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Representation of the State of Baden-Württemberg to the European Union


How we process your personal data

(Information according to article 13 and 14 of the General Data Protection Regulation)


You have been contacted or invited to an event of the Representation of the State of Baden-Württemberg to the European Union. While we are processing your personal data, we value your privacy and, accordingly, place the highest priority on data security. The subsequent notes will give you further information  


  • about whom you may turn to with your questions regarding data protection and to whom you may assert your rights as a data subject under the General Data Protection Regulation (GDPR),
  • regarding the legal basis on which we rely to process your data,
  • about how we process your personal data and  
  • on your specific rights under the GDPR.


The State Representation in Brussels shall process your data pursuant to the GDPR. You may access the full text of the GDPR in its present form under http://eur-lex.europa.eu (European Union Law).


For information regarding the protection of personal data processed while using our website, please go to https://www.baden-wuerttemberg.de/en/header-undfooter/data-protection/.


1. Who controls the processing of your personal data and to whom questions and claims can be addressed?


a) Data controller


Data controller is the State Representation in Brussels:


Representation of the State of Baden-Württemberg to the European Union

Rue Belliard / Belliardstraat 60 - 62

B-1040 Brussels / Bruxelles / Brussel

Belgium / Belgique / België

phone: +32 / 2 / 74177-11

telefax: +32 / 2 / 74177-99

e-mail: poststelle@bruessel.bwl.de


b) Your contact regarding the protection of your personal data:

our data protection officer


The State Representation is a subdepartment of the State Ministry Baden-Württemberg. At the State Ministry, there is a person to whom you may address your concerns – if you wish so, confidentially:


Data Protection Officer / Behördlicher Datenschutzbeauftragter

State Ministry Baden-Württemberg

Richard-Wagner-Str. 15

D-70184 Stuttgart

Deutschland / Allemagne / Duitsland

E-mail: datenschutz@stm.bwl.de


The Data Protection Officer deals with data protection issues within the State Ministry. Regarding other data protection issues where the State Ministry is not involved, you are welcome to contact the State Commissioner for Data Protection. This is your central contact in the State of Baden-Württemberg for data protection.


2. On what legal basis and to which purposes do we process your personal data?


The State Representation in Brussels supports the Baden-Württemberg state government in all European matters. It informs the state government and the public about present discussions and concerns that affect Baden-Württemberg in a united Europe and represents Baden-Württemberg’s interests on the European level. It is our task to organize events and stay in touch with persons who are related to the state of Baden-Württemberg in various ways.


We process your personal data with the purpose to keep you informed about issues within the scope of our commitment and to invite you to events that might be of interest to you. In order to fulfil that task we process


  • your name,
  • your affiliation to an institution,
  • your position within that institution and  
  • your basic contact data.


We collect said data based on article 6 paragraph 1 subparagraph 1 point (e) GDPR, if our contact with you is part of our tasks carried out in the public interest. That is generally the case if you hold a public electoral office or are an officer of a German entity under public law (e.g. the state of Baden-Württemberg), or a comparable institution of any other state, region, of the European Union or its agencies as far as they are connected to us by our or their tasks carried out in the public interest. Other than that, especially if you are connected to us by any other occupational or private interest, we process your personal data on the basis of your consent (article 6 paragraph 1 subparagraph 1 point (a) and article 7 GDPR) that you may withdraw at any time just by giving an informal notice to us.


We process special categories of personal data like data concerning health only on the basis of your consent (article 9 paragraph 1 point a GDPR), for instance if you inform us about any allergies you may have with respect to catering at one of our events.


For any other than the aforementioned purposes, we process your personal data only if there is a specific legal basis or if you have specifically consented to this processing.


3. From what sources may we gather your personal data?


If your contact to us is part of our task within the public interest, we may collect data from publicly accessible sources such as public listings (e.g. the public register of the European Parliament) or websites of your institution.


Other than that, we generally may collect your personal data directly from you, only. In some cases, we may receive your personal data out of a conversation with a third person that is in touch with you as well as with us, for example by disclosure of an e-mail or hand-over of your business card. We do not, however, undertake any systematic collection of personal data apart from such single occasions.


