Privacy Policy

If personal data is provided during the use of our website, this data is collected, stored, processed and used by the website operator for the duration required to provide the specific purposes and any legal duties. We hrewith inform you about the type, scope and purpose of the collection and processing of personal data by website operator and what your corresponding rights are. The operator takes your privacy very seriously and treats your personal data with secrecy and in accordance with the legal requirements.

Personal data according to Article 1(4) of the EU-GDPR means any information relating to an identified or identifiable natural person (hereinafter “affected persons or users”).

Please also note that data transmission over the Internet may encounter security vulnerabilities. A complete protection of the data from access by third parties is not possible.

1. Responsible entity for data processing according to EU-GDPR

Responsible, according to the General Data Protection Regulation and other data protection laws and other provisions of data protection law in the member states of the European Union, is:

Kaiserstraße 61
60329 Frankfurt am Main

(hereinafter referred to as „VDEI“)

For further questions please contact:

E-Mail to:

Mail to:

Verband Deutscher Eisenbahn-Ingenieure e.V. – VDEI
Kaiserstraße 61
60329 Frankfurt am Main

For the organizational and logistic preparations of all iaf events VDEI charged:

VDEI-Service GmbH
Invalidenstraße 90
10115 Berlin

Phone: +49 (0) 30 226057-90
Fax: +49 (0) 30 226057-91

2. Handling of personal data and purpose of data processing

a) Visiting the website

Our website may be used without entering personal information. The browser on your device just automatically sends the following information to our website’s server:

  • IP address of the accessing computer,
  • Date and time of access,
  • Name and URL of the accessed file,
  • Type and version of the browser as well as any additional information transmitted by the browser (f.e. operating system, Language settings etc.).

This information will be stored temporarily in a so-called Logfile in case of technical issues.

After the completion of the use of this website the IP address will be anonymized.

Data processing related to this website's services is carried out for technical an administrative reason for initiation and stability of the connection, to ensure the security and functionality of our website as well as preventing and trace possible illegal attacks.

The legal framework for data protection may be found in Article 6(1) of EU-GDPR. Our legitimate interest is based on security interests and the necessity of an undisturbed access to our website.

The deletion of the data occurs automatically on a monthly basis.

Our website makes use of so-called cookies. Further information may be found under to clause 4 of this privacy policy statement.

b) Registering for the event

Our website offers you the possibility to register for iaf Congress.

To register and receive further information relating to the event you have to supply the following personal data:

  • Salutation,
  • Name and surname,
  • Address and
  • E-Mail-Address.

Furthermore, you may supply additional information voluntarily:

  • Academic title,
  • Company,
  • Department,
  • Phone,
  • Employee status,
  • Memberships,
  • Additional participants,
  • Different invoice address of
  • Comments.

The data is necessary for communication, preparation of the event, name badges and participants lists and invoicing.

We only collect and use your personal data if you voluntarily consent to the data collection or it is legally required for contractual relationships or the execution of pre-contract measures according to Article 6(1) of EU-GDPR.

At the latest within three months after the event, for which we collected your data, those data will be deleted unless we are required by tax law and commercial law to an extended storage of the data in accordance with Article 6(1) of EU-GDPR.

c) Visiting the website

Our website offers you the possibility to register in a waiting list for iaf Congress.

To register and receive further information relating to the event you have to supply the following personal data:

  • Salutation,
  • Name and surname,
  • E-Mail-Address.

Furthermore, you may supply additional information voluntarily:

  • Academic title,
  • Company,
  • Department,
  • Phone,
  • Comments.

We only collect and use your personal data if you voluntarily consent to the data collection or it is legally required for contractual relationships or the execution of pre-contract measures according to Article 6(1) of EU-GDPR.

The data will be deleted after the processing of your inquiry unless we are required by tax law and commercial law to an extended storage of the data in accordance with Article 6(1) of EU-GDPR.

d) Using the contact form

On our website we offer you the opportunity to contact us, either by email and/or by using a contact form. The following data are obligatory:

  • Salutation,
  • Name and surname,
  • E-Mail-Address and
  • Your message.

