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Event and congress management – University of Innsbruck

Data protection information for event and congress management

Page overview:

Event and congress management

Purpose

The purpose of data processing is the organisation of events, specifically for scientific conferences, meetings, workshops and congresses. Within the framework of a scientific event, the following activities, amongst others, are carried out:

  • Registration, administration, correspondence
  • Online submission of contributions (Call for Papers)
  • Assignment of contributions by the program committee
  • Support for the meeting of the program committee
  • Verify the online input 
  • authors are notified about the experts´results
  • simple payment verification
  • Frontdesk functionality for use at the conference location (registration)

Processed data

In order to participate in a scientific event, a registration is necessary. During the registration you can see which personal data will be processed. The data required for the organization of the event are marked with an asterisk (mandatory fields). All other information is voluntary and will be used by us to further improve the quality of service for you within the organization. If the event is a paid event, columns of numbers are also processed.

If you use online forms or software to organize conferences, you will find more information about the processed data in the section tools and applications  .

Legal basis

The legal basis for the processing of your personal data within the scope of our offers is the contract initiation or fulfillment (Art. 6 para. 1 lit. b GDPR). Our services are based either on a contractual relationship against payment or free of charge.

A further legal basis for the processing of your personal data is Art. 6 para. 1 lit. e GDPR in conjunction with § 3 UG 2002. The processing is therefore necessary in order to perform a task which is in the public interest and which has been assigned to us by the legislator, namely the training and promotion of young scientists and artists (no. 4), further education, specifically of university graduates and teachers (no. 5), the coordination of scientific research and teaching within the university (no. 6), the support of national and international cooperation in the field of scientific research and teaching as well as the arts (no. 7), as well as the support of use and implementation of their research results in practice and the support of the social integration of results and appreciation of the arts (no. 8)

The legal basis for the processing of the data you have voluntarily entered is our legitimate interest (Art. 6 para. 1 lit. f GDPR). The legitimate interest is to further improve the quality of service for you within the framework of the organization.

In this context, please refer to the note on the right of objection   on the main page.

Receiver

Your personal data will not be forwarded to third parties. It may be necessary for organizational reasons to pass on certain personal data, e.g. to co-organizers, experts, business partners and service providers. This includes in particular:

  • Payment providers for processing of payment transactions,
  • Print shops and dispatch partners in the process of creating and dispatching publications
  • Ticket dealers for handling ticket sales
  • Software service provider

More information about the specific service providers and related data processing can be found in the section tools and applications  .          

Storage duration

Your personal data will be stored only as long as necessary for the purpose. If the data is relevant for tax purposes, the retention period is at least seven (7) years (see § 132 para. 1 BAO). Further retention periods may result from statutory retention periods or for the purpose of asserting, exercising or defending legal claims.

Further information can be found in the section about data processing - Assertion, exercise or defence of legal claims  . 

Advertising and marketing for events

Purpose

The purpose of this data processing is to provide information about interesting, topic-related (non-)scientific news and events and to send invitations to our events.

Processed data

In order to provide you with this service, the following personal data in particular is processed:

Your name and contact details for postal mailing or your e-mail address for electronic mailing of information or invitations.

You are under no obligation to provide this data. Without the provision of your data, we will not be able to inform you about topic-related news or invite you to interesting events.

Legal basis

Electronic mailing

The legal basis for electronic mailing as part of our offers is your consent in accordance with Art. 6 para. 1 lit a GDPR in conjunction with § 174 para. 3 TKG 2021.

We will also use your name and contact details or your e-mail address, which are known to us in the course of an existing contractual relationship with you, to send you the latest news or invitations to events. However, when we collect your name and contact details or email address, as well as for each subsequent mailing, you will have a clear and unambiguous opportunity to decline the mailing free of charge and without any problems. In this case, the legal basis is our legitimate interest in keeping you up to date with the information specified under “Purpose” - in conjunction with the exception for business relationships pursuant to Section 174 (4) TKG 2021.

Sending by post

The legal basis for sending information by post as part of our offers is our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR.

In this context, please note the information on the right to object   on the main page.

Recipients

Your personal data will not be forwarded to third parties.

Storage period

Your personal data will be deleted for the above purpose after you have objected to the processing of your personal data.

Live streaming of events and web conferences

Purpose

The purpose is to broadcast live events and/or hold web conferences.

Processed data

In the context of web conferences, various personal data can be processed. All participants in the web conference can see or hear the content provided (messages, comments, contributions, etc.). In addition, the following personal data is processed:

  • Freely chosen pseudonyms or, if applicable, first and last name of the participants
  • Screen Sharing

There is the possibility to participate in the webinar by using a pseudonym, which guarantees a certain anonymity if desired.

More information about technical data processing can be found in the section tools and applications  .

Legal basis

Live streaming of events or web conferences – if it is an event in a non-public area - are based on our legitimate interest in making the event accessible to as many people as possible (Art. 6 para. 1 lit. f GDPR). If, the event is in a public area, the processing is based on Art. 6 para. 1 lit. e GDPR in conjunction with §§ 2 and 3 UG, the performance of a task in the public interest. In particular, the development of new accesses or methods in the context of digitization - with special consideration of the principle of freedom of science and teaching - is intended to safeguard or advance the development and freedom of science and teaching and thus provide a large number of people with the best possible access to science and teaching.

The data processing is necessary to enable persons or the public to participate from other locations, especially in times of crisis, and thus to be able to fulfill the public responsibility of the university in the best way possible.

In this context, please refer to the section about the right of objection   on the main page.

Storage duration

More information can be found in the section tools and applications  .

Third country transfer

Further information can be found in the overview of applications or will be provided to you by the event organization.

Photo and video recordings during events

Purpose

During this event, photos and videos will be taken for documentation purposes. It is not our intention to identify individual persons, but purely to document the event. For the purpose of documentation, the photos/videos taken will also be published on the internet (specifically on our homepage, YouTube, Facebook).

Legal basis

The data from photo and video recordings at events, i.e. both the production and the publication of the photos/videos on our legitimate interest in documenting the event, if the event is in a non-public area (Art. 6 para. 1 lit. f GDPR). If the event is in a public area, the processing is based on Art. 6 para. 1 lit. e GDPR in connection with § 3 Z 11 UG, the publicity effect of the University of Innsbruck. Not least because of the publicity effect of the University of Innsbruck it is necessary for us to document our activities. There is no obligation for you to be photographed or recorded. If you do not agree with the photograph or publication, please inform the photographer immediately or contact us.

In this context, please note the information on the right of objection   on the main page.

Storage duration

Photos/videos are stored as long as necessary for the purpose. Photos/videos will be deleted immediately if they are not suitable for the above mentioned purposes or in case of an objection by affected persons.

Your rights, contact details, data protection officer

More information can be found on the main page  .

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