VentureX Team GbR | Booking, Pro-Examination and Course Participation | Date of issue: 28.10.2026<\/p>\n\n\n\n
The responsible party for the processing described in these notices is VentureX Team GbR, based in Hamburg, represented by the sole authorized shareholder Stephanie Iraschko-Luscher. Address: Goldmariekenweg 7, 22457 Hamburg, Germany. For privacy inquiries and the exercise of your rights, please contact us at team@bundesverband.ai.<\/p>\n\n\n\n
These instructions concern the booking and organization of our Academy courses, the Pro Member discount, and billing. The GbR and the Federal Association for AI Transformation e.V. are separate legal entities. For the general use of the association website and the functions offered there, the privacy policy of the respective website administrator applies: https:\/\/venture-ai-germany.org\/datenschutz\/<\/a> . Making a booking does not automatically make you a member of the association or a newsletter subscriber.<\/p>\n\n\n\n When booking, we receive in particular the name of the invoice customer and their contact person, business contact details, billing address, if applicable a VAT identification number, course and completion date, selected price, pro-forma invoice, as well as order, payment and invoice references. Stripe provides us with information on the payment status and the payment method used. We do not receive full card numbers and card verification numbers in the provided Stripe payment flow.<\/p>\n\n\n\n When a company registers another person to participate, we receive their name and business email address from the booking company. Additionally, we may receive messages you have provided yourself, organizational information, attendance and performance data, as long as these are necessary for the booked course and an agreed conclusion.<\/p>\n\n\n\n For the subsequent pro-verification, we receive from you or the Federal Association for AI Transformation e.V. the information necessary for the assignment and authorization verification. This includes in particular the member assignment, the pro status and its validity at the time of booking. We do not require your full membership file or information about other members for this purpose.<\/p>\n\n\n\n We use the necessary booking and contact data to process your order, execute the contract, assign your payment, organize participation, and answer inquiries. If you are the contracting party yourself, we base this processing on Art. 6(1)(b) GDPR. For contact persons, authorized bookers, and participants designated by companies, Art. 6(1)(f) GDPR serves as the basis. Our legitimate interest is the proper execution of the company booking and communication with the relevant parties.<\/p>\n\n\n\n The mandatory information marked for booking is required for the conclusion and execution of the contract. Without this data, we cannot reliably process a booking or participation. Voluntary information should be treated as such; please refrain from providing unnecessary private information and particularly sensitive data.<\/p>\n\n\n\n You enter your payment information on the hosted payment page of Stripe. Stripe processes here, in particular, contact, billing, payment, and technical transaction data. To determine the applicable sales tax, Stripe uses the required location and, if applicable, tax information. We receive the necessary results, references, and payment information for booking and billing purposes and have the invoice generated via Stripe.<\/p>\n\n\n\n For the processing of payments and invoicing, the fulfillment of the contract pursuant to Art. 6(1)(b) GDPR serves as the basis, and for business contact partners the legitimate interest explained in section 3 applies. Tax and commercial law-related processing is based on Art. 6(1)(c) GDPR. To the extent that we need data for the investigation of disputed payments, fraud prevention, or the enforcement of claims, Art. 6(1)(f) GDPR applies accordingly.<\/p>\n\n\n\n Depending on the processing, Stripe acts as a processor or as a controller for its own purposes, such as regulatory audits and fraud prevention. For customers in the European Economic Area, Stripe lists, among others, Stripe Payments Europe, Limited as the contracting and processing company, Stripe Technology Europe, Limited for certain regulated payment services, and Stripe Technology Company, Limited for further own processing; these companies are based in Ireland. Details regarding roles, data types, recipients, and data subject rights can be found here. https:\/\/stripe.com\/de\/privacy<\/a> and https:\/\/stripe.com\/de\/legal\/privacy-center<\/a> .<\/p>\n\n\n\n Which banks, card organizations, or other payment services are involved depends on the payment method you choose. For additional Stripe services used voluntarily, such as a separate Stripe link account, the information displayed there also applies.<\/p>\n\n\n\n If you choose the Pro price, we will save your self-declaration and the discount granted. Subsequently, a competent person will check whether the active Pro membership required by the specific offer was available at the time of booking. In the case of a company booking, the check will apply to the Pro entitlement of the billing company.