The Faculty of Education, Josip Juraj Strossmayer University of Osijek (hereinafter ‘we’ or ‘us’ or ‘our’), registered office at Cara Hadrijana 10, 31000 Osijek, Republic of Croatia, is a higher education institution. You are currently visiting a scientific conference website that gathers, in its Abstract submission Form, or Full Paper Submission Form, and the Registration Form, conference participants’ data. In this manner, as the 1st Thematic ECHA Conference organiser, the Faculty of Education acts as a data processor.
The Faculty of Education (i.e., the organiser of the conference) gathers and processes your personal information in accordance with this privacy statement and in compliance with The General Data Protection Regulation (GDPR) and all Croatian statutory laws and regulations. This statement provides you with the relevant information regarding your rights and obligations with regard to your private data, and details how, why and when we collect and process your personal data on behalf of, and with the consent of, the relevant data controller.
As part of the responsibilities under the GDPR, the Organising Commitee of the Conference is assuming the role of the statutory Data Protection Officer (DPO). The role of DPO is to implement and maintain the policies and procedures required to assure GDPR compliance.
If you have any queries regarding this privacy statement, you can address them to the DPO team at firstname.lastname@example.org
Please note that any links to websites from our conference website are governed by their own privacy statements and the Faculty of Education does not accept any responsibility or liability for these privacy statements.
1: SCOPE OF THIS PRIVACY STATEMENT
Application of this privacy statement is limited to all services offered by the Faculty of Education as the conference organiser, and does not apply to services offered by third parties. This privacy statement does not apply to the information and privacy practices of any third party who perform any business function in conjunction with, or at the behest of, Faculty of Education.
2: SCOPE OF DATA PRIVACY
Pursuant to the regulatory requirements laid out under the GDPR, the Faculty of Education will perform its function as a data processor in-line with the following principles:
1. All personal data will be collected and processed for specific, explicit and legitimate purposes only (conference participation and research publication).
2. All personal data will be collected and processed lawfully, fairly and in a transparent manner.
3. All personal data collected and processed will be adequate, relevant and limited to the necessities of the purpose for which it is to be processed.
4. All personal data collected and processed will be accurate and up-to-date.
5. All personal data collected and processed which is capable of identifying a data subject will not be kept for longer than is necessary to perform the purpose for which that personal data is processed (conference participation and publication of research).
6. All personal data collected and processed will be done so through appropriate technical and organisational measures, including safeguarding the integrity and confidentiality of all personal data from theft, unlawful processing and against accidental destruction, damage or loss.
3: TRANSFER OF DATA
The Faculty of Education is committed to ensuring that your data is safely and appropriately transferred. The data that we collect in the abstract submission form and the registration form as the conference organiser are processed by the Faculty as the conference organiser. The Dubrovnik PartneR d.o.o. agency processes data provided by you in the Registration Form. The Dubrovnik PartneR d.o.o. is involved in, among other, the processing of your payment details, processing visa applications, provision of support services, and processing travel and accommodation arrangements. In order to enjoy the reduced ECHA membership conference fee, we may contact ECHA in order to verify your membership status. Please note that the agency entitled Dubrovnik PartneR d.o.o., and ECHA, are governed by their own privacy statements and the Faculty of Education does not accept any responsibility or liability for their privacy statement.
4: DATA COLLECTION AND PROCESSING
The Faculty of Education, as the conference organiser, collects and processes your personal information to meet our contractual, legal and statutory obligations and in order to provide you with our services. We neither collect any unnecessary personal data, nor process it in any way not specified in this privacy statement.
The personal data we collect from you may include, but not be limited to the data specified in the online abstract submission and registration form (your name, your business email address, your employment details/affiliation and business postal address, your phone number, your country of origin, certain ‘Special Category Data’, including your gender, dietary requirements and mobility requirements).
The Faculty of Education collects and processes the aforementioned personal data through several channels, including conference abstract submission form, and the conference registration form, emails, telephone and email enquiries and correspondence, and information acquired through our conference website.
5: HOW WE USE YOUR DATA (LEGAL BASIS FOR PROCESSING)
The Faculty of Education (i.e., the conference organiser) will only use your data for the purpose indicated when you submit your data, or as detailed within this privacy statement. We will never disclose, sell or share your data without your explicit, informed consent, unless required to by law. Data is only retained for as long as is necessary (until the publication of planned conference communications), and you may withdraw consent at any time.
We use your data, for which you give consent, for the following purposes:
1. Preparation and publication of the Book of Abstracts, Programme, and the Conference Proceedings. This includes, but is not limited to, updating and enhancing our own records.
