FS Business Forum, Student Initiative of Frankfurt School

Privacy notice: sessions, check-in and day pass (FS Business Forum 2026)

Last updated: October 2026

This notice explains how we process your personal data when you sign in to apply for sessions at the FS Business Forum 2026 (workshops, roundtables, career speed dating and similar formats), when you check in and when you use your day pass and the drinks at the bar. It adds to the general privacy policy of our website.

1. Who is responsible

FS Business Forum, student initiative of the Frankfurt School of Finance & Management
c/o Frankfurt School of Finance & Management, Adickesallee 32–34, 60322 Frankfurt am Main, Germany
Represented by Jakob Brötz (Chairman) and Sarah Münker (Chairwoman)
Email: Datenschutz@fs-businessforum.com

2. What we process and why

Your ticket. To check that you hold a ticket, we use the data from your ticket purchase: order number, ticket number, first and last name, email address, ticket type and ticket status. Tickets are sold via Eventbrite; the organiser of the ticket sale is Frankfurt School of Finance & Management gGmbH. We receive changes to this data (for example a cancellation or a corrected name) from Eventbrite automatically. We only use this data to let ticket holders sign in, apply and check in.

Signing in. When you enter your order number and first name, we send a one-time sign-in link and a 6-digit code to the email address on the ticket. We store when a link or code was requested and used, but not the link or code itself. To protect against misuse, we briefly store a shortened, unreadable form of your IP address together with the number of attempts.

Your profile and application. For each application we process what you enter: whether you are a student, graduate, professional or something else, your university, study program, degree and semester, or your employer, role and years of experience, or a short description of what you do, your CV, your answer to "Why this session?" and the session you apply for. If someone else bought your ticket, we also process the request you send to the buyer and the buyer's answer.

Selection. Members of the FS Business Forum team read your application and CV and decide who takes part. Decisions are made by people, not automatically. We send you the result by email.

Check-in. When you check in online or at the check-in desk, we store the time and whether you checked in online or at the desk (and at which desk).

Your day pass. Your day pass works on one phone only. To link it to your phone, we store a cookie with a random value on it and keep only a scrambled form (hash) of that value. We do not read the type of your phone, phone numbers, your location or other device data. To keep day passes from being shared, we log when a day pass is put on a phone, moved to another phone or removed, and refused attempts (for example opening the pass on a second phone), together with a short code derived from that random value. The code only tells us whether it was the same phone or another one.

Drinks at the bar. We count the alcoholic drinks served on your ticket per day (time and which bar), so that every guest gets their drinks. If you get a paper drink card, we note that too.

Emails. We send you emails about your sign-in, your applications, your seat, your check-in and your day pass from app@fs-businessforum.com. Replies go to info@fs-businessforum.com.

3. Legal basis

  • Signing in, applying, selection and the emails about your application: Art. 6 (1) (b) GDPR (steps you ask us to take before and for your participation in a session).
  • Check-in, day pass and the drinks included with your ticket: Art. 6 (1) (b) GDPR (your ticket and your participation in the forum).
  • Protection against misuse (attempt limits, logs of changes to tickets, one phone per day pass and the log of day pass activity): Art. 6 (1) (f) GDPR. Our legitimate interest is to keep tickets, day passes and applications safe from misuse.
  • Passing your application and CV to the partner company of a session you get a place in: Art. 6 (1) (b) GDPR (we run the session together with the partner). The application form tells you about this before you apply.

4. Who receives your data

  • The FS Business Forum team members who organise the sessions. Access is limited to the people who need it.
  • The partner company hosting a session receives the application and CV of everyone who gets a place in that session (name, email address, study or job information, your answer to "Why this session?" and your CV), so it can prepare the session and get to know you. From then on the partner company processes this data under its own responsibility and its own privacy policy. Applicants who do not get a place are not passed on.
  • Speed Recruiting with Privatize: you apply through Privatize's own form. Your data goes directly to Privatize and Privatize's privacy policy applies; we do not receive it.
  • The buyer of your ticket, if you ask to use a ticket that someone else bought: the buyer sees your name and email address in the request so they can agree or decline.
  • Service providers who process data on our behalf: Microsoft (hosting of the application in data centres in Frankfurt am Main, Germany, and sending of emails via Microsoft 365).

We do not sell your data and do not use it for advertising.

5. Where your data is stored

Your data is stored in data centres in Germany (Microsoft Azure, region Germany West Central). CVs are stored in a private storage area that is not publicly accessible.

6. How long we keep your data

We delete applications, profiles, CVs, sign-in data, check-in, day pass and drink data, the day pass log and emails sent about your application on 14 December 2026, one month after the forum. Sign-in links, codes and attempt counters are deleted earlier, as soon as they are no longer needed. What a partner company received for a session it keeps under its own privacy policy.

7. Cookies

After you sign in, we set a session cookie so you stay signed in, and while you sign in a short-lived cookie that links the 6-digit code to your browser. If you use the day pass, we set a cookie that links the pass to your phone, and your browser keeps the last state of your pass so it also shows without internet. All of these are strictly necessary for the service you request (Section 25 (2) no. 2 TDDDG); we do not ask for consent for them. We use no analytics, tracking or advertising cookies.

8. Your rights

You have the right to access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and to object to processing based on Art. 6 (1) (f) (Art. 21). Write to Datenschutz@fs-businessforum.com.

You also have the right to lodge a complaint with a supervisory authority. The authority responsible for us is: Der Hessische Beauftragte für Datenschutz und Informationsfreiheit, Gustav-Stresemann-Ring 1, 65189 Wiesbaden, Germany.

9. Is providing the data required?

Applying is voluntary. Without your ticket data, profile and CV we cannot consider your application. Checking in online and the day pass are voluntary too: you can also check in at the desk with your Eventbrite ticket and get a paper drink card.