<\/p>\n\n\n\n To this end, we match the company and contact details required for membership with a proof provided by you or a limited information provided by the association. We document the result, the relevant time, and only the reference necessary for understanding the details. A complete list of members is not published in the checkout or issued to the buyer.<\/p>\n\n\n\n We base the contractual price processing on Article 6(1)(b) of the GDPR for individuals who book themselves. As far as data from a contact or information from the legally separate association are required for this, the review is carried out based on Article 6(1)(f) of the GDPR. Our interest is to grant the promised price reduction to eligible Pro Members and to clarify any unauthorized discounts. The legitimate interests and the limitation of data exchange must also be observed on the part of the association.<\/p>\n\n\n\n If there are any ambiguities, we will ask for clarification and give you the opportunity to resolve them. A recalculation is not automatically determined by the software. If the Pro entitlement is missing, we will use the required billing and audit data for the agreed recalculation. Self-disclosure does not imply a general consent to the transmission of further association data or to advertising.<\/p>\n\n\n\n For our accounting and billing management, we use Lexware Office, formerly Lexoffice, from Haufe-Lexware GmbH & Co. KG, Munzinger Stra\u00dfe 9, 79111 Freiburg, Germany. In this process, we process the necessary customer and billing information, the course affiliation, the original invoice reference, the difference amount, and the payment status. Unnecessary membership documents are not included in the accounting system.<\/p>\n\n\n\n Legal bases are the fulfillment of the contract or the processing of a company booking described in section 3, as well as Article 6(1)(c) GDPR for legal accounting and retention obligations. Information from the service provider: https:\/\/www.lexware.de\/datenschutz\/<\/a> and https:\/\/www.lexware.de\/datenschutz-datensicherheit\/<\/a> .<\/p>\n\n\n\n Internally, only the individuals responsible for booking, proofing, course organization, or billing have access. For business email communication, we use Google Workspace. In doing so, we process contact information, messages, and the required booking information for each case. The legal bases are the fulfillment of the contract as explained in section 3 and the proper execution of company bookings.<\/p>\n\n\n\n The cooperation partners of the booked course also receive the participant data they need for their specific tasks regarding organization, implementation, professional supervision, examination, and certificate issuance. These recipients include the educational, university, implementation, and certification partners involved in the respective offer, as well as the teaching staff employed. The specific partners involved are determined by the performance description and the information about the respective course.<\/p>\n\n\n\n We provide the cooperation partners with the names, business email addresses, company affiliation, and the course booked or the course to be completed. We only provide participation, exam, and performance data insofar as they are necessary for the respective supervision, evaluation, or certification issuance. The purpose of the transfer is also to provide the necessary immediate course-related communication with the participants. Complete payment data, unused billing information, and documents for pro-examination do not belong to a general participant list. The transfer takes place for contract fulfillment pursuant to Art. 6(1)(b) GDPR or with business contact partners and designated participants based on Art. 6(1)(f) GDPR. Our legitimate interest is to properly conduct the booked course together with the participating partners.<\/p>\n\n\n\n As a learning platform, we use Mighty Networks from Mighty Software, Inc., USA. There, the account and profile data required to activate the course, the assignment to the course, and the contributions, messages, and learning content you have submitted are processed. Other participants and persons responsible for the learning area can view the profile information and contributions that have been made available to them. Information about the provider and its privacy policy can be found at https:\/\/trust.mightynetworks.com\/<\/a> .<\/p>\n\n\n\n For live online sessions, we use Google Meet and Microsoft Teams. This includes processing of display names, business email addresses, dial-in and connection information, IP addresses, device and usage data, as well as the audio, image, chat, and screen sharing content you transmit. The application used and access results from the respective invitation. The legal basis for the teaching processing we carry out is Article 6(1)(b) and (f) of the GDPR, in accordance with Section 3. Information from the providers: https:\/\/cloud.google.com\/terms\/cloud-privacy-notice<\/a> and https:\/\/www.microsoft.com\/de-de\/privacy\/privacystatement<\/a> .