Privacy policy

The name and address of the person responsible:

Technische Universität Ilmenau
Legally represented by the president
Ehrenbergstraße 29
98693 Ilmenau

Data protection officer

TU Ilmenau | University Computer Centre
Am Helmholtzring 9
98693 Ilmenau
Germany
Phone: +49 3677 69-2524
E-Mail: datenschutz@tu-ilmenau.de
Website: www.tu-ilmenau.de/cio

General information on data processing

1. Scope of the processing of personal data
We only process personal data of our users if this is necessary to provide a functional website as well as our contents and services. The processing of personal data of our users takes place regularly only after consent of the user. An exception applies in those cases where prior consent cannot be obtained for real reasons and the processing of the data is permitted by law.

2. Legal basis for the processing of personal data
Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 para. 1 lit. a EU Data Protection Ordinance (DSGVO) serves as the legal basis.

In the processing of personal data required for the performance of a contract to which the data subject is a party, Art. 6 para. 1 lit. b DSGVO serves as the legal basis. This also applies to processing operations that are necessary to carry out pre-contractual measures.
Insofar as the processing of personal data is required to fulfil a legal obligation to which our company is subject, Art. 6 para. 1 lit. c DSGVO serves as the legal basis.
In the event that the vital interests of the data subject or another natural person require the processing of personal data, Article 6(1)(d) DSGVO serves as the legal basis.
If processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 para. 1 lit. f DSGVO serves as the legal basis for processing.

3. Data erasure and storage time
The personal data of the person concerned will be deleted or blocked as soon as the purpose of storage ceases to apply. Furthermore, data may be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the person responsible 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 fulfilment of a contract.

Notes on order processing

The TU Ilmenau hosts the software - Lombego Systems GmbH takes over the maintenance of the software and provides support.

In the area of card payment (debit/girocard/credit cards) Lombego Systems GmbH cooperates with Concardis GmbH (Concardis), Helfmann Park 7, D-65760 Eschborn - represented by its managing directors Mark Freese, Jens Mahlke and Luca Zanotti.
In addition to the purchase amount and date, card data is also transmitted to the above-mentioned company.
All payment data as well as data on possible chargebacks will only be stored as long as they are required for payment processing (including the processing of possible chargebacks and debt collection) and for combating abuse. As a rule, the data are deleted at the latest 13 months after their collection.
Beyond that, a further storage can take place, if and as long as this is necessary for the observance of a legal storage period or for the pursuit of a concrete abuse case. The legal basis for data processing is Art. 6 para. 1f) Basic Data Protection Regulation.
You can request information and, if necessary, correction or deletion as well as the restriction of the processing of your data and/or, if necessary, object to the processing of your data. If you have any questions regarding Concardis' data processing or the assertion of your aforementioned rights, please contact our data protection officer, who can be contacted at the address provided or by e-mail at Datenschutzbeauftragter@concardis.com
Furthermore, you have the right to complain to a supervisory authority (in Germany, the state data protection commissioners). Please note that the provision of payment data is neither required by law nor by contract. If you do not want to provide your payment data, you can use another payment method (for example, cash payment).

https://www.concardis.com/fileadmin/redakteur/documents/Datenschutz/Stellungnahme_for_order_processing.pdf

The TU Ilmenau does not store any data relating to payment processing.

Translated with www.DeepL.com/Translator

Provision of the website and creation of log files

1. Description and scope of data processing
Every time you visit our website, our system automatically collects data and information from the computer system of the calling 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 IP address of the user
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 para. 1 lit. 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 the IP address of the user must remain 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 enables us 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.
Our legitimate interest in data processing pursuant to Art. 6 para. 1 lit. f DSGVO also lies in these purposes.

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. Stored data in log files will be deleted after 14 days.

5. Possibility of opposition and elimination
The collection of data for the provision of the website and the storage of 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. If a user visits a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic character string that enables a unique identification of the browser when the website is called up again.

We classify cookies into the following categories:

Necessary Cookies (Type 1)
These cookies are mandatory for websites and their functions to function properly. Without these cookies, services such as subscriber registration, for example, cannot be provided.

Function cookies (type 2)
These cookies make it possible to improve the comfort and performance of websites and to make various functions available. For example, language settings can be stored in function cookies.

