1. Institution Responsible for Data Protection

Address
Fachhochschule Dortmund
Sonnenstraße 96
44139 Dortmund
Germany
Phone +49 (0)231 9112-0
Fax +49 (0)231 9112-9313

Mailing Address
Fachhochschule Dortmund
Postfach 10 50 18
44047 Dortmund
Germany

Supervisory Authority:
Ministry of Culture and Science of North Rhine-Westphalia (MKW NRW)

Contact information
Website: https://etems.digital/
Email address: info@etems.digital
Tel. +49 (0)231 9112-8118

2. Data Protection Officer of Fachhochschule Dortmund

Please contact the Data Protection Officer of Fachhochschule Dortmund if you have any questions regarding data protection.

Dr. Thilo Groll and Katrin Zeigerer
Email address: datenschutz@fh-dortmund.de

3. General Information on Data Processing
We collect and use the personal data of the website users only to the extent necessary to operate a functional website and to deliver our content and services in accordance with a legal basis.

Legal Basis for Processing Personal Data
As far as we obtain the consent of the person concerned (i.e. the data subject) processing their personal data, Art. 6 para 1 lit. a) of the General Data Protection Regulation (GDPR) serves as the legal basis for processing personal data.

As far as processing personal data is necessary to fulfil a legal obligation to which Fachhochschule Dortmund is subject, Art. 6 para 1 lit. c) GDPR serves as the legal basis.

In the event that vital interests of the person concerned or another natural person make it necessary to process personal data, Art. 6 para 1 lit. d) GDPR serves as the legal basis.

If the processing is necessary for the performance of a task carried out in the public interest or the exercise of an official authority conferred on Fachhochschule Dortmund, Art. 6 para 1 lit. e) GDPR serves as the legal basis for the processing. If the processing is necessary to safeguard a legitimate interest of Fachhochschule Dortmund or a third party and the interests, fundamental rights and freedoms of the party concerned do not outweigh the former interest, Art. 6 para 1 lit. f) GDPR serves as the legal basis for the processing. This does not apply as far as Fachhochschule Dortmund acts in a sovereign capacity during the processing of such data.

Storage Period of Personal Data
Personal data of the person concerned will only be stored by us as long as the purpose of the storage exists. If the processing is based on the consent of the person concerned, the data will only be stored as long until the person concerned revokes their consent, unless there is another legal basis for the processing.

Right to Rectification and Erasure of Personal Data
The person concerned has the right to demand rectification of its incorrect personal data without delay. The person concerned also has the right to demand that we erase their personal data without delay as soon as the purpose for which such data were collected no longer applies or if the processing is based on the consent of the person concerned, and such consent had been withdrawn and there is no other legal basis for the processing.

The personal data of the person concerned will also be erased if they object to the processing in accordance with Art. 21 para 1 GDPR and there are no overriding legitimate reasons for the processing or if the personal data have been processed unlawfully or if the erasure was provided for in regulations to which Fachhochschule Dortmund is subject in order to fulfil a legal obligation by the European or national legislator.

However, the personal data will not be erased in the aforementioned cases, if the processing of personal data is necessary to enable Fachhochschule Dortmund and IEEE E-TEMS Organising Committee to fulfil a legal obligation imposed by the European or national legislator or if the processing is carried out to fulfil a task of Fachhochschule Dortmund that is in the public interest or the exercise of official authority delegated to Fachhochschule Dortmund or if continued storage of personal data is necessary to assert, exercise or defend legal claims.

Right to Withdraw Consent
If the processing of personal data is based on the consent of the data subject, the data subject may withdraw its consent at any time with future effect. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

Right to Information
The person concerned has the right to demand a confirmation of Fachhochschule Dortmund whether their personal data are being processed. If this is the case, the person concerned has the right to get information on what personal data is being processed and for what purpose. The person concerned also has the right to obtain information on the duration of the planned storage of their data, or on the criteria for determining how long their data is to be stored.

4. Use of cookies

Scope of the Data Processing
Our website uses cookies to improve your experience while you navigate through the website. Out of these, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website.

