Privacy

Who is responsible

The controller for personal data processed on this website is:

Construction Technology and Robotics Laboratory e.V. (CTRL e.V.) Im Süsterfeld 2, c/o Institut für Baumanagement, Digitales Bauen und Robotik im Bauwesen 52072 Aachen, Germany Email: info@ctrl-rwth.de

The association is represented jointly by its board members (see the Impressum). For any data protection question, write to info@ctrl-rwth.de.

Visiting this website

When you open the site, our hosting provider Vercel processes the connection data technically needed to serve it (IP address, time, page requested, browser type) and to keep it secure. The legal basis is our legitimate interest in operating the site safely (Art. 6(1)(f) GDPR).

We set one cookie to remember your language choice (German/English). It is necessary for the site to work and is set without consent.

Analytics (Vercel Analytics) is loaded only if you accept it in the cookie banner. Without your consent no analytics runs at all, and you can reset your choice in your browser at any time. The legal basis is your consent (Art. 6(1)(a) GDPR).

Membership applications (Community, Builder, Company)

When you apply through our join form, we process what you enter — name, email address, the membership tier you chose and the tier-specific details we ask for — in order to decide on your application and administer the membership.

For Builder and Company memberships we generate a pre-filled membership application including a SEPA mandate as a PDF. That document contains your payment details and is stored with our provider Vercel Blob; signed copies you send back are stored there too.

The legal basis is entering into and performing the membership (Art. 6(1)(b) GDPR) and, for accounting records, compliance with legal obligations (Art. 6(1)(c) GDPR).

Event registration and applications

To register you for an event we process your name and email address. For events with an application process (such as the Construction Robotics Hackathon) we also process what you enter in the application form: affiliation, field of study, skills, experience level, motivation text, links and — if you provide them — team members and dietary requirements.

The legal basis is handling your participation or your application (Art. 6(1)(b) GDPR). Your application is read and decided by the CTRL board, and we tell you the outcome by email.

Dietary requirements: this field is optional. It can reveal information about your health or your religion and therefore counts as a special category of personal data. We process it solely to plan catering, and only if you gave your explicit consent in the form (Art. 9(2)(a) GDPR). You can withdraw that consent at any time — just write to us.

Team members: if you apply as a team and enter other people's names and email addresses, you confirm in the form that you have informed them and have their permission. Those people can ask us at any time what we hold about them, or have it deleted.

Waitlist: if an event is full, we store your name and email address so we can tell you when a spot opens up.

Photos and video

Photos and video are taken at our events. We only publish material in which you are recognisable if you explicitly agreed in the registration form (Art. 6(1)(a) GDPR). That consent is optional, is not required in order to take part, and can be withdrawn for the future at any time — a short email is enough.

Payments

Paid memberships and events are handled through Stripe (Stripe Payments Europe, Ltd.). You enter your payment details — in particular your IBAN for SEPA direct debit — directly with Stripe; our own database stores the payment references and the payment status, not full payment credentials.

The legal basis is performance of the contract (Art. 6(1)(b) GDPR) and compliance with tax and commercial retention obligations (Art. 6(1)(c) GDPR).

Emails

Confirmations, application decisions, reminders and payment information are sent through our provider Resend. So that we can trace what was sent, we log which email went to which address and when.

Recipients and processors

We do not pass your data to third parties for advertising. To run the site and our operations we use providers who process data only on our behalf and on our instructions (Art. 28 GDPR):

• Vercel — hosting of this website and, only with your consent, analytics
• Neon — the database holding membership and registration data
• Resend — delivery of our emails
• Stripe — payment processing (membership dues, paid events)
• Vercel Blob — storage of the documents we generate and the ones you send back signed

How long we keep your data

We keep your data only as long as it is needed for the purpose it was collected for:

• Membership data: for the duration of the membership, and beyond that where statutory retention periods apply
• Accounting and payment records: for the statutory retention periods (as a rule up to ten years)
• Event registrations and applications, including dietary requirements: at the latest until twelve months after the event; dietary details are deleted as soon as the event is over
• Waitlist: until the event in question has taken place
• Email logs: up to twelve months

Your rights

You have the right to access the data we hold about you, and the rights to rectification, erasure, restriction of processing, data portability, and to object to processing. Any consent you gave — for photos, or for dietary details — can be withdrawn at any time with effect for the future.

To exercise any of these rights, an email to info@ctrl-rwth.de is enough.

You also have the right to lodge a complaint with a data protection supervisory authority. The authority responsible for us is the Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen, Kavalleriestraße 2–4, 40213 Düsseldorf, Germany.

Legal notice

Details about the association are in the Impressum.