Legal
Privacy policy
This page explains which personal data we process on meetmila.de and when you enquire about MILA, what we use it for, who we share it with, how long we keep it and what rights you have.
This translation is provided for your information. The German version of the privacy policy is legally binding.
01 · Privacy at a glance
When you visit meetmila.de, our hosting provider processes technically necessary access data. We only set cookies for advertising purposes if you consent via the privacy settings. We do not use any analytics or statistics services.
We only receive personal data such as your name, email address or phone number if you provide it to us: with a quote request via the price calculator, a newsletter sign-up, a question to “Ask Mila”, or when you write to us or call us.
At events, the AI interpreting system MILA translates on our own hardware on site. Speech content is not transferred to external cloud AI services for translation. Details are given in section 14.
02 · Controller
The controller responsible for data processing on this website is 3hasen events® GmbH. MILA is a product of 3hasen events® GmbH. You will find the contact details below. For any questions about data protection or to exercise your rights, an informal message to this address is sufficient.
3hasen events® GmbHSimon-Archenhold-Str. 30, 33165 Lichtenau
Managing Director: André Heinermann
05295 257679-0 · hello@meetmila.de
03 · General information on data processing
We process personal data in accordance with the General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and the German Telecommunications Digital Services Data Protection Act (TDDDG). We only process the data required for the respective purpose.
The legal bases are in particular: your consent (Art. 6(1)(a) GDPR), the performance of a contract or pre-contractual measures taken at your request (Art. 6(1)(b) GDPR), legal obligations such as retention periods (Art. 6(1)(c) GDPR) and our legitimate interests (Art. 6(1)(f) GDPR). The applicable basis is stated for each processing operation.
Service providers that process data on our behalf are contractually bound by our instructions (Art. 28 GDPR). No automated decision-making within the meaning of Art. 22 GDPR takes place.
04 · Hosting via Vercel
The website is hosted by Vercel Inc. (440 N Barranca Ave #4133, Covina, CA 91723, USA). Vercel delivers the pages and runs the website's server functions, such as receiving a request from the price calculator.
The purpose is to provide the website securely, quickly and reliably; the legal basis is Art. 6(1)(f) GDPR. Vercel processes the data as a processor. For transfers to the USA, see section 16.
05 · Data processing with Supabase
We store website content, quote requests, newsletter sign-ups and documents from the customer centre in a database and file storage provided by Supabase Inc. The database and file storage are located in the Frankfurt am Main region (EU). Only the website's server has access; documents from the customer centre are kept in non-public storage and can only be retrieved via time-limited links.
Supabase processes the data as a processor. The legal basis is that of the respective operation for which we store the data (see the following sections).
06 · Server log files and technical access data
When you access the website, the server processes technically necessary data: IP address, date and time, the address requested, the amount of data transferred, browser and operating system, and the previously visited page. Without this data, the website cannot be delivered.
The purpose is secure and stable operation, for example defending against attacks and troubleshooting; the legal basis is Art. 6(1)(f) GDPR. The logs are automatically deleted by Vercel after a short time. For “Ask Mila”, the server briefly counts the number of questions per IP address in memory to prevent misuse; the IP address is not stored for this purpose.
Visitor statistics: To see which pages are being read, we count page views on meetmila.de – without cookies and without storing anything in your browser. When you open a page, your browser reports its address to our server; on the first visit, it also reports the previously visited website and, where applicable, a campaign parameter (utm_source). We store the time, page, website language, referrer (only the domain of the previous website), country (derived from the IP address) and device type (computer, tablet or mobile phone). To recognise page views that belong together, the server creates a shortened identifier from the IP address, browser identifier and a random value that is newly generated each day. We do not store the IP address itself; the random value is deleted the following day, after which the identifier can no longer be linked to anyone. The data is held in our database at Supabase (data centre in Frankfurt am Main) and is not passed on to third parties. The legal basis is our legitimate interest in improving the website (Art. 6(1)(f) GDPR).
07 · Contacting us and contact forms
Email and phone: When you write to us or call us, we process your details to handle your enquiry. The legal basis is Art. 6(1)(b) GDPR where it concerns a quote or an order, otherwise Art. 6(1)(f) GDPR (responding to enquiries). This website does not have a separate contact form. We delete the details once they are no longer needed to handle your enquiry and no retention obligation applies.
Newsletter: When you sign up for the newsletter via the footer, the contact page, the rack system page or with a request in the price calculator, we store your email address, the language of the website, where and when you signed up and the wording of the sign-up; with a request, we additionally store your name and company and, if you wish, the language you would like MILA to offer. The legal basis is your consent (Art. 6(1)(a) GDPR). The list is kept at Supabase; to send the newsletter we use Brevo (Sendinblue SAS, Paris, France) as a processor, which receives your email address and the content of the email for this purpose and reports back to us whether the email could be delivered. You can unsubscribe at any time via the link in every newsletter or by email; after that, we will no longer use your address for the newsletter and will record the unsubscription.