2. Communication with you as the conference participant or an author of the conference submission to the by you specified e-mail address or telephone number.
3. The Faculty of Education may use your personal data wherever necessary or appropriate under applicable law (including law outside your country of residence) (1) to respond to requests from public or government authorities, (2) to comply with legal processes, (3) to enforce our terms and conditions, (4) to protect our privacy, rights, safety and property, (5) to enable us to pursue any and all legal remedies available or to limit damages and liability against the Faculty of Education.
The Faculty of Education will request your consent prior to using your personal data for any purpose other than those set out herein, subject to any relevant laws.
6: DISCLOSURE OF YOUR DATA
The Faculty of Education will neither share nor disclose your personal data without your consent, other than for the purposes outlined in this privacy statement or where legally required to do so. While we may transfer your data to relevant third parties (i.e., the ECHA, the Dubrovnik PartneR d.o.o.), as outlined herein, all third party processors acting on our behalf do so in accordance with this privacy statement, at our instruction, and under all relevant data protection laws.
We may disclose your personal data without obtaining further consent in certain limited circumstances, including:
• To our partners (ECHA, and Dubrovnik PartneR d.o.o.) to enable performance of any contractual obligation we may have to you (e.g., to check ECHA membership in case of such fee request by the conference participants).
• Where we are under a duty to share or disclose your personal data to comply with a legal obligation or to enforce or protect an agreement or our terms and conditions
The Faculty of Education will never sell your data to third parties.
Recorded and managed data of the conference attendee of the 1st Thematic ECHA Conference (i.e., full name, and an e-mail address of the attendee) may be used by the ECHA and its partners for contacting the attendee to the specified e-mail address via e-mail and in other ways for the promotion and invitations to the next ECHA events.
7: STORAGE OF YOUR DATA
The data from you that we collect and process may be transferred to, and stored at, a destination outside of the European Union. This may include processing by persons, companies and entities outside of the European Union who may be engaged in, among other things, processing of your payment details, processing accommodation and flight details, or the provision of support services. In submitting your personal data to us, you agree to this transfer, storage and processing.
8: DURATION OF STORAGE
Personal and general data will be kept for as long as is necessary with due regard to providing our conference services and in compliance to all applicable legal requirements. The Faculty of Education will retain personal and general data for a maximum period of 3 years. This policy does not affect your legal right to have your data deleted by contacting our DPO at email@example.com.
9: DATA SAFETY
The Faculty of Education takes the privacy of your personal data as the conference participant seriously and we have taken every reasonable precaution and measure to secure and protect it from unauthorised access, accidental or unlawful disclosure, loss, destruction or manipulation. We cannot, however, guarantee your personal data’s security and therefore do not assume any liability in this regard.
10: YOUR RIGHTS
In accordance with the GDPR you have the following rights: the right to request access to your personal dana, the right to rectification thereof in the event of any errors, the right to restriction of any processing of your personal dana, the right to objection to any processing of your personal dana, the right to portability of your data to the extent applicable, the right to lodge a complaint with the data protection authority in your country. Further to this, you may request to have any of your personal data held by the Faculty of Education deleted, barring data which we are required to keep for legal or legitimate business purposes.
The Faculty of Education will only process your personal data in compliance with the relevant data protection laws and this privacy statement. Should you wish to raise a complaint in regard to your data, you have the right to lodge a complaint with the Faculty of Education by emailing firstname.lastname@example.org and/or the data protection authority in your country.
11: ACCESS TO INFORMATION
Both the GDPR and relevant local data protection legislation give you the right to access information held about you. If you would like to request a copy of your personal data, please email email@example.com. Keep in mind that we obtain no additional personal data other than the data you provide us with.
12: YOUR DUTIES
In order for us to correctly collect and process your personal data pursuant to the GDPR and local legislation, you have a duty to ensure that the data you provide us with is correct, accurate, current, truthful, and in compliance with applicable laws.
You are under no obligation to provide the Faculty of Education, as the conference organiser, with your personal data as the conference participant. However, as this data is required for us to both provide you with our services and fulfil certain legal requirements, we will not be able to provide you with said services without it, nor can we allow ourselves to be in breach of any legal requirements due to your actions/inaction.
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14: OTHER WEBSITES
15: CHANGES TO OUR PRIVACY STATEMENT
Any changes to this privacy statement will be posted to this page. Changes may be made in compliance with statutory data protection and privacy laws. Your continued use of our conference website, and your entry of your data in our online Abstract Submission, and Registration forms, will be deemed to be acceptance of any such changes.
Questions, requests or comments regarding this privacy statement can be directed to the DPO at firstname.lastname@example.org
Last Modified January 2019