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Privacy Policy

Privacy Policy

Within the framework of the International Conference on Complexity and Topology in Quantum Matter CTD.QMAT26

1. Name and Contact Details of the Controller

The controller responsible for data processing within the meaning of the General Data Protection Regulation (GDPR) and other data protection regulations is:

Julius-Maximilians-Universität Würzburg
Sanderring 2
97070 Würzburg
Germany
Phone: +49 931 31-0
Email: info@uni-wuerzburg.de

2. Contact Details of the Data Protection Officer

Data Protection Officer of the Julius-Maximilians-Universität Würzburg
Sanderring 2
97070 Würzburg
Germany
Phone: +49 931 31-0
Email: datenschutz@uni-wuerzburg.de

3. Purposes and Legal Basis for Processing Personal Data

a) Visiting the Website (Server Logs)

When you visit our website, the web server automatically records log files that cannot be assigned to a specific person. These data include:

  • Browser type and version
  • Operating system used
  • Referrer URL (the previously visited page)
  • Host name of the accessing computer (IP address)
  • Date and time of the server request

Purpose: These data are collected for the purpose of ensuring system security, analyzing errors, and optimizing the website.
Legal Basis: Art. 6 (1) (e) GDPR in conjunction with Art. 4 (1) of the Bavarian Data Protection Act (BayDSG).

b) Conference Registration and Abstract Submission

If you register for the conference or submit an abstract, we process the personal data you provide (e.g., name, affiliation, contact details, payment information).

Purpose: Organization, implementation, and accounting of the conference CTD.QMAT26.
Legal Basis: Art. 6 (1) (b) GDPR (performance of a contract) and Art. 6 (1) (e) GDPR (performance of a task carried out in the public interest).

c) Contact Form

If you contact us via the contact form, the data you provide will be stored.

Purpose: Processing your inquiry and for follow-up questions.
Legal Basis: Art. 6 (1) (a) GDPR (consent).

4. Recipients of Personal Data

Your data will be processed internally by the conference organizers (Faculty of physics of the University of Würzburg) and the university administration (e.g., for accounting purposes).

Data will not be transferred to third parties unless:

  • You have given your explicit consent (Art. 6 (1) (a) GDPR),
  • The transfer is necessary for the performance of a contract with you (Art. 6 (1) (b) GDPR),
  • There is a legal obligation to do so (Art. 6 (1) (c) GDPR).

5. Duration of Storage

  • Server Logs: Stored for three months and then deleted, unless required for evidence purposes in case of security incidents.
  • Conference Data: Stored as long as necessary for the organization of the conference and to comply with statutory retention periods (e.g., 10 years for accounting documents).
  • Contact Data: Stored until you request us to delete it, revoke your consent, or the purpose for data storage no longer applies, however at least 10 years in accordance with Bavarian budget law.

6. Your Rights

You have the following rights regarding your personal data:

  • Right of access (Art. 15 GDPR)
  • Right to rectification (Art. 16 GDPR)
  • Right to erasure (Art. 17 GDPR)
  • Right to restriction of processing (Art. 18 GDPR)
  • Right to data portability (Art. 20 GDPR)
  • Right to object (Art. 21 GDPR)
  • Right to withdraw consent (Art. 7 (3) GDPR) - You can withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

To exercise these rights, please contact the controller or the Data Protection Officer mentioned above.

7. Right to Lodge a Complaint

If you believe that the processing of your personal data violates data protection law, you have the right to lodge a complaint with a supervisory authority. The competent supervisory authority for the Julius-Maximilians-Universität Würzburg is:

Der Bayerische Landesbeauftragte für den Datenschutz
Wagmüllerstraße 18
80538 München
Germany
Phone: +49 89 212672-0
Email: poststelle@datenschutz-bayern.de
Website: https://www.datenschutz-bayern.de

8. Cookies

This website uses only technically necessary cookies that are essential for the proper functioning and security of the website (e.g., for session management or language settings). These cookies are not used for tracking or marketing purposes.

Legal Basis: The processing is based on Art. 6 (1) (f) GDPR (legitimate interest) and § 25 (2) No. 2 TTDSG (Telecommunications-Telemedia Data Protection Act). Since these cookies are strictly necessary for the provision of the website, no consent is required, and therefore no cookie banner is displayed.

You can configure your browser to reject cookies; however, please note that this may affect the functionality of the website.

9. Disclaimer

The website of the Julius-Maximilians-Universität Würzburg includes information made available by cross-references ("links") to other sites.

With the cross-reference, the Julius-Maximilians-Universität Würzburg only provides access to this content. The University is not responsible for these "foreign" contents as it does not initiate the transmission of the information, select the receiver of the transmission, or select or modify the information contained in the transmission.

Due to the call-up and link method used, there is not even an automatic, intermediate, and transient storage of this "foreign information" by the Julius-Maximilians-Universität Würzburg; thus, the Julius-Maximilians-Universität Würzburg assumes no liability for these external contents.

When a link is first created to such internet content, however, the Julius-Maximilians-Universität Würzburg does verify whether that foreign content may result in possible civil or criminal legal liability.