Ask Mila: When you ask the “Ask Mila” assistant a question, we send your question, the previous conversation and the page language to Anthropic PBC (548 Market Street, San Francisco, CA 94104, USA) so that the AI can formulate an answer based on the content of this website. Please do not enter any personal data there. We do not store questions or answers; the conversation only exists in your open browser window. The legal basis is Art. 6(1)(f) GDPR (answering questions about our services).
08 · Price calculator and quotes
The price calculator is used to request an individual quote for MILA. As long as you are only calculating, your entries remain in your browser. The only exception is the event location: to calculate travel costs, your browser sends the postcode or town and country to our server, which determines the distance using OpenStreetMap Nominatim (OpenStreetMap Foundation, United Kingdom) and the routing service OSRM (project-osrm.org). Your IP address and contact details are not transmitted to these services. If you cancel the process, we store nothing.
Only when you expressly submit the request do we process your details: company, name, email address, phone number, your message and the key event details (country, town, venue, date, duration, rooms, languages, times, audio equipment, selected options and the calculated price estimate). We store the request at Supabase, send you a confirmation of receipt and notify our team by email via our email service provider.
The purpose is to process your request, prepare and send the quote, communicate with you, document the quotation process and, where applicable, later fulfil the order. The legal basis is Art. 6(1)(b) GDPR (pre-contractual measures taken at your request). If you are acting on behalf of a company, we process your details as a contact person on the basis of Art. 6(1)(f) GDPR; our legitimate interest is initiating and conducting business with your company.
Company details: To make sure the quote is addressed to the correct company address, we retrieve the legal notice of the website belonging to the domain of your business email address and have the company details evaluated by Anthropic PBC's AI model Claude. For this, we transmit your company, name, email address, phone number and event location to Anthropic. If no legal notice is found, Claude searches the internet for the company name and address; for this search, Claude only uses the company name, the domain of the email address and the event location. We have Claude draft personal messages about your quote based on the key details of your request; our team reviews every text before it is sent. The legal basis is Art. 6(1)(f) GDPR (efficient and accurate handling of requests).
Customer portal: You receive your quote as a private link on meetmila.de. There you can accept the quote; we store the time of acceptance as proof of the order. If you have booked Context Boost or live subtitles, you can upload event materials there (for example the programme, presentations, name lists, glossaries). We send you an email reminder about 14 days before the event. Please only upload materials that are needed for preparation. You can delete files yourself up until the event. Section 14 explains how the MILA system processes these materials.
09 · Data transfer to Lexware Office
For quotes, order confirmations and invoices, we use the accounting software Lexware Office provided by Haufe-Lexware GmbH & Co. KG (Munzinger Straße 9, 79111 Freiburg, Germany). After you submit a request, our server automatically transfers the following: company, name, email address, phone number and the identified company address as a contact, if your company has not yet been created there, as well as a draft quote with the venue, date, languages and the line items of the price estimate.
Our team reviews the draft in Lexware Office, adjusts it if necessary and finalises it. If you accept the quote, we create the order confirmation there. We store the quote's identifier with the request in our database so that the two systems can be matched to each other.
The legal basis is Art. 6(1)(b) GDPR or, for contact persons at companies, Art. 6(1)(f) GDPR, and additionally Art. 6(1)(c) GDPR for documents subject to retention requirements. Lexware processes the data as a processor in Germany.
11 · Consent management
On your first visit, we ask you in the privacy settings whether you allow Google Ads. You can decline, accept or make a selection in the settings. Declining is just as easy as accepting. Without your consent, we do not load the Google tag, and no connection to Google is made.
We store your decision, together with the time and version, only in your browser. You can change or withdraw it at any time via "Privacy settings" in the footer. If you withdraw consent, we delete the Google cookies on meetmila.de and reload the page. The lawfulness of processing carried out before the withdrawal remains unaffected.
12 · Google Ads and conversion tracking
Only with your consent do we use Google Ads with conversion tracking from Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland). This lets us measure whether requests result from our ads. For this purpose, the website loads the Google tag (gtag.js). Google sets cookies and receives, among other things, your IP address, the page visited, information about your browser and device and – if you arrive via an ad – its identifier.
If you submit a request via the price calculator, we notify Google once that a request has been received (conversion "Submit lead form"). We do not transmit your contact details or event information. We do not use the data for personalised advertising (remarketing).
The legal basis is your consent (Section 25(1) TDDDG, Art. 6(1)(a) GDPR), which you can withdraw at any time. Google may also process the data in the USA (see Section 16). Further information: policies.google.com/privacy.
13 · Self-hosted demo videos
We deliver demo videos and audio samples from our own server. No external video platform is embedded; playback only generates the access data described in Section 6.
14 · Data protection in AI interpreting with MILA
This section concerns the MILA AI interpreting system at events, not the website. MILA is designed to process spoken language at the venue: speech recognition, translation and speech output run on our hardware on site. For this processing, speech content is not transmitted to external cloud AI services. Live subtitles for guests' smartphones are delivered via the local network on site.