Performance cookies (Type 3)
These cookies collect information about how you use websites. Performance cookies help us, for example, to identify particularly popular areas of our Internet offering. This enables us to tailor the content of our websites more specifically to your needs and thus improve our services for you. The information collected with these cookies is not personal. For further information on collecting and evaluating 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 on 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 des Cookies	Purpose	Typ
PHPSESSID	Identification of a user session	1
Converia_SID	Identification of a frontend user	1

4. Duration of storage, possibility of objection and elimination
Cookies are stored on the user's computer and transmitted to our site. Therefore, you as a user also have full control over the use of cookies. You can deactivate or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been saved 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 in full.

Registration & use of the functions of the conference management software

1. Description and scope of data processing
The conference management software offers users the opportunity to register by entering personal data. The data is entered into an input mask and transmitted to us and saved.
Mandatory data can be requested during registration. These must be complete and correct. If this is not the case, the registration is rejected. The system provides for a function that a data protection agreement must be actively confirmed before personal data is 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 contribution in the system
Evaluation of scientific contributions
Actions as speaker or chairman of a session
Using the favorites function of the conference planner

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

Access data (user name, password)
address details
email
shopping cart data
Billing information
Information on submitted entries
Timing and spatial planning data (conference schedule)
Information about memberships
Information on proofs (e.g. student ID)
Optional data:

Data from the pre-registration
Other custom fields (EAV fields)

When you enter company names or institute details as part of the registration process in the frontend, the system automatically proposes the company names that already exist in the system. This function is deliberately implemented and should prevent different spellings of the same company/institution and, for example, facilitate the creation of clean author specifications. As a rule, it is not possible to draw conclusions about specific persons from company details - personal data is not output anywhere via the system or the suggestion function.

Payment transaction

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

The following data is collected in the context of payment processing:

- selected payment type
- invoiced amount
- Amounts paid
- settlement data

2. Legal basis for data processing
The legal basis for the processing of data is Art. 6 para. 1 lit. a DSGVO if the user has given his consent. If registration serves the fulfilment 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 para. 1 lit. b DSGVO.

3. Purpose of data processing
A registration of the user is necessary for the fulfilment of a contract with the user or for the implementation of pre-contractual measures.

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 those during the registration process to fulfill a contract or to carry out pre-contractual measures when the data is no longer required for the execution of the contract. Even after conclusion of the contract, it may still be necessary to store personal data of the contractual partner in order to fulfil contractual or legal obligations.

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

5. Possibility of opposition and elimination
As a user you have the possibility to cancel the registration at any time. You can change the data stored about you at any time.
Please contact the responsible person by email or telephone (see information above).

If the data is required to fulfil a contract or to carry out pre-contractual measures, premature deletion of the data is only possible insofar as there are no contractual or statutory obligations to the contrary.

Rights of the data subject

1. right to information
You can ask the person in charge to confirm whether personal data concerning you will be processed by us.

If such processing has taken place, you can request the following information from the person responsible:

(1) the purposes for which the personal data are processed;
(2) the categories of personal data being processed;
(3) the recipients or categories of recipients to whom the personal data concerning
you have been or are still being disclosed;
(4) the planned duration of the storage of the personal data concerning you or,
if specific information on this is not possible, criteria for determining the
storage period;
(5) the existence of a right to rectification or deletion of personal data concerning
you, a right to limitation 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) any available information on the origin of the data if the personal data are not
collected from the data subject;
(8) the existence of automated decision-making including profiling in accordance with Art.
22 para. 1 and 4 DSGVO and - at least in these cases - meaningful information on the
logic involved and 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 transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate guarantees in accordance with Art. 46 DSGVO in connection with the transmission

2. The right to correction
You have a right of rectification and/or completion vis-à-vis the data controller if the personal data processed concerning you are incorrect or incomplete. The person responsible shall make the correction without delay.

3. Right to limitation of processing
Under the following conditions, you may request that the processing of personal data concerning you be restricted:

(1) if you dispute the accuracy of the personal data concerning you for a period that
enables the data controller to verify the accuracy of the personal data;
(2) the processing is unlawful and you refuse to delete the personal data and
instead request that the use of the personal data be restricted;
(3) the data controller no longer needs the personal data for the purposes
of the processing, but you do need them to assert, exercise or defend legal claims, or
(4) if you have filed an objection to the processing pursuant to Art. 21 para. 1 DSGVO
and it has not yet been determined whether the legitimate reasons of the person
responsible outweigh your reasons.

