Data Protection Statement

Name and address of the controller

The controller within the meaning of the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is:

Management Office of the Collaborative Research Centre 1667 ATLAS
Scientific Coordinator: Dr.-Ing. Adam S. Pagan
University of Stuttgart
Pfaffenwaldring 29
70569 Stuttgart
Germany

Phone: +49 711 685 62135
E-mail: info@atlas.uni-stuttgart.de
Website: sfb1667.uni-stuttgart.de

Name and address of the data protection officer

Information on the data protection officer can be found in the University of Stuttgart's privacy policy.

General information on data processing

1. Scope of the processing of personal data

As a matter of principle, we only process personal data of our users to the extent necessary to provide a functional website as well as our content and services. As a rule, the processing of personal data of our users is only carried out after the user's consent. An exception applies in cases in which prior consent is not possible for factual reasons and the processing of the data is permitted by statutory provisions.

2. Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for processing of personal data, Art. 6 (1) (a) of the EU General Data Protection Regulation (DSGVO) serves as the legal basis.

In the case of the processing of personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6 (1) (b) DSGVO serves as the legal basis. This also applies to processing operations that are necessary for the implementation of pre-contractual measures.

Insofar as the processing of personal data is necessary for the fulfilment of a legal obligation to which our company is subject, Art. 6 (1) (c) DSGVO serves as the legal basis.

In the event that the vital interests of the data subject or another natural person necessitate the processing of personal data, Art. 6 (1) (d) DSGVO serves as the legal basis.

If the processing is necessary to safeguard a legitimate interest of our company or a third party and the interests, fundamental rights and freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 (1) (f) DSGVO serves as the legal basis for the processing.

3. Data deletion and storage period

The personal data of the data subject will be deleted or blocked as soon as the purpose of storage no longer applies. Storage may also take place if this has been provided for by the European or national legislator in EU regulations, laws or other regulations to which the controller is subject. The data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or performance of a contract.

Information on order processing

This website uses the conference management software Converia, which is provided by the company Converia GmbH. Converia GmbH hosts the software and provides the organizer with other services such as maintenance of the software and support. Therefore, Converia GmbH may come into contact with personal data stored in the software in the course of this work and is therefore to be regarded as a processor.

A contract for order processing has been concluded with Converia GmbH in accordance with Art. 28 DSGVO. (For details of the company, see the "List of Processors" section of this document).

Provision of the website and creation of log files

1. Description and scope of data processing

Every time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer.

The following data is collected:

Information about the browser type and version used
The user's operating system
The user's Internet service provider
The user's IP address
Date and time of access

2. Legal basis for data processing

The legal basis for the temporary storage of data and log files is Art. 6 (1) (f) DSGVO.

3. Purpose of data processing

The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user's computer. For this purpose, the user's IP address must be stored for the duration of the session.

The data is stored in log files to ensure the functionality of the website. In addition, the data is used to optimize the website and to ensure the security of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context.

These purposes also constitute our legitimate interest in data processing in accordance with Art. 6 (1) (f) DSGVO.

4. Duration of storage

The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.

If the data is stored in log files, this is the case after ten days at the latest. Storage beyond this is possible. In this case, the IP addresses of the users are deleted or alienated so that it is no longer possible to assign the calling client.

5. Possibility of objection and removal

The collection of data for the provision of the website and the storage of the data in log files is absolutely necessary for the operation of the website. Consequently, there is no possibility of objection on the part of the user.

Use of cookies

1. Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in the Internet browser or by the Internet browser on the user's computer system. When a user visits a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic string of characters that allows the browser to be uniquely identified when you return to the website.

We divide cookies into the following categories:

Necessary cookies (type 1)

These cookies are strictly necessary for websites and their functions to function properly. Without these cookies, services such as participant registration, for example, cannot be provided.

Functionality cookies (type 2)

These cookies make it possible to improve the comfort and performance of websites and to provide various functions. For example, language preferences may be stored in functionality cookies.

