Privacy Statement

An Overview of Data Protection

General

At the Brandenburg University of Technology Cottbus - Senftenberg (hereinafter referred to as BTU) it is necessary to collect and to process personal data, i.e. information relating to an identified or identifiable natural person ('the person concerned') in order to carry out the ESAFORM 2020 conference and to publish the submitted contributions. In the interests of legal data-protection rights as well as to provide a transparent and comprehensible design of data processing, all persons concerned are hereby informed as follows.

The following gives a simple overview of what happens to your personal information when you visit and use this ConfTool installation. Personal information is any data with which you could be personally identified. Detailed information on the subject of data protection can be found in our privacy policy listed below.

Services used to store and process your data

The BTU uses ConfTool Pro to prepare and organize this event. The ConfTool software and the servers storing and processing your data are provided by ConfTool GmbH. All servers are hosted by ConfTool GmbH and are located in ISO 27001 certified data centers in Germany. All data is stored and processed on behalf of the BTU as organizers of this event, it is the operator of this ConfTool installation (hereinafter also referred to as "we or "us"). Every event uses a separate installation and database and every ConfTool operator has only access to the data of his/her own installation (corresponding to the data separation principle of Art. 64 (3) BDSG 2018).

ConfTool GmbH will never use the data of any of the installation for other purposes as authorized by the ConfTool operator. ConfTool GmbH will never distribute any data to third parties without prior written authorization of the ConfTool operators. ConfTool GmbH is a German software service provider that considers the standards of the European GDPR and the German BDSG.

Data collection when using the ConfTool system

Who is responsible for the data collected by this ConfTool installation?

The data collected by this ConfTool installation are used and processed by the Brandenburg University of Technology (BTU) Cottbus - Senftenberg.

How do we collect your data?

Some data are collected when you provide them to us. This could, for example, be data you enter into a form when you create a user account, submit a proposal or register as participant.

Other data are collected automatically by our IT systems when you access the ConfTool system. These data are primarily technical data such as the browser and operating system you are using or the date and time when you accessed the page. These data are collected automatically as soon as you access and use the ConfTool system.

What do we use your data for?

The data is collected in order to guarantee the security and error-free provision of the ConfTool system and to be able to help users with questions regarding the usage of the system.

What rights do you have regarding your data?

You always have the right to request information about your stored data, its origin, its recipients, and the purpose of its collection at no charge. You also have the right to request that it be corrected, blocked, or deleted. You can contact us at any time using the address given in the legal notice if you have further questions about the issue of privacy and data protection. You may also, of course, file a complaint with the competent regulatory authorities.

General and Mandatory Information

Data protection

The BTU takes the protection of your personal data very seriously. We treat your personal data as confidential and in accordance with the statutory data protection regulations and this privacy policy.

If you use this ConfTool installation, various pieces of personal data will be collected. Personal information is any data with which you could be personally identified. This privacy policy explains what information we collect and what we use it for. It also explains how and for what purpose this happens.

Please note that data transmitted via the internet (e.g. via e-mail communication) may be subject to security vulnerabilities. A complete protection of your data from third-party access is not possible.

Party responsible for this ConfTool installation

The party responsible for the data processing with this ConfTool installation is:

Brandenburg University of Technology (BTU) Cottbus-Senftenberg
Chair of Mechanical Design and Manufacturing
Konrad-Wachsmann-Allee 17
03046 Cottbus / Germany

The Brandenburg University of Technology Cottbus-Senftenberg is a public corporation and a state institution of the Federal State of Brandenburg.

President
Prof. Dr. rer. pol. Christiane Hipp
praesident(at)b-tu.de
acts as president and represents the university.

The BTU Cottbus-Senftenberg is under the legal authority of the Federal State of Brandenburg’s Ministry for Science, Research and Culture.

For further information see:
https://www.b-tu.de/en/legal-notice

Phone: +49 355 69 2856

Fax: +49 355 69 2756

Tax No.: 056/149/03637

EU VAT ID: DE 290 767 064

Contact Address: esaform2020@b-tu.de

Homepage URL: https://www.b-tu.de/fg-konstruktion-fertigung/

Contact details of the data-protection officer (Art 13 (1) lit. b GDPR)

Brandenburg University of Technology (BTU) Cottbus - Senftenberg
- The official data-protection officer -
Mr. Ulrich Przybilla

Universitätsplatz 1
01968 Senftenberg / Germany
Phone: +49 3573 85 230
Fax: +49 3573 85 239
Email: datenschutz(at)b-tu.de

Purpose and legal bases of data processing (Art 13 (1) lit. c GDPR)

The personal data is processed for the purpose of carrying out the ESAFORM 2020 conference and to publish the submitted contributions within the framework of the respectively applicable data-protection regulations.

