Information on the Collection of Personal Data
The operators of this websites take the protection of your personal data very seriously.
Personal data are all data that can be related to you personally, such as name, address, email addresses, and user behaviour (information referring to an identifiable natural person (Art. 4, No. 1 of the EU General Data Protection Regulation (GDPR))).
Controller according to Art. 4, par. 7 GDPR is the President of KIT, Professor Dr.-Ing. Holger Hanselka, Kaiserstrasse 12, 76131 Karlsruhe, Germany, info@kit.edu (see Legals). Our Data Protection Commissioner can be contacted at datenschutzbeauftragter@kit.edu or by ordinary mail with “Die Datenschutzbeauftragte” (the data protection commissioner) being indicated on the envelope.
When you contact us by electronic mail or via a contact form, the data given by you (your email address and, if applicable, your name and your phone number) will be stored by us to answer your questions. The data arising in this connection will be erased as soon as storage will no longer be required or processing will be restricted, if legal obligations to retain the data exist.
We would like you to note that internet-based data transmission (e.g. when communicating by electronic mail) may have security gaps. Absolute protection of data against access by third parties may not be guaranteed.
Collection of Personal Data
When using the website for information purposes only, i.e. when you do not register or transmit other information, we will only collect the personal data that are transmitted by your browser to our server according to the settings made by you (server log files). For viewing our website, we collect the data required for this purpose and needed for ensuring stability and security according to Art. 6, par. 1, clause 1, (f) GDPR:
- Anonymized IP address
- Date and time of access
- Time zone difference to Greenwich Mean Time (GMT)
- Content of the access (concrete site)
- Status of access/HTTP status code
- Data volume transmitted
- Website from which an accessing system reaches our website
- Browser
These data cannot be referred to certain persons. These data will not be combined with other data sources. We reserve the right to check these data later on, if concrete indications of unlawful use become known to us.
Abstract Submission
Required Information
When you complete the call for abstracts for SORSE we process the following personal data:
- Names of Authors and Co-Authors
- Contribution language
We collect and store the data to identify you as an author of abstract submission, to advertise you in the book of abstracts, to contact you in relation to contribution decisions, to organize the conference programme, to publicise the conference programme and to maintain a public record of the conference programme (e.g. identify you as the author of a publicly hosted video or blog post). Names of authors and co-authors will be passed to the third party service Zenodo in order to publish talk abstracts with a citable DOI.
The legal basis is Art. 6, par. 1, clause 1, (b) GDPR, as the data is needed to fulfil the contractual obligations.
You are required by the form to consent to the below use of your data according to Art. 6, par. 1, clause 1, (a) GDPR:
- We will use your e-mail to contact you for organisational purposes regarding your abstract submission to SORSE.
- We will publish your contact e-mail on the SORSE website for advertising your contribution and allowing contact of participants.
- We will record your contribution in case it is accepted. We will make this recording available online to allow a wider public of RSEs to benefit and participate.
- We will release the materials from your submission under CC-BY 4.0 to maximise the accessibility and impact of SORSE for members of the rSE community.
- In case your abstract is accepted we will publish the contents of your abstract on Zenodo under CC-BY 4.0 license alongside author and co-author information (names, affiliations, and ORCID iDs) to provide you with a citable DOI.
According to Art. 7 par. 3 GDPR you have the right to withdraw your consent at any time with effect for the future. The withdrawal may also refer to parts of your consent. The consent is voluntary. There are no disadvantages if it is denied or withdrawn.
Optional Information
In addition you can give the following information:
- Institutional affiliation of author and co-authors
- Email address of co-authors
- Address of authors and co-authors
- Phone number of author and co-authors
- ORCID iD
We collect and store this data to advertise you in the book of abstracts, to promote successful applications to the SORSE programme, and to design the series programme. Only the names, institutional affiliations and ORCID iDs of authors and co-authors will be published alongside successful submissions. The institutional affiliations and ORCID iD's of authors and co-authors will be passed to the third party service Zenodo in order to publish talk abstracts with a citable DOI.
We also collect the following information:
- Age
- Membership of under-represented groups
- Gender
We collect and store this data related to purposes for scientific and statistical purposes on basis of Art. 89, par. 1, GDPR. This data is processed anonymised, that is independent from all other given personal information and contents of your abstract.
Since you give this information voluntarily, we process the data on basis of Art. 6, par. 1, clause 1, (a) GDPR. According to Art. 7 par. 3 GDPR you have the right to withdraw your consent at any time with effect for the future. The withdrawal may also refer to parts of your consent. The consent is voluntary. There are no disadvantages if it is denied or withdrawn.