If the processing of personal data concerning you has been restricted, such data may only be processed - apart from being stored - with your consent or for the purpose of asserting, exercising or defending rights or protecting the rights of another natural or legal person or on grounds of an important public interest of the Union or a Member State.
If the processing restriction has been restricted according to the above conditions, you will be informed by the person responsible before the restriction is lifted.

4. Right to cancellation
a) Duty to delete
You may request the data controller to delete the personal data relating to you without delay and the controller is obliged to delete this data without delay if one of the following reasons applies:

(1) The personal data concerning you are no longer necessary for the purposes for which
they were collected or otherwise processed.
(2) You revoke your consent, on which the processing was based pursuant to Art. 6 para. 1
lit. a or Art. 9 para. 2 lit. a DSGVO, and there is no other legal basis for the processing.
(3) You file an objection against the processing pursuant to Art. 21 para. 1 DSGVO and
there are no overriding legitimate reasons for the processing, or you file an objection
against the processing pursuant to Art. 21 para. 2 DSGVO.
(4) The personal data concerning you have been processed unlawfully.
(5) The deletion of personal data relating to you is necessary to fulfil a legal obligation
under Union law or the law of the Member States to which the data controller is
subject.
(6) The personal data concerning you were collected in relation to information society
services offered pursuant to Art. 8 para. 1 DSGVO.

b) Information to third parties
If the data controller has made the personal data concerning you public and is obliged to delete it pursuant to Art. 17 para. 1 DSGVO, he shall take appropriate measures, including technical measures, taking into account the available technology and the implementation costs, to inform data processors who process the personal data that you as the data subject have requested the deletion of all links to this personal data or of copies or replications of this personal data.
c) Exceptions

The right to cancellation does not exist insofar as the processing is necessary
(1) to exercise freedom of expression and information;
(2) for the performance of a legal obligation required for processing under the law of the
Union or of the Member States to which the controller is subject or for the performance
of a task in the public interest or in the exercise of official authority conferred on the
controller;
(3) for reasons of public interest in the field of public health pursuant to 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 law referred to
under a) is likely to make it impossible or seriously impair the attainment of the
objectives of such processing, or
(5) to assert, exercise or defend legal claims.

5. Right to information
If you have exercised your right to have the data controller correct, delete or limit the processing, he/she is obliged to inform all recipients to whom the personal data concerning you have been disclosed of this correction or deletion of the data or restriction on processing, unless this proves impossible or involves a disproportionate effort.
The person responsible shall have the right to be informed of such recipients.

6. Right to data transferability
You have the right to receive the personal data concerning you that you have provided to the person responsible in a structured, common and machine-readable format. In addition, you have the right to pass this data on to another person in charge without obstruction by the person in charge to whom the personal data was provided, provided that

(1) processing is based on consent pursuant to Art. 6 para. 1 lit. a DSGVO or Art. 9 para. 2
lit. a DSGVO or on a contract pursuant to Art. 6 para. 1 lit. b DSGVO and
(2) processing is carried out by means of automated methods.

In exercising this right, you also have the right to request that the personal data concerning you be transferred directly from one data controller to another data controller, insofar as this is technically feasible. The freedoms and rights of other persons must not be affected by this.
The right to transferability shall not apply to the processing of personal data necessary for the performance of a task in the public interest or in the exercise of official authority conferred on the controller.

7. Right of objection
You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you under Article 6(1)(e) or (f) of the DSBER; this also applies to profiling based on these provisions.
The data controller no longer processes the personal data concerning you, unless he can prove compelling reasons worthy of protection for the processing, which outweigh your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.
If you object to the processing for direct marketing purposes, the personal data concerning you will no longer be processed for these purposes.
You have the possibility to exercise your right of objection in connection with the use of Information Society services by means of automated procedures using technical specifications, notwithstanding Directive 2002/58/EC.

8. Right to revoke the data protection declaration of consent
You have the right to revoke your data protection declaration of consent at any time. The revocation of consent shall not affect the legality of the processing carried out on the basis of the consent until revocation.

9. Right of appeal to a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right of appeal to a supervisory authority, in particular in the Member State where you reside, work or suspect of infringement, if you believe that the processing of personal data concerning you is contrary to the DSGVO.
The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and results of the complaint, including the possibility of a judicial remedy under Article 78 DSGVO.

List of contractors

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

Computop GmbH
Schwarzenbergstraße 4
96050 Bamberg, Germany

Type of processing:
- Maintenance and Support
- payment transaction