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Terms and Conditions
Definitions
- Registered Users are users that have an account on the Conference Central website. This allows Registered Users to create conference registration and web pages and to organize conferences.
- Conference Organizer is a registered user who is using the Conference Central website to organize a conference and possibly to collect registration fees.
- Conference Participants are users that register for a conference on the Conference Central website, but do not have a registered user account with Conference Central.
- Cancellation Time Window: Registration for a conference can be canceled up to 180 days after the initial registration date and at most 2 weeks prior to the conference start date
General Terms for Conference Participants registering for a conference
Cancellation of a conference registration can be requested through the Conference Central website by going to Conference Central > My Conference Registration > Update my registration > Delete my registration. Within the cancellation time window, the full amount of the registration fee will be reimbursed, but not the payment transaction fees (typically < 10 euros). Reimbursements will be processed within 1 week. Outside of the cancellation time window, a registered participant can try asking the Conference Organizer for cancellation and reimbursement.Conference Central is neither responsible nor liable for the quality of the conference, for whether the conference takes place or not, or for any damages or costs that may result from the conference or participation in the conference. Conference Central is only responsible for collecting information and fees from participants that are registering for a conference and passing these on to the Conference Organizer.
General Terms for Registered Users organizing a conference
Payout of the money collected by Conference Central in the form of registration fees and sponsor payments will be made to the Conference Organizer or to recipients specified by the Conference Organizer only after the conference has taken place. In exceptional circumstances, and entirely at the discretion of Conference Central, a prepayment of up to 20% of the collected money can be made to the Conference Organizer or to designated recipients for down-payments for conference organization (e.g. to reserve the venue or catering).Conference Central can use Euros, US Dollars or British Pounds as Reference Currencies. The Reference Currency for a conference is selected by the Conference Organizer when setting up the conference registration page on Conference Central. Conference Central will both collect and make payments in the Reference Currency and is not liable for any changes in exchange rates between the Reference Currency and other currencies. Conference Central bills conference participants on behalf of the Conference Organizer.
Conference Central will charge a fee on all registration fees and sponsor payments collected for a conference ("Conference Income") to cover running costs of the website. This fee is 2% on the first 20000 euro, dollars or pounds of Conference Income, and then 1% on any Conference Income above that.
For payouts, Conference Central will make up to 10 bank transfers to the Conference Organizer or to recipients specified by the Conference Organizer within the SEPA zone free of charge. All additional bank transfers will be charged a 10 Euro service fee. Payout bank or wire transaction fees will be incurred by the recipient.
Personal Data & Data Privacy Terms
Conference Central adheres to all the requirements of the EU GDPR (the General Data Protection Regulation, 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).Name and address of the Data Controller
The Data Controller within the context of the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is:Aurelio Teleman
Brentanoweg 3
69126 Heidelberg
Germany
Tel.: +49 173 311 3536
E-Mail: info§ConferenceCentral.org
Website: www.ConferenceCentral.org
Name and address of the Data Protection Officer
The data protection officer is:Aurelio Teleman
Brentanoweg 3
69126 Heidelberg
Germany
Tel.: +49 173 311 3536
E-Mail: info§ConferenceCentral.org
Website: www.ConferenceCentral.org
General information on data processing
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Scope of processing of personal data
We only process our users' personal data insofar as this is necessary for us to provide a functional website, and to fulfill the purposes of this website, which are to enable Conference Organizers to organize conferences and to collect the necessary information and registration fees, and to allow Conference Participants to register for said conferences. The collection and use of our users' personal data only takes place with the user's consent. An exception applies in those cases in which it is not possible to obtain prior consent and the processing of the data is permitted by law. -
Transfer to 3rd parties
The personal data collected by Conference Central are used solely for the purpose of organizing the indicated conferences. Conference Central does not store or process personal data for any other purpose, and the personal data will not be transferred to any 3rd parties except the Conference Organizer. The personal data provided to Conference Central by Conference Participants will be transferred to the Conference Organizer that is indicated on the conference registration page. The Conference Organizer may then publish this information in a publicly accessible conference abstract book or participant list. -
Transfer of data outside the EU
In cases where the Conference Organizer is outside the EU, the personal data provided by Conference Participants when registering for a conference will therefore be transferred outside the EU, to the Conference Organizer. -
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 General Data Protection Regulation (GDPR) serves as the legal basis.