Performance cookies (type 3)

These cookies collect information about how you use websites. Performance cookies, for example, help us to identify particularly popular areas of our website. This allows us to tailor the content of our websites to your needs and thus improve our offer for you. The information collected with these cookies is not personally identifiable. For more information on the collection and evaluation of the information, please refer to the section "Evaluation of Usage Data".

Third-party cookies (type 4)

These cookies are set by third parties, e.g. social networks. They are primarily used to integrate social media content such as social plugins on our site. Information about how we use social plugins can be found in the "Social Plugins" section of the Privacy Policy.

2. Legal basis for data processing

The legal basis for the processing of personal data using cookies is Art. 6 para. 1 lit. f DSGVO.

3. Purpose of data processing

We use the following cookies on our pages:

Name of the cookie	Purpose	Type
PHPSESSID	Identification of a user session	1
Converia_SID	Identification of a front-end user	1

4. Duration of storage, possibility of objection and removal

Cookies are stored on the user's computer and transmitted by the user to our site. Therefore, you as a user also have full control over the use of cookies. By changing the settings in your internet browser, you can disable or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all functions of the website to their full extent.

Registration & Use of Conference Management Software Features

1. Description and scope of data processing

In the conference management software, users are offered the option of registering by providing personal data. The data is entered into an input mask and transmitted to us and stored.

Mandatory information may be requested during registration. These must be stated completely and correctly. If this is not the case, the registration will be rejected.

The system provides for a function that a data protection agreement must be actively confirmed before personal data can be stored in the software .

A registration process is usually required for the following activities, among others:

Registration as a participant in an event
Submission of a scientific abstract in the system
Peer review of scientific contributions
Activities as a speaker or chairman of a session
Using the Conference Scheduler's Favorites feature

The following data is collected and stored as part of the registration process and the use of the functions of the software:

Access data (username, password)
Address data
E-mail address
Shopping cart data
Billing information
Information on submitted contributions
Temporal and spatial planning data (conference schedule)
Information about memberships
Information on proof (e.g. student certificate)
Intention of attending conference dinner
Optional data:
- Data from the pre-registration
- More Custom Fields

Payment Processing

Various payment options are offered to carry out the payment processing when registering for a participant at an event (e.g. invoice/bank transfer, credit card, PayPal). Sensitive payment information is not stored in the conference management system itself. For this purpose, specially certified payment service providers are used to process and store data. For this purpose, the user is directed directly to the websites of the respective providers. Further information on data protection can be found on the websites of the respective service provider.

The following data is collected as part of the payment process:

selected payment method
Invoice amount
Amounts paid
Billing data

Additional information on the payment service providers can also be found at the end of this privacy policy under "Data protection information"

2. Legal basis for data processing

The legal basis for the processing of the data is Art. 6 (1) (a) DSGVO if the user has consented.

If the registration serves the performance of a contract to which the user is a party or the implementation of pre-contractual measures, the additional legal basis for the processing of the data is Art. 6 (1) (b) DSGVO.

3. Purpose of data processing

Registration of the user is necessary for the performance of a contract with the user or for the implementation of pre-contractual measures.

A publicly accessible program booklet will be produced in digital and/or printed form, in which the data submitted via this form will be published, provided that the abstract has been accepted by the Technical Committee of the conference and no deletion of the submitted data has been requested by the sender prior to the compilation of this program booklet.

A list of participants will be created, on the basis of which access to the event premises and services will be granted following a successful on-site check-in. The participant will be issued with a personal name badge based on the data provided, which serves as proof of access authorization for the remainder of the event.

For budgetary reasons, the budget department of the University of Stuttgart receives a list of participants for the billing of the catering.

4. Duration of storage

The data will be deleted as soon as they are no longer necessary to achieve the purpose for which they were collected.

This is the case for the data collected during the registration process for the performance of a contract or for the implementation of pre-contractual measures if the data is no longer required for the performance of the contract. Even after the conclusion of the contract, there may be a need to store personal data of the contractual partner in order to comply with contractual or legal obligations.

Since the access data including address data can be used for other events such as follow-up events, this data is usually removed from the system within 2 years after the last login.

