Privacy notice
Controller’s information about data processing in relation to the conference Multiscale Phenomena in Condensed Matter – MULTIS 2026 (hereinafter: the Event)
Pursuant to Article 13 (1) and (2) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (Official Journal of the EU L 119 of 4 May 2016, p. 1, as amended) (hereinafter: the GDPR), please be advised that:
1. The controller of your personal data is the Institute of Nuclear Physics Polish Academy of Sciences (IFJ PAN), ul. Radzikowskiego 152, 31-342 Kraków (hereinafter: IFJ PAN or the Controller).
2. You can contact the Data Protection Officer at dpo@ifj.edu.pl
3. Your personal data may be processed for the purpose of:
a) conclusion and execution of the Event participation agreement (art. 6 (1) (b) of the GDPR),
b) settlement of the agreement (art. 6 (1) (c) of the GDPR with regard to the provisions of tax law and the accounting act),
c) ensuring the safety (art. 6 (1) (f) of the GDPR - processing necessary for the purposes of the legitimate interests pursued by the controller - in accordance with the internal Regulations for admission to IFJ PAN premises) - concerns personal data obtained for the purpose of issuing entry-passes and data recorded by CCTV,
d) informing about future scientific events organized by IFJ PAN (art. 6 (1) (a) of the GDPR - i.e. on the basis of consent) ,
e) making the attendee list available on the Event website (art. 6 (1) (a) of the GDPR - i.e. on the basis of consent),
f) promoting science (art. 6 (1) (a) of the GDPR - on the basis of consent for recording the image and/or video and/or voice) and reproducing them https://informator-konferencyjny.pl, https://informator-konferencyjny.pl/, https://neutronydlapolskiejnauki.pl/, https://polskietowarzystworozpraszanianeutronow.pl/, https://www.ifj.edu.pl/konferencje/, https://indico.ifj.edu.pl/event/1472/, portals: IFJ PAN facebook, IFJ PAN Linkedin, in promotional materials, in reports.
g) taking into account your dietary preferences in connection with the organisation of meals (art. art. 6 (1) (a) and/or art. 9 (2) (a) of the GDPR - on the basis of consent – respectively: in relation to vegan and vegetarian diet and/or in relation to diets resulting from diseases or food allergies and religious diets),
h) claims assertion and defence against claims, if such a need arises in the future, in connection with the concluded agreement (art. 6 (1) (e) of the GDPR),
4. If processing is based on consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on the consent given before its withdrawal.
Consent can be withdrawn by:
Ø sending an e-mail to Ewa.Juszynska-Galazka@ifj.edu.pl, multis2026@ifj.edu.pl
Ø sending the information by post to the Controller’s address,
Ø appearing in person at the Controller’s office.
5. Your personal data may be disclosed to the following recipients or categories of recipients:
Ø entities and institutions entitled to obtain personal data under provisions of law (e.g. the police, court, tax authorities),
Ø hotel, in order to make a reservation,
Ø anyone who has access to the Internet and to the attendee list and photos/videos published there.
6. 6. Your personal data will be retained:
Ø for proper execution and settlement of the Event participation agreement – in accordance with applicable law and the Uniform Material List of Files in force at IFJ PAN -for a period of 5 years, counting from 1 January of the year following the final settlement of the case,
Ø personal data from video monitoring will be stored not longer than 90 days, and if the recording is or may be evidence in proceedings conducted on the basis of law - until the final conclusion of the proceedings; personal data provided in order to receive entry pass to premises of IFJ PAN will be stored - in accordance with the Uniform Material List of Files in force at IFJ PAN - for a period of 10 years, counting from 1 January of the year following the final settlement of the matter,
Ø for the purpose of informing about future scientific events organized by IFJ PAN – until the consent for processing is withdrawn,
Ø in order to make the attendee list available on the website – until the end of the Event or until the consent for processing is withdrawn,
Ø in order to take into account your food preferences – until the Event is finished or until the consent for processing is withdrawn,
Ø personal data in the form of an image and/or voice will be stored for 5 years or until the consent to processing is withdrawn,
Ø personal data referred to in point 3 h) will be processed, if needed, for the period necessary to assert claims and defend against claims.
7. Your personal data will not be subject to automated processing, including profiling.
8. You have the right to demand the exercise of your rights under the GDPR:
- access to your personal data and receive a copy of your personal data,
- rectification (correction) of your personal data,
- erasure of your personal data if the data processing is not necessary for the compliance with a legal obligation or for the exercise of official authority,
- restriction of processing of your personal data,
- object to processing of personal data.
9. You have the right to file a complaint with the President of the Personal Data Protection Office (to the address of the Personal Data Protection Office, ul. Moniuszki 1A, 00-014 Warsaw; www.uodo.gov.pl) if you believe that your personal data are being processed contrary to the law.
10. Providing personal data referred to in point 3 a), b) and c) is necessary to participate in the Event and the consequence of not providing the data will be inability to participate in the Event. Providing personal data referred to in point 3 g) is voluntary and failure to provide it shall result in the inability to prepare special meals according to your food preferences. Providing your personal data referred to in points 3 d), e), f) is voluntary and not providing the data has no consequences.
