Privacy Notice for Participation in the ExpoReal Trade Show

We take the protection of your personal data very seriously and strive to provide you with comprehensive information about the processing of your personal data. The following privacy notice explains how and for what purposes we process personal data. 

1. Participation in Appointments

You have been invited by your contact person at the Schwarz Group to an appointment at the Expo Real 2025 trade show. Appointments are organized via an electronic appointment booking portal, where your contact person has entered your data (name, email address, and company affiliation). We use this information to assign you to the correct booth at the scheduled time. When booking appointments on the website, you will also receive a booking confirmation for each appointment from the email address ugs_exporeal@xfair.com, along with an Outlook meeting invitation. 

The legal basis for processing your data is Article 6(1)(f) of the GDPR. This processing is carried out in our legitimate interest in planning and conducting appointments at the trade show. 

We do not, as a matter of principle, disclose data to third parties other than the staff at the trade show booth. In exceptional cases, your personal data may be accessible to XFAIR GmbH, Ohmstr. 1, 85716 Unterschleissheim, and its subcontractors—who act as service providers for the appointment booking tool—for support and maintenance purposes. In addition, internal service companies (e.g., Schwarz IT KG) may be granted access to the data as data processors for maintenance and support purposes or to ensure information security. 

We store the data for a period of 28 days after the end of the event. 

2. Data Controller within the meaning of Article 4(7) of the GDPR 

The data controller within the meaning of Article 4(7) of the GDPR is: 

Schwarz Immobilien Service GmbH & Co. KG, Stiftsbergstraße 1, 74172 Neckarsulm
Lidl Stiftung & Co. KG, Stiftsbergstraße 1, 74172 Neckarsulm
Kaufland Stiftung & Co. KG, Olgastraße 57, 74072 Heilbronn
Lidl Immobilien Dienstleistung GmbH & Co. KG, Bonfelder Straße 2, 74206 Bad Wimpfen
Kaufland Dienstleistung GmbH & Co. KG, Heiner-Fleischmann-Straße 2, 74172 Neckarsulm

The companies listed above act as joint controllers with regard to data processing. A uniform and coordinated approach is intended to ensure the efficient use of corporate resources and to simplify scheduling in connection with the trade show. 

The participating companies have jointly defined the purposes and means of processing personal data in the individual process stages. They are therefore jointly responsible for the protection of your personal data within the process stages described below (Art. 26 GDPR). As part of their joint responsibility under data protection law, the companies listed above have agreed on which of them fulfills which obligations under the GDPR. This applies in particular to the fulfillment of the rights of data subjects and the information obligations pursuant to Articles 13 and 14 of the GDPR. 

Data Processing Stage/Obligation – Fulfilment of Obligations by

Information obligations pursuant to Articles 13 and 14 of the GDPR – Schwarz Immobilien Service GmbH & Co. KG 

Collection - All contracting parties
Storage - All contracting parties
Transfer - All contracting parties
Use - All contracting parties
Modification - All Contracting Parties
Restriction of Processing - All Contracting Parties
Erasure - All Contracting Parties
Right to Information pursuant to Art. 15 GDPR - All Contracting Parties 

Even if joint controllership applies, the parties shall fulfill their data protection obligations in accordance with their respective responsibilities for the individual process stages as follows: 

• Within the framework of joint controllership, each company is responsible in accordance with the table above.
• Each company shall make the information required under Articles 13 and 14 of the GDPR available to data subjects free of charge in a precise, transparent, understandable, and easily accessible form, using clear and plain language. In doing so, each party shall provide the other party with all necessary information from within its sphere of responsibility.
• The parties shall immediately inform each other of any legal claims asserted by data subjects. They shall provide each other with all information necessary to respond to requests for access.
• Data protection rights may be asserted against any of the parties; data subjects generally receive the information from the entity with which they asserted their rights. 

3. Data Processing 

3.1.1. Purposes and Legal Basis of Data Processing 

Your business partners within the Schwarz Group can book appointments with you at the trade show via the appointment booking portal. In doing so, you will be created as a visitor in the system. To create a visitor in the system, the following visitor data is collected: first name, last name, email address, and the visitor’s company affiliation 

When scheduling an appointment, the following data is required: 

•  Date
• Time
• Table
• Subject of the appointment
• Participants
   

Optionally, you can provide details about the appointment in a free-text field. 

When booking appointments on the website, you will receive a booking confirmation for each appointment from the email address ugs_exporeal@xfair.com, along with an Outlook appointment invitation. The data will be used exclusively for the purposes of organizing the trade show. 

The legal basis for data processing is Article 6(1)(b) of the GDPR. The processing of optional information is based on your consent pursuant to Article 6(1)(a) of the GDPR, which you provide by submitting the data and may revoke at any time. 