When processing personal data that is necessary for a Conference Participant to register for a conference, Art. 6 para. 1 lit. b GDPR serves as the legal basis.
Insofar as the processing of personal data is necessary to fulfill a legal obligation to which Conference Central is subject, Art. 6 para. 1 lit. c GDPR serves as the legal basis.
In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 lit. d GDPR serves as the legal basis.
If the processing is necessary to safeguard a legitimate interest of Conference Central 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 GDPR serves as the legal basis for the processing. -
Data storage duration and deletion
The deletion of one’s Personal Data can be requested at any time.
If a person is registered on Conference Central for a conference that has not yet taken place, then deletion of personal data entails de-registering from the conference. If this is requested during the Cancellation Time Window the registration fees will be reimbursed (but not the payment processing fees). If this is requested outside the Cancellation Time Window, then the person will be de-registered from the conference without reimbursement of fees. Cancellation of registration can be accomplished through the Conference Central website by going to Conference Central > My Conference Registration > Update my registration > Delete my registration.
A Registered User who either does not have an ongoing conference they are organizing, or who is organizing a conference to which no one has registered, can request deletion of their personal data by deleting their user account. This can be done automatically through the Conference Central website by going to Conference Central > Login > My Settings > Delete My Account.
If a Registered User is actively organizing a conference for which people have registered and paid registration fees, or for which sponsors have made payments, then deletion of the user’s personal data will be done manually after the user has settled an agreement with the people who have registered for the conference and the sponsors who have made payments.
Personal data provided by Conference Participants will be stored up to 8 weeks after the conference has finished, in order to process the financials of the conference. After that, they will be deleted. The payment receipts (e.g. Stripe receipt) will be kept in accordance with tax regulations. The payment receipts include the name of the conference participant.
Otherwise, the personal data of the data subject will be deleted or blocked as soon as the purpose of storage no longer applies. Data may also be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. The data will also be blocked or erased 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 fulfillment of a contract.
All Conference Central data are stored entirely on servers located in Germany.
A report of all your Personal Data stored on the Conference Central server can be obtained by filling the form Conference Central > Data Protection > Report. The report will be sent automatically by email to the email address provided in the original registration form. -
Access & Disclosure
Except as described in these Terms: (i) we may access, preserve, or share any of your Personal Data when we believe in good faith that such sharing is reasonably necessary to investigate, prevent, or take action regarding possible illegal activities or to comply with legal process (e.g. a subpoena or other legal process); and (ii) we may also share your information in situations involving potential threats to the physical safety of any person, violations of the Conference Central Usage Terms, or to respond to the claims of violation of the rights of Third Parties and/or to protect the rights, property and safety of Conference Central, our employees, users, or the public. This may involve the sharing of your information with law enforcement, government agencies, courts, and/or other organizations. In such cases, Conference Central will inform you at the time of sharing.
Provision of the website and creation of log files
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Description and scope of data processing
Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer. The following data are 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
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Legal basis for the data processing
The legal basis for the temporary storage of data and log files is Art. 6 para. 1 lit. f GDPR. -
Purpose of the data processing
Temporary storage of the IP address by the system is necessary to enable delivery of the website to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session.
The data stored in log files ensure the functionality of the website. In addition, we use the data for technical optimization of the website and to ensure the security of our information technology systems. The data are not analyzed for marketing purposes.
These purposes also constitute our legitimate interest in data processing in accordance with Art. 6 para. 1 lit. f GDPR.
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Data storage duration
The data are deleted as soon as they are no longer required 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. The data stored in log files are deleted after 365 days. -
Possibility of objection and data removal
The collection of data for the provision of the website and the storage of data in log files is necessary for the operation of the website. Consequently, the user has no option to object. If the user is not in agreement with this data processing, the user should immediately cease to use the website.
