Privacy notice

4.1.1 Description and categories of data

Should you access this or other websites, you transfer data to our web server via your browser. The following data is temporarily recorded in a log file whilst a connection is established:

• IP address of the accessing computer
• Date and time of the access
• Name, URL and transferred data quantity of the accessed file
• Access status (requested file transferred, not found etc.)
• Browser type and operating system (if transferred by the requesting web browser)
• Website from which the access took place (if transferred by the requesting web browser)

The processing of the data in this log file takes place as follows:

• The log entries are continually automatically evaluated in order to recognize attacks against the web server and in order to be able to respond accordingly.
• In individual cases, i.e. in case of reported disruptions, errors and security breaches, a manual analysis takes place.

In addition, when accessing websites, the date and time stamp, IP address + port (source), IP address + port (target) and the package size are recorded in the active network components of the University of Stuttgart.

4.1.2 Purpose

The temporary storage of the IP address by the system is necessary in order to deliver the website to the computer of the user. For this purpose, the IP address of the user must remain saved for the duration of the session.

Saving in a log file takes place in order to ensure the functional capability of the website. In addition, the data enables us to optimize the website and to ensure the security of our IT systems. IP addresses contained in the log entries are not combined with other data inventories, unless there are concrete indicators of a disruption to the correct operation.

The recording of active network components also enables us to ensure the security of the IT systems.

These purposes also represent our legitimate interest in the data processing in accordance with Article 6 Paragraph 1 Letter f) GDPR.

4.1.3 Legal basis

The legal basis for the temporary storage of the data and log files is Article 6 Paragraph 1 Letter f) GDPR.

4.1.4 Recipients

Should criminal investigations be initiated due to attacks against our IT systems, the data named under 4.1.1 and log files can be passed on to state investigative bodies (for example the police, criminal prosecution authorities).

The same applies if relevant authorities and/or courts make inquiries of the University and we are obliged to respond to these.

4.1.5 Storage duration

The data will be deleted once it is no longer necessary for the purpose for which it was gathered. In case of the recording of data for provision of the website, this is the case when the respective session has come to an end.

Webserver logfiles are deleted after 14 days.

4.1.6 Consequences of non-provision, right of objection and correction

The recording of data for provision of the website and the storage of data in log files is absolutely necessary in order to operate the website. Users who do not wish for their data to be processed as described can contact the University via alternative channels (by telephone, in written form, in person) in order to receive corresponding information or carry out actions.

4.2.1. Description and categories of data

Our website uses cookies. Cookies are text files which are saved in the Internet browser or by the web browser on the computer system of the user. Should a user access a website, a cookie can be saved in the operating system of the user. This cookie contains a character sequence, which enables a clear identification of the browser next time the website is accessed.

4.2.2. Purpose

Certain functions of our website cannot be provided without the use of cookies. For these, it is necessary for the browser to be recognized again after a change of page.

The user data which is gathered by the technically necessary cookies is not used in order to create user profiles.

These purposes also represent our legitimate interest in the processing of the personal data in accordance with Article 6 Paragraph 1 Letter f) GDPR.

4.2.3. Legal basis

The legal basis for the processing of personal data using cookies is Article 6 Paragraph 1 Letter f) GDPR.

4.2.4. Recipients

The only recipient of the information contained in the cookies is the entitled web server, i.e. the web server of the University which sets the cookie.

4.2.5. Storage duration

The duration of the saving of our cookies is as follows:

Session cookies are automatically deleted from your computer when you close your browser.

As the cookies are saved on your end device, you also have the option of deleting these earlier. You can find out more about this below.

4.2.6. Consequences of non-provision, right of objection and correction

Cookies are saved on the computer of the user and transferred from this to our site. Therefore, you as the user also have full control of the use of cookies, regardless of the saving periods listed above. By altering the settings in your web browser, you can deactivate or restrict the transfer of cookies. Cookies which have already been saved can be deleted at any time. This can also take place automatically. Should cookies be deactivated for our website, it may be the case that not all of the functions of the website can be used in full.

4.3.1. Description and categories of data

To participate in an event, you may be asked to register. The mandatory and optional data to be entered is individually configured per event. Data fields may contain the following information:

• Title
• First Name
• Family Name
• E-Mail Address
• Affiliation
• Position
• Address
• Country
• Phone Number

Registration may or may not be connected to an Indico account.

4.3.2. Purpose

We collect participation information in order to be able to:

• Communicate with participants
• Provide a list of participants on the event website (upon agreement by the participant during registration)

4.3.3. Legal basis

The legal basis for the processing of personal data is Article 6 Paragraph 1 Letter a) GDPR.

4.3.4. Recipients

If configured for the event, anyone accessing the public event website can view the list of participants (typically name and affiliation only)

All registrant information is accessible by the event organizers and system administrators

4.3.5. Storage duration

All participant information is anonymized 1 year after the end of the event.

4.3.6. Consequences of non-provision, right of objection and correction

Participants can request to modify or delete their personal information by direct communication to event organizers or system administrators.

4.4.1. Description and categories of data

Indico is a platform to manage the organization of conferences and workshops (events). Certain roles on the platform require a user account with the following mandatory data:

• First Name
• Family Name
• E-Mail Address

Additionally the following optional data can be entered into to user profile:

• Title
• Affiliation
• Address
• Phone Number
• Profile Picture

4.4.2. Purpose

The account is required to fulfill certain roles of an event, such as managing the event website content, participant registration, and managing an abstract review process.

Depending on the event, participants may be asked to register an account in order to get full access to the event, including the possibility to submit abstracts.

The e-mail address is required in order to manage the profile, such as notifications or password resets.

4.4.3. Legal basis

The legal basis for the processing of personal data is Article 6 Paragraph 1 Letter a) GDPR.

4.4.4. Recipients

Depending on event settings, a subset of entered data is made public on the event website.

Some account details are visible to other event roles, such as organizers, reviewers and editors.

4.4.5. Storage duration

All accounts are stored on the server until the account is deleted from the instance. Accounts are anonymized a) for employees and students, when there is no active association with the instute, or b) the user actively demands deletion.

4.4.6. Consequences of non-provision, right of objection and correction

Users have full control over their entered account information. Anonymization of existing accounts must be requested by communication to the system administrators.