data protection

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What security aspects should be included in an online ticketing system?
What security aspects should be included in an online ticketing system? 2560 2560 egocentric Systems GmbH

Online ticketing is vital for event organizers today – it enables fast sales, efficient guest registration and convenient access to events. However, digitalization also increases the risk of cyberattacks, ticket fraud and data misuse. Hackers are trying to gain access to sensitive user data, bots are buying up tickets in bulk to resell them at inflated prices, and fraudulent tickets can lead to admission problems. The consequences? Frustrated customers, financial losses and a massive loss of trust in the event organizer’s brand. This makes it all the more important for an online ticketing system to meet the highest security standards. But what security aspects should event organizers pay attention to?

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The protection of personal data is a central element of every ticketing system. A GDPR-compliant system ensures that personal information such as name, address or payment data is processed securely. Role-based access controls are also important: tiered access rights protect sensitive data, as not every employee has unrestricted access to the system. Multi-factor authentication (MFA) also provides additional security by requiring a second confirmation factor in addition to the password. Encryption technologies such as SSL/TLS ensure that data transmissions cannot be intercepted by third parties. A secure ticketing system thus minimizes the risk of data misuse and strengthens the confidence of ticket buyers.

Fake tickets or bulk purchases by bots not only affect ticket sales, but also the visitor’s event experience. High-quality online ticketing platforms therefore rely on technologies such as captchas and bot detection software to prevent automated purchases. Dynamic QR codes and NFC tickets prevent tickets from being copied or used multiple times. The system should also offer mechanisms to regulate resale, for example through personalized tickets or a limit on the number of tickets per customer. This keeps ticket sales fair and secure – and protects event organizers from loss of revenue due to fraud.

Protection
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Safe
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A secure ticketing system must guarantee protected payment processing in order to prevent fraud and data misuse. This includes PCI DSS compliance, which ensures the highest security standards for credit card payments. Tokenization technologies guarantee that payment information is not stored in the system but is processed in encrypted form. SSL/TLS encryption prevents payment data from being intercepted during the transaction. In addition, measures such as 3D Secure (e.g. Verified by Visa or Mastercard SecureCode) are essential to detect fraudulent payments. Event organizers should therefore only use ticketing providers that promise the highest security standards in payment processing.

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egocentric Systems – High Security for your Ticketing

  • GDPR-compliant data processing: protection of personal data to the highest standards
  • PCI-DSS-compliant payment processing: maximum security for credit card payments
  • Tokenization & 3D-Secure: Payment data is not stored, additional authentication for more protection
  • Limitation of ticket purchases: Prevents bulk purchases and ticket scalping
  • Tiered access rights for system users: data protection by assigning different roles with different access authorizations
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DSGVO for event organisers: how secure is your ticket shop?
DSGVO for event organisers: how secure is your ticket shop? 1008 756 egocentric Systems GmbH

In October 2023, a massive data theft at the Motel One chain was revealed, where nearly the entire guest list since 2016 was stolen. This list included billing addresses, birthdates, and other personal data. Incidents like this are a good reminder to review your own data protection measures. As an event organiser in 2023, you’re likely familiar with the General Data Protection Regulation (germ.: DSGVO). However, if you’re still navigating the complex rules and regulations, you’re in the right place! In this blog post, we’ll guide you through the world of GDPR (DSGVO), specifically tailored to the challenges and opportunities for event organisers like you.

Interested in GDPR (DSGVO) -compliant ticketing?

For egocentric Systems, GDPR (DSGVO) is not only a quality feature but also a responsibility. How do we implement this with our system?

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Orange lifebuoy on the wall symbolises data security at events

GDPR (DSGVO) and events

The GDPR (DSGVO) may seem complex at first, but it offers you the opportunity to gain the trust of your participants and make your events safer and more professional.

Fun fact: Zettabytes of data are generated globally each year. Statista estimates that 126.32 zettabytes will be generated in 2023. (A single personal data record with name, address, email, and phone number requires approximately 0.001 GB. 126.32 zettabytes comprise a data volume of 126,320,000,000,000,000,000 possible data records). So, this topic is crucial.

In this guide, you will learn how to use the GDPR (DSGVO) to your advantage while ensuring your events comply with current legal requirements. Dive into the world of data protection with us and discover how to optimise your events.

A little disclaimer before we get started:
This article does not claim to be legal advice. You should always clarify specific implementation guidelines and any changes due to the GDPR (DSGVO) with your trusted legal advisor.

Important data protection principles for event organisers

In this section, we focus on the basic principles that should characterize every GDPR (DSGVO)-compliant event.