The purpose and legal bases of the data processing arise for the data processing from Art. 6 (1) lit. b) - e) GDPR and the respective federal and state law special regulations.

If voluntary information is provided by a data subject, it shall be regarded as consent given to BTU and a voluntary consent to the processing of this data. In this case, the processing is carried out on the basis of Art. 6 (1) lit. a) GDPR.

Further details on the respective individual purpose of the data processing and the concrete individual legal basis can be obtained at datenschutz+recht(at)b-tu.de.

Recipient of personal data (Article 13 (1) (e) of the GDPR)

The processing of the data is carried at BTU by the respectively responsible specialist departments, faculties and specialist areas. The disclosure of data within BTU is given to the professionally responsible employees who are required to maintain confidentiality as employees of the public service or as civil servants.

If BTU uses data processing to assist processors, disclosure to the processor will be made on the basis of and within the framework of Articles 28, 29 GDPR.

Data is only forwarded to the recipients who are legally responsible insofar as there is a legal obligation. Data is transmitted to service providers, vicarious agents, contractual partners and funding agencies as far as necessary to fulfill the contract or task.

Storage term of the data (Art 13 (2) lit. a GDPR)

The data will be stored at BTU only as long as necessary for the processing, in particular for the handling, the legal documentation, and as evidence of the process and if a legal basis for the storage is given. If the processing purpose or the legal basis is discontinued, the personal details are deleted immediately (Art. 17 GDPR).

If the processing is based on the consent of data subjects, its immediate removal shall be implemented as soon as the data subjects withdraw their consent and there is no other legal basis for the processing (Art. 17 GDPR).

More detailed information on the respective individual deadlines can be obtained at datenschutz+recht(at)b-tu.de.

Rights of the person concerned (Art 13 (2) lit. b GDPR)

Every person affected by data processing has expressly the following rights under the General Data Protection Regulation:

Right to information (Art. 15 GDPR)

The data subjects have the right to ask BTU for confirmation of the processing of the personal data concerned and, if so, to have access to such personal data and to the information referred to in Art. 15 GDPR.

If personal data is transmitted to a third country or to an international organization, the data subjects have the right to be informed about the appropriate guarantees under Article 46 of the GDPR in connection with the transfer.

Right to rectification (Art. 16 GDPR)

The data subjects have the right to demand from BTU, without delay, the correction of incorrect personal data concerning them. In consideration of the purposes of the processing, the data subjects have the right to request the completion of incomplete personal data, including by means of a supplementary statement.

Right to cancellation (Art. 17 GDPR)

The data subjects have the right to demand from BTU that personal data concerning them be deleted without delay, provided that one of the legal reasons for cancellation stated in Art. 17 GDPR applies.

Right to restriction of processing (Art. 18 GDPR)

The data subject have the right to require that BTU restricts the processing if one of the requirements of Art. 18 GDPR is met.

Right to object to processing (Art. 21 GDPR)

On the basis of Article 6 (1) lit. e or f GDPR, data subjects have the right at any time to object against the processing of personal data relating to them for personal reasons; this also applies to profiling based on these provisions. BTU no longer processes the personal data unless it can demonstrate compelling legitimate grounds for processing that outweigh the interests, rights and freedoms of the data subjects or if the processing is for the purpose of enforcing, pursuing, or defending legal claims.

When personal data is processed to operate direct mail, the data subjects have the right to object at any time to the processing of personal data concerning them for the purposes of such advertising; this also applies to profiling insofar as it is associated with such direct mail.

Data subjects have the right to object against the processing of personal data concerning them for personal reasons, for scientific or historical research purposes or for statistical purposes pursuant to Article 89 (1) GDPR, unless the processing is necessary to fulfill a public-interest task.

Right to data portability (Art. 20 GDPR)

If the processing is carried out on the basis of a consent or under a contract, the data subjects have the right to receive the personal data concerning them provided to BTU in a structured, common and machine-readable format and they have the right to transfer the data to another person responsible without hindrance by BTU, provided that the conditions of the Art. 20 GDPR are given.

Right of withdrawal (Art 13 (2) lit. c GDPR)

If the processing is based on consent (Article 6 (1) (a) or Article 9 (2) (a) of the GDPR), the data subjects have the right to withdraw their consent at any time. This also applies to consent granted prior to the application of the General Data Protection Regulations. The legality of the processing carried out on the basis of the consent until the revocation remains unaffected; i.e. the revocation applies only to the future.

