Information on Personal Data Processing of Participants of Conferences organized by J. Heyrovsky Institute of Physical Chemistry

The controller of your personal data provided via submission of an abstract/ registration at the conferences is J. Heyrovský Institute of Physical Chemistry of the CAS (HIPC). When processing your personal data, we always proceed in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, GDPR) and in accordance with the relevant national regulations on the protection of personal data.

Identification and contact details of the controller of personal data

Name:	J. Heyrovský Institute of Physical Chemistry of the CAS
Main office (address):	Dolejškova 2155/3, 182 23 Praha 7, Czech Republic
Telephone:	+420 266 052 011
Web:	https://www.jh-inst.cas.cz
Identification number:	61388955
Tax identification number:	CZ61388955
Data box identifier:	Y3hncq4

Contact of the conference organizer as well as specific General Terms and Conditions can be found od web pages of specific conference

The purpose of personal data processing

The HIPC collects and records the personal data of its conference participants to ensure they can enjoy fully the benefits of the conference.

Personal data you provided us by completing an online registration form a) for registration to our conference registration system, b) for registration to a particular event, or c) for abstract/other document submission to a particular event, or provided to us by e-mail, phone, fax, or any other means of communication.

The provision of your personal data is consensual.

Why do we collect and process your personal data?

We collect and process your personal data to arrange your participation in a particular event (e.g., conference, workshop). This includes registration and access to the event, mailing of information concerning the organization and program of the event, issuing and mailing of documents concerning your participation in the event (e.g., invoice, certificate of attendance), printing a name badge, and – in case of your active participation in the program of the event – also listing in the program of the event, book of abstracts, conference proceedings, and similar documents.

This personal information includes the participants’ name, affiliation, e-mail and phone contact, the submitted abstract information and registration payment records. This information is collected to ensure timely communication with the participants and for the conference program.

If you provide us personal data of a third person, you are obliged to inform the third person concerned, and procure the consent of the third person to this privacy policy document.

The collected personal information is not subject to automated decision making, including profiling within the meaning of the article 22 of the GDPR.

The HIPC only keeps track of the payment type and does not retain any payment transaction records such as card accounts and bank accounts.

We do not collect any information about the payment/credit cards used for payments of the registration or other fees. The payments are performed via secure online payment systems outside the registration system of the controller.

Transfer of personal data to third persons

Your personal data can be transferred to a third person only in the following cases:

• the third person is entitled by law to request the personal data,

• the transfer of the personal data is necessary for the delivery of goods or documents by a delivery service (e.g., a conference publication is shipped to the attendees of the conference),

• the transfer of the personal data is necessary for the organization of the event you register for (e.g., the program of the event is compiled by a third person – the program chair/committee; the book of abstracts of the event is edited by a third person – publisher of a journal).

The personal information is retained securely by the HIPC and the HIPC will not share it with third parties. The International Securities Exchange may be forced to provide this information if compelled by law to do so.

The HIPC will take a photographic documentation of the conference for promotional purposes on the conference website, website of the institute, and on the social media.

The HIPC will record the personal information, namely the name, affiliation, and e–mail address, for promoting of its upcoming conferences for the period of 5 years. With your permission, we will send you information on upcoming conferences.

By completing the registration, you provide an explicit consent to this data privacy policy.

Legal basis for the processing of personal data

Legal basis of personal data processing is Article 6 (1)(b)(f) GDPR, as their processing is necessary for the fulfillment of the contract, especially ensuring your participation at the conference, for the purposes of the legitimate interests pursued by the controller, e.g. the sending of organizational messages, photographs taken at the conference.

In some cases, your personal data may be processed pursuant to Article 6(1)(c) of the GDPR due to their necessity for fulfilling the legal obligations of the controller.

In case of notification of future conferences, the legal basis for personal data processing is your consent, which you can revoke at any time.

Your privacy rights regarding personal data

All participants retain their rights as expressed in Articles 15, 16, 17, 18, and 19 of the GDPR.

Similarly, all participants retain the right to lodge a complaint with a supervisory authority in accordance with Article 77 of the GDPR. In Czech Republic, the supervisory authority is The Office for Personal Data Protection.

You can exercise your rights as a data subject:

You can exercise your privacy rights regarding personal data electronically via email.