1. Controller

Proki Kinderevents GmbH
Pützchens Chaussee 137
53229 Bonn
Germany
Email: info@proki-events.de

2. Purpose of Data Processing

We process personal data of parents and children exclusively for the organisation and provision of childcare services.

These services may take place, for example:

• as part of holiday programs
• at corporate events
• at trade fairs or congresses
• at sports events (e.g. running events)
• at events, festivals or cultural occasions
• during individual childcare days or hourly care services

The processing of data serves in particular to:

• manage registrations
• plan groups and childcare capacities
• enable communication with parents
• document children’s attendance
• manage authorized pick-up persons
• consider children’s health-related needs
• fulfil the duty of supervision during childcare
• implement safety and emergency measures during care
• document participation for the respective client

Legal basis:
Art. 6(1)(b) GDPR
Art. 6(1)(d) GDPR
Art. 9(2)(a) GDPR

3. Categories of Data Processed

Parents:

• Name
• Phone number
• Email address
• Emergency contact

Children:

• Name
• Date of birth
• Days of attendance

Health data:

• Allergies
• Medical information
• Emergency medication

This data is processed exclusively to ensure the safe care of the children.

4. Authorized Pick-Up Persons

During registration, parents may specify persons authorized to pick up their child. This data is used solely to ensure a secure handover of the children.

5. Photo and Video Recordings

During childcare services, photo and video recordings may be taken in which children may be visible. These recordings are used for documenting the respective event and for informing participants.

The creation and use of photo and video recordings is carried out exclusively on the basis of the consent of the legal guardians.

The specific use of the recordings depends on the respective event and will be transparently described during the registration process. Recordings may be used in particular for the following purposes:

• event recap and documentation
• internal communication within the organizer’s organization (e.g. intranet or employee communication)
• informing parents about the childcare services provided

Any further use, in particular publication on social media platforms or for public marketing purposes, will only take place if a separate consent has been given.

Consent is voluntary and can be withdrawn at any time with effect for the future. Withdrawal does not affect the lawfulness of processing carried out prior to the withdrawal.

The legal basis for processing is Art. 6 (1) lit. a GDPR (consent).

Participation in the childcare service is also possible without consent to photo or video recordings.

6. Data Sharing

For the provision of childcare, staff or supporting personnel may be involved. These individuals only receive access to data necessary for providing the service.

The client of the event may receive an overview of the use of childcare services. Only necessary participation-related information is shared. Health data is not disclosed.

7. Data Retention

Data is stored after completion of childcare services so that parents do not need to re-enter all information for future registrations.

If no new registration takes place within 12 months, the data will be automatically deleted. This does not apply to data that must be retained for legal reasons.

8. Data Security

Data is stored on servers located in Germany. Access to personal data is restricted to authorized persons. Data transmission is encrypted.

9. Data Subject Rights

Parents have the right to:

• access
• rectification
• erasure
• restriction of processing
• withdrawal of consent

10. Right to Lodge a Complaint

You have the right to lodge a complaint with the competent data protection supervisory authority.