Data Minimization: Less is More
The principle of data minimization is simple: only collect the data that is absolutely necessary for your event. Complying with data protection laws not only fulfills legal requirements but also demonstrates respect and professionalism towards your customers.

Earmarking: Data Use with a Clearly Defined Purpose
Every data set you collect should have a specific, defined purpose. Be transparent about why certain information is needed and how it will be used. This transparency strengthens trust in your event and underscores your credibility as an organizer.

Transparency and Accountability: Open and Responsible Data Management
As the organizer, you are responsible for the data collected. This means you should be able to account for its use at all times. Clear and transparent communication about your data protection practices is essential for creating trust and security among your customers. Data protection compliance is an ongoing process and a commitment that extends beyond individual events. With these basics, you lay the foundation for a successful and GDPR (DSGVO)-compliant event.

1. Preparation of your event with the GDPR (DSGVO)

Step-by-Step Planning with a Focus on Data Protection

Start with detailed planning that incorporates data protection aspects from the outset. This includes selecting the right tools and platforms and designing registration forms and communication strategies that comply with data protection regulations.

Obtaining Consent: How to Do It Right?

Obtaining participants’ consent for data collection and processing is a core component of the GDPR (DSGVO). Ensure that your registration processes are clear and understandable, and that customers explicitly consent before personal data is collected. Emphasize the principles of voluntariness and clarity.

Data Protection-Compliant Handling of Participant Data

Once data is collected, it must be securely managed and protected. Implement appropriate security measures to prevent data leaks or unauthorized access. Ensure that data is kept only as long as necessary and then properly deleted.

Preparing a GDPR (DSGVO)-compliant event requires care and attention to detail. By following these steps, you will ensure that your event is not only successful but also fully compliant with data protection regulations.

What are particularly sensitive contact points for customer data in your daily business?

Online Ticket Shop: Security and Data Protection

The online ticket shop is often the first point of contact between organizers and participants, where sensitive data such as contact information and payment details are collected. Ensuring this process is GDPR (DSGVO)-compliant is crucial, involving secure data transmission and storage, as well as transparent communication about data usage.

CRM Systems: Data Centralization with Risks

CRM systems are central to managing customer relationships and store detailed information about your customers and prospects. Since they contain a large amount of personal data, they must be specially protected to ensure GDPR (DSGVO) compliance.

Newsletter: Consent and Transparency

When sending newsletters, it’s important to obtain recipients’ consent and clearly inform them which data is used for which purpose. Unsubscribe options must also be simple and efficient.

Interfaces as Points of Attack

The interfaces between different systems, such as between the ticket shop, CRM, and newsletter tool, are potential weak points for data breaches. Data must be transferred and processed securely to minimize risks.

Advantage of an Integrated Solution

Bringing together functions such as ticket sales, CRM, and newsletter dispatch in an integrated system can be highly advantageous. It simplifies the management and monitoring of data flows while reducing the number of interfaces, thus minimizing the risk of data breaches.

By understanding and carefully managing the GDPR (DSGVO) in these key areas, you can ensure legal compliance and strengthen your customers’ trust in you

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2. Realisation of the event under the microscope of the GDPR (DSGVO)

Data Protection-Compliant Event Design

Ensure that all processes and activities during the event adhere to data protection rules. This includes securely handling customer information, complying with data protection guidelines when presenting content, and protecting participants’ privacy.

Legally Compliant Image and Sound Recordings

If you plan to record images or sound, ensure it complies with data protection regulations. Obtain consent and inform participants about the purpose and use of recordings.

Check-in and Guest Management: Efficient and Secure

Design the check-in and guest management processes to guarantee data security. Avoid displaying sensitive customer information publicly and restrict data access to authorized personnel only.

By integrating these aspects into your event planning, you not only ensure GDPR (DSGVO) compliance but also enhance participants’ trust and satisfaction

Person scans a mobile ticket at the entrance

3. After the event: Don’t forget data protection!

Data protection also plays a crucial role after the end of the event. Post-processing in compliance with the GDPR is an important step in ensuring the confidentiality and security of participant data in the long term.

Correct Handling of Data After the Event

After your event concludes, it’s crucial to manage collected data in compliance with GDPR (DSGVO) requirements. Assess whether the data is still necessary; if not, securely delete it. Adhere to specified retention periods and responsibly remove unnecessary data.

Obtaining Feedback in GDPR (DSGVO) Compliance

When gathering participant feedback, ensure GDPR (DSGVO) compliance by informing participants about data use and obtaining their consent. Integration into ticket shop purchases can simplify this process through voluntary consent.

