Information on data protection Art. 13 DS-GVO

In the following, we will explain how we process your data during the organisation process of the confernce German Biophysical Society Meeting 2022.

1. Name and address of the data protection officer

The university’s data protection officer is:

Heinz-Joachim Sommer
Datenschutz-Sommer
Sommertalweg 1
88709 Meersburg
Germany
E-Mail: datenschutzbeauftragter@uni-konstanz.de

Website: Data protection officer (https://www.uni-konstanz.de/en/data-protection/)

2. Name and address of the responsible institution

The responsible institution as per the General Data Protection Regulation (GDPR), other national data protection laws of the member states as well as additional data protection regulations is:

University of Konstanz
represented by its rector Professor Katharina Holzinger
Universitaetsstrasse 10
78464 Konstanz
GERMANY

3. Purpose of data processing

A registration of the user is necessary for the fulfilment of a contract with the user and for the implementation of pre-contractual measures. The data will be used to organise the conference, for invoicing, and for follow-up purposes as confirmation of participation and confirmation of payment.

4. Description and scope of the processing of data

We process your data with the purpose of organising the German Biophysical Society Meeting 2022, to get in contact with you and for invoicing purposes.

The conference management software offers users the possibility to register by entering personal data. The data is entered into an input mask and then transmitted to us and stored.

Mandatory information may be requested during registration. This information must be entered completely and accurately. If this is not the case, the registration will be rejected.

The following data is collected and stored during the registration process and use of the software features:

  • Access data (username, password)
  • Address details
  • Email address
  • Registration choices
  • Billing information
  • Information on contributions submitted
  • Temporal and spatial scheduling data (conference schedule)
  • Information on memberships
  • optional: abstracts for oral or poster presentations

Cooperation with data processors and third parties

If data is disclosed to other persons or companies (processors or third parties) within the scope of processing, or if data is transferred to them, or if they are allowed to access the data in any other way, this shall only be done on the basis of legal authorisation (e.g. if transferring data to third parties such as payment processors is required in order to fulfil the contract according to Article 6 (1) lit. b GDPR), if you have given your consent, a law provides for it.

If we appoint third parties with processing data based on a "data processing contract", this will be based on Art. 28 GDPR.

Internal receivers of the data: Your data is being processed by internal parties at the University of Konstanz, e.g. the budget department to process payments for the conference.

External receivers: We work with service companies e.g. hotels or restaurants that need certain personal data to fulfil the contract. The Registration will be conducted with Converia conference management software, which is provided by Lombego Systems GmbH. See “Notes on Order Processing” for more information.

Notes on Order Processing

This website uses the Converia conference management software, which is provided by Lombego Systems GmbH. Lombego Systems GmbH hosts the software and provides additional services such as software maintenance and support for the organiser.

Within the scope of the conference overview, Lombego Systems GmbH is in charge of privacy compliance. Within the scope of individual conferences (subpages or clients), the organiser is in charge of privacy compliance following the contractual agreement.

This means that Lombego Systems GmbH may come into contact with personal data stored in the software when carrying out this work and must therefore be regarded as a processor.

The individual conferences therefore have separate privacy policies in which this is stated in detail.

A contract has been concluded with Lombego Systems GmbH for order processing in accordance with Article 28 of the GDPR. Company information:

Lombego Systems GmbH, Kaufstr. 2-4, 99423 Weimar, Germany

Type of processing:

  • Hosting and operation of the Converia conference management software
  • Maintenance and support

 

5. Legal basis for data processing

  • Registration serves the fulfilment of a contract to which the user is a party or the implementation of pre-contractual measures, the legal basis for processing of the data is Article 6 (1) (b) of the GDPR.
  • The additional legal basis for the processing of data is Article 6 (1) (a) of the GDPR, provided the user's consent has been obtained.
  • Furthermore, we process billing informations on the legal basis of Article 6 (1) (c) of the GDPR in legal connection with § 70, 75 Landeshaushaltsordnung.

 

6. Storage period

The data will be deleted as soon as it is no longer required to organise and process the conference, at the latest by March 2023.

Some data regarding invoices and payment need to be stored for 10 years according to budgetary law.

7. Possibility of objection and deletion

As a user you have the possibility to cancel the registration at any time. You can have the data stored about you amended at any time.

For this purpose, please contact biophys2022@uni-konstanz.de.

If the data is required to fulfil a contract or to carry out pre-contractual measures, a premature deletion of this data is only possible to the extent that contractual or legal obligations do not preclude deletion.

8. Rights of the parties involved

In accordance with Art. 15 GDPR, you have the right to request information from the University of Konstanz about any data it saves that is related to your person and/or to have incorrect data corrected as per Art. 16 GDPR.

You also have the right to demand that your data be deleted (Art. 17 GDPR) or that the processing and use thereof be restricted (Art. 18 GDPR), as well as to object to the processing and use of your data (Art. 21 GDPR).

If you raise an objection while in a contractual relationship with the university, it may no longer be possible to fulfil the contract.

You can withdraw your consent regarding the processing and use of your data at any time. The fact that all data processed between the point in time that consent was given and it being withdrawn was processed lawfully remains untouched.

To better understand and exercise your rights, please contact our data protection officer by emailing datenschutzbeauftragter@uni-konstanz.de or biophys2022@uni-konstanz.de.

You also have the right to file a complaint with the regulating authority if you believe that the processing and use of your personal data is in violation of the law (Art. 77 GDPR). The responsible contact person at the regulating authority is the Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg (state commissioner for data protection and the freedom of information in Baden-Württemberg) (https://www.baden-wuerttemberg.datenschutz.de).