Privacy Policy
Last updated: 03.10.2026
1. Controller
aimpera GmbH
Zeughausstraße 8c
54292 Trier, Germany
Represented by: Joscha Grüger, Felix Theusch, Maximilian Hoffmann
Phone: +49 162 7429084
Email: contact@aimpera.de
We have not appointed a data protection officer, as we are not legally required to do so. For any privacy-related question, please use the contact details above.
2. What this page is for
This page explains how aimpera processes your personal data when you use this booking platform to arrange a meeting with us, request a trade fair ticket, or both. It applies to every event page operated under this domain (e.g. booking.aimpera.de/<event>).
3. Purposes and categories of data
We only ask for what we actually need to organise your appointment and/or ticket, confirm it, and follow up with you as agreed. Depending on which of our forms you use, this may include:
- Contact details: name, email address, optionally phone number
- Business context: company, position/role
- Content of your request: your topic of interest, an optional free-text message (e.g. describing your current challenge), and any answers to additional questions the organiser has configured for a specific event
- Booking metadata: selected date and time, booking or ticket reference number, chosen language, timestamp, whether a requested ticket has already been sent to you
- Technical data: IP address, browser user agent and request timestamp, stored briefly by the web server and, for a short time, in rate-limiting counters to prevent abuse of the booking form
Fields marked as required must be filled in so that we can arrange the appointment or ticket; without them, we cannot process your request. All other fields are optional and processed only if you fill them in.
4. Legal basis
We process your data on the following bases:
- Art. 6(1)(b) GDPR (performance of a contract / steps taken at your request prior to entering into one) for arranging, confirming, reminding you of and carrying out the appointment or ticket request itself, including the calendar file and confirmation email;
- Art. 6(1)(f) GDPR (legitimate interest) for keeping the platform secure and free of abuse: this covers server logs, the rate limiter, the honeypot field, and – where enabled for a specific event – a simple arithmetic captcha. We have a legitimate interest in a reliable, spam-free booking process and weighed this against your interests before relying on it.
We do not use your data for advertising or newsletters, and we do not ask for consent for anything described in this policy because none of it goes beyond what is necessary for the purposes above. If we ever wanted to use your data for something else (e.g. a newsletter), we would ask for your separate, explicit consent (Art. 6(1)(a) GDPR) first.
5. Automated decision-making
We do not use any form of automated decision-making or profiling that produces legal effects concerning you or similarly significantly affects you. The only automated step involved is a deterministic display effect on the time-slot overview (some free slots may be shown as "fully booked" or "almost fully booked" to create a sense of urgency); this never restricts your actual ability to book a genuinely free slot and does not process any personal data about you individually.
6. Recipients / processors
Your data is processed on servers operated by [hosting provider – to be completed before going live] under a data processing agreement (Art. 28 GDPR). Confirmation and reminder emails are sent through an authenticated SMTP connection provided by [SMTP provider – to be completed before going live], likewise under a data processing agreement. We do not sell your data or pass it on to any other third party, and we do not use any third-party tracking, analytics or advertising services on this platform. The optional captcha is generated and checked entirely on our own server – no data is sent to any external captcha provider.
7. International transfers
We aim to process your data exclusively on servers located in the European Union / European Economic Area. [To be confirmed once the hosting and SMTP providers are finally selected; if any provider processes data outside the EU/EEA, this section will name appropriate safeguards, e.g. an adequacy decision or standard contractual clauses.]
8. Storage period
We keep booking and ticket data for up to 90 days after the end of the relevant event and delete or anonymise it afterwards, unless we are legally required to keep it longer (e.g. tax-relevant records) or a concrete security incident requires us to keep specific log entries longer to investigate it. Technical server logs used purely for security purposes are kept for a much shorter period and rotated regularly.
9. Your rights
You have the right to request access to the personal data we hold about you, to have inaccurate data corrected, to have it erased or its processing restricted, to receive a copy in a portable format, and to object at any time to processing based on our legitimate interest (Art. 15–18, 20, 21 GDPR). To exercise any of these rights, simply contact us using the details in section 1 – we usually respond within a few working days.
10. Right to lodge a complaint
You also have the right to lodge a complaint with a data protection supervisory authority, in particular in the German state where you live, work, or where the alleged infringement took place. The authority responsible for us is the Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz.
11. Technical and organisational measures
The platform runs exclusively over HTTPS. The booking database, configuration and log files are stored outside the publicly reachable web folder. Every booking is protected against accidental duplicate submission by a unique idempotency key. Administrative access requires a password stored only as a secure hash, uses protected sessions, and is rate-limited against repeated login attempts.
This document is a template drafted with reasonable care but does not replace individual legal advice. Please have it reviewed by a qualified lawyer and complete the bracketed placeholders before using this platform in production.