If you have set the checkmark pertaining to mentoring in the form, we process your data on the basis of your consent according to Art. 6, par. 1, clause 1, (a) GDPR in the following manner:
- We will use your e-mail to contact you for organisational purposes regarding one-on-one mentoring.
According to Art. 7 par. 3 GDPR you have the right to withdraw your consent at any time with effect for the future. The withdrawal may also refer to parts of your consent. The consent is voluntary. There are no disadvantages if it is denied or withdrawn.
We delete all of the aforementioned data in relation to SORSE, if they are no longer required for the purposes for which they were collected and no statutory retention requirements apply. Your data will be kept for as long as necessary to carry out the event and there are statutory storage requirements. After expiry of the statutory retention periods (especially tax and commercial regulations) your data will be deleted unless you have expressly consented to any further use of the data.
Registration for SORSE Events
When you complete the form to register for a specific SORSE Event we process the following personal data:
- First Name
- Last Name
- Email Address
We collect and store the data to identify you as a participant of the event, and to contact you in relation to the event.
The legal basis is Art. 6, par. 1, clause 1, (b) GDPR, as the data is needed to fulfil the contractual obligations.
In addition you can give the following information:
- Title
We collect and store this data to address you with your title.
Since you give this information voluntarily, we process the data on basis of Art. 6, par. 1, clause 1, (a) GDPR. According to Art. 7 par. 3 GDPR you. have the right to withdraw your consent at any time with effect for the future. The withdrawal may also refer to parts of your consent. The consent is voluntary. There are no disadvantages if it is denied or withdrawn.
If you have set the respective checkmarks in the form, we process your data on basis of your consent according to Art. 6, par 1, clause 1, (a) GDPR in the following manner:
- We will use your e-mail to contact you for organizational purposes regarding the SORSE event.
According to Art. 7 par. 3 GDPR you have the right to withdraw your consent at any time with effect for the future. The withdrawal may also refer to parts of your consent. The consent is voluntary. There are no disadvantages if it is denied or withdrawn.
We delete all of the aforementioned data in relation to SORSE Events, if they are no longer required for the purposes for which they were collected and no statutory retention requirements apply. Your data will be kept for as long as necessary to carry out the event and there are statutory storage requirements. After expiry of the statutory retention periods (especially tax and commercial regulations) your data will be deleted unless you have expressly consented to any further use of the data.
SSL Encryption
For reasons of security and for the protection of the transmission of confidential contents, such as inquiries sent to us as website operator, this website uses SSL encryption. In case of an encrypted connection, the address line of the browser changes from http:// to https:// and the lock symbol is indicated in your browser line.
When SSL encryption is activated, third parties cannot read the data you transmit to us as a rule.
Your Rights
As far as your personal data stored by us are concerned, you have the following rights:
- Right of access
- Right to rectification or erasure
- Right to restriction of processing
- Right to object to data processing
- Right to data portability
(2) In addition, you have the right to complain about the processing of your personal data by us with a supervisory authority.
(3) In the case of manifestly unfounded or excessive requests, we can charge a reasonable fee. Otherwise, information will be provided free of charge (Article 12, par. 5 GDPR).
(4) In the case of reasonable doubts concerning the identity of the natural person asserting the above rights, we may request the provision of additional information necessary to confirm the identity of the data subject (Article 12, par. 6 GDPR).
Cookies
In addition to the data mentioned above, cookies are stored on your personal computer when using our website. Cookies are small text files stored in your computer system by the browser used by you, through which we (the server of our website) obtain certain information. Cookies cannot execute any programs or transmit viruses to your computer. They serve to make internet offers more user-friendly, more effective, and quicker. It is distinguished between session cookies (transient cookies) and permanent (persistent) cookies.
Transient cookies are deleted automatically when you close the browser. They include in particular the session cookies. These store a so-called session ID, through which queries of your browser can be allocated to the joint session. They allow us to identify your computer when you return to our website. Session cookies are deleted when you log out or close the browser.
We use session cookies exclusively. We do not use any persistent cookies or flash cookies.
You can set your browser such that you will be informed about the setting of cookies and you can permit cookies in individual cases only, exclude the acceptance of cookies in certain cases or in general, and activate automatic deletion of cookies when closing your browser. When deactivating cookies, functionality of this website may be limited.