Right of appeal (Art 13 (2) lit. d GDPR)

Affected persons have the right to complain to a supervisory authority. This right of appeal is given, for example, pursuant to 77 GDPR, if the data subjects consider that the processing of personal data concerning them is contrary to the General Data Protection Regulation. The supervisory authority of the State of Brandenburg is in particular responsible for BTU:

The country commissioner for data protection and for the right of access to the file is

Dagmar Hartge
Stahnsdorfer Damm 77, 14532 Kleinmachnow / Germany
Phone: +49 33203/356-0
Fax: +49 33203/356-49
E-Mail: Poststelle(at)LDA.Brandenburg.de

Consequences of non-provision (Art 13 (2) lit. e GDPR)

Insofar as the processing of personal data at BTU is carried out on the basis of legal requirements (Article 6 (1) lit. b-e GDPR in conjunction with the respective federal and provincial special regulations), the provision of personal data is required by law and the affected person is obliged to provide this personal information. Failure to provide may result in the data subject's concerns not being fully dealt with and/or legal obligations not being properly met. This may result in legal and actual disadvantages for the data subject, as well as delays, possibly even non-observance of existing deadlines.

The same applies in the case of mandatory contractual information and data.

Purely voluntarily provided information is neither legally nor contractually prescribed. No one is required to provide them, and failure to provide them will result in no further consequences.

SSL or TLS encryption

This ConfTool installation uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us the BTU. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon is displayed in your browser's address bar.

If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.

Opposition to promotional e-mails

We hereby expressly prohibit the use of the contact data published in the context of website legal notice requirements with regard to sending promotional and informational materials not expressly requested. The BTU reserves the right to take specific legal action if unsolicited advertising material, such as e-mail spam, is received.

Data Collection in the ConfTool System

Cookies

The ConfTool system uses cookies. Cookies do not harm your computer and do not contain any viruses. Cookies help make the ConfTool system more user-friendly, efficient, and secure. Cookies are small text files that are stored on your computer and saved by your browser.

Most of the cookies we use are so-called "session cookies." They are automatically deleted after your visit. Other cookies remain in your device's memory until you delete them. These cookies make it possible to recognize your browser when you next visit this ConfTool installation.

You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions or to always reject them, or to automatically delete cookies when closing your browser. Disabling cookies will limit the functionality of this ConfTool installation.

Cookies which are necessary to allow electronic communications or to provide certain functions you wish to use (such as the shopping cart) are stored pursuant to Art. 6 paragraph 1, letter f of GDPR. The BTU has a legitimate interest in the storage of cookies to ensure an optimized service provided free of technical errors. If other cookies (such as those used to analyze your surfing behavior) are also stored, they will be treated separately in this privacy policy.

System logging

The BTU as operator of this ConfTool installation automatically collects and stores information that your browser automatically transmits to us in a "server log" and a "ConfTool user log". These information are:

  • Page accessed and data transmitted
  • Date and time of the server request
  • Browser type and browser version
  • Operating system used
  • Referrer URL
  • IP and host name of the accessing computer

These data will not be combined with data from other sources. The data are mainly used to improve security and usability of the system and allows the BTU to help you when you have problems using the system.

The basis for data processing is Art. 6 paragraph 1, letter b of GDPR, which allows the processing of data to fulfill a contract or for measures preliminary to a contract.

Contact form

Should you send us questions via the contact form, we will collect the data entered on the form, including the contact details you provide, to answer your question and any follow-up questions. We do not share these data without your permission.

We will, therefore, process any data you enter into the contact form only with your consent per Art. 6 (1)(a) GDPR. You may revoke your consent at any time. An informal e-mail making this request is sufficient. The data processed before we receive your request may still be legally processed.

We will retain the data you provide on the contact form until you request its deletion, revoke your consent for its storage, or the purpose for its storage no longer pertains (e.g. after fulfilling your request). Any mandatory statutory provisions, especially those regarding mandatory data retention periods, remain unaffected by this provision.

Registration with this ConfTool installation

You can register with the ConfTool system in order to access functions offered here. The input data will only be used for the purpose of using the respective website or service for which you have registered. The mandatory information requested during registration must be provided in full. Otherwise, we will reject your registration.

To inform you about important changes such as those within the scope of this ConfTool installation or technical changes, we will use the e-mail address specified during registration.

We will process the data provided during registration only based on your consent per Art. 6 (1)(a) GDPR. You may revoke your consent at any time with future effect. An informal e-mail making this request is sufficient. The data processed before we receive your request may still be legally processed.

We will continue to store the data collected during registration for as long as you remain registered in this ConfTool installation. Statutory retention periods remain unaffected.

