P&B Guideline:People-o ien ed
mee ing o ganisa ion o Beginne s
People-
o ien a ion
Be excellen o each
o he ! Always
anspa en ly in o m
people and conside
di e en needs when
planning a mee ing.
P i acy-
p ese a ion
Respec people's
p i acy. Only collec
da a ha you eally
need.
Bu eauc acy-
p e en ion
A oid unnecessa y
wo k, s ick o he ules!
Bene i o
p o ided ools
Use ools p o ided by
you ins i u ion. Fo
hose, pape wo k is
al eady done.
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In oduc ion
In science, many o us ha e o o ganise a wo kshop o o he
mee ings a some poin . The o ganisa ion o such mee ings
can p esen ce ain challenges, pa icula ly in he con ex o
he managemen o pa icipan s' pe sonal da a. Consequen ly,
he p ima y cou se o ac ion would be o consul he da a
p o ec ion o fice o one's own ins i u ion. In his depa men ,
pe sonnel a e a ailable o p o ide in o ma ion and assis ance
on da a p o ec ion ma e s. Ne e heless, i is o en use ul o
ha e a lis ha is easily comp ehensible in o de o p o ide a
apid o e iew o he poin s ha should be conside ed when
planning a mee ing acco ding o da a p o ec ion. Fo his
pu pose he P&B Guideline was de eloped o suppo ou sel es
and o he s wi h smoo h mee ing o ganisa ion. The guideline is
mean as a suppo i e ool.
Disclaime : Legal assu ance, howe e , can only be gi en by
legal pe sonnel and should he e o e no be assumed o be
ully co e ed when adhe ing o he guideline. None heless,
adhe ing o he guideline will gi e you a good di ec ion o
making you mee ing o ganisa ion p i acy-o ien ed.
You No es
Wo kshop:
Fu he No es:
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In b ie
Think i s
A good p epa a ion educes he isk o da a inciden s
and ime-consuming epo ing o he au ho i ies.
Less is be e
The less di e en ools you use, he less e o i is o se
up and communica e he da a p o ec ion implica ions.
Ha e a plan
T ea he pe sonal da a o you mee ing pa icipan s
simila o da a om a scien i ic p ojec , i.e., ha e a "da a
managemen plan", including which da a you collec ,
how you s o e and use he da a, and when hey will be
dele ed.
Speci y he pu poses
When planning o collec da a o you mee ing pa ici‐
pan s you need a da a p o ec ion in o ma ion ha
includes a pu pose o e e y da a usage ("pu pose
limi a ion").
Clean up
Dele e he pe sonal da a collec ed a e i se ed i s
pu pose.
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Checklis
No e: The checklis is no linea . You may ha e o come back o
ea lie poin s la e in he p ocess.
In Gene al
Know he esponsible pe son acco ding o GDPR
This is no necessa ily he pe son who is o ganising he
mee ing.
Example: The da a p o ec ion o ice o you ins i u ion.
Name a con ac pe son
This helps he pa icipan s o know whom o con ac in case
o ques ions, p oblems o i hey wan o exe cise hei igh s.
Example: The pe son o ganising he mee ing. O he
sec e a y o you ins i u ion.
Da a p ocessing jus ifica ion acco ding o GDPR A .6
Wha kind o da a will be p ocessed and o wha pu pose?
Lis all pu poses o e e y i em on you da a collec ion lis (see
below), including op ional da a.
Example: names and email add esses o mee ing o ganisa‐
ion and in o ma ion p o ision; esea ch ield o plan an
in e disciplina y mee ing and p epa e o expe ise b ough
in by he pa icipan s; op ional age o s a is ical analysis
P o ide a p ocess o he da a handling
Da a handling includes no only o de ine which da a o
collec and whe e o s o e i (see below), bu also o de ine
how o dele e i a e he mee ing is o e .
Define handling o eques s
Be awa e o he "Righ s o he da a subjec ", Chap e 3 GDPR,
especially A .15-21.
Impo an igh s a e o objec (Wide sp uch), o access(Aus‐
kun ), o ec i ica ion(Be ich igung), o dele e(Löschung).
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Which da a is in ol ed and wha is i used o
Lis he da a o be p o ided by pa icipan s
This is da a ha you explici ly collec by asking he
pa icipan s o p o ide in o ma ion o you.
Examples: name, mail add ess, job desc ip ion
Lis he da a ha will be collec ed au oma ically
This is da a ha you implici ly collec du ing he p ocess o
ge ing in o ma ion om pa icipan s.
Examples: IP-add ess, b owse inge p in by isi ing a
websi e, egis a ion o m
Lis whe e he da a is s o ed
He e, you should de ine whe e he collec ed da a( om he
p e ious wo poin s) echnically ends up.
Examples: On a se e o you ins i u ion, w i en down on
pape and s o ed a you ile cabine , in email inboxes, on
hi d-pa y-se e s
Lis he ools ha a e planned o be used
De ine ools o be used and check wha da a hey
p ocess(e.g., check whe he i is equi ed o add pe sonal
in o ma ion in o a ool).
Communica e usage o such pe sonal da a p ocessing ools
be o ehand.
Think abou p o iding an al e na i e solu ion o pa icipan s
who do no ag ee o he usage.
