Dear conference participants and website visitors,
We use common language instead of more formal terms throughout this policy. To help ensure your understanding of some particular key terms, here is a table of translations:
|When we say…||…we mean|
|“Friedrich Schiller University Jena”/”we”/”us”/”our”||The Friedrich Schiller University Jena, a non-profit organization that operates the ICEI2018 conference website|
|“the ICEI2018 website”/”our conference site”/”our services”||The ICEI2018 website and all its services, mails, notifications and invoice generations and the conference event itself.|
|“personal information”||Information you provide us or information we collect from you that could be used to personally identify you. To be clear, while we do not necessarily collect all of the following types of information, we consider at least the following to be “personal information”:
your real name, affiliation, address, email address, dietary restrictions, IP address, operating system, browser, browsed sub-pages
|“finance data”||address of invoice recipient, invoice number, invoice date, service description, charges, tax numbers (if necessary), bank account, credit card number|
|“third party”||Individuals, entities, websites, services, products, and applications that are not controlled, managed, or operated by the Friederich Schiller University|
Collection and Use of Information
How do we collect personal information?
During the registration process we ask you for your name, title, address, affiliation, email address and dietary restrictions. They are all mandatory fields apart from title and dietary restrictions. We need this personal information to generate invoices and to plan your stay at ICEI2018, e.g., name tags, meals and social events. When applying for the student travel grant, we ask you to further provide information about your thesis such as the title of your thesis, objectives, expected outcomes, costs and the relevance of your work. This information helps us in our decision of the student travel grant.
While browsing, some general information are stored in the server log files. We collect (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the sub-websites, (5) the date and time of access to the Internet site (6) and the Internet protocol address (IP address).
All this information is needed to deliver correct website content and to optimize web content continuously. In case of cyber-attacks, log files provide necessary information for criminal prosecution.
How do we use that information?
We need your personal information for internal usage only, such as invoice generation and payment, conference badges, on site participant list, excursion planning, meal planning and travel grant selection. All submitted abstracts are going to be published on the website with name, affiliation and email address.
We do not share your information with any third party. All your personal information is collected and processed within the Friedrich Schiller University Jena only. This applies to all our services such as registration, invoice generation, payment processing, meal and social event planning and all printed documents (e.g., name tags).
How do we protect your data?
We take data protection seriously. The ICEI2018 website and the payment are hosted on servers of the university’s computing center in Jena, Germany, Europe. We backup the website and database regularly und provide an encrypted access to the website, registration and payment by using the https protocol.
How long do we keep your data?
All your personal information will be deleted right after the conference. Due to official regulations, we have to keep your finance data for 10 years, e.g., to ensure that no open invoice exist or to track all posting transactions.
On the ICEI2018 website, we integrated Twitter, a multilingual, publicly available microblogging service on which users may short messages. The operating company of Twitter is Twitter, Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, UNITED STATES.
Each time you call a page from ICEI2018, your browser is automatically prompted to download a Twitter component. That allows Twitter to analyze what sub-pages you visited on our website. We use Twitter to announce news and important dates related to the conference. Therefore, we integrated Twitter on our website to reduce our maintenance effort and to avoid multiple postings.
You have the right to access your personal data and the right to let your personal data be corrected.
You may review, update, correct or delete your personal data by contacting ICEI2018 local organizers. Send an email to firstname.lastname@example.org with your request, e.g., that you want us to delete your personal data from our system and services. We may maintain an archived copy as required by law or for any of the above-mentioned purposes.
Controller for the purposes of the General Data Protection Regulation (GDPR) is:
Friedrich Schiller University Jena
The Data Protection Officer of the controller is:
Dr. Stefanie Buchmann
Friedrich Schiller University Jena
+49 3641 9-31087