3.1.2. Recipients / Categories of Recipients 

We generally do not disclose data to third parties other than you, the staff at the trade show booth, and Schwarz Group trade show participants who have registered on the appointment booking portal. Your personal data (first name, last name, and email address) will be visible to Schwarz Group employees who organize the trade show and to Schwarz Group employees who conduct the appointment with you via the appointment booking tool as soon as you enter it on the website. Your complete personal data will be accessible to Schwarz Group trade show booth staff starting two weeks before the trade show begins. Your personal data is accessible to trade show booth staff on the website and in the “XFAIR.app” on the iPads at the booth. 

In exceptional cases, your personal data may be accessible to XFAIR GmbH, Ohmstr. 1, 85716 Unterschleissheim, and its subcontractors for support and maintenance purposes, as our website is operated on our behalf on servers provided by XFAIR GmbH. The subcontractors are LINK Mobility Austria GmbH, Brauquartier 5/13, 8055 Graz, and Skyfillers GmbH, Schiffbrücke 66, 24939 Flensburg. 

In addition, internal service companies (e.g., Schwarz IT KG) may be granted access to the data as data processors for maintenance and support purposes or to ensure information security. 

3.1.3. Obligation to Provide Your Data 

You are under no contractual or legal obligation to provide us with personal data. However, if you do not provide the required information, it will not be possible to book an appointment or a table. 

3.1.4. Retention Period 

We store the data for a period of 28 days after the end of the event. 

3.2. Contact and Processing of Inquiries 

3.2.1. Purposes of Data Processing/Legal Basis 

We, of course, treat any personal information you provide to us via email or phone as confidential. We use your data exclusively for the specific purpose of processing your inquiry and contacting you regarding the trade show. The legal basis for data processing is Article 6(1)(f) of the GDPR. The legitimate interest here arises from our interest in responding to your inquiries and thereby maintaining and promoting customer satisfaction. 

If you provide us with personal data through our contact options in the context of pre-contractual negotiations or an existing contractual relationship, the legal basis for data processing is Article 6(1)(b) of the GDPR. 

3.2.2. Recipients/Categories of Recipients 

We generally do not disclose data to third parties other than you and the staff at the trade show booth. In exceptional cases, your personal data may be accessible to XFAIR GmbH, Ohmstr. 1, 85716 Unterschleissheim, and its subcontractors for support and maintenance purposes, as the email address is operated on servers provided by XFAIR GmbH on our behalf. The subcontractors are LINK Mobility Austria GmbH, Brauquartier 5/13, 8055 Graz, and Skyfillers GmbH, Schiffbrücke 66, 24939 Flensburg. 

In addition, internal service companies (e.g., Schwarz IT KG) may be granted access to the data as data processors for maintenance and support purposes or to ensure information security. 

3.2.3. Obligation to Provide Your Data 

You are under no contractual or legal obligation to provide us with personal data. However, if you do not provide us with the data necessary to process your request, we will be unable to process or respond to it. 

3.2.4. Retention Period/Criteria for Determining the Retention Period 

All personal information you provide to us in connection with inquiries will be deleted or securely anonymized by us no later than 28 days after we have sent you our final response. The 28-day retention period is due to the fact that, in rare cases, you may contact us again regarding the same matter after receiving a response, and we may then need to refer back to the previous correspondence. Experience has shown that, as a rule, follow-up inquiries regarding our responses no longer occur after 28 days. 

4. Your Rights as a Data Subject 

You have the right, pursuant to Article 15(1) of the GDPR, to request, free of charge, information about the personal data stored about you. 

In addition, provided the legal requirements are met, you have the right to rectification (Article 16 of the GDPR), erasure (Article 17 of the GDPR), and restriction of processing (Article 18 of the GDPR) of your personal data. 

If the data processing is based on Article 6(1)(e) or (f) of the GDPR, you have the right to object under Article 21 of the GDPR. If you object to data processing, it will cease in the future unless the controller can demonstrate compelling legitimate grounds for further processing that override the data subject’s interest in the objection. 

If you yourself have provided the processed data, you have the right to data portability under Article 20 of the GDPR. 

If the data processing is based on consent pursuant to Article 6(1)(a) or Article 9(2)(a) of the GDPR, you may withdraw your consent at any time with future effect, without affecting the lawfulness of the processing carried out prior to such withdrawal. 

In the cases mentioned above, if you have any questions, or in the event of a complaint, please contact the Data Protection Officer in writing or by email (see contact information below). You also have the right to lodge a complaint with a data protection supervisory authority. The competent authority is the data protection supervisory authority of the federal state in which you reside or in which the controller is headquartered. 

When you exercise your rights as a data subject, your personal data will be stored for 3 years following our final response to serve as proof that we have provided you with comprehensive information and that legal requirements have been met. 

5. Contacting the Data Protection Officer 

If you have any further questions regarding the processing of your data or the exercise of your rights, you may contact one of the designated data protection officers at the data controllers: by mail at Stiftsbergstr. 1, 74172 Neckarsulm, or by email at datenschutz@mail.schwarz, datenschutz@lidl.de, datenschutz@lidl.com, or datenschutz@kaufland.de.