This data is necessary in order to determine the sender and to answer / process the inquiry.

Furthermore, you may supply your academic title voluntarily.

Your data will be processed for the purpose of facilitating communications according to your request and protected by Article 6 EU-GDPR. The data will be deleted after the processing of your inquiry.

e) Subscribing to our newsletter

Our website offers you the opportunity to subscribe to our newsletter. The newsletter provides you periodically with information about our services. To receive our newsletter, we require a valid email address. We will review the email address you provide for the purpose of determining whether you are in fact the owner of the email address provided or whether the actual owner of said address is authorized to receive the newsletter.

In order to ensure an agreed Newsletter subscription, we chose a double opt-in procedure. In the course of this process the potential recipient may be added into our distribution lists. Subsequently the User has the opportunity to legally confirm the newsletter registration via verification email. The e-mail will only be activated following this verification.

The data thereby collected is used solely for the purpose of receiving our newsletter.

We use Newsletter2Go as software. Your data will be transmitted to the Newsletter2Go GmbH. Newsletter2Go is prohibited to sell your data or use your data for other purposes than our newsletter.

Newsletter2Go is a Germany-based provider, chosen on the basis of the German Bundesdatenschutzgesetz (federal data protection law) and Telemediengesetz (telemedia law) as well as the EU-GDPR. Further information can be found under:

You may cancel your subscription to the newsletter at any time with future effect, f.e. via the “Unsubscribe”-link within each newsletter.

Please understand that data protection measures are always subject to technological expansions and updates. We therefore ask you to stay informed about our data-protection measures by thoroughly inspecting our privacy policy at regular intervals.

3. Transfer of personal data to third parties

Only if permitted by law and required for contractual relationships or to safeguard our interests or the interests of third parties your personal data will be forwarded in accordance Article 6(1) EU-GDPR. Forwarded data may only be used by third parties to provide the specific.

A transfer of personal data can be considered, if you have given your express consent or with regard to specific legal obligations according to Article 6(1) EU-GDPR.

Sending personal data to a third country (outside the EU) or an international organisation is excluded.

4. Cookies

Some of the Internet pages use so-called cookies. Cookies do not cause any damage to your computer and do not contain viruses. Cookies serve to make our offer more user-friendly, effective and secure. Cookies are small text files that are stored on your computer and saved by your browser. Most of the cookies we use are so-called "session cookies". We use these for internal load balancing of users who visit our website. They are automatically deleted at the end of your visit. They are not merged with any other personal data you may have provided. Other cookies remain stored on your device until you delete them. These cookies enable us to recognise your browser on your next visit. You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or generally and activate the automatic deletion of cookies when closing the browser. If cookies are deactivated, the functionality of this website may be limited. We process cookies that are required to carry out the electronic communication process on the basis of Art. 6 para. 1 lit. f GDPR. We have a legitimate interest in storing cookies for the technically error-free and optimised provision of its services. Insofar as other cookies (e.g. cookies to analyse your surfing behaviour) are stored, these are dealt with separately in this data protection declaration. You can change the cookie settings you have chosen at any time.

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5. Right of the persons affected

You have the right:

