7th International Conference of Dalcroze Studies

Privacy Statement

General

In accordance with Articles 12, 13 and 14 of the EU Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereafter the “GDPR”), this Privacy Notice (hereafter “the Notice”) explains how the University of Luxembourg (hereafter “the UL” or “the operator”) collects, processes and protects Personal Data in relation to your registration for and participation in the 7^th International Conference of Dalcroze Studies (hereafter “the event”) organized by the University of Luxembourg detailed on the website https://www.dalcroze-studies.com/.

The University of Luxembourg is a public higher education and research establishment operating under the supervision of the Ministry for Higher Education.

The University of Luxembourg has its official address at:

MAISON DU SAVOIR
2, place de l’Université
L-4365 ESCH BELVAL
Phone number: (+352) 46 66 44 1
Internet address: https://wwwen.uni.lu/university

The University has appointed a Data Protection Officer: reachable during working hours. Further information is provided on https://www.uni.lu/en/about/organisation/administration/data-protection/and an email address is available: dpo@uni.lu

A link to the University’s contact details can be found in the legal notice in the lower left corner of every ConfTool page.

Services used to store and process your data

The University of Luxembourg uses ConfTool Pro to prepare and organize this event. The ConfTool software and the servers storing and processing your data are provided by ConfTool GmbH. All servers are hosted by ConfTool GmbH and are located in ISO 27001 certified data centers in Germany. All data is stored and processed on behalf of the University of Luxembourg, which is the operator of this ConfTool installation (hereinafter also referred to as "we" or "us").

ConfTool GmbH will never use the data of any of the installation for other purposes as authorized by the University of Luxembourg. ConfTool GmbH will never distribute any data to third parties without prior written authorization of the University of Luxembourg. ConfTool GmbH is a German software service provider that considers the standards of the GDPR.

Contact details:

ConfTool GmbH
Hochrad 58
22605 Hamburg
Germany
Phone: +49 40 20227297
E-mail: service@conftool.net, requests@conftool.net, administration@conftool.net

Data collection when using the ConfTool system

Who is responsible for the data collected by this ConfTool installation?

The University of Luxembourg is responsible as data controller, for collection and processing your personal data in order to prepare and organize the event.

How do we collect your data?

Some data are collected when you provide them to us. This could, for example, be data you enter into a form when you create a user account, submit a proposal or register as participant, such as:

• Identification data marked with an asterisk (such as your first name, last name, address, postcode, city and country title, and email address). These are all mandatory fields;

• Identification data not marked with an asterisk (such as department, phone, secondary e-mail, or other contact information). These are non-mandatory fields, and you are not required to provide us with this information. We will process these data only if you provide them to us;

• Professional data (organization, department, full academic title/professional position);

• Electronic data (username and password);

• Payment data (credit card number, expiration date and CVV number).

Other data are collected automatically as soon as you access the ConfTool system. These data are primarily technical data such as the browser and operating system you are using or the date and time when you accessed the page.

What do we use your data for?

Your personal data will be used for the organization and management of the event including your registration, the submission and evaluation of proposals, and the processing of payments for attending the conference.

The data is also collected in order to guarantee the security and error-free provision of the ConfTool system and to be able to help users with questions regarding the usage of the system.

On which legal basis do we process your personal data?

We process your personal data on the following legal basis in accordance with the GDPR:

• Article 6 1 (f) GDPR: the processing is necessary for the purposes of the legitimate interests pursued by us consisting in assuring your registration and the management of the event as well as, if applicable, the submission and review of your proposal.

How long do we keep your personal data?

We will retain your personal data for twelve months after the end of the event, for archiving and statistical purposes to support the organizing committee of the following year.

Who do we share your personal data with?

In order to fulfil the aforementioned purposes, your personal data will be shared internally with the organising team of the Event.

In addition, your personal data will be shared with ConfTool GmbH which provides the conference management system and thus acts as data processor in relation to the provision of the conference software. Please note also that Worldline will be used for the online payment of your registration. Thus, your payment data (credit card number, expiration date and CVV number) will be transferred to and processed by Worldline as independent data controller for the purpose of the payment execution.

Last, if you submit a proposal in the course of the event, please note that the names and affiliations of the author(s) of the proposal will be published in the agenda of the event, both offline and online, and will be shared with members of the program committee, chairs and reviewers of the event.

Do we transfer your personal data outside of European Union?

Your Personal Data will be processed within the European Union at the University of Luxembourg through a conference management tool hosted in Germany (Europe).