4. To whom may we disclose your personal data?


The State Representation in Brussels discloses your personal data to its officers and employees and to third parties only on a legal basis or your specific consent.  


a) We store and use your data in databases. While processing it within the State Representation in Brussels, we will disclose it only to persons that are entrusted with the planning, registration and organization of events or with establishing and maintaining public relations or with the cultivation of contacts.


 In order to fulfil our tasks we cooperate with carefully selected service providers such as IT service providers, caterers or security firms. They process your data on our behalf only to a necessary extent and within strict confinements of a contract or another legal act.


b) We transmit your personal data to a third person or institution in principle only when it is necessary in order to fulfil our task or to enable the recipient to fulfil his or her task. Those recipients are


  • the Baden-Württemberg State Ministry as our superior authority,
  • other Baden-Württemberg state ministries when cooperating with us, for instance during the organization of events,
  • other partners as co-organizers of events, however only to the extent that is necessary for a proper organization of the event; you may derive such information from our invitation.


5. For how long do we store your personal data?


We would like to stay in touch with you. Our assignment to keep you informed we regard as a permanent task. If we process your personal data as part of our task carried out in the public interest, we store it as long as our professional relationship lasts. If we process your personal data based on your consent, storage is generally based on your ongoing consent that you may withdraw at any time.


6. Are you obliged to disclose your personal data to us and what are the consequences if wish not to disclose it?


If we process your personal data as part of our task carried out in the public interest, you may be obliged - under the law applicable to you - to disclose the personal data relating to your office.


Other than that, there is no obligation to disclose any personal data, neither that which is usually processed pursuant to statutory law nor data that is processed based on your consent.  


However, if you choose not to share your personal data with us, you may not be able to receive specific information regarding our events and other news from the State Representation in Brussels. Alternatively, you may gain access to such information from our website, which however only provides information for the general public.


7. No automated decision-making, no profiling


We do not use any means of automated decision-making including profiling.


8. Your rights as data subject


In order to protect your personal data efficiently, the GDPR awards you as a data subject with a number of rights, that you may assert against us as the data controller:  


a) Right of access (article 15 GDPR):  


You have the right to obtain information about the data stored with us concerning your person at any time, informally and without justification. This also applies to their origin and recipients as well as the purpose of the storage. It makes it much easier for us to provide this information if you tell us in what context you think we have received your data. In addition, please direct your enquiry – as far as possible – to an already known contact person on the Ministry.


b) Right to rectification, right to erasure and right to restriction of processing (articles 16 to 18 and 20 GDPR)  


We are grateful for any hint you may want to give us in case the data stored concerning your person is incorrect. Additionally, you have the right to rectification of inaccurate personal data concerning you without undue delay and to have incomplete personal data completed (article 16 GDPR).


A right to erasure is granted by article 17 GDPR, especially in case the processing of data concerning you is or has become unlawful.


Under the conditions of article 18 GDPR you have the right to restriction of processing.  


According to article 20 GDPR, you have the right to receive the personal data, which you have provided to us, in a structured, commonly used and machinereadable format.


9. Right to withdraw your consent and/or to object to a lawful processing (article 7 paragraph 3 and article 21 GDPR)


If we are processing your personal data based on your consent, you may withdraw this consent with effect for the future at any time, even without giving reasons, in accordance with article 7 paragraph 3 subparagraph 1 of the GDPR.

In addition, you have the right to object to the processing of your personal data at any time for reasons arising from your particular situation in accordance with article 21 of the GDPR. In such a case, we may only continue to process your data if there is a compelling reason to do so.


10. Right to file a complaint to a supervisory authority (Article 77 GDPR)


We take great concern in the protection of your personal data. If you have any concerns regarding the protection of your personal data stored with us or if you have reason to believe that your data is being processed unlawfully, you may contact us at any time.  


Alternatively, you have the right to submit a complaint to a supervisory authority. You may direct your complaint to the supervisory authority of your home country within the European Union or the supervisory authority for the state of Baden-Württemberg, the state commissioner for data protection or  


Landesbeauftragter für den Datenschutz


70173 Stuttgart

E-mail: poststelle@lfdi.bwl.de

Internet: https://www.baden-wuerttemberg.datenschutz.de