Information on the processing of personal data

Information on the processing of personal data for shareholders, shareholder representatives and guests at the Annual General Meeting and the Preferred Shareholders Meeting of RWE Aktiengesellschaft on 3 May 2019

We take the protection of your personal information very seriously and respect your privacy. We would like to inform you about our data privacy policy in accordance with the European General Data Protection Regulation (EU GDPR).

We process your data for the purposes mentioned below in accordance with the applicable statutory data protection regulations.

For the purposes of this data privacy section, any information that can be linked to you personally is considered “Personal Data.” The Personal Data provided to us and collected by us in the context of the Annual General Meeting includes, in particular, the names, addresses and, if applicable, additional contact information of shareholders, their respective shareholding, type of ownership, admission ticket number and any authorisations granted to voting proxies.

Please note that a live webcast of the Annual General Meeting, up to the beginning of the general debate, with image and sound will be provided over the internet. Moreover audio and video recordings may be made for public press coverage by press and media up to the end of the speech of the chairman of the executive board.

1. Data controller and data privacy officer

Data controller responsible for the processing of your Personal Data: 

RWE Aktiengesellschaft
Altenessener Straße 35
45141 Essen

Germany

T: +49(0)201-5179-0 
F: +49(0)201-5179-5005 

You can contact our data protection officer under:

RWE Aktiengesellschaft
Konzerndatenschutzbeauftragter
Altenessener Straße 35
45141 Essen

T: +49(0)201-5179-0 
F: +49(0)201-5179-5005
E-mail: datenschutz@rwe.com.

2. Data categories

RWE Aktiengesellschaft processes the following categories of data for its Annual General Meeting:

  • Last name and first name
  • Place of residence / address and any other contact details provided by the shareholder (e.g. telephone or fax number, e-mail address) 
  • Shareholding
  • Type of ownership
  • Number of admission ticket and voting card
  • Authorisations granted to (voting) proxies, if any
  • Audio and video transmissions of people on stage, their transmission in adjoining rooms as well as the storage and provision of audio and video recording up to the end of the general debate for playback on the internet.   

3. Purposes of data processing and legal basis

RWE Aktiengesellschaft processes your Personal Data only for the following purposes:

  • your participation in the Annual General Meeting and/or the Preferred Shareholders Meeting, 
  • to meet the requirements of stock corporation law (e.g. preparation and display of attendance lists), and 
  • enabling you to exercise your voting rights before and during the Annual General Meeting and/or before and during the Preferred Shareholders Meeting.

Your data will not be processed for any other purposes than those mentioned above.

Section 6, Paragraph 1, Sentence 1, Letter c GDPR in connection with the provisions of the German Stock Corporation Act are the legal basis for data processing. 

Your Personal Data is only processed to the extent audio and video recordings are concerned for reporting purposes and PR purposes as well as archiving purposes pursuant to Section 6, Paragraph 1, Sentence 1, Letter f) GDPR. Such recordings may be disseminated and publicly displayed on the RWE-Intranet, the internet, internal and external digital media as well as provided to the press and any other media.

The legitimate interest consists in informing co-shareholders and the public of the meeting.

4. Data recipients and service providers

Your data is transmitted to certain entities within the RWE Group if and to the extent that these centrally handle data processing tasks related to the Annual General Meeting and/or Preferred Shareholders Meeting of RWE Aktiengesellschaft.

In addition, RWE Aktiengesellschaft uses the services of various external service providers and consultants in connection with the Annual General Meeting and the Preferred Shareholders Meeting, which process your data on behalf of RWE Aktiengesellschaft (”Processors”). These Processors act solely upon instruction by RWE Aktiengesellschaft and only receive such Personal Data that is required for the fulfilment of their contractual obligations vis-à-vis RWE Aktiengesellschaft.

In individual cases, we may be required by law to make Personal Data available to public authorities or publishing media. Moreover, Section 129 of the German Stock Corporation Act requires us to make information available to shareholders and shareholder representatives via the attendance list.

As far as audio and video recordings referred to under no. 2 are concerned your Personal Data will be made available by RWE Aktiengesellschaft to any group company connected to the RWE-intranet. Information on the internet are accessible worldwide. Any use and reproduction of these recordings by third parties cannot be precluded. Recordings can be found through search engine and linked to further information. They can be copied and disseminated. This could cause that any information published on the internet can be found even if said information was deleted on the source site.

5. Retention period and deletion of your Data

We store Personal Data for as long as we are legally required to retain information or evidence, usually for a period of three years, or for as long as the company has a legitimate interest in storing such Data, e.g., in the event of legal or out-of-court disputes in connection with the Annual General Meeting. Thereafter, Personal Data is deleted.

6. Your rights

You have the following rights to your data, which you can assert under applicable legislation: 

The right to

  • information, 
  • rectification,
  • erasure, 
  • restriction of processing,
  • objection, and
  • data portability pursuant to Chapter III GDPR.

To exercise your rights, please contact us using the contact details provided under Item 1.

Without prejudice to any other legal remedy, you have the right to file a complaint with a supervisory authority, specifically, with a body in the member state of which you are a resident, in which you have your workplace or in which the alleged infringement has taken place.

The supervisory authority for RWE Aktiengesellschaft is:

Die Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen

(State Data Protection and Freedom-of-Information Officer for North Rhine-Westphalia)
P.O. Box 20 04 44
40102 Düsseldorf

Germany

T: +49 211 38424 – 0
F: +49 211 38424 – 10
E-Mail: poststelle@ldi.nrw.de.