Also he IP-add ess is conside ed pe sonal da a, so jus using
a websi e mus be lis ed as well.
Include links o ex e nal p i acy ag eemen s and e ms o use
i applicable.
In-house ools
These a e ools ha a e p o ided by you ins i u ion. Usually,
he legal equi emen s should be al eady co e ed by you
ins i u ion. Howe e , in case o insecu i y, i is
ecommendable o check o he espec i e in o ma ion.
Ex e nal ools
Tools ha a e no p o ided by you ins i u ion.
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Access o da a
Lis who has access o he da a and o wha eason
Examples: wo king g oup o ganising he mee ing, you eam,
you ins i u ion, he da a cen e, hi d-pa ies, ex e nal ool-
p o ide s and da a p ocesso s, e.g., p o ide s o e ing ools o
se ices
Lis wi h whom else is he da a sha ed
Examples: o he pa icipan s h ough g oup emails
Reco dings(audio, ideo, pho o)
Think ca e ully abou whe he eco dings a e necessa y a all.
Pa icipan s should ha e he op ion o decline any eco dings o hemsel es.
Conside making a eas a ailable whe e eco dings a e no allowed.
Please be awa e ha au oma ically uploading eco dings o a cloud(as
many sma de ices au oma ically do wi h EU-ex e nal p o ide s) can lead
o da a inciden s. People can be held pe sonally esponsible o such an
inciden .
Examples: usage o no-pho o-s icke s o badges ha allow easy iden i i‐
ca ion o people who do no wan o be eco ded; p o ide eco ding- ee
ables o spaces
Define wha is eco ded and on wha basis
The s o age, use, and p ocessing o pe sonal da a mus
always be linked o a speci ic pu pose. In o m abou wha will
be eco ded, which de ice will be used, whe e eco dings will
be s o ed.
Examples: P omo ion/ad e isemen on social media
Cla i y whe e he eco dings will be published
Publish eco dings only acco ding o he de ined e ms and
pu pose.
Examples:
On social media, websi e o he ins i u ion
Pho os a e aken wi h he pu pose o w i ing a epo o he
e en o he o ganisa ion websi e. Pho os can he e o e no
be uploaded on social media o ad e ising o he e en .
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T anspa en communica ion
Sha e he collec ed in o ma ion abo e anspa en ly wi h he
pa icipan s who plan o egis e o you mee ing
In gene al, be app oachable o pa icipan s. P o ide he
comp ehensi e da a p o ec ion in o ma ion o he pa ici‐
pan s be o e collec ing hei da a! You could p o ide hese
in o ma ion di ec ly wi h all he o he ad e ising in os o
you mee ing o la es du ing he egis a ion p ocess.
Ways how o simpli y con ac ing pa icipan s: Use a cen al
au oma ed sys em o con ac pa icipan s and deli e ma e‐
ials, se up a mailing lis o con ac pa icipan s and a oid
manual adding o email add esses, always pu email
add esses in BCC and you sel as isible ecipien .
Enjoy you mee ing, don' s ess you sel , and a e he
mee ing dele e he da a. :)
Wha o do in case o a da a inciden
Whene e some hing goes w ong wi h pe sonal da a,
please do no panic!
A fi s , documen wha exac ly happened as any inciden
mus be epo ed wi hou delay and equi es p ope
documen a ion.
Dele e da a ha is s o ed/p ocessed no in acco dance o
you da a p o ec ion in o ma ion and da a managemen
plan, e.g., any da a ha could be leaked.
S ick o you o ganisa ion's inciden esponse s anda d
ope a ing p ocedu e (SOP) and epo o you da a
p o ec ion o fice (who should be able o ell you how o
p oceed om he e).
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Abou
C ea ed as pa o ou e o s o p omo e young alen ,
suppo ed by he GMDS PK Nachwuchs.
Au ho s
ORCID Name
0000-0001-5504-5108 Lea Gü ebie
0000-0001-9691-2677 Lea Michaelis
0000-0001-9008-1868 Ch is ina Schü le
0000-0002-8349-6798 Hannes Ul ich
0000-0002-9902-6459 Joshua Wiedekop
0000-0003-1632-4328 Benjamin Win e
0009-0009-9712-060X Judi h Wodke
Medical In o ma ics Labo a o y, Ins i u e o Communi y Medicine, Uni e si y Medicine
G ei swald, Ge many
Medical Cen e o In o ma ion and Communica ion Technology, Uniklinikum E langen,
Ge many
Ins i u e o Medical In o ma ics and S a is ics, Kiel Uni e si y and Uni e si y Hospi al
Schleswig-Hols ein, Ge many
Ins i u e o Medical Biome y and S a is ics, Sec ion o Clinical Resea ch IT, Uni e si y o
Luebeck and Uni e si y Hospi al Schleswig-Hols ein, Ge many
Ve sion: 2025.1
Pic u es om cocoma e ial.com
h ps://www.medizin.uni-g ei swald.de/medizinin o ma ik/pnb
P&BGuideline © 2025 by MILA e al. is licensed unde CC BY-NC 4.0. To iew a copy o his license, isi
h ps://c ea i ecommons.o g/licenses/by-nc/4.0/
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