Duty to Provide Information Pursuant to Art. 13 GDPR

1. The name of the processing activity

The data protection information is provided in connection with the execution of the conference of the Beilstein-Institut further information about the Beilstein-Institut and its projects.

2. Name and contact data of the responsible person

Beilstein-Institut for the Advancement of the Chemical Sciences
Trakehner Str. 7 – 9
60487 Frankfurt am Main
Germany

T +49 69 71673 - 20
F +49 69 71673 -219
info@beilstein-institut.de

3. Contact details of the company data protection officer

Data Protection Officer of the Beilstein-Institut: datenschutz@beilstein-institut.de

4. Purposes and legal bases of the processing

We collect your personal data for the organization of the conference and fulfill our agreements. An essential purpose of our conferences is to promote communication between participating scientists. Your data will be processed on the basis of Art. 6 para. 1 letter b) GDPR and Art 6 para 1 letter f) GDPR.

In case of your explicit authorization we collect your data on the basis of Art. 6 para 1 letter a) for the reporting about the conference in detail on social media platforms and conference website and to inform you about current and subsequent related Beilstein symposia and Beilstein products.

We are thus pursuing our foundation's purpose of promoting the chemical sciences and related fields.

5. Recipients or categories of recipients of the personal data

Your personal data will be transmitted to third Parties to the extent necessary only.

We provide the conference hotel with your full name.

We provide every conference participant with a printed book of abstracts with data of all participants and publish on our website an electronic book of abstract with only a few personal information of the authors. In case of travel expense coverage we might be contact your professional institution.

6. Duration of storage of personal data

After collection, your personal data will be stored for as long as is necessary to comply with the statutory retention periods for contracts (10 Years) and documentation obligations or, if you have consented to the processing by the Beilstein-Institut explicitly until revocation of consent.

7. Rights of data subjects

According to the basic EU data protection regulation, you have the following rights:

• If your personal data are processed, you have the right to obtain information about the data stored about your person (Art. 15 DSGVO).
• Should incorrect personal data be processed, you have the right to correction (Art. 16 DSGVO).
• If the legal requirements are met, you can request the deletion or restriction of the processing and lodge an objection against the processing (Art. 17, 18 and 21 DSGVO).
• If you make use of the rights mentioned above, the Beilstein-Institut will check whether the legal requirements for this have been met. If you do not enter the required data, participation in the conference cannot take place.

To exercise your rights, please contact the company data protection officer.

If you have any complaints regarding data protection, you can contact the responsible supervisory authority: The Hessian Commissioner for Data Protection and Freedom of Information, Gustav-Stresemann-Ring 1, 65189 Wiesbaden, Germany, Phone: +49 611 1408-0, Fax: +49 611 1408-611, email: poststelle@datenschutz.hessen.de

8. Right of withdrawal with consent

If you have consented to the processing by the Beilstein-Institut explicit, you can revoke your consent at any time for the future. The legality of the data processing carried out on the basis of the consent up to the revocation is not affected by this. 

• Every invitation by the Beilstein-Institut to speak at a Beilstein event is a personal invitation. The information sent to the invitees by the Beilstein-Institut is personal and may not be passed on without consulting the Beilstein-Institut.
• Non-speaking participants are required to register and are obligated to pay a registration fee (if applicable) to the specified bank account no later than the date indicated on the event website. Participants who have not paid the registration fee will not have access to the conference room or any events related to the symposia.
• The Privacy Policy of the Beilstein-Institut provides information on the data protection conditions for your participation.
• All participants are encouraged to attend all sessions of the event.
• All participants should contribute to a collegial, inclusive, positive and respectful environment for their fellow attendees.
• Any form of discrimination or defamation of people or groups based on their origin, religious affiliation, nationality, physical condition, sexual identity, gender, income, age, marital status, political affiliation, presence of disabilities or educational background will not be tolerated.

• The presentation or discussion of insulting, inciting, defamatory, pornographic or inflammatory statements, images or content will not be tolerated.
• It is your responsibility to ensure that you have the rights to distribute the content you share. Quotations must be correctly marked as such and citations given, even if they are very well known. Permission to share copyright content must be obtained before distribution.
• It is not permitted to record the event or parts thereof. The unauthorized recording of non-public conversations is punishable by law.
• It is not permitted to publish personal information about other participants, such as address, email, phone numbers or images.
• The prevailing conference language (English) should be used whenever possible.
• The Board reserves the right to deny participation to any participant that does not abide by this policy if the attendee’s behavior is deemed to be a breach of this policy. Any participant that is required to leave the event is not eligible for any reimbursement or compensation of their expenses or registration fees. Depending on the severity of the infringement, a speaker or participant may be banned from future Beilstein events.

Respect for and adherence to these conditions are essential for the success of our event. Please report any serious violations of this policy immediately to both the symposium organizer on site and the Beilstein-Institut board of directors.