The list of participants provided to the University of Stuttgart's budget department is stored with the budget documents for 10 years.

5. Possibility of objection and removal

As a user, they have the option of cancelling the registration at any time. You can have the data stored about you changed at any time.

Please contact the responsible person by email or telephone (see information above).

If the data is necessary for the performance of a contract or for the implementation of pre-contractual measures, early deletion of the data is only possible unless contractual or legal obligations preclude deletion.

Rights of the data subject

If your personal data is processed, you are a data subject within the meaning of the DSGVO and you have the following rights vis-à-vis the controller:

1. Right to information

You can ask the controller to confirm whether personal data concerning you is being processed by us.

In the event of such processing, you may request the Controller to provide the following information:

(1) the purposes for which the personal data is processed;

(2) the categories of personal data that are processed;

(3) the recipients or categories of recipients to whom the personal data concerning you has been or will be disclosed;

(4) the planned period of storage of personal data concerning you or, if specific information is not possible, criteria for determining the storage period;

(5) the existence of a right to rectification or erasure of personal data concerning you, a right to restriction of processing by the Controller or a right to object to such processing;

(6) the existence of a right of appeal to a supervisory authority;

(7) all available information about the origin of the data, if the personal data is not collected from the data subject;

(8) the existence of automated decision-making, including profiling, in accordance with Art. 22 (1) and (4) DSGVO and – at least in these cases – meaningful information about the logic involved as well as the scope and intended effects of such processing for the data subject.

You have the right to request information as to whether the personal data concerning you is being transferred to a third country or to an international organisation. In this context, you can request to be informed about the appropriate safeguards in accordance with Art. 46 DSGVO in connection with the transfer.

2. Right to rectification

You have the right to rectification and/or completion vis-à-vis the Data Controller if the personal data processed concerning you is incorrect or incomplete. The controller must make the correction without delay.

3. Right to restriction of processing

You can request the restriction of the processing of personal data concerning you under the following conditions:

(1) if you contest the accuracy of the personal data concerning you for a period of time that allows the controller to verify the accuracy of the personal data;

(2) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of the use of the personal data instead;

(3) the controller no longer needs the personal data for the purposes of the processing, but you need them to establish, exercise or defend legal claims, or

(4) if you have objected to the processing in accordance with Art. 21 (1) DSGVO and it has not yet been determined whether the legitimate reasons of the controller outweigh your reasons.

Where the processing of personal data concerning you has been restricted, such data may only be processed with your consent or for the establishment, exercise or defence of legal claims, or for the protection of the rights of another natural or legal person, or for reasons of important public interest of the Union or of a Member State.

If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.

4. Right to erasure

a) Obligation to delete

You may request the controller to erase the personal data concerning you without undue delay, and the controller shall be obliged to erase such data without undue delay if one of the following grounds applies:

(1) The personal data concerning you is no longer necessary for the purposes for which it was collected or otherwise processed.

(2) You revoke your consent on which the processing was based in accordance with Art. 6 (1) (a) or Art. 9 (2) (a) DSGVO, and there is no other legal basis for the processing.

(3) You object to the processing in accordance with Art. 21 (1) DSGVO and there are no overriding legitimate grounds for the processing, or you object to the processing in accordance with Art. 21 (2) DSGVO.

(4) The personal data concerning you has been unlawfully processed.

(5) The erasure of personal data concerning you is necessary for compliance with a legal obligation under Union or Member State law to which the controller is subject.

(6) The personal data concerning you was collected in relation to the information society services offered in accordance with Art. 8 para. 1 DSGVO.

b) Information to third parties

If the controller has made the personal data concerning you public and is obliged to delete them in accordance with Art. 17 para. 1 DSGVO, it shall take appropriate measures, including technical measures, taking into account the available technology and the implementation costs, to inform data controllers who process the personal data that you, as a data subject, will request the deletion of all links to these data from them. personal data or copies or replications of such personal data.

c) Exceptions

The right to erasure does not exist if the processing is necessary

(1) to exercise the right to freedom of expression and information;

(2) to comply with a legal obligation which requires processing under Union or Member State law to which the controller is subject, or to carry out a task carried out in the public interest or in the exercise of official authority vested in the controller;

(3) for reasons of public interest in the field of public health in accordance with Art. 9 para. 2 lit. h and i and Art. 9 para. 3 DSGVO;

(4) for archiving purposes in the public interest, scientific or historical research purposes or for statistical purposes pursuant to Art. 89 para. 1 DSGVO, insofar as the right referred to in section a) is likely to render impossible or seriously impair the achievement of the purposes of this processing, or

(5) to assert, exercise or defend legal claims.

