Privacy Policy

Please kindly note that the AI4Copernicus conference is jointly organized by LIST, ISSeP (Institut Scientifique de Service Public), Skywin, Spacebel and VITO, (hereafter “the Organisers”, “We””).

1. An overview of data protection

The Organisers are committed to ensure the highest standards of data protection in compliance with the national applicable legislation and with 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 (hereafter “GDPR”).

The present notice aims at illustrating what personal data we collect about you, the reason why we use your data and, as the case may be, share your data and the applicable retention periods. Additionally, the notice also provides you with information regarding your rights, how to exercise them and whom you can contact in case of any query.

2. Scope of the notice

The present notice is directed to:

users or visitors of the AI4Copernicus’s website (hereafter the “website”),
users registering for any of the events organized in the course of the AI4Copernicus conference (including public lectures and conferences and online events such as webinars – hereafter “Event”),
individuals who contact us by any means in relation to the AI4Copernicus conference,
individuals who sumit papers in the context of the call for papers for the AI4Copernicus Conference.

Hereafter together “you”.

3. Identity of the data controller

In the framework of this Event, LIST, ISSeP, Skywin, Spacebel and VITO qualify and act as Joint-Controllers.

The Organizers are jointly responsible for collecting and processing your personal data in relation with the Event.

Our contact details are set out in Section 11 (“Your rights and how to exercise them”) below.

4. How your personal data is collected

We may collect personal data from the following sources:

– From You:

typically when you register to an Event,
when you attend an Event,
when you submit a paper,
when you communicate with us,
when you complete our feedback forms,
when you use or visit our website.

– From third parties:

a third party who may submit the paper within the context of the call for papers and indicate you as first author,
a third party who may register your data for an Event,
the Organizers’ providers

5. Categories of personal data we collect

The categories of personal data that we collect about you may vary
depending on your use of the website or on the type of Event (physical or
online mode).

Please find here below a detailed list of personal data we may collect
and process. Those may at times include:

Contact details (such as name, surname, address, e-mail address, telephone number),
Professional information (such as company/organisation, role),
Technical data (such as IP address),
Your image, audio and likeliness (as captured on a webinar, in photographs or recordings realised at the Event and on CCTV if the Event is hosted at physical premises),
Any other requirement (such as accessibility requirements).

6. Purpose and legal basis for processing

Please find here below a list of the purposes for which we collect and
process your personal data:

To communicate with you,
To manage your registration to the Event (this may, at times, include sending out Event invitations, managing the invoices),
To ensure a proper management of the Event (this may, at times, include distribution of badges, managing of dietary requirements for the meal, distribution of satisfaction forms),
To deliver you the Event you have registered for,
To ensure the broadcast of the event, in case of an online Event,
To provide you with updates and details regarding the Event,
To take photographs and/or videos of the Event,
To provide you with communications in relation to the AI4Copernicus conference and its future editions sent by the Organizers,
To provide you with communications in relation to theme discussed during the Event sent by the Organizers,
To receive and evaluate the paper you submitted in the context of the call for papers for the AI4Copernicus conference 2023,
To ensure and improve the functioning and the security of our website and network,
To ensure the security of our premises and facilities,
To manage complaints, feedback and queries,
To comply with applicable laws and regulatory obligations,
To establish and/or defend our legal rights;
To perform analytics evaluation on the participants.

Please find here below a list of the legal basis on whose grounds we collect and process your personal data:

Your consent, for instance we shall require your consent to send you communications to future editions of the AI4Copernicus conference,
Performance of a contract to which you are party when you register to an Event,
Our legitimate interest, which may consist of ensuring the management of the event or having records of the Event we organized and promoting it in the future with photos or videos taken at the Event.

7. Share of your personal data with third parties

In order to fulfil the purposes mentioned in Section 6 (“Purposes and legal basis for processing”), we may transfer your personal data to:

the Organizers’ internal departments, in order to ensure the proper organization and management of the Event,
External service providers that perform services on the Organizers’ behalf, such as IT service providers,
Institutional or non-institutional partners, with whom the Organizers collaborate in the context of the Event’ management and organization.

In case of disclosure of your personal data to the aforementioned external subjects, the Organizers shall take appropriate steps to ensure that third parties will apply adequate protection to this data as required by the applicable data protection legislation.

Some of the mentioned recipients of your personal data may be located in countries outside the European Union or the European Economic Area (EU/EEA). In such cases, transfers to a county outside EU/EEA may take place when the European Commission has decided that the third country ensures an adequate level of protection. In the absence of such adequacy decision, the Organizerswil l only proceed to such transfer in compliance with Chapter V of the GDPR.

8. Ensuring personal data security and integrity

In compliance with the applicable data protection legislation, the Organizers have put in place appropriate technical and organisational measures in order to prevent or act upon any unauthorised and unlawful processing or disclosure, accidental loss, modification or destruction of personal data.
These measures are implemented based on the current state of art, an evaluation of the risks derived by the processing activity and the need to protect personal data. Such technical and organisation measures are regularly updated and/or adjusted to new technical developments or any organisational change that may affect the Organizers.

9. Cookies

This website uses cookies. Cookies are small text files that are sent and stored to your personal computer or device when you visit a website. The information stored may be returned to the website’s servers or to the servers of the relevant third parties during a subsequent visit.

Cookies have different functions. In general, cookies are necessary for the website to work in a correct way (for instance, by saving your current session). Cookies can also be used to analyse your browsing behaviour and to optimize your experience.

On this website, we only use essential cookies that are required for the proper functioning of the website.

10. Data retention periods

We will only retain your personal for a period of time that is strictly necessary for the purposes for which we collect your data, without prejudice to the Organizers to keep them for a longer duration for legal and/or regulatory obligations applying to us or due to exceptional situations that would justify them being kept longer (judicial procedure, etc.).

11. Your rights and how to exercise them

With regards to your personal data collected and processed by the Organizers, you may exercise at any time the following rights:

Right to access: You have the right to receive confirmation about whether or not your personal data is being processed by the Organizers. If that is the case, you have the right to know what data is
being collected and processed and to obtain of copy of it;
Right to rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to request to have it rectified;
Right to erasure: Subject to certain conditions specified in art. 17 of the GDPR, you have the right to
have your personal data deleted;
Right to restriction of processing: Subject to certain conditions specified in art. 18 of the GDPR, you have the right to obtain restriction of the processing of your personal data;
Right to data portability: Subject to certain conditions specified in art. 20 of the GDPR, you have the right to obtain a copy of the personal data you provided to the Organizers in a structured, commonly used and machine-readable format and to request the transfer of these data to another data controller;
Right to object: You have the right to object the processing of your personal data when the conditions set out in art. 21 of the GDPR apply;
Right to withdraw consent: If the processing of your personal data is based on your consent, you have the right to withdraw that consent at any time. The withdrawal of such consent shall not affect the lawfulness of processing based on consent before its withdrawal.
Right to lodge a complaint with a supervisory authority: You have the right to lodge a complaint with the Commission Nationale pour la Protection des Données (CNPD). More information on how to lodge a complaint are available on CNPD’s website: https://cnpd.public.lu.

You may exercise any of these rights by contacting Data Protection Officer (DPO) of LIST:

by e-mail at the following address: dpo@list.lu,
or by post at:
Luxembourg Institute of Science and Technology
Attn. Data Protection
Officer
5, Avenue des Hauts-Fourneaux
L-4362 Esch-sur-Alzette, Luxembourg.

12. Link to other websites

Please be aware that this website may contain links to other websites, that are not governed by this privacy notice. We encourage users to review the privacy notice of each website before disclosing any personal data.