<\/p>\n\n\n\n The booking is not associated with the general recording of the lessons, the publication of participant photos, or advertising for the cooperation partners\u2019 own offerings. For this, a separate legal basis and, if applicable, voluntary consent are required. Billing addresses, payment details, and pro-reviewer results are not published within participant groups. Confidential or personal company data may not be entered into exercises or AI tools without sufficient authorization.<\/p>\n\n\n\n To the extent that service providers process personal data on our instructions, the requirements for processing under Art. 28 GDPR apply. To the extent that providers process data for their own purposes, they explain these processes in their own information. The GbR remains responsible for the processing and disclosure carried out by it. Tax advisory services, legal advice, banks and authorities receive necessary data only insofar as a legal obligation, necessary advice or the safeguarding of legitimate claims justifies this.<\/p>\n\n\n\n The use of Stripe, Mighty Networks, Google, and Microsoft may involve processing outside the European Economic Area, in particular in the USA. For such transfers, the requirements of Art. 44 ff. of the GDPR apply. A relevant adequacy decision may apply to the transfer to corresponding data subjects. Insofar as no such decision applies, appropriate safeguards, in particular the European Commission\u2019s standard contractual clauses and any necessary additional protective measures, are decisive. No exclusively German or exclusively European processing is guaranteed.<\/p>\n\n\n\n The published information and submission documents can be found for Stripe at https:\/\/stripe.com\/de\/legal\/privacy-center<\/a> , For Mighty Networks under https:\/\/trust.mightynetworks.com\/<\/a> , For Google under https:\/\/cloud.google.com\/terms\/data-processing-addendum<\/a> and for Microsoft under https:\/\/www.microsoft.com\/licensing\/docs\/view\/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA<\/a> . You can obtain information about the relevant recipients and guarantees in the specific case, as well as a copy of the relevant documents, under team@bundesverband.ai.<\/p>\n\n\n\n We store data only for as long as it is necessary for the respective purpose or a legal obligation requires it. In principle, invoices and related booking documents subject to retention obligations are subject to a period of eight years. For business letters subject to retention obligations, the period is generally six years; for books and certain other accounting documents, ten years may apply. The relevant statutory requirements are applicable. The periods typically begin at the end of the relevant calendar year.<\/p>\n\n\n\n Other documents required for contractual claims may be kept until the expiry of the regular statute of limitations, which is generally three years; the starting point is determined in particular by \u00a7 199 of the German Civil Code. Ongoing proceedings, tax audits, or other legal reasons may require longer storage. Therefore, not every booking record must be kept in full for a total of ten years.<\/p>\n\n\n\n We delete or blacken any Pro-Certificates or other non-required documents beyond the necessary verification note as soon as the clarification is completed and no further legal basis exists. For learning areas and participant accounts, the agreed usage period applies. After that period has expired, we remove the course-related access permissions and delete any unused course data, unless there are statutory obligations or legitimate claims to the contrary. If there is an additional community or association relationship independent of the course, the account management required for this is governed by that specific relationship. For participation and performance certificates, the contractual proof function, the applicable examination regulations, and the statutory retention or statute of limitations periods apply.<\/p>\n\n\n\n Stripe may retain data that it processes for its own legal or regulatory purposes, in accordance with the deadlines applicable there. An erasure ordered by us does not remove these independent obligations.<\/p>\n\n\n\n You have the rights to information, rectification, deletion, restriction of processing and data portability in accordance with the legal requirements. If processing is based on your consent, you can revoke it at any time with effect for the future.<\/p>\n\n\n\n If processing is based on Art. 6(1)(f) GDPR, you may object for reasons related to your particular situation. We will then assess whether compelling legitimate grounds for protection or the assertion, exercise or defense of legal claims justify further processing. You may object to direct marketing at any time.<\/p>\n\n\n\n2. Data and data sources<\/h2>\n\n\n\n
3rd booking, contract and course organization<\/h2>\n\n\n\n
4. Payment, tax calculation and invoice via Stripe<\/h2>\n\n\n\n
5. Pro-self-declaration and subsequent authorization verification<\/h2>\n\n\n\n
6. Accounting and Financial Management<\/h2>\n\n\n\n
7. Learning platform, video conferencing and cooperation partners<\/h2>\n\n\n\n
8th International Data Processing Conference<\/h2>\n\n\n\n
9. Storage duration<\/h2>\n\n\n\n
10. Your rights<\/h2>\n\n\n\n