1. Introduction

This Privacy Policy informs you about the processing of personal data when you visit and use this website and when you contact us or submit abstracts via our online forms.

“Personal data” means any information relating to an identified or identifiable natural person as defined in Art. 4 (1) of the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

2. Controller

The controller responsible for the processing of personal data on this website is:

Valentum Kommunikation GmbH
Bischof-von-Henle-Str. 2b
93051 Regensburg
Germany

Phone: +49 941 591896 10
Email: info@valentum-kommunikation.de
Web: www.valentum-kommunikation.de

3. Data Protection Officer

Our Data Protection Officer is:

Franziska Otto
Valentum Kommunikation GmbH
Bischof-von-Henle-Str. 2b
93051 Regensburg
Germany

Email: datenschutz@valentum-kommunikation.de

4. Your rights

Under the GDPR, you have in particular the following rights with regard to your personal data:

- Right to withdraw consent (Art. 7 (3) GDPR)
- Right of access (Art. 15 GDPR)
- Right to rectification (Art. 16 GDPR)
- Right to erasure (Art. 17 GDPR)
- Right to restriction of processing (Art. 18 GDPR)
- Right to data portability (Art. 20 GDPR)
- Right to object to processing (Art. 21 GDPR)

You also have the right to lodge a complaint with the competent supervisory authority:

Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)
Promenade 27
91522 Ansbach
Germany
www.lda.bayern.de

If you would like to exercise your rights, please contact us or our Data Protection Officer using the contact details provided above.

5. SSL / TLS encryption

For security reasons and to protect the transmission of confidential content (for example when you submit a form), this website uses SSL or TLS encryption. You can recognize an encrypted connection by the “https://” in your browser’s address line and by the lock symbol in your browser.

6. Server log files

When you visit our website, your browser automatically transmits data to our web server. This data is stored in so-called server log files. The following data may be processed:

- Browser type and version
- Operating system used
- Referrer URL (the previously visited page)
- Host name of the accessing computer
- Date and time of the server request
- IP address

The processing is technically necessary in order to ensure a secure and stable operation of the website. The legal basis is Art. 6 (1) (f) GDPR (legitimate interest in the secure provision of our website). Log files are deleted after a maximum of one month, unless a longer storage is required in individual cases (e.g. to clarify security incidents).

7. Cookies

We currently do not use any cookies for tracking, analytics or marketing purposes on this website.

If technically necessary cookies (e.g. for session management or security) are used in individual areas, they are only used to provide the website and its basic functions. The legal basis is Art. 6 (1) (f) GDPR (legitimate interest in a functional website).

8. Contact forms

If you contact us via a contact form on this website, we process the personal data you provide in the form (e.g. name, email address, organisation, subject, message).

We use this data exclusively to process your request and to respond to you. The legal basis is:

- Art. 6 (1) (b) GDPR, where your request is related to the preparation or performance of a contract (e.g. participation in the event),
- Art. 6 (1) (f) GDPR in all other cases (our legitimate interest in processing and answering your enquiry).

We store the data as long as it is necessary to handle your request and in accordance with statutory retention obligations.

9. Call for Abstracts

On this website, you can submit contributions/abstracts via a dedicated “Call for Abstracts” form. Depending on the specific configuration of the form, we may process in particular:

- Personal information (e.g. title, first name, last name)
- Contact details (e.g. email address, telephone number)
- Professional details (e.g. institution, department, position)
- Abstract details (title, topic, content of the abstract)
- Co-authors and their details, if applicable
- Any additional information you provide voluntarily

We process this data for the following purposes:

- Receipt, review and evaluation of submissions
- Communication with you regarding your submission
- Organisation and planning of the event (e.g. programme, sessions)
- Preparation of the event material (e.g. programme, abstracts)

The legal basis is Art. 6 (1) (b) GDPR (performance of a contract or steps prior to entering into a contract related to your participation in the event) and, where applicable, Art. 6 (1) (f) GDPR (our legitimate interest in organising the event).

Abstract data required for the event (e.g. accepted contributions, names of presenters, institutional affiliation, title and summary of the abstract) may be published in the programme or event material, if this is part of the event concept. In this case, the legal basis is Art. 6 (1) (b) GDPR and, if applicable, your consent pursuant to Art. 6 (1) (a) GDPR, which you can withdraw at any time with effect for the future.

We store the data related to abstract submissions for as long as necessary for the planning, realisation and documentation of the event, and in accordance with statutory retention obligations.

10. External registration tool

For participant registration, an external registration tool / service provider is used. When you click the registration link on this website, you will be redirected to the website of this external provider.

On the registration pages of this external provider, the provider is responsible for the processing of your personal data. The processing may include in particular:

- Personal information (e.g. name, title)
- Contact data (e.g. email address, address, telephone number)
- Information on your participation (e.g. ticket type, options booked)
- Payment information, if applicable

Please refer to the privacy policy provided on the registration pages of the external provider for details on the processing of your data in that context.

Where we subsequently receive participant data from the external registration tool for the purpose of organising the event (e.g. participant lists, badges, communication with participants), we process this data on the basis of Art. 6 (1) (b) GDPR (performance of a contract related to your participation in the event).

11. Recipients and data processing in the EU / EEA

We may transfer personal data to service providers (e.g. IT hosting providers, technical service providers) that assist us in providing this website and in organising the event. These service providers act as processors under Art. 28 GDPR and are contractually bound to process the data only according to our instructions and to protect it appropriately.

As far as possible, data is processed within the European Union or the European Economic Area. If, in exceptional cases, data is transferred to third countries, this will only be done in compliance with the requirements of Art. 44 et seq. GDPR (e.g. based on adequacy decisions or standard contractual clauses).

12. Storage period

We process and store personal data only for as long as it is necessary to fulfil the purposes described in this Privacy Policy, or as required by statutory retention periods (e.g. under commercial or tax law).

After the respective purpose ceases to apply, or after the expiry of statutory retention periods, the data will be deleted or restricted in processing in accordance with legal requirements.

13. Obligation to provide data

You are not legally obliged to provide personal data on this website. However, certain data may be necessary to make use of individual functions (e.g. contact forms, abstract submission). If you do not provide the data marked as mandatory, you may not be able to use these functions.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time in order to reflect changes in our data processing activities or legal requirements. The current version is available on this website.