Managing Data Breaches

In the event of data breaches, prompt action in accordance with GDPR (DSGVO) guidelines is essential. Establish a protocol for handling breaches, promptly notifying authorities and affected individuals as necessary. Complying with GDPR (DSGVO) post-event is not just a legal obligation; it demonstrates respect for participants. Thoughtful data management reinforces trust and enhances your reputation as a responsible organizer.

4. Effective collaboration with your data protection officer

Understanding the Role of the Data Protection Officer

The Data Protection Officer (DPO) serves not only as a controller but also as an advisor and partner in implementing data protection-compliant processes. They assist in identifying risks and providing solutions to mitigate them.

Data Protection Impact Assessment: What is It?

A data protection impact assessment may be necessary for certain types of events. The DPO can assist in conducting this assessment to ensure accurate risk evaluation and mitigation.

Training and Counseling for Your Team

An essential aspect of data protection is ensuring all team members are aware and informed. The DPO can offer training and workshops to educate your team on data protection. Collaborating effectively with the DPO helps minimize data breach risks and ensures compliance with current legal requirements for your event.

5. The most important facts at a glance

  • Remember the key points of this guideline: data minimization, purpose limitation, transparency, and close cooperation with the Data Protection Officer (DPO).
  • The GDPR (DSGVO) will remain pivotal in event management in the years ahead. View GDPR (DSGVO) compliance not just as a duty but as a chance to enhance customer trust.
  • Stay informed about data protection trends to ensure ongoing compliance with legal requirements for your events.
“Yes” to more data protection

German startup, German standards – and not just when it comes to the GDPR (DSGVO). egocentric Systems is ready for more data protection with its solution.

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Know your customers with the integrated CRM system of the Event Manager from egocentric Systems

CRM – Customer Relationship Management. More than just a database.
CRM – Customer Relationship Management. More than just a database. 2560 2214 egocentric Systems GmbH

THE TICKETING OF THE FUTURE
DEVELOPED IN DRESDEN.

The ticketing of the future is developing in Dresden. One of the important topics for modern and future-oriented ticketing is the topic of customer relationship management – in short, CRM. With this management tool from egocentric Systems you discover the uniqueness of your guests, fans and visitors.

YOUR CUSTOMER’S UNIQUENESS.

Every person is unique and therefore wants to be addressed individually. If you want to sustainably strengthen the relationship with your guests and increase your sales significantly, you should know your customers. You can make your business even more successful by returning visitors, selling higher ticket categories and subscription tickets or by means of merchandising articles and secure sales through food and drinks sold in advance.

Keywords such as “360 ° customer view“, “customer journey” or “CRM”, which come up again and again in this context, are at best only buzzwords in daily meetings without good expertise. We at egocentric Systems support you with our many years of experience in ticketing and event management to fill these terms with life and to drive your business forward.

We see CRM as much more than just a piece of software. For us, CRM is a philosophy that extends deeply into all areas along the customer journey. This is the only way to really get a comprehensive view of your visitors, to get to know their wishes and to use the respective potential even more.

If you want to promote higher ticketing sales, the sale of your merchandising articles and increase your catering turnover, then it is best to get to know our event manager better today. Our event manager has a new and improved CRM system. So you understand your customers down to the smallest detail.

A CRM MANAGER WITH MANY POSSIBILITIES.

With the CRM system from egocentric Systems you can see the total sales of your customers at a glance. You not only have the historical sales data and interests of your customers available, but all the information you need for successful marketing. Complete the respective customer profiles by storing several addresses and maintain two full contacts with individual email addresses per customer number. Collect all the information you need as an organizer from your guests in five additional, user-defined fields. Manage how you can get in touch with your customers. With the help of the integrated relationship management, you can easily connect customer accounts. With this function you can e.g. Represent relationship relationships and use the rating system to categorize customers quickly and easily according to your respective criteria.

Thanks to Event Manager, you know everything about your customers and can quickly and easily make selections, set up automatic mailings, start campaigns or integrate external tools such as Mailchimp.

Privacy. The be-all and end-all of today’s CRM systems.

CRM is an integral part of marketing and customer service, so data protection must not be neglected. Data protection is a top priority for us too. Marketing consent, double opt-in procedures and compliance with the General Data Protection Regulation (GDPR) are a matter of course.

If you want to increase the efficiency and effectiveness of your measures and significantly improve the product experience of your guests, fans and members, then you should work with the event manager from egocentric Systems. We promise you will be satisfied with the result: enthusiastic guests, even more loyal fans and significantly higher sales in ticketing, merchandising and F&B.

Turn your guests into fans!

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