During translation, speech data is processed temporarily for technical reasons. Audio recordings are not stored. We only create transcripts, i.e. text versions of the contributions and their translations, if this has been agreed with the event organiser; they are then automatically deleted after no more than 30 days. For technical error analysis, the system logs the timing and length of sentences, but not their wording.
Context Boost: If you have booked Context Boost, the MILA system analyses the materials you provide before the event using the AI model Claude from Anthropic PBC in order to prepare technical terms, names and a briefing. The materials are transmitted to Anthropic; the spoken content of the event is not. Under its commercial terms, Anthropic does not use this data to train its models.
MILA Recap: If the organiser has booked MILA Recap, guests can voluntarily sign up via QR code with their email address and preferred language. We use this address to send them summaries of the talks on behalf of the organiser. This requires a text version of the talks; booking MILA Recap includes an agreement with the organiser to this effect. The address is only added to an organiser's mailing list if the guest separately consents to this when signing up. Guests can unsubscribe at any time via the link included in every email.
Outside of translation, the system uses the internet for software updates, for crash reports (without audio and without speech content) and to retrieve order data and documents. We agree with each organiser who is the controller under data protection law for processing at the event and whether a data processing agreement is required.
15 · Recipients of personal data
Your data is only received by those who need it for the respective purpose: our team; Vercel Inc. (hosting); Supabase Inc. (database and file storage in Frankfurt am Main); our email service provider for confirmation and status emails; Brevo (Sendinblue SAS) for the newsletter; Haufe-Lexware GmbH & Co. KG (Lexware Office); Anthropic PBC (AI analysis as described in Sections 7, 8 and 14); OpenStreetMap Foundation and OSRM (venue only); and, with your consent, Google Ireland Limited (Google Ads).
We also store backups of our database, which include requests and newsletter sign-ups, in a private repository at GitHub Inc. (88 Colin P. Kelly Jr. Street, San Francisco, CA 94107, USA) to prevent data loss (Art. 6(1)(f) GDPR). Beyond this, we only disclose data where we are legally obliged to do so, for example to tax authorities or our tax advisors.
16 · Transfers to third countries
Vercel, Anthropic, GitHub and – with your consent – Google may process data in the USA. For the USA, there is an adequacy decision by the EU Commission for companies certified under the EU-US Data Privacy Framework. Where a service provider is not certified, we base the transfer on the EU Commission's standard contractual clauses (Art. 46(2)(c) GDPR).
The OpenStreetMap Foundation is based in the United Kingdom, for which an adequacy decision by the EU Commission exists; only the venue is sent to it, not any information about you.
17 · Storage period and deletion
We only store personal data for as long as is necessary for the respective purpose or as required by statutory retention obligations.
Quote requests: If no contract is concluded, we delete the request as soon as it is no longer needed for processing, follow-up questions and following up on the quote, unless a retention obligation applies. Quotes, order confirmations, invoices and business letters that prepare or execute a contract are retained in accordance with commercial and tax law periods (§ 257 HGB, § 147 AO): depending on the type of document, up to six, eight or ten years, calculated from the end of the calendar year.
We delete documents from the customer portal as soon as they are no longer needed for running and following up on the event, or earlier at your request. Newsletter subscriptions are kept until you unsubscribe; after that, we retain only proof of consent and of unsubscription for as long as we need it to defend against claims. Backups in our database are automatically deleted after 30 or 90 days, depending on their type; older versions of the additional backup on GitHub are retained until they are cleaned up. Until then, deleted data may still be contained in backups.
18 · Your rights as a data subject
You have the right to access the data stored about you (Art. 15 GDPR), to rectification (Art. 16), to erasure (Art. 17), to restriction of processing (Art. 18) and to data portability (Art. 20). An informal message to the address in section 2 is sufficient.
19 · Withdrawal of consent and objection
You can withdraw any consent you have given at any time with effect for the future – for Google Ads via “Privacy settings” in the footer, for the newsletter via the unsubscribe link or by email (Art. 7(3) GDPR).
Where we process data on the basis of legitimate interests (Art. 6(1)(f) GDPR), you may object at any time on grounds relating to your particular situation (Art. 21 GDPR). We will then no longer process the data unless there are compelling legitimate grounds or the processing serves the establishment, exercise or defence of legal claims.
20 · Right to lodge a complaint with a supervisory authority
You can lodge a complaint with a data protection supervisory authority (Art. 77 GDPR). The authority responsible for us is the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia (Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen), Kavalleriestraße 2–4, 40213 Düsseldorf, Germany (ldi.nrw.de).
21 · Data security
The website and all forms are encrypted via TLS; you can recognise this by “https://” in the address bar. Personal data is accessible only to logged-in members of our team. Credentials for connected services are stored exclusively on the server. Links to the customer portal are randomly generated and intended for you only; please do not share them. No system is completely secure; we adapt our measures to the state of the art.
22 · Updates to this privacy policy
We update this privacy policy when our services or the legal requirements change. The version currently published on this page applies.
Last updated: November 2026