  • pursuant to Article 7(3) GDPR, to withdraw the consent given to us at any time. This means that in future we may no longer continue to process the data as based on this consent;
  • pursuant to Article 15 GDPR, to obtain information about your personal data processed by us. More particularly, you may obtain information about the purpose of processing, the category of the personal data, the categories of recipients, to whom your data has been or is disclosed to, the storage period planned, the existence of a right to request from the controller rectification , erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the source of your data if it has not been collected by us, as well as about the existence of automated decision-making including profiling and, if applicable, significant information about its details;
  • pursuant to Article 16 GDPR, to obtain the rectification of inaccurate personal data without undue delay or the completion of your personal data stored with us;
  • pursuant to Article 17 GDPR, to obtain the erasure of your personal data stored with us unless processing is necessary to exercise the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or to establish, exercise or defend legal claims;
  • pursuant to Article 18 GDPR, to obtain the restriction of the processing of your personal data if you contest the accuracy of the data, the processing is unlawful but you deny its erasure and we no longer need the data while you still require it for establishing, exercising or defending legal claims or if you have objected to processing pursuant to Article 21 GDPR;
  • pursuant to Article 20 GDPR, to receive your personal data that you have provided to us, in a structured, commonly used and machine-readable format or to obtain the transmission to another data controller and
  • pursuant to Article 77 GDPR, to lodge a complaint with a supervisory authority. For this, you may normally contact the supervisory authority of your habitual residence or workplace or our company headquarters.

6. Information on your right to object pursuant to Article 21 GDPR

You have the right to object, on grounds relating from your particular situation, at any time to processing of your personal data, which is based on point (e) of Article 6(1) GDPR (data processing for the performance of a task carried out in the public interest) and on point (f) of Article 6(1) GDPR (data processing for the purposes of the legitimate interests); this is also applicable to profiling pursuant to Article 4(4) GDPR based on this regulation.

If you file an objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or unless processing serves the establishment, exercise or defence of legal claims. If your objection is directed against the processing of data for the purpose of direct marketing, we will stop the processing immediately. In this case, citing a special situation is not necessary. This is also applicable to profiling, insofar as it is related to such direct marketing.

If you wish to make use of your right to object, please send an email to

7. YouTube with extended data protection

This website embeds videos from YouTube. The operator of the pages is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland.

We use YouTube in extended data protection mode. According to YouTube, this mode means that YouTube does not store any information about visitors to this website before they watch the video. However, the disclosure of data to YouTube partners is not necessarily excluded by the extended data protection mode. Thus, YouTube establishes a connection to the Google DoubleClick network - regardless of whether you watch a video.

As soon as you start a YouTube video on this website, a connection to the YouTube servers is established. This tells the YouTube server which of our pages you have visited. If you are logged into your YouTube account, you enable YouTube to assign your surfing behaviour directly to your personal profile. You can prevent this by logging out of your YouTube account.

Furthermore, after starting a video, YouTube may store various cookies on your end device or use comparable recognition technologies (e.g. device fingerprinting). In this way, YouTube can obtain information about visitors to this website. This information is used, among other things, to collect video statistics, improve the user experience and prevent fraud attempts. If necessary, further data processing processes may be triggered after the start of a YouTube video, over which we have no control.

YouTube is used in the interest of an appealing presentation of our online offers. This represents a legitimate interest within the meaning of Art. 6 para. 1 lit. f GDPR. If a corresponding consent has been requested, the processing is carried out exclusively on the basis of Art. 6 para. 1 lit. a GDPR and § 25 para. 1 TTDSG, insofar as the consent includes the storage of cookies or access to information in the user's device (e.g. device fingerprinting) within the meaning of the TTDSG. The consent can be revoked at any time.

For more information about privacy at YouTube, please see their privacy policy at

8. Data security

All your personal data is transferred in an encoded manner using the widely used and secure TLS (Transport Layer Security) encryption standard. TLS is a secure and proven standard that is also used for online banking, for instance. You will recognise a secure TLS connection by the additional s after http (i.e., https://..) in the address bar of your browser or from the lock icon in the lower part of your browser, among other things.

Besides, we use suitable technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or against unauthorised access by third parties. Our security measures are continuously being improved as the technology advances.

9. Timeliness and Amendments to this Data Protection Information

This data protection information as amended in June 2022 is currently applicable.

It may become necessary to change this data protection information due to the further development of our website and its offers or on account of amended legal or official requirements. You may always access and print the latest data protection information on the website at

Copyright 2024 VDEI-Service GmbH