1. Description of the Data Protection Activities
The privacy notice is provided in connection with customer management, event management, and networking (academic exchanges and exchanges with experts).
2. Name and Contact of the Controller
American Academy in Berlin GmbH
Am Sandwerder 17-19
14109 Berlin
GermanyAmerican Academy in Berlin
14 East 60th Street, Suite 1104
New York, NY 10022
USA
3. Contact Details of the Company’s Data Protection Officer at the AAB GmbH
Lars Beitlich
IfDuS GmbH
Landsberger Str. 396
81241 München
Tel.: +49 (89) 85 63 346 – 0
Fax: +49 (89) 85 63 346 – 90
E-Mail: privacy@ifdus.de
4. Purposes, Categories, and Legal Bases of the Data Processing
| Purpose | Categories | Legal Bases |
|---|---|---|
| Customer support services | Name, titles, and academic degrees; Address and contact information; Family information; Food restrictions; Event dates and thematic interests; Information about resume and/or career history; Group characteristics (e.g. customer group) |
Your data is processed based on our legal obligations under art. 6, para. 1 lit. a and c of the General Data Protection Regulation, as well as based on our legitimate interests under art. 6, para. 1 lit. f (customer service) of the General Data Protection Regulation. |
| Contract performance | Name, titles, and academic degrees; Event dates and thematic interests; Information about resume and/or career history; Group characteristics (e.g. customer group) |
Your data will be processed based on our legal obligations under art. 6, para. 1 lit. b of the General Data Protection Regulation and based on our legitimate interests under art. 6, para. 1 lit. f (invitation, stay, and public lecture) of the General Data Protection Regulation. |
| Prospect management | Name, titles, and academic degrees; Address and contact information; Family information; History of business relationship and correspondence; Information about resume and/or career history; Event dates and thematic interests |
Your data is processed based on our legal obligations under art. 6, para. 1 lit. a of the General Data Protection Regulation and based on our legitimate interests under art. 6, para. 1 lit. f (contact management) of the General Data Protection Regulation. |
| Product marketing | Name, titles, and academic degrees; Event dates and thematic interests; Information about resume and/or career history |
Your data is processed based on our legal obligations under art. 6, para. 1 lit. a of the General Data Protection Regulation and based on our legitimate interests under art. 6, para. 1 lit. f (contact management) of the General Data Protection Regulation. |
| Event management | Name, titles, and academic degrees; Event dates and thematic interests; Family information; History of business relationship and correspondence; Event dates and thematic interests; Information about resume and/or career history; Group characteristics (e.g. customer group) |
Your data is processed based on our legal obligations under art. 6, para. 1 lit. a and c of the General Data Protection Regulation, as well as based on our legitimate interests under art. 6, para. 1 lit. f (event management) of the General Data Protection Regulation. |
| Documentation of institutional history | Name, titles, and academic degrees; Address and contact information; History of business relationship and correspondence; Event dates and thematic interests |
Your data is processed based on our legal obligations under art. 6, para. 1 lit. a of the General Data Protection Regulation and based on our legitimate interests under art. 6, para. 1 lit. f (knowledge management) of the General Data Protection Regulation. |
| Academic exchanges and exchanges with experts | Name, titles, and academic degrees; Address and contact information; Event dates and thematic interests; Information about resume and/or career history; Group characteristics (e.g. customer group) |
Your data is processed based on our legal obligations under art. 6, para. 1 lit. a of the General Data Protection Regulation and based on our legitimate interests under art. 6, para. 1 lit. f (contact management) of the General Data Protection Regulation. |
5. Source of the Data
The controller collected the personal data directly from you or the data is coming from publicly available sources of which the publication purpose is compatible with the processing activities described in this document.
6. Recipients or Categories of Recipients of Personal Data
Processors appointed by the company include cloud service providers, other companies of the corporate group, and service providers who are essential for corporate services, e.g. companies offering IT services, experts, and consultants.
7. Transfer of Personal Data to Third Countries
The data may be transferred to countries within and outside of the European Economic Area, in particular also to the United States of America. The company takes adequate and suitable security measures pursuant to applicable data protection laws to protect your data and ensure secure data transmission.
8. Duration of Retention of Personal Data
Usually, your personal data is stored for the duration of the business relationship or as long as it is necessary to comply with the legal retention periods defined to fulfil the specific tasks. In certain cases, such as participant lists for events, your data will be stored in the American Academy’s research archive.
| Purpose | Retention period |
|---|---|
| Customer support services | 10 years |
| Contract performance | 10 years |
| Prospect management | 5 years / 10 years for data communicated via email |
| Product marketing | 5 years / 10 years for data communicated via email |
| Event management | 10 years |
| Documentation of institutional history | Permanently |
| Academic exchanges and exchanges with experts | 5 years / 10 years for data communicated via email |
9. Rights of the Data Subjects
Pursuant to the European GDPR you, the data subject, have the following rights:
If your personal data is processed, you have the right of information on which data concerning you was processed (art. 15 GDPR).
In case inaccurate personal data was processed, you have the right to obtain rectification of the data concerning you (art. 16 GDPR).
Where the legal requirements are met, you may request erasure of your data or restriction of processing and object to the processing of the data concerning you (art. 17, 18 and 21 GDPR).
If you have consented to data processing or a contract pertaining to data processing exits or data processing is carried out by automated means, you have the right of data portability – where applicable (art. 20 GDPR).
Should you exercise any of the rights mentioned above, the controller reviews if the legal requirements are met for this purpose.
To exercise your rights, please contact the Data Protection Officer in charge. In case of any data protection complaints you can contact the competent supervisory authority, the Berlin Commissioner for Data Protection and Freedom of Information (Berliner Beauftragte für Datenschutz und Informationsfreiheit).
10. Right of Revocation of Consent
If you have consented to the processing of your personal data by the controller having made an according declaration, you may revoke the consent with effect for the future at any time. The lawfulness of data processing carried out until the revocation remains unaffected by this due to your former consent.
Updated on: 26.08.2026