PRIVACY POLICY – BIOACTIVE CONFERENCE

Last update: 10.12.2025

Data Controller

  • The controller of your personal data is:

Wrocław University of Environmental and Life Sciences (Uniwersytet Przyrodniczy we Wrocławiu)

ul. Norwida 25, 50-375 Wrocław, Poland

NIP: 896-000-53-54

REGON: 000001867

EORI: PL896000535400000

  • Data Protection Officer is:

Tomasz Bogusz

ul. Norwida 25, 50-375 Wrocław, Building A5, Room 9

Phone: +48 71 320 5114

Email: iod@upwr.edu.pl

 

The Controller processes personal data in accordance with Regulation (EU) 2016/679 (GDPR) and relevant national data protection laws.

Purposes and Legal Bases of Processing

Personal data is processed for the following purposes:

Scope of Personal Data Processing

  • first name and surname,

  • affiliation / institution,

  • email address,

  • information related to submitted abstracts (if applicable)

Data connected with event organization

  • data of presenters and abstract submitters,

  • image and likeness of participants recorded in photographs and video materials during the event.

Technical data

  • IP address and server log data,

  • technical information necessary for correct website operation.

The website does not use any cookies. Only technical data automatically collected by the hosting provider (Hostinger, www.hostinger.com/pl) may be processed.

Scope of Personal Data Processing

In the course of organizing the BioActive Conference, the following categories of personal data may be processed:

Registration and organization of the BioActive Conference

  • managing registrations and participation,

  • contacting participants,

  • preparing the conference programme.

Legal basis: Art. 6(1)(b) GDPR – performance of a contract (registration for the event).

Publication of participant and presenter information

  • publishing lists of speakers and participants,

  • informing the public about the event programme

Legal basis: Art. 6(1)(e) or Art. 6(1)(f) GDPR – performance of tasks in the public interest / legitimate interest of the Controller.

Sending organizational updates and information about future events

  • Only applicable to individuals who explicitly consent.

Legal basis: Art. 6(1)(a) GDPR – consent.

Photographic and video documentation of the event

Photos and recordings may be published on:

  • upwr.edu.pl,
  • inbiowal.eu,
  • bioactive.inbiowal.eu,
  • project and conference social media channels.

Legal basis: Art. 6(1)(e) or Art. 6(1)(f) GDPR.

Participants may request removal of images or personal data from publications when justified.

Recipients of Data

Personal data may be shared with:

  • Google Forms (Google LLC) – the registration platform,
  • logistics partners, such as hotels (only data necessary for coordination),
  • abstract reviewers – in the scope necessary for evaluation.

All recipients process personal data solely for the purposes specified by the Controller.

Transfer of Data Outside the EU

We use Google Forms, a service provided by Google LLC, which may process personal data on servers located outside the European Economic Area.

Google applies legal safeguards, including Standard Contractual Clauses (SCCs).

The Controller does not have access to IP addresses of individuals filling out the Google Forms registration.

Data Retention Period

Personal data (including registration data, abstracts, and contact details) is stored for:

  • 5 years – in accordance with institutional and project archiving requirements.

Photographs and video materials may be stored until a justified request for removal is submitted, unless they form part of documentation processed under public-interest tasks.

Rights of Data Subjects

You have the right to:

  • access your data,
  • rectify your data,
  • erase your data („right to be forgotten”),
  • restrict processing,
  • data portability,
  • object to processing,
  • withdraw consent at any time (where processing is based on consent),
  • lodge a complaint with the President of the Polish Personal Data Protection Office (UODO).

Requests concerning personal data should be sent to the Data Protection Officer at iod@upwr.edu.pl
.

The Controller enables the deletion or correction of personal data and removal of published images upon a justified request.

Cookies and Analytics

The website bioactive.inbiowal.eu:

  • does not use Google Analytics,
  • does not use any technical, functional, analytical, or marketing cookies,
  • does not use tracking tools such as Facebook Pixel.

The hosting provider (Hostinger) may automatically process technical data including IP addresses and log files, solely for security and server maintenance.

Security Measures

The Controller applies appropriate technical and organizational measures, including:

  • SSL encrypted connections,
  • restricted access to stored personal data,
  • server-level security provided by Hostinger,
  • data minimisation and access control procedures.

Amendments to the Privacy Policy

This Privacy Policy may be updated in case of changes in legislation, in the organization of the event, or in the methods of data processing.
The current version will always be available at bioactive.inbiowal.eu.