Privacy information for artists
Photo/video recordings by KTG photographers at events

This data protection information concerns the following facts:

Koblenz-Touristik GmbH (KTG) takes photos / videos of the artist itself or through an external photographer / videographer during / before / after its performance for reporting as well as promotional use, including disclosure to third parties.

Basic information on data processing:

The made picture and video recordings are, as far as they show the artist recognizable, personal data.

This data protection declaration explains the processing of the photo/video recordings by KTG when an internal photographer is engaged in accordance with Article 13 DSGVO:

A. Name and contact details of the data controller:

Koblenz-Touristik GmbH, Bahnhofplatz 7, 56068 Koblenz,

Managing Director: Claus Hoffmann
Phone: 0261/ 30388-0
Fax: 0261 / 30388-11

B. Data Protection Officer

The data protection officer of the data controller can be reached as follows:

c/o Koblenz-Touristik GmbH, see the address and further contact details under A;

C. Basic information about this data protection information

Article 13 DSGVO establishes an obligation to provide information when personal data is collected, e.g. when photos are taken. This information serves to fulfill the obligations of the responsible parties according to Article 13 DSGVO.

D. Individual operations

1.creation of the photos/video recordings: Creation, selection and processing of the photos, image database,

1.1 Description of data processing, storage, purpose

Digital apparatus is used to create the recordings. During the creation of the photographs, the date, time, location (GPS coordinates of the shooting location) and other technical data (focal length of the camera, use of flash, etc.) are also recorded (hereinafter also referred to as "supplementary data"). This supplementary data is used for the otherwise impossible assignment of an image / video, the selection according to technical quality criteria, e.g. resolution / pixels or similar, and the setting and use within the image database.

If necessary, during the production of the image and video recordings, already blurred or merely serving the technical preparation will be deleted by the photographer. After the event and, in the case of events lasting several days, possibly also at the end of each day of the event, the digital files will be copied to a server used by the person responsible and operated in the Federal Republic of Germany and deleted from the apparatus or the memory card contained therein. After this, a rough preliminary check of the images is carried out by the photographer, who deletes image files that are blurred or unsuitable for the intended use, e.g. incorrect image detail, averted faces, insufficient exposure, etc. The remaining photos are stored in an image database.

If necessary, the images are first stored in analog form and then assigned one or more properties and further information within the image database, such as "event name, name of photographer, order, date of event, time / calendar year of shooting, information / subject of shooting / activity".

If required, an editing of all or part of the selected recording is carried out afterwards or in advance, e.g. different image detail, image composition, shortening of the video etc.. This can also be done later because of a specific purpose of use.

The creation of the recordings, their selection and editing serves the preparation and implementation of advertising for the City of Koblenz and third parties, cf. the contract concluded or sent as a draft. For this purpose, the image and video recordings together with the supplementary data will be stored digitally for an indefinite period of time on a server operated in Germany by Koblenz- Touristik GmbH until the purpose of use ceases to apply. Thereafter, the images will be archived and kept for proof of use in accordance with the contract.

1.2 Legal basis

The legal basis for the processing of the data is Art. 6 para. 1 lit. b DSGVO.

1.3 Possible recipients of the data, storage period, third countries, sources

Internal recipients of the recordings / files and the supplementary data are the marketing department (booking, organization and execution of the image and video recordings, selection of images, processing of images, operation of the image database, use for advertising) and accounting (billing) of Koblenz-Touristik GmbH, insofar as this data is required there.

Regarding the publication of the pictures and the passing on to third parties, we refer to section 2 of this information.

2.publication of the photos, disclosure to third parties

2.1 Use and disclosure by Koblenz-Touristik GmbH

The picture and video recordings are used for advertising and public relations purposes

  • for and by the city of Koblenz as well as
  • advertising for and by the other third parties named in the contract or draft contract,
  • in particular for the promotion of this event, its follow-up reporting, for documentation, promotion of possible follow-up events (e.g. review of 2021, announcement of the appearance of the licensor at a follow-up event, e.g. Electronic Wine 2022, ff)). The purpose of the photographs is also to visualize the advantages of the city of Koblenz, including for tourism, trade & business, business development.

The photos created are to be used for advertising for the city of Koblenz, its own companies, its subsidiaries, its associated companies, for public institutions of the city of Koblenz, for the General Directorate of Cultural Heritage RLP, Skyglide Event Deutschland GmbH (Koblenz Seilbahn), for the state of Rhineland-Palatinate, the future Federal Garden Show 2029, for special-purpose associations in which the city of Koblenz is involved, and for advertising the regions "Rhine / Moselle / Rhineland-Palatinate / Germany".

This also includes, for example, advertising for events organized by the city of Koblenz or third parties, advertising for and by the catering industry, hotels, trade fairs, tour operators, use for merchandising purposes

Copies of image files are therefore made available to the third parties for use as required and, if necessary, transferred to their service providers who are involved in the implementation and/or preparation of the advertising measures, e.g. printers, web service providers, advertising agencies, etc..

The advertising measures are also partly carried out on the Internet, e.g. on websites of the recipients named in the above paragraph, in their social media channels, on websites and social media channels of other media and third parties (e.g. newspapers, TV, Internet platforms), both in an editorial and in an advertising context, e.g. insertion of advertisements on third-party websites, banner advertising or similar.

In this context, it is possible that the image files are transmitted to a third country, e.g. the USA, insofar as a service provider has its registered office there or the data storage and data use also takes place there. Insofar as, for example, providers such as Google or Facebook, USA, are involved, these currently have certification in accordance with the so-called EU Privacy Shield, which represents an appropriate guarantee within the meaning of Art. 46 DSGVO.

2.2 Documentation of the processes

In order to track the lawful use of the images by the other recipients, Koblenz-Touristik GmbH records in each case which image/video recording or file is transmitted to which recipient at what time, in what form and for what purpose. This information is recorded on the IT systems of Koblenz-Touristik GmbH and, if necessary, in paper documentation and stored indefinitely for legal defense. The legal basis for this is Art. 6 para. 1 lit. b DSGVO.

E. Your rights as a data subject - overview:

You have the following rights as a data subject:

-the right to information according to Article 15 DSGVO

-the right to rectification according to Article 16 DSGVO

-the right to erasure according to Article 17 DSGVO

-the right to restriction of processing according to Article 18 DSGVO

-the right to data portability according to Article 20 DSGVO

-the right to object according to Article 21 DSGVO

-the right to lodge a complaint with a supervisory authority under Article 77 GDPR

Download as PDF