3rd Party Services
We use the following 3rd Party services to provide website functionality and to help us evaluate our visitors' experiences so that we can make improvements to our website:-
Webhosting by Stratoserver AG
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Purpose of the data processing
Our website is hosted on a Stratoserver AG server in order to make it available to the public. -
Description and scope of data processing
All personal data of the Conference Central website are stored encrypted on the servers of Stratoserver AG in Germany. We use encryption technologies (Transport Level Security (TLS) and Secure Sockets Layer (SSL)) to transfer data to/from the Conference Central Website to the user’s computer. -
Legal basis for the data processing
Art. 6 para. 1 lit. f GDPR -
Data storage duration
The data are deleted as soon as they are no longer required to achieve the purpose for which they were collected. Personal data of Registered Users are stored as long as the user account is existing. They are deleted when a user cancels their Conference Central account. -
Possibility of objection and data removal
Since our website is hosted on a Stratoserver AG server, it is not possible for the user to use our website without using the Stratoserver server.
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Purpose of the data processing
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Google Analytics
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Purpose of the data processing
We use Google Analytics to help us evaluate our visitors' experiences so that we can make improvements to our website. -
Description and scope of data processing
Google Analytics tracks by default your age bracket, app store version, pageviews, device type, operating system, browser type, gender, IP address and approximate geolocation. These data are stored in aggregated form. We do not track individual users. We have NOT enabled the "Ads Personalization" function, NOR the "Google signals data collection" so we do not have access to the "Age, Gender, and Interests dimensions". We have set the "data retention" to the minimal possible amount of 2 months.
When you use our website, these information are sent to Google in the USA and saved there. This takes place regardless of whether you have a Google account, and whether you are logged in or not. If you are logged in to Google, your data will be assigned directly to your account. Google stores your data even for users who are not logged in as usage profiles and analyzes them. -
Legal basis for the data processing
Such an evaluation by Google is carried out in accordance with Art. 6 para. 1 lit.f GDPR on the basis of Google's legitimate interests in the display of personalized advertising, market research and/or demand-oriented design of its website. The legal basis for the processing of personal data by Conference Central is Art. 6 para. 1 lit. a GDPR if the user has given consent to this. -
Data storage duration
We have set the "data retention" to the minimal possible amount of 2 months. -
Possibility of objection and data removal
If you do not wish your data to be associated with your Google profile, you must log out of Google before using Conference Central. You have the right to object to the creation of these user profiles by Google, whereby you must contact Google to exercise this right. Google LLC, based in the USA, is certified for the US-European data protection agreement "Privacy Shield", which guarantees compliance with the level of data protection applicable in the EU.
If you do not wish your information to be shared with Google Analytics, do not click away the Conference Central "cookies banner".
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Purpose of the data processing
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Google reCAPTCHA with embedded Google Fonts
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Purpose of the data processing
We use reCAPTCHA on the Conference Central forms that are accessible without needing to log in, to stop bots and other automated attacks while approving valid users. -
Description and scope of data processing
reCAPTCHA takes a snapshot of what you’re doing on a webpage, compares that information to what it knows about bot activity, and uses an algorithm to decide whether you’re a real person or not. To do this, Google collects your IP address, the resources you've loaded, including styles or images, your Google account information, your behavior, such as scrolling on a page, moving the mouse, clicking on links, time spent completing forms, and typing patterns, your browser history, your CSS information, your browser plugins, your cookies, information about your operating system, your screen resolution, your javascript objects and your date and language settings. These data are sent to Google in the USA.
Conference Central does not have access to any of these data. -
Legal basis for the data processing
Conference Central needs to use reCAPTCHA to prevent automated attacks and to thereby keep the website functional, hence the legal basis is Art. 6 para. 1 lit. f GDPR. -
Data storage duration
Since reCAPTCHA sends data to Google, we do not know where the data are stored, nor for how long. -
Possibility of objection and data removal
If you do not agree, you must cease immediately to use the Conference Central website. Google LLC, based in the USA, is certified for the US-European data protection agreement "Privacy Shield", which guarantees compliance with the level of data protection applicable in the EU.
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Purpose of the data processing
Cookies
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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. When a user accesses a website, a cookie may be stored on the user's computer. This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is accessed again.
We use cookies to ensure that our website functions properly. Some elements of our website require that the accessing browser can be identified even after a page change. We also use cookies on our website to analyze the user's surfing behavior.
