11. Changes to this policy

We may update this privacy policy to reflect changes to our processing or to legal requirements. The current version is always available on this page.