Privacy notice

This notice explains how personal data is processed when you visit this website and when you register for the Saxony–Japan Executive Dinner 2026. It is provided in accordance with Articles 13 and 14 of the General Data Protection Regulation (GDPR).

1. Controller

Saxony Trade & Invest hosts the evening on behalf of the Free State of Saxony, in cooperation with Intralink.

Data protection officer

2. Visiting this website

Hosting and server log files

This website is hosted by Vercel Inc., 440 N Barranca Ave #4133, Covina, CA 91723, USA, as our processor (Article 28 GDPR). When you open the website, your browser automatically transmits technical data that is processed to deliver the website and keep it secure: IP address, date and time of the request, requested page, referrer URL, browser type and version, and operating system. This data is not combined with other data sources and is deleted automatically after a short period, at the latest after 30 days, unless it is needed to investigate a specific security incident.

Legal basis: Article 6(1)(f) GDPR. Our legitimate interest is the secure and stable delivery of the website.

Fonts and images

All fonts and images are served from this website's own server. No connection to Google Fonts or other font or image providers is made when you visit the site.

Cookies and similar technologies

This website does not use cookies, analytics, advertising trackers, social media plug-ins or embedded maps or videos, and it does not store or read information on your device for non-essential purposes (Section 25 of the German Telecommunications Digital Services Data Protection Act, TDDDG). For this reason no consent banner is shown.

External links

The website links to external services such as Google Maps (venue location) and Wikimedia Commons and Pexels (image sources). No data is transmitted to these providers until you click a link. Once you leave this website, the privacy policy of the respective provider applies.

3. Registration for the evening

What we process

• Salutation, first and last name, company or institution, position and business email address (required)
• Your name in Japanese script, phone number, dietary requirements or allergies, and remarks (optional)
• Your confirmation of the conditions of participation, your consent, the version of this privacy notice you agreed to, the language of the form, and the date and time of your registration
• The status of your registration (registered or waiting list) and, later, whether your participation has been confirmed

Purpose

We use these details to organise the evening: to check registrations against the invitation list, to allocate the limited seats, to confirm your participation personally, to prepare seating, name badges and catering, and to contact you about the evening. After the event, Saxony Trade & Invest may contact guests who asked to pursue a specific question further.

Legal basis

The legal basis for processing your registration is your consent (Article 6(1)(a) GDPR), which you give by ticking the consent box before submitting the form. Information on dietary requirements or allergies may reveal data concerning health; we process it only on the basis of your explicit consent (Article 9(2)(a) GDPR), solely to arrange suitable meals, and share it with the venue's catering only to that extent and without your contact details where possible. Providing this information is voluntary.

Withdrawing consent

You can withdraw your consent at any time with effect for the future, for example by email to info@wfs.saxony.de. Withdrawal does not affect the lawfulness of processing carried out before it. Without your details we cannot keep your registration.

Recipients

Access is limited to authorised staff of WFS who organise the evening. The venue, InterContinental Tokyo Bay, receives the guest list and dietary information needed for name badges and catering. Registrations are stored in a database operated by Supabase Inc. as our processor (Article 28 GDPR) in a data centre in the European Union. Your details are not sold, not made publicly accessible and not used for advertising.

Retention

We delete your details once they are no longer needed for the purposes described, at the latest six months after the event, or earlier if you withdraw your consent, unless statutory retention obligations require otherwise.

Spam protection

To prevent automated abuse of the form, the form contains a hidden field that only bots fill in, and the number of submissions per IP address is briefly limited. The IP address is held only in the server's working memory for this purpose and is not stored with your registration. Legal basis: Article 6(1)(f) GDPR; our legitimate interest is protecting the form against misuse.

4. Contact by email or phone

If you contact us by email or phone, we process your details to answer your enquiry. Legal basis: Article 6(1)(f) GDPR (answering enquiries) or Article 6(1)(b) GDPR if your enquiry relates to participation in the event. We delete the data once your enquiry has been dealt with, unless statutory retention obligations apply.

5. Transfers to third countries

The evening takes place in Japan. The European Commission has recognised Japan as providing an adequate level of data protection (adequacy decision, Article 45 GDPR); the guest list and dietary information passed to the venue are transferred on that basis. Our service providers Vercel Inc. and Supabase Inc. are based in the United States. Registrations are stored in the European Union; however, access by these providers from outside the European Economic Area cannot be ruled out entirely. Such transfers take place on the basis of the European Commission's adequacy decision for the EU–U.S. Data Privacy Framework (Article 45 GDPR) where the provider is certified under it, and otherwise on the basis of the EU Standard Contractual Clauses (Article 46(2)(c) GDPR).

6. Security

The website is delivered exclusively over encrypted connections (TLS). Form data is sent to a server-side endpoint; your browser does not write to the database directly. The database permits the website only to add new registrations — it cannot read, change or delete stored entries — and form contents are not written to application logs.

7. Your rights

Under the GDPR you have the right to:

• access your personal data (Article 15)
• rectification of inaccurate data (Article 16)
• erasure (Article 17)
• restriction of processing (Article 18)
• data portability (Article 20)
• withdraw your consent at any time with effect for the future (Article 7(3))

Right to object (Article 21 GDPR): Where we process your data on the basis of Article 6(1)(f) GDPR, you have the right to object at any time, on grounds relating to your particular situation. We will then no longer process the data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.

To exercise your rights, contact info@wfs.saxony.de or our data protection officer.

Right to lodge a complaint

You have the right to lodge a complaint with a data protection supervisory authority (Article 77 GDPR). The authority responsible for us is:

8. No automated decision-making

We do not use automated decision-making or profiling within the meaning of Article 22 GDPR. Registrations beyond the available seats are placed on a waiting list in the order received; the decision on participation is always made by a person at Saxony Trade & Invest.

9. Changes to this notice

We update this notice when the website or our processing changes. The current version is identified by the date at the top of this page. See also our imprint.