20th Central European Symposium on Theoretical Chemistry

Last updated: 27th February 2025

1. Introduction

Welcome to 20th Central European Symposium on Theoretical Chemistry. We are committed to protecting your privacy and ensuring compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

2. Data Collection and Processing

We collect and process personal data to facilitate user account creation, event registration, and service provisioning. The information we collect is categorized as follows:

• Mandatory: We require the following information for authentication, communication, and service access:
  • Full Name
  • Email Address
  • Password (securely hashed and never stored in plain text)
  • Affiliation (e.g., company, organization, or institution)
• Optional: You may choose to provide additional details to enhance your experience:
  • Phone Number (for contact purposes, if necessary)
  • Dietary Restrictions (for event catering and accommodations)
  • Room Preferences (for event-related lodging arrangements, if applicable)
  • Gender (optional, used only for accommodation arrangement purposes)

All personal data is processed in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). We implement appropriate security measures to safeguard your information and ensure its confidentiality.

3. Purpose of Data Processing

We collect and process your personal data solely for legitimate purposes in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). The processing of your data is necessary to provide our services, ensure security, and facilitate event participation.

Specifically, we process your data for the following purposes:

• Conference Registration: To facilitate your registration, confirm your participation, and manage attendance records.
• Event Updates & Communication: To provide essential information about the event, including schedules, changes, and other relevant notifications.
• Badge Printing & Personalization: To generate name badges and identification materials tailored to your registration details.
• Fraud Prevention & Security: To verify identities, prevent unauthorized access, and ensure a secure event environment.
• Legal & Compliance Obligations: To comply with applicable legal requirements, respond to regulatory inquiries, and fulfill contractual obligations.
• Customer Support: To assist with inquiries, resolve issues, and improve your overall experience.

We do not process your personal data for purposes beyond those stated above without obtaining your explicit consent, unless required by law.

4. Data Retention & Security

We store and process your personal data in accordance with applicable European Union (EU) data protection laws, including the General Data Protection Regulation (GDPR). We implement technical and organizational measures to safeguard your data from unauthorized access, loss, misuse, or alteration.

We retain your personal data only for the periods necessary to fulfill the purposes outlined in this policy or as required by law:

• Registration Data: Retained for up to 1 year after the event for administrative purposes.
• Financial Records: Retained for 7 years in compliance with EU accounting and tax regulations.
• Contact Data for Future Events: Retained until you withdraw consent, after which it will be promptly deleted.

After the retention period expires, we securely delete or anonymize your data, unless legal obligations require further retention.

5. Data Sharing & Third Parties

We do not sell, trade, or rent personal data. However, in certain circumstances, we may share your data with trusted third parties for legitimate purposes:

• Conference Service Providers: We may share relevant data with vendors responsible for catering, printing, and venue management.
• Legal Authorities: If required by law, we may disclose data to regulatory agencies, law enforcement, or other authorities.
• Event Partners: We will only share data with event sponsors or partners if you have provided explicit consent.

All third parties receiving your data are contractually obligated to comply with data protection regulations and implement appropriate security measures.

6. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:

• Right of Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You may request corrections to inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten"): You can request deletion of your personal data under certain conditions.
• Right to Restriction of Processing: You can request that we limit how we use your data in certain cases.
• Right to Object: You may object to the processing of your data for specific purposes, such as direct marketing.
• Right to Withdraw Consent: If data processing is based on consent, you can withdraw it at any time.
• Right to Data Portability: You can request your data in a structured, commonly used, and machine-readable format.
• Right to Lodge a Complaint: If you believe your data protection rights have been violated, you have the right to file a complaint with your local data protection authority.

To exercise your rights or make inquiries regarding data protection, please contact us at: cestc2025@fchpt.stuba.sk

7. Cookies & Tracking

Our website uses only strictly necessary cookies, which are essential for its core functionality and security. These cookies cannot be disabled, as they are required to:

• Ensure website security and protect against fraudulent activity.
• Enable fundamental site features, such as registration and login.
• Maintain user authentication and session management.
• Store your cookie preferences.

These cookies do not track users across websites and are implemented in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR). Since they are strictly necessary for the operation of our website, consent is not required under GDPR.

To enhance security, we use Cloudflare Turnstile, which helps prevent automated abuse and unauthorized access. This service may process certain technical data, such as IP addresses and browser characteristics, to verify legitimate access. Cloudflare processes this data in accordance with their Privacy Policy.

As we use only essential cookies, disabling them is not possible. If you do not agree with the use of these necessary technologies, you may choose to discontinue using our website.

8. Contact Information

Email: cestc2025@fchpt.stuba.sk