Necessary cookies are absolutely essential for the website to function properly. This category only includes cookies that ensures basic functionalities and security features of the website. These cookies do not store any personal information.

We do not use any cookies that may not be particularly necessary for the website to function and is used specifically to collect user personal data via analytics, ads, other embedded contents are termed as non-necessary cookies.

Legal Basis for Processing

The legal basis for processing users’ personal data is Art. 6 para 1 lit. f) GDPR.

5. User Rights
You have the right to receive information about the type and extent of the storage associated with your access to our website. Furthermore, you have the right to object to the processing, rectification, data transmission, erasure and restriction of processing. Please contact the Data Protection Officer of Fachhochschule Dortmund regarding this matter.

6. Registration and Conference portal
To participate in the IEEE E-TEMS conferences, you are required to register via the registration service provided on the website. The registration is supported by the third-party company Stripe Payments Europe, Ltd. (data processor). You can familiarize to its Privacy Policy here.

The collected data from during registration will be used and processed by the Fachhochschule Dortmund as well as IEEE for further inclusions in the IEEE Business Management System. More information on IEEE Event Registration – Terms and Conditions can be found here.
Such information as name, organisation name and your email address will be used in the password-protected virtual space of the IEEE E-TEMS Conference (if applicable).

In frame of the delivery of the conference materials, IEEE E-TEMS Organising Committee will use the received video and audio presentations (if applicable) to deliver them to other authorised participants in the same password-protected virtual space of the IEEE E-TEMS conferences. These and other related materials in the virtual space of the IEEE E-TEMS Conferences are not used for any other purposes and are not distributed to any other people.

Legal basis for processing
The legal basis for processing personal data is provided in Art. 6 para. 1 lit. a) GDPR.

Purpose of Processing
The participant’s personal data is processed only for the purpose of establishing and maintaining contact with the participants, accessing the conference virtual portal and processing it for further inclusions in the IEEE Business Management System.
This corresponds to the legitimate interests of processing personal data in accordance with Art. 6 Para. 1 lit. f) GDPR.

Duration of storage of personal data
The personal information is stored on our server as long as the IEEE E-TEMS Conference series is taking place and/or there is a need to communicate with the user regarding the processes and procedures related to the IEEE E-TEMS Conference Series.

7. Email contact

Scope of data processing
Contact information is collected during the registration for the previous IEEE E-TEMS conferences and submission of the paper(s) into the EasyChair system. Additionally, on our website, users can personally contact the IEEE E-TEMS Organising Conference via email using the email address provided for such purposes. In these cases, the email together with the user’s personal data is saved on our server.

The user’s personal data is not shared with third parties in this context. The data is exclusively used for purposes of establishing and maintaining contact with the user as well as informing them about the updates of the IEEE E-TEMS conference series.

Legal basis for processing
The legal basis for processing the user’s personal data acquired as a result of the user sending an email is provided in accordance with Art. 6 para. 1 lit. f) GDPR.

Purpose of processing
The user’s personal data is processed only for the purpose of establishing and maintaining contact with the user as well as informing them about the updates of the IEEE E-TEMS conference series. This corresponds to the legitimate interests of processing personal data in accordance with Art. 6 Para. 1 lit. f) GDPR.

Duration of storage of personal data
The contact information is stored on our server as long as the IEEE E-TEMS Conference series is taking place and/or there is a need to communicate with the user regarding the processes and procedures related to the IEEE E-TEMS Conference Series.

8. Use of social media plugins

Scope of data processing

Our website uses social media links/plugins of various providers. When you access a page from our website, your browser establishes a direct connection to the servers of the respective provider. The content of the plugin is directly transmitted to your browser, which integrates it into the website.

The links/plugins to social media enable the providers to know that you have accessed the respective page on our website. If you are logged in with the corresponding provider, the provider has the ability to assign this information to your account.

• Data policy – Facebook
• Privacy policy – Twitter
• Privacy policy – LinkedIn
• Data policy – Instagram
• Privacy policy – Youtube/Google

Legal basis for processing
The legal basis for processing the user’s personal data is provided in Art. 6 para. 1 lit. a) GDPR.