Please note that the use of Worldline may entail transfer of your payment data to a country outside the European Economic Area (the “EEA”). For details and inquiries please refer to the Privacy Notice of Worldline: https://support.worldline.com/en-lu/compliancy/privacy.html.

If you submit a proposal in the course of the event, the names and affiliations of the author(s) of the proposal will be shared with members of the program committee, chairs and reviewers of the event, some of whom are located outside of the EU. In this case, we will ensure that there are adequate measures in place.

How do we secure your personal data?

We treat your personal data as confidential and in accordance with the GDPR and this Notice.

The processing of your personal data is carried out through IT, electronic and manual tools for the purposes mentioned above and in compliance with the appropriate technical and organizational measures required by the law to ensure a level of security that is adequate to the risk, in order to avoid unauthorised loss or access to your data.

Please note that data transmitted via the internet (e.g. via e-mail communication) may be subject to security vulnerabilities. A complete protection of your data from third-party access is not possible.

Use of Cookies

The ConfTool system uses cookies. Cookies do not harm your computer and do not contain any viruses. Cookies help make the ConfTool system more user-friendly, efficient, and secure. Cookies are small text files that are stored on your computer and saved by your browser.

Most of the cookies we use are so-called "session cookies." They are automatically deleted after your visit. Other cookies remain in your device's memory until you delete them. These cookies make it possible to recognize your browser when you next visit this ConfTool installation.

You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions or to always reject them, or to automatically delete cookies when closing your browser. Disabling cookies will limit the functionality of this ConfTool installation.

Cookies which are necessary to allow electronic communications or to provide certain functions you wish to use (such as the shopping cart) are stored pursuant to Art. 6 paragraph 1, letter f of GDPR, consisting in ensuring an optimized service provided free of technical errors. If other cookies (such as those used to analyze your surfing behavior) are also stored, they will be treated separately in this Notice.

Submission of proposals and co-authorship

If you submit proposals in the course of the event, please note the following:

The submission and the personal data of all authors (full name, e-mail address, affiliation) may be stored in the ConfTool system.
All authors agree to the publication of the submission by a publisher chosen by the event organizers and chairs.
All authors agree to the publication of their submissions or part of it and their names and affiliations in the agenda of the event, both offline and online.
All authors agree to receive e-mails related to their submission from the organizers.
The personal data of authors may be shared with the members of the program committee of the event.
The names of authors may be sent by e-mail between the organizers and chairs of the event.
In case a single-blind reviewing is used, the author data will also be shared with the reviewers of the event.
In case an open reviewing process is used, the author data may also be available to other authors and users of the system.
The organizers are permitted to create user accounts on behalf of the co-authors in the ConfTool system for the event.

Payment Services

Encrypted payments

Payment transactions using common means of payment (Visa/MasterCard, direct debit) are only made via encrypted TLS connections. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon in your browser line is visible.

In the case of encrypted communication, any payment details you submit to this ConfTool installation or Worldline cannot be read by third parties.

Saferpay Gateway

This ConfTool installation accepts credit card payments via Saferpay Gateway.

What are your rights with regard to the processing of your personal data?

According to the GDPR, you benefit notably from the following rights: right to be informed, right to access to your personal data, right to rectification, right to erasure, right to restrict the scope of the processing, right to object, right to data portability, right to lodge a complaint. The University provides further information on its website page: https://www.uni.lu/en/about/organisation/administration/data-protection/your-rights/ .

In practice, you can exercise your rights by contacting the organizing team of the event at ICDS7@uni.lu. The organizing team will liaise with the Data Protection Officer of the University.

How to lodge a complaint?

If you consider that the processing of personal data relating to you infringes the GDPR, you will have the right – without prejudice to any other administrative or judicial remedy – to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement.

In Luxembourg, the competent authority is the Commission Nationale pour la Protection des Données (CNPD).

Contact of the CNPD:

Commission Nationale pour la Protection des Données
1, avenue du Rock’n’Roll
Service des réclamations
L-4361 Esch-sur-Alzette
Tel.: (+352) 26 10 60 -1
Fax: (+352) 26 10 60 -29

You can also use their contact form, at: https://cnpd.public.lu/fr/support/contact.html

Applicable law - jurisdiction

The present Notice shall be governed and construed in accordance with the Luxembourgish law.

Any dispute concerning the existence, interpretation or performance of this Notice which cannot be settle amicably, shall fall within the jurisdiction of the Courts of Luxembourg City, without prejudice to the rights of the Data Subjects to bring the matters before the court where he or she has her place of residence as well as its right to lodge a complaint with the supervisory authority.

This statement was last updated on 12 September 2024.