Privacy Policy

“Planetary Nebulae: a Universal Toolbox in the Era of Precision Astrophysics” Conference

https://iaus384-pne.ncac.torun.pl – hereinafter Conference website:

In this document, we present the most important information regarding the processing of personal data of participants of the “Planetary Nebulae: a Universal Toolbox in the Era of Precision Astrophysics” Conference (hereinafter referred to as the “Conference”). We indicate and explain the purposes for which we process their personal data, the legal basis for processing, how long we store the data, and we also inform participants of the Conference about their rights regarding the processing of their personal data.

  1. Data Controller

The data controller of your personal data is the Nicolaus Copernicus Astronomical Center, Polish Academy of Sciences, located at Bartycka 18, 00-716 Warsaw, registered in the Register of Scientific Institutes of the Polish Academy of Sciences under the number RIN-III-20/98, NIP: 5250008956, REGON: 000326339 (hereinafter referred to as the “Controller” or “CAMK”).

You can contact the Controller via email at camk@camk.edu.pl or in writing at Bartycka 18, 00-716 Warsaw.

CAMK, as the Controller, takes the utmost care to comply with the requirements of the 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, and repealing Directive 95/46/EC (General Data Protection Regulation) (“GDPR”), in order to protect your personal data.

  1. Data Protection Officer

The Controller has appointed a Data Protection Officer whom you can contact via email at iodo@camk.edu.pl or in writing at the address mentioned above (Bartycka 18, 00-716 Warsaw) with the note: “To the Data Protection Officer.”

  1. Purpose, Legal Basis, and Period of Personal Data Processing

Your personal data will be processed by the Controller for the following purposes:

  1. conclusion andperformanceof theagreement fortheprovision of servicesrelated to participation in the Conference (including necessary activities for organizing the Conference according to the standards adopted by the International Astronomical Union, preparation of identifiers, certificates of participation) – the legal basis for processing your personal data is Article 6(1)(b) of the GDPR (processing is necessary for the performance of a contract to which the data subject is a party or for taking pre-contractual steps at the data subject’s request).

In this case, your personal data will be processed for the duration of the agreement and subsequently for the period provided by law.

  1. fulfillment of legal obligations of the Controller (including issuing invoices) – the legal basis for processing your personal data is Article 6(1)(c) of the GDPR (processing is necessary for compliance with a legal obligation to which the Controller is subject).

In this case, your personal data will be processed for as long as required by the applicable laws regulating the specific obligation.

  1. establishment,exercise,ordefenseoflegalclaims– the legal basis for processing your personal data is Article 6(1)(f) of the GDPR (processing is necessary for the purposes of the legitimate interests pursued by the Controller).

The data processed for the purpose of establishing, exercising, or defending legal claims will be stored for the limitation period of such claims.

  1. publication of a listof Conference participants (including your data such as name, surname, affiliation, country) on the Conference website – the legal basis for processing your personal data is Article 6(1)(a) of the GDPR (consent to the processing of personal data).

The data processed based on consent will be processed until the consent is withdrawn or the purpose of processing ceases.

  1. publicationofimages(photosincludingyourparticipation)ontheConferencewebsite:–the legal basis for processing your personal data is Article 6(1)(a) of the GDPR (consent to the processing of personal data) in conjunction with Article 81(1) of the Act of 4 February 1994 on Copyright and Related Rights.

The data processed based on consent will be processed until the consent is withdrawn or the purpose of processing ceases.

  1. Disclosure of Personal Data to Other Entities

The recipients of your personal data may include the International Astronomical Union and Cambridge University Press.

Entities that process data on behalf of CAMK operate on the basis of data processing agreements and are obliged to ensure data protection to the same extent as CAMK.

Your personal data may also be disclosed to entities authorized to receive your personal data under the provisions of law. Persons authorized by CAMK may also have access to your personal data.

We declare that we never disclose, sell, or exchange your data for marketing purposes.

  1. Rights of Data Subjects

You have the right to access your personal data, request a copy of your data, request rectification of your personal data, and, in certain cases, request erasure or restriction of processing, as well as the right to data portability.

Data subjects whose data is processed based on our legitimate interests may object to the processing of their data.

If we process your personal data based on your consent, you have the right to withdraw your consent at any time. However, please note that the withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

You can exercise these rights by contacting the Data Protection Officer using the contact details provided above (email: iodo@camk.edu.pl or in writing at Bartycka 18, 00-716 Warsaw, with the note: “To the Data Protection Officer”).

Please note that as the Controller, CAMK does not disclose your personal data to unauthorized persons. Therefore, if we have any doubts about the identity of a person who, for example, requests access to data or requests their deletion, and whether that person is indeed the data subject, we may ask for additional information.

  1. Right to lodge a complaint with the President of the Personal Data Protection Office (PUODO)

If you believe that the processing of your personal data infringes the GDPR, you have the right to lodge a complaint with the supervisory authority – the President of the Personal Data Protection Office (based in Warsaw at Stawki 2, 00-193 Warsaw).

  1. Information about the requirement to provide data

Providing personal data marked as required in the Conference registration form is voluntary but necessary to participate in the Conference. Failure to provide this data will result in the inability to register for the Conference. In cases where we collect personal data based on consent, providing personal data is voluntary.

  1. Changes to the Privacy Policy

The Privacy Policy may be amended by the Controller by publishing a new Privacy Policy on the Conference website. This Privacy Policy is effective from the opening of the registration.