- We are thoughtful about the personal information we ask you to provide and the personal information that we collect about you through the operation of our services.
- We store personal information for only as long as we have a reason to keep it.
- We aim for full transparency on how we gather, use, and share your personal information.
Who We Are and What This Policy Covers
- register to participate at the conference
- visit our website www.winterschool.eu
- provide a reference letter for a participant applying for financial support
Information We Collect
We only collect information about you if we have a reason to do so–for example, when you register for the conference, to communicate with you, or to make our website better. We collect information in three ways: if and when you provide information to us and automatically through operating the website. Let’s go over the information that we collect.
Information You Provide to Us
When you register for the conference, we collect the information you provide in the registration form. In particular you provide us with:
- your name, surname, e-mail address
- details of your institutional affiliation (institution name, address)
- details pertaining to practical matters of your participation (whether you would prefer a special diet)
- optionally you may provide us with a photo, your personal webpage, a textual note and your google account number
Additionally, on your profile page, you may choose to upload slides of your talk and provide a title for your talk, both of which we also collect. We may also collect information you provide us when you communicate with us (via e-mail or other means).
When you provide a reference letter, we store your name, e-mail address and the reference letter.
Information We Collect Automatically
We also collect some information automatically:
Log Information: Like most online service providers, we collect information that web browsers, mobile devices, and servers typically make available, such as the browser type, IP address, unique device identifiers, language preference, referring site, the date and time of access, operating system, and mobile network information. We collect log information when you use our website.
Information We Collect from Other Sources
When you apply for financial support, you may ask your advisor to send a reference on your behalf. We store these reference letters together with the name and e-mail of the person providing the reference in order to decide whether to grant you a fee waiver. We also store information about your participation at the winterschool (e.g. whether you participated, whether you were supported, what room you were accommodated in, etc.)
How And Why We Use Information
Purposes for Using Information
We use information about you as mentioned above and for the purposes listed below:
- To allow you to participate at the conference;
- To further develop and improve our website;
- To monitor and analyze trends and better understand how users interact with our website, which helps us improve our website and make them easier to use;
- To monitor and prevent any problems with our website, protect the security of our website, detect and prevent fraudulent transactions and other illegal activities, fight spam, and protect the rights and property of the organizers and others, which may result in us declining the use of our website;
- To communicate with you, for example through an email, about your registration/participation at the conference, to solicit your feedback, or keep you up to date on the conference; and
- To personalize your experience using our website.
Legal Bases for Collecting and Using Information
A note here for those in the European Union about our legal grounds for processing information about you under EU data protection laws, which is that our use of your information is based on the grounds that: (1) The use is necessary in order to fulfill our commitments to you or is necessary to administer your account--for example, in order to enable you to upload slides of your presentation; or (2) The use is necessary for compliance with a legal obligation; or (3) The use is necessary in order to protect your vital interests or those of another person; or (4) We have a legitimate interest in using your information--for example, to provide and update our website, to improve our website so that we can offer you an even better user experience, to safeguard our website, to communicate with you, to monitor and prevent any problems with our Services, and to personalize your experience; or (5) You have given us your consent.
How We Share Information
We do not sell our users’ private personal information. We share information about you in the limited circumstances spelled out below and with appropriate safeguards on your privacy:
- Third Party Vendors: We may share information about you with third party vendors who need to know information about you in order to provide their services to us, or to provide their services to you. This group includes accommodation & transportation providers, postal and email delivery services that help us stay in touch with you. We require vendors to agree to privacy commitments in order to share information with them.
- Legal Requests: We may disclose information about you in response to a subpoena, court order, or other lawful governmental request.
- To Protect Rights, Property, and Others: We may disclose information about you when we believe in good faith that disclosure is reasonably necessary to protect the property or rights of the organizers, third parties, or the public at large. For example, if we have a good faith belief that there is an imminent danger of death or serious physical injury, we may disclose information related to the emergency without delay.
- With Your Consent: We may share and disclose information with your consent or at your direction. For example, we may share your information with third parties with which you authorize us to do so.
Information Shared Publicly
On our website, we publish the names of participants, their affiliations and website addresses, the slides of their talks. We also publish photos of participants, but these are only available to other participants and not to the general public. Public information may also be indexed by search engines or used by third parties.
How Long We Keep Information
We generally discard information about you when we no longer need the information for the purposes for which we collect and use it--which are described in the section above on How and Why We Use Information--and we are not legally required to continue to keep it.
While no online service is 100% secure, we work very hard to protect information about you against unauthorized access, use, alteration, or destruction, and take reasonable measures to do so, such as monitoring our Services for potential vulnerabilities and attacks.
You have several choices available when it comes to information about you:
- Limit the Information that You Provide: If you register for the conference, you can choose not to provide the optional information. Please keep in mind that if you do not provide this information, certain features of our website may not be accessible.
- Set Your Browser to Reject Cookies: You can usually choose to set your browser to remove or reject browser cookies before using our website, with the drawback that certain features of the website may not function properly without the aid of cookies.
If you are located in certain countries, including those that fall under the scope of the European General Data Protection Regulation (AKA the “GDPR”), data protection laws give you rights with respect to your personal data, subject to any exemptions provided by the law, including the rights to:
- Request access to your personal data;
- Request correction or deletion of your personal data;
- Object to our use and processing of your personal data;
- Request that we limit our use and processing of your personal data; and
- Request portability of your personal data.
You can usually access, correct, or delete your personal data using your registration profile, but if you aren’t able to do that, or you would like to contact us about one of the other rights, see below in How to Reach Us to, well, find out how to reach us. EU individuals also have the right to make a complaint to a government supervisory authority.
How to Reach Us