We use the following cookies and/or local storage items:
When accessing our website, the user is informed about the use of cookies for analysis purposes and the user’s consent to process their personal data in this context is obtained. In this context, reference is also made to this privacy policy.Cookie Name Source Purpose grails_remember_me Conference Central This cookie is saved when users select the "Remember me" option upon logging in, enabling the user to stay logged in. JSESSIONID Conference Central This cookie is saved when users log in or fill out a form on the Conference Central Website, to keep track of their session. _ga, _ga_H5QPP031B1, _gat, _gid, _utma, _utmc, _utmz Google These cookies allow Google Analytics to help us evaluate our visitors' experiences so that we can make improvements to our website. _GRECAPTCHA Google reCAPTCHA This cookie allow Google reCAPTCHA to function, so that we can prevent automated attacks. __stripe_mid Stripe This cookie provides fraud protection for online payments and is valid for 1 year. __stripe_sid Stripe This cookie provides fraud protection for online payments and is valid for 30 minutes. dateConfCentralCookieBannerAccepted Conference Central This locally stored item allows the website to recognize that you accepted the use of cookies on Conference Central. -
Legal basis for the data processing
The legal basis for the processing of personal data using cookies for analysis purposes is Art. 6 para. 1 lit. a GDPR if the user has given consent to this. Otherwise, the legal basis for the processing of personal data using technically necessary cookies is Art. 6 para. 1 lit. f GDPR. -
Purpose of the data processing
The purpose of the ‘technically-required’ cookies is to enable the functioning of our website. Some functions of our website cannot be offered without the use of these cookies. We require cookies for the following reasons: - For the user to stay logged in
- For the ‘remember me’ login function
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Data storage duration
Cookies are stored on the user's computer and transmitted by it to our website. As a user, you therefore have full control over the use of cookies. You can deactivate or restrict the storage 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 to their full extent.
The ‘analysis cookies’ are used to improve the quality of our website and its content. Through the ‘analysis cookies’, we learn how the website is used and can thus constantly optimize our service. We use ‘analysis cookies’ to understand which pages get accessed and which country the users are coming from.
These purposes constitute our legitimate interest in the subsequent processing of personal data in accordance with Art. 6 para. 1 lit. f GDPR.
Account Registration
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Description and scope of data processing
On our website, we offer users the opportunity to register for a user account by providing personal data. The data are entered into an input form and transmitted to us and stored. The following user data are collected as part of the registration process:- Name
- Institutional affiliation
- Email address
- Mailing Address
- Telephone number
- Date and time of registration
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Legal basis for the data processing
The legal basis for the processing of the data is Art. 6 para. 1 lit. a GDPR if the user has given consent. -
Purpose of the data processing
User registration is required to prevent access of others to a user’s confidential information such as contracts and personal data. -
Data storage duration
We use encryption technologies (Transport Level Security (TLS) and Secure Sockets Layer (SSL)) to transfer data to/from the Conference Central Website. All Conference Central data are stored entirely on servers located in Germany, and personal data are encrypted.
Personal data of Registered Users are stored as long as the user account is existing. They are deleted when a user cancels their Conference Central account, with the exception of personal data present in Documents, Contracts or Agreements that the Registered User negotiated and/or signed with other Contracting Parties. -
Possibility of objection and data removal
As a user, you have the option of canceling your registration at any time, and you can change the data stored about you at any time. This can be done by clicking on your user profile and then selecting the appropriate actions.
A Registered User who either does not have an ongoing conference they are organizing, or who is organizing a conference to which no one has registered, can request deletion of their personal data by deleting their user account. This can be done automatically through the Conference Central website by going to Conference Central > Login > My Settings > Delete My Account.
If a Registered User is actively organizing a conference for which people have registered and paid registration fees, or for which sponsors have made payments, then deletion of the user’s personal data will be done manually after the user has settled an agreement with the people who have registered for the conference and the sponsors who have made payments.
Personal Data Report
A report of all your Personal Data stored on the Conference Central server can be obtained by filling the form on this page. The report will be sent automatically by email to the email address provided in the form.Data Breach
Conference Central will notify users without undue delay upon becoming aware of any Data Breach relating to user's personal data and resulting from Conference Central's Processing of Personal Data on behalf of users.Rights of the data subject
If your personal data are processed, you are a data subject within the context of the GDPR and you have the following rights vis-à-vis the controller:-
Right of Access
You may request confirmation from the controller as to whether personal data relating to you are being processed by us. If such processing is taking place, you may request the controller to provide you with the following information:- the purposes for which the personal data are processed;
- the categories of personal data which are processed;
- the recipients or categories of recipients to whom the personal data are disclosed.