Processing of data (customer and contract data)

We collect, process, and use personal data only insofar as it is necessary to establish, or modify legal relationships with us (master data). This is done based on Art. 6 (1) (b) GDPR, which allows the processing of data to fulfill a contract or for measures preliminary to a contract. We collect, process and use your personal data when accessing this ConfTool installation (usage data) only to the extent required to enable you to access our service or to bill you for the same.

Collected customer data shall be deleted after completion of the order or termination of the business relationship. Legal retention periods remain unaffected.

Photographs taken during the conference

Please note that photographs will be taken during the conference by the BTU staff or external photographers. The photographs will be created based on a legitimate interest to document the event and for advertising and promotional purposes. The photographs may be used both online and offline and may be shared with third parties.

You may be recognizable as a person in these photographs. Under special circumstances, you as a participant of the conference have the right object to the publication of photographs in accordance with Art. 21 of the GDPR. Please contact the data protection officer at BTU, Mr. Ulrich Przybilla, datenschutz(at)b-tu.de, Universitätsplatz 1, 01968 Senftenberg / Germany.

Data transferred when signing up for services and digital content

We transmit personal data to third parties only to the extent required to fulfill the terms of your contract with us, for example, to banks entrusted to process your payments.

Your data will not be transmitted for any other purpose unless you have given your express permission to do so. Your data will not be disclosed to third parties for advertising purposes without your express consent.

The basis for data processing is Art. 6 (1) (b) GDPR, which allows the processing of data to fulfill a contract or for measures preliminary to a contract.

Submission of Proposals and Co-Authorship

The submitting author ensures that all co-authors have seen and approved the following privacy terms:

  • The submission and the personal data of all authors (full name, e-mail address, affiliation) may be stored in the ConfTool system.
  • All authors agree to the publication of the submission by a publisher chosen by the event organizers and chairs.
  • All authors agree to the publication of their submissions or part of it and their names and affiliations in the agenda of the event, both offline and online.
  • All authors agree to receive e-mails related to their submission from the organizers.
  • The personal data of authors may be shared with the members of the program committee of the event.
  • The names of authors may be sent by e-mail between the organizers and chairs of the event.
  • In case a single-blind reviewing is used, the author data will also be shared with the reviewers of the event.
  • In case an open reviewing process is used, the author data may also be available to other authors and users of the system.
  • The organizers are permitted to create user accounts on behalf of the co-authors in the ConfTool system for the event.

E-Mail Newsletter Related to the Event

Newsletter data

If you would like to receive news about this event, we require a valid e-mail address as well as information that allows us to verify that you are the owner of the specified e-mail address and that you agree to receive the newsletter. No additional data is collected or is only collected on a voluntary basis. We only use these data to send the requested information and do not pass it on to third parties.

We will, therefore, process any data you enter into the contact form only with your consent per Art. 6 (1) (a) GDPR. You can revoke consent to the storage of your data and e-mail address as well as their use for sending the newsletter at any time. The data processed before we receive your request may still be legally processed.

The data provided when registering for the newsletter will be used to distribute the newsletter until you cancel your subscription when said data will be deleted. Data we have stored for other purposes (e.g. e-mail addresses for the author or participant area) remain unaffected.

Payment Services

Encrypted payments

If you enter into a contract which requires you to send us your payment information (e.g. account number for direct debits), we will require this data to process your payment.

Payment transactions using common means of payment (Visa/MasterCard, direct debit) are only made via encrypted SSL or TLS connections. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon in your browser line is visible.

In the case of encrypted communication, any payment details you submit to this ConfTool installation or a payment service provider cannot be read by third parties.

PayPal

This ConfTool installation accepts payments via PayPal. The provider of this service is PayPal (Europe) S.a.r.l & Cie, S.C.A. (22-24 Boulevard Royal, L-2449 Luxembourg.

If you select payment via PayPal, the payment data you provide will be supplied to PayPal based on Art. 6 (1) (a) (Consent) and Art. 6 (1) (b) GDPR (Processing for contract purposes). You have the option to revoke your consent at any time with future effect. It does not affect the processing of data previously collected.

Changes to our Privacy Statement

We reserve the right to occasionally adapt our privacy policy so that it always adhere to the latest legal requirements or in order to incorporate changes to our services into our privacy policy. We recommend that you regularly read this Privacy Policy to read to keep up to date on the protection of collected personal data. By continuing to use this service, you consent to this privacy policy and the updating thereof.

For further information see:

https://www.b-tu.de/en/privacy-policy

This statement was last updated on 11/Dec/2018.

 
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Privacy Statement · Conference: ESAFORM 2020
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