Competing pathways for equitable food systems transformation:
September 20 - 22, 2023
Declaration of Consent on the Storage and Use of Personal Data in the frame of Tropentag conference
As the protection of personal data is very important for ATSAF e.V. (Council for Tropical and Subtropical Agricultural Research) as main organiser of Tropentag conference, this declaration explains what personal data of yours is stored and the purpose for which it is used. The processing of personal data (usually referred to just as "data" below) such as names, institutions, addresses, email addresses or telephone and telefax number is always carried out in compliance with the Regulation (EU) 2016/679 (General Data Protection Regulation (GDPR) [Datenschutz-Grundverordnung (DSGVO)]) and the country-specific data protection provisions.
Per Art. 4 No. 1 of Regulation (EU) 2016/679, i.e. the General Data Protection Regulation (hereinafter referred to as the "GDPR"), "processing" refers to any operation or set of operations such as collection, recording, organisation, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment, or combination, restriction, erasure, or destruction performed on personal data , whether by automated means or not.
Responsible authority (controller) for the data handling
The party responsible for this website and personal data handling for purposes of data protection law is:
Purpose of data processing
On behalf of the ATSAF e.V., the Tropentag conference secretariat (hereafter mentioned Tropentag) organises in close collaboration with the yearly changing hosting University an international scientific conference.
Tropentag requests / receives, processes and stores data exclusively for the organisation and management of this conference, correspondence with the hosting organisation, as well as for monitoring and financial transactions. In this context, Tropentag requests / receives, processes and stores personal data of conference participants and of all authors of submitted conference contribution (see section types of data processed for details).
Tropentag will publish accepted conference contributions in print and on its website.
Types of data processed
To participate in a presentation at the Tropentag conference, applicants submit a research abstract including personal data of all contributors. Thus, the applicants transfer the following personal data:
To register as participant for the Tropentag conference, the participants transfer the following personal data:
The legal basis for processing this data is the consent to this declaration.
Safety precautions, data storage and recipients of personal data
Tropentag takes appropriate technical and organisational measures to ensure a level of protection appropriate to the risk of unintentional or intentional falsification, destruction, loss or access by unauthorised persons to personal data, in accordance with Art. 32 GDPR.
Data are stored and used solely for the aforementioned purposes. Any other use will always be dependent on renewed consent. Access to this personal data is restricted to Tropentag secretariat only who need to process the data for the above-mentioned purpose, and who will handle the information in a proper and confidential manner.
Tropentag may disclose, transmit or otherwise grant access to this data to other persons and companies (contract processors or third parties). This shall only take place on the basis of a legal permission (e.g. if a transmission of the data to third parties, such as payment service providers, in accordance with Art. 6 Para. 1 lit. b GDPR for contract fulfilment is necessary), if you have consented, if a legal obligation provides for this or on the basis of our legitimate interests (e.g. when using agents, web hosts). If we commission third parties with the processing of data on the basis of a so-called ‘order processing contract’, this is done on the basis of Art. 28 GDPR. As a general principle, data will not be transmitted to third states if not otherwise explicitly mentioned.
Where you provide us with personal information about someone else
If you provide us during the submission of abstracts with someone else’s personal information, you should only do so if you have their authority or consent to provide us with their personal information. By doing so, you consent further to the sharing of information from this database (personal data as well submission related data) with the hosting organiser as well as other Tropentag conference organisers, and interested persons, as well as publication on the Tropentag website (www.tropentag.de). You should also take reasonable steps to inform your co-authors of the matters set out in this declaration of consent.
When you visit our website
When you access our website – i.e. if you do not register or submit information – information of a general nature will be collected automatically. This information (server log files) contains the type of web browser, the operating system used, the domain name of your Internet service provider, your IP address and the like.
It is processed in particular for the following purposes:
We will not use your data to draw conclusions about your person. This type of information will be statistically analysed by us if necessary to optimise our website and its underlying technology.
Your data processed when using our website will be deleted or blocked as soon as the purpose for its storage ceases to apply, provided the deletion of the same is not in breach of any statutory storage obligations or unless otherwise stipulated.
Type and purpose of the processing
Like many other websites, we use so-called ‘cookies’. Cookies are small text files that are stored on your device (laptop, tablet, smartphone, etc.) when you visit our website.
With cookies, we receive certain information such as IP address, type of browser and operating system used.
Cookies cannot be used to start programs or to transmit viruses to a computer. Based on the information contained in cookies, we can facilitate your navigation of our site and properly display our webpages for you.
The data collected by us will not be shared with third parties under any circumstances nor will a link to personal data be created without your consent.
Retention period and cookies used
In the following sections, we provide you with information concerning how these cookies can (also) pertain to personal data.
In your browser settings, you can delete individual cookies or the entire set of cookies. You will also find information and instructions on how to delete these cookies or prevent them from being saved in advance.
When you contact us via email
If you contact us via email, the data you provide will be used for the purpose of processing your request. We must have this data in order to process and answer your inquiry; otherwise we will not be able to answer it in full or at all.
The legal basis for this data processing is Art. 6 Para. 1 lit. b) GDPR.
Your data will be deleted once we have fully answered your inquiry and there is no further legal obligation to store your data, such as if an order or contract resulted therefrom.
Deletion of data
The data processed by us will be deleted or their processing restricted in accordance with Art. 17 and 18 GDPR. Unless expressly stated in this data protection declaration, the data stored by us will be deleted as soon as it is no longer required for its intended purpose and the deletion does not conflict with any statutory storage obligations. If the data are not deleted because they are necessary for other and legally permissible purposes, their processing is restricted (i.e. blocked and not processed for other purposes). This applies e.g. to data that must be retained for commercial or tax reasons. According to legal requirements in Germany, the storage is carried out in particular for 10 years in accordance with §§147 para.1 AO, 257 para.1 no.1 and 4, para.4 HGB (books, records, management reports, accounting documents, trading books, documents relevant for taxation, etc.) and 6 years in accordance with §257 para.1 no.2 and 3, para.4 HGB (commercial letters).
Rights of data subjects
You have the right to enquire about your personal data and its processing, to have the data corrected if necessary, and to demand that relevant data be deleted immediately or, alternatively, to demand a restriction on the processing of the data, in accordance with Art. 15, 16, 17 and 18 GDPR.
You have the right to revoke consents granted pursuant to Art. 7 para. 3 GDPR with future effect. You can object to the future processing of the data concerning you in accordance with Art. 21 GDPR at any time. To revoke your consent or inquire about your personal data, please send an email to firstname.lastname@example.org.
If you have any question regarding data protection at ATSAF e.V. / Tropentag or complaints, please contact email@example.com or firstname.lastname@example.org.
In accordance with Art. 77 GDPR, you also have the right to lodge a complaint with the responsible data protection supervisory authority – in this case the German Federal Commissioner for Data Protection and Freedom of Information (BfDI).