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• DATA PROTECTION NOTICE

INTRODUCTION 

In accordance with Articles 12, 13 and 14 of the EU Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereafter the “GDPR”), this Privacy Notice (hereafter “the Notice”) explains how the University of Luxembourg collects, processes and protects Personal Data in relation with your registration and participation in the Conference.

1. WHO ARE WE? 

The University of Luxembourg is a public higher education and research establishment, operating under the supervision of the Ministry for higher education. 

The University of Luxembourg has its official address at:  

MAISON DU SAVOIR 

2, avenue de l’Université 

L- 4365 ESCH-BELVAL 

Phone number: Tel.: (+352) 46 66 44 1 

Internet address: https://wwwen.uni.lu/university  

The University has appointed a DPO: reachable during working hours. Further information is provided on https://wwwen.uni.lu/university/data_protection and an email address is available:  dpo@uni.lu 

2. WHY DO WE PROCESS YOUR PERSONAL DATA? 

Your personal data will be only processed for the organisation and management of the Conference. 

3. WHICH PERSONAL DATA DO WE COLLECT AND FURTHER PROCESS? 

The personal data processed includes:  

• First name 
• Last name 
• Institution 
• Country 
• Email address 

• Gender 
• Food choices 
• Participant profile (e.g. Member, Non-Member, Student,…) 

Participants paying via bank transfer will also provide the University with the amount paid and their address.   

Further data will be collected if you are a non- European Union citizen.  

• Passport number 

The passport number is collected from non-European Union citizens in order to provide you with an invitation letter to support your visa application.  

4. HOW DID WE COLLECT PERSONAL DATA? 

We collect the Personal Data directly from you as provided by you during the Conference registration process. 

5. ON WHICH LEGAL BASIS DO WE PROCESS YOUR PERSONAL DATA? 

The legal basis for the processing of your personal data is laid down in: 

Article 6 1 (a) GDPR: you have given consent to the processing of your personal data. You have the right to withdraw consent at any time by contacting Magali.martin@uni.lu. Please note that withdrawing consent will not allow the University to register you at the Conference and your attendance will not be possible for practical reasons. 

6. WHO ARE THE RECIPIENTS OF YOUR PERSONAL DATA? 

The personal data provided will only be accessed by the employees of the University of Luxembourg who are in charge of the organisation of the event (e.g, Communication Department in charge of the event). 

Your payment for the registration fees is processed and administered by Worldline payments, directly on their secure website. For further information about your personal data processing by our payment solution, please refer to their privacy notice at: https://worldline.com/en/home/privacy.html . 

7. DO WE TRANSFER YOUR PERSONAL DATA OUTSIDE OF EUROPEAN UNION? 

Your Personal Data is mainly processed within the European Union.  

8. HOW LONG DO WE STORE YOUR PERSONAL DATA? 

The Personal Data provided by you are kept for a duration of six months after the Conference has taken place. We keep your personal data for this period in case of claims concerning the Conference (e.g. refund or cancellation of registration).  

Your passport number will be deleted immediately after the Conference. 

9. WHAT ARE YOUR RIGHTS WITH REGARD TO THE PROCESSING OF YOUR PERSONAL DATA? 

You will have the right to access and amend your personal data. In certain cases (in accordance with the conditions set out by the General Data Protection Regulation 2016/679), you will also have the right to object to the way in which your data is used, to request that your data be deleted, to ask to restrict certain aspects of the processing of your data, and to retrieve your data to forward it to a third party (right to data portability). You also have the right to withdraw consent, as specified above. If you wish to exercise your rights, you should contact the principal investigator or his/her designated representative. He/she will liaise with Data Protection Officer of the University of Luxembourg. You also have the right to lodge a complaint with Luxembourg’s National Commission for Data Protection (CNPD) in relation to the processing of your personal data. Further information is provided on http://www.cnpd.lu. You can also use their contact form, at: https://cnpd.public.lu/fr/support/contact.html 

For exercising your rights you can contact the Data Protection Officer by e-mail at dpo@uni.lu, who will liaise to the PI of the project to handle your request. You can also proceed by post at the following address: 

UNIVERSITÉ DU LUXEMBOURG 

Data Protection Officer 

Maison du Savoir 

2, Avenue de l’Université 

L-4365 Esch-sur-Alzette 

10. PHOTOGRAPHY 

Participants are hereby informed that they are likely to appear on photographs taken at the event. These are intended to be published in University of Luxembourg print and/or digital/social media. If you do not wish to be photographed, please alert the organisers and the photographer. 

11. APPLICABLE LAW – JURISDICTION 

The present Notice shall be governed and construed in accordance with the Luxembourgish law.  

Any dispute concerning the existence, interpretation or performance of this Notice which cannot be settle amicably, shall fall within the jurisdiction of the Courts of Luxembourg City, without prejudice to the rights of the Data Subjects to bring the matters before the court where he or she has her place of residence as well as its right to lodge a complaint with the supervisory authority. 

12.  COOKIE NOTICE 

The University of Luxembourg uses third-party cookies on its Site. The third-party cookies are installed by the Woocommerce plugin. This Cookie Notice explains what cookies are and how are cookies used in this Site.  

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Site or a third-party to recognize you and make your next visit easier and the Site more useful to you. 

The University has installed the Woocommerce plugin to allow users to do secure payments in our wordpress page. Woocommerce plugin install cookies which do not collect any of your personal data. 

13. COOKIES TABLE 

The table below lists the internal and third-party cookies we use. As the names, numbers, and purposes of these cookies may change over time, this page may be updated to reflect those changes. 

WooCommerce plugin: 

Store front end: 

No personal data is stored within these cookies.