- the envisaged 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;
- the existence of a right to rectify or erase the personal data concerning you, a right to restriction of processing by the controller or a right to object to such processing;
- the existence of a right of appeal to a supervisory authority;
- any available information on the origin of the data if the personal data are not collected from the data subject;
- the existence of automated decision-making including profiling pursuant to Art. 22(1) and (4) of the GDPR and, at least in these cases, meaningful information about the logic involved and the scope and intended effects of such processing for the data subject. You have the right to request information on whether personal data concerning you are transferred to a third country or to an international organisation. In this context, you may request to be informed about the appropriate safeguards pursuant to Article 46 of the GDPR in connection with the transfer.
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Right to rectification
You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning you are incorrect or incomplete. The controller must make the correction without delay. Personal data for Registered Users can be corrected on the Conference Central Website by going to the User Dashboard. Conference Participants who have registered for a conference can rectify their personal data by going to Conference Central > My Conference Registration > Update my registration. Registered users can rectify their personal data by going to Conference Central > Login > My Settings. -
Right to restriction of processing
You may request the restriction of the processing of personal data concerning you under the following conditions:- if you contest the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;
- the processing is unlawful and you object to the erasure of the personal data and request instead the restriction of the use of the personal data;
- the controller no longer needs the personal data for the purposes of the processing, but you need them for the establishment, exercise or defense of legal claims; or
- if you object to the processing pursuant to Art. 21 (1) DSGVO and it has not yet been determined whether the legitimate grounds of the controller outweigh your grounds. Where the processing of personal data relating to you has been restricted, such data may be processed, except for storage, only with your consent or for the establishment, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of substantial public interest of the Union or of a Member State. If the restriction of processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.
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Right to erasure
a) Obligation to erase
You may request the controller to erase the personal data concerning you without undue delay and the controller is obliged to erase this data without undue delay if one of the following reasons applies:- The personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed.
- You withdraw your consent on which the processing was based pursuant to Art. 6 (1) a or Art. 9 (2) a DGVO and there is no other legal basis for the processing.
- You object to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2) of the GDPR.
- The personal data concerning you have been processed unlawfully.
- The erasure of the personal data concerning you is necessary for compliance with a legal obligation under Union or Member State law to which the controller is subject.
- The personal data concerning you has been collected in relation to information society services offered in accordance with Article 8(1) DSGVO.
b) Information to third parties
If the controller has made the personal data concerning you public and is obliged to erase it pursuant to Article 17(1) of the GDPR, the controller shall take reasonable steps, including technical measures, having regard to the available technology and the cost of implementation, to inform data controllers who process the personal data that you, as the data subject, have requested them to erase all links to, or copies or replications of, that personal data.
c) Exceptions The right to erasure does not exist insofar as the processing is necessary- for the exercise of the right to freedom of expression and information;
- for compliance with a legal obligation which requires processing under Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
- for reasons of public interest in the field of public health pursuant to Art. 9(2)(h) and (i) and Art. 9(3) of the GDPR;
- for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes pursuant to Art. 89(1) of the GDPR, where the right referred to in section (a) is likely to make impossible or seriously prejudice the achievement of the purposes of such processing; or
- for the establishment, exercise or defence of legal claims.
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Right to information
If you have asserted the right to rectification, erasure or restriction of processing against the controller, the controller is obliged to communicate this rectification or erasure of the data or restriction of processing to all recipients to whom the personal data concerning you have been disclosed, unless this proves impossible or involves a disproportionate effort. You have the right to be informed of these recipients by the controller. -
Right to object
You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6(1)(e) or (f) DSGVO; this also applies to profiling based on these provisions. The controller shall no longer process the personal data concerning you unless it can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims. If the personal data concerning you is processed for the purposes of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purposes of such marketing; this also applies to profiling insofar as it is related to such direct marketing. 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, in connection with the use of information society services, notwithstanding Directive 2002/58/EC, to exercise your right to object by means of automated procedures using technical specifications. -
Right to revoke the declaration of consent under data protection law
You have the right to revoke your declaration of consent under data protection law at any time. The revocation of the consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation. -
Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your residence, place of work or place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the GDPR. The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 GDPR.