5. Right to information

If you have asserted the right to rectification, erasure or restriction of processing vis-à-vis the controller, the controller is obliged to inform all recipients to whom the personal data concerning you have been disclosed of this rectification or erasure of the data or restriction of processing, unless this proves impossible or involves disproportionate effort.

You have the right to be informed about these recipients vis-à-vis the controller.

6. Right to data portability

You have the right to receive the personal data concerning you that you have provided to the controller in a structured, commonly used and machine-readable format. You also have the right to transmit this data to another controller without hindrance from the controller to whom the personal data has been provided, provided that:

(1) the processing is based on consent pursuant to Art. 6 (1) (a) DSGVO or Art. 9 (2) (a) DSGVO or on a contract pursuant to Art. 6 (1) (b) DSGVO, and

(2) the processing is carried out by automated means.

In exercising this right, you also have the right to obtain that the personal data concerning you is transferred directly from one controller to another controller, to the extent that this is technically feasible. The freedoms and rights of other persons must not be impaired by this.

The right to data portability does not apply to processing of personal data that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

7. Right to object

You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you that is carried out on the basis of Art. 6 (1) (e) or (f) DSGVO; this also applies to profiling based on these provisions.

The controller will no longer process the personal data concerning you unless it can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

If the personal data concerning you is processed for the purpose of direct marketing, you have the right to object at any time to the processing of the personal data concerning you for the purpose of such advertising; this also applies to profiling, insofar as it is related to such direct advertising.

If you object to the processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.

Notwithstanding Directive 2002/58/EC, you have the option of exercising your right to object to the use of information society services by means of automated procedures using technical specifications.

8. Right to revoke the declaration of consent under data protection law

You have the right to revoke your declaration of consent under data protection law at any time. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent before the revocation.

9. Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your residence, your place of work or the place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the DSGVO.

The supervisory authority to which the complaint was lodged informs the complainant of the status and results of the complaint, including the possibility of a judicial remedy under Art. 78 DSGVO.

List of processors

Converia GmbH
Kaufstr. 2-4
99423 Weimar

Type of processing:

Hosting and operation of the conference management software Converia
Maintenance and Support

Data protection information

To process payments, we use the payment service provider secupay AG, Goethestraße 6, 01896 Pulsnitz, Germany. secupay AG is a payment institution approved by the German Federal Financial Supervisory Authority (BaFin).

Secupay acts under its own responsibility under data protection law (Section 1 (1) sentence 2 no. 6 ZAG in conjunction with Art. 6 (1) (b), (c) and (f) DSGVO) and processes your personal data exclusively for the purpose of carrying out and processing the respective payment transaction.

In particular, the following data will be processed as part of the payment process:

Payment information (e.g. IBAN, credit card number, check digit, payment amount)
Transaction data (e.g. time, reference number, purpose of payment)
If applicable, contact details (e.g. name, address, e-mail address)

The data processing is carried out for the purpose of secure and reliable payment processing and to comply with legal obligations for fraud prevention, anti-money laundering and record-keeping obligations.

Legal basis for processing:

6 para. 1 lit. b DSGVO (performance of contract),
6 (1) (c) DSGVO (legal obligation),
6 (1) (F) DSGVO (legitimate interest in secure payment processing).

The data is transmitted exclusively to the recipients required for payment processing, in particular banks, credit institutions and, if necessary, commissioned IT service providers.

The data will only be stored for as long as is necessary for the purpose of processing. Secupay deletes or anonymises your data in accordance with the legal requirements after the purpose of processing has ceased to apply.