Data Processing Disclaimer
Whether you are a conference participant, interested party or even just a visitor of a website operated by us: We respect and protect your privacy. In accordance with article 13 of the EU General Data Protection Regulation (EU-GDPR) as for the attendants coming from the EU. We inform you here about the way in which we collect, process and use your personal data. In particular, our focus is on the fair and transparent use of your data for the BIS Conference.
Your personal data is processed in order to register participation in the Business Information Systems conference, communicate with participants to organize a conference, document its course, and in case of consent to receive information about conferences and events with a scientific profile – also in order to send such information in the future. The legal basis for the processing of personal data is Art. 6 par. 1a of the General Data Protection Regulation GDPR (your consent to the processing of personal data expressed by filling out the registration form for this conference and separately for other conferences or events organized by the administrator). You may withdraw your consent at any time – which does not affect the legality of the processing carried out prior to its withdrawal. Have in mind that withdrawal of some data may be connected with the inability of attendance or publication after the conference.
Personal data provided by you, processed in connection with participation in the conference, will be processed during the period of storage of the financial and accounting documentation of the conference by the organizers. In the event of consent to receive information about further conference, personal contact data will be processed until the consent is withdrawn. Providing data is voluntary, but necessary to achieve the goals for which they were collected. Personal data provided by you will not be disclosed to other entities, except for entities authorized by law and the cases of our partners (e.g. in case of conference photos), also mentioned in this document. You have the right to access the data contents, rectify them, limit processing and delete data. You have the right to lodge a complaint with the President of the Office for Personal Data Protection if you think that the processing of personal data concerning you infringes the GDPR.
In the following we give you an overview on the personal data we collect from you and what we are using it for. We will also inform you of your rights under the applicable data protection law and whom to contact if you have any further questions.
Who are we?
We are the organizers of the BIS International Conference, which this year will be held in Germany. As the exact organizing committee changes each year, here are the members for the 2021 edition held at Leibniz University of Hannover and Werkhof in Hannover, Germany.
- Witold Abramowicz
- Rainer Alt
- Sören Auer
- Gary Klein
- Adrian Paschke
- Kurt Sandkuhl
- Gabor Kismihok
- Xenia van Edig
- Katrin Hanebut
- Sonja Zillner, Siemens
- Edward Curry, Insight Centre
- Elżbieta Lewańska
- Krzysztof Węcel
- Włodzimierz Lewoniewski
- Piotr Kałużny
- Milena Stróżyna
- Piotr Arendalski
(Organization at which grounds the conference is held):
Leibniz Information Centre for Science and Technology and University Library
If you have any questions about data processing please contact: firstname.lastname@example.org
Leibniz Information Centre for Science and Technology and University Library
Gottfried Wilhelm Leibniz Universität Hannover
Tel. +49 511 762 – 0
In case of contacting the controller, please use the e-mail address of our conference: email@example.com
a) What kind of personal data are processed?
We collect your personal data that is connected with the invitation, attendance and publication process of our conference.
In detail the following types of data are processed:
- Title, First Name, Last Name, E-Mail address.
- Additionally supplied address (private or company) with postal code, phone number for for the proceedings book delivery purposes.
- Publications sent to the easychair and other reviewers systems, also requested by workshop chairs for the purpose of providing workshop and main conference proceedings.
- Signed consent to publish form for Springer or TIB.
- Photos and titles of papers for the marketing and coverage of the conference.
- Recordings of the conference workshops and sessions, due to the online nature of the conference.
- Profile of interests, committee memberships and other information available for the esteemed guests, keynote speakers and workshop chairs for the purpose of providing conference programme.
- Anonymous IT usage data (IP-address, visited websites, date and time of connection) as required by the network administration of the website for security reasons.
b) Where does this data come from?
- You yourself inform us about these data, when you e.g.: register at the conference, send us your publication, present at the conference or use our website.
- When you are using our internet services pseudonymised usage data associated with IP-addresses are generated.
c) How long do we store your data?
For the storage duration of your data different time limits apply which are compliant with legal requirements. If you have any questions as for specific type of data, please ask us. We try to delete certain data (e.g. book delivery address) as soon as the books are delivered, as we don’t need them anymore. In terms of contacting you about future venues we utilize basic contact information for future conferences. You have a right to opt-out and unsubscribe from those messages, either by contact provided in this file, or directly through the information in e-mails sent.
d) Who processes this data?
The data that we collect for the purposes of managing a conference and proceedings are handled by the Organizing Committee members and Steering Commitee of the Program Committee. Depending on the specific type of data, different members may handle e.g. delivery of the books process.
Third parties in data processing?
a) Easychair and other publication services
For the organization of the conference we are using files that you submit directly to the easychair or similar conference proceedings websites. As the data is handled directly to them, their rules for data processing may apply, e.g. easychair.org/terms. workshop chairs may decide to have their own ways of processing your publications data for the review process and they act in the same manner as an external conference proceedings providers.
Conference proceedings will be published by Springer in LNBIP series. All of the Springer regulations will apply, and we will use only the publication and consent data provided by you.
Conference proceedings will be published by TIB. All of the TIB regulations will apply, and we will use only the publication and consent data provided by you.
d) BIS Website and other social media
We are using external provider for the hosting and storing data of the main conference information. Besides IP logs and information visible on the website we do not keep any very sensitive information on the website. We may also add paper information and photos on our social media accounts during and after the conference.
e) TIB’s ConRec service
We are recording the sessions and workshops and ask the authors to share their presentations through online platforms that we have chosen to host the conference on. The access to these online meetings is restricted, so authors are always presenting to a small group of registered conference participants (the same as it would be in a live conference). The recorded conference sessions will be shared with the other participants shortly after the conference. The goal is to enable further questions to the authors and allow participants to listen to the sessions which they couldn’t attend due to the time-zone differences. It will be done through links posted on our conference website. If you do not wish for the recording from your presentation to be available – please contact us.
f) Other services e.g. Google Forms, EasyConferences
We may use other services (such as Google Forms) for querying you for informations that are important for us in the book delivery process or hosting the conference. We also utilize EasyConferences and similar systems for providing payments for the conference. We do not store the payment data and it is handled and processed by the service provider. We use only the confirmations and basic contact information provided by the payment service. You can read about those on the respective organizations websites and their own GDPR disclaimers and internal regulations.
In addition, we would like to inform you that in order to document the conference, photographs and recordings will be taken in its course, which may be published on websites belonging to the BIS Conference, Poznań University of Economics and Leibniz Information Centre for Science and Technology and University Library. If you do not wish for the photos/screenshots and similar media from your presentations or any other promotional information concerning you to be available for this purpose – please feel free to contact us.