In concordance with the EU General Data Protection Regulation (GDPR)
Account: a registered account that enables you to register for Events, make Contributions and otherwise use those parts of our Platforms restricted to Account holders including enabling you to submit, edit or review articles intended for publication in associated journals.
Contribution: any submissions, edits, information or data you make available via your Account, uploading of abstracts and supporting documents for Event or other applications, and posts, documents or videos uploaded to Network.
Events: events that are determined by Exxilon Scientific Events, including ICON and its platform icon-europe.org for registration.
Platforms: websites, desktop and mobile applications owned or operated by Exxilon Scientific Events or by a third-party data processor under the instruction of Exxilon Scientific Events including:
You(r): a person visiting the Platforms, registering for an Account with us or using services on the Platforms as well as if you are registering for an Event, or otherwise interacting with us and using our services outside of the Platforms in any way.
1.3 Our Platforms are not intended for children. We do not knowingly collect or maintain personal information of persons under the age of 18. If you are under the age of 18, please do not access our Platforms at any time or in any manner. We will take appropriate steps to delete the personal information of persons under the age of 18.
2. ABOUT US
2.1 We (Exxilon) are a legal entity that organizes scientific events, e.g. conferences, workshops, exhibitions and others, registered at August Str. 9, D-33803, Steinhagen, Germany. For more information about us please visit www.exxilon-scientific.com.
FAO: Executive manager
Address: Exxilon Scientific Events, Augusta Str. 9, D-33803, Steinhagen, Germany.
Email: (currently please use email@example.com)
2.3 For all other queries about our Platforms, including technical questions about website functionality, and payment, registration and abstract matters for events, please use the contact form on the relevant part of the Platform.
3. INFORMATION WE MAY COLLECT ABOUT YOU
3.1 Information that you provide to us
3.1.1 We will collect any information that you provide to us when you:
(1) make an inquiry, provide feedback or make a complaint over the phone, by email or on our Platforms;
(2) submit correspondence to us by post, email or via our Platforms;
(3) register for or are provided with an Account;
(4) provide us with your details by post, email or over the phone;
(5) update your profile and other Account details;
(6) submit, edit or review a Contribution via your Account;
(7) apply/register to and/or attend our Events;
(8) complete any forms provided to you at our Events;
(9) submit application details for consideration for bursaries, travel grants, if applicable;
(10) subscribe to our newsletter or mailing lists;
(11) fill in a form, conduct a search, post content on the Platforms, respond to surveys, participate in promotions or use any other features of the Platforms;
(12) interact with content and other Account holders on the Network;
(13) ‘follow’, ‘like’, post to or interact with our social media accounts, including Facebook and Twitter.
3.1.2 The information you provide to us might include:
(1) Identity and contact data: title, names, addresses, email address, phone number, age or date of birth, gender and nationality;
(2) Account profile data: depending on the Platform upon which you are registering for an Account, you may also provide a username, password, job title/position, affiliations, ORCID identifier and research interests and/or position, or similar information;
(3) Event and funding application information: if you are applying to attend Events, or applying for grants, then we will also collect information to enable your application to be assessed or to determine and process payments. Such information will, depending on the Event or funding applied for, include your academic and work history (or CV), references, bank and invoicing details, travel documents, and number of dependants, and any other such similar details as may be required;
(4) Dietary and personal restrictions in order to provide the best possible service to you when attending our events.
(5) Survey data: from time to time we might ask if you would be willing to participate in our surveys; if you agree, we will also collect any information that you provide as part of that survey;
3.2 Information we collect about you
3.2.1 Information contained in correspondence: we will collect any information contained in any correspondence between us. For example, if you contact us using a contact form via the Platforms or by email or telephone, we may keep a record of that correspondence;
3.2.2 Information transmitted via the Platforms: we will collect information that you upload or post to your Account and/or any correspondence or interactions that you may have with other Account holders via our Platforms;
3.2.3 Platform usage and technical data: we will also collect certain information about how you use the Platforms and the device that you use to access the Platforms even where you have not created an account or logged in. This might include your geographical location, device information (such as your hardware model, mobile network information, unique device identifiers), the data transmitted by your browser (such as your IP address, date and type of the request, content of the request regarding the specific site, time zone settings, access status/HTTP status code, volume of data transmitted, browser type and version, language settings, time zone settings referral source, length of visit to the Platforms, date and time of the request, operating system and interface), number of page views, the search queries you make on the Platforms and similar information. This information may be collected by a third-party website analytics service provider, such as Google Analytics, on our behalf and/or may be collected using cookies. For more information on cookies please refer to the COOKIES section below.
3.2.4 Imagery: we may capture images of you when we take photographs of or film an overview of an Event. Your image may be included in an image or video of the audience at an Event or your image may be specifically captured such as images of a lecture or talk you deliver at an Event. We will endeavour to let you know, for example by notices at the Event, if we will be photographing or filming. If you do not wish for your image to be used by us, you can let us know by using the contact details at the top of this privacy notice. We may also specifically record content of talks at certain Events for video presentation, and if you are engaged as a speaker for an Event we will separately request your permission to reproduce, distribute and otherwise use such films or recordings.
3.3 Sensitive Personal Information:
3.3.1 Sensitive Personal Information: we will NOT collect information on your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, or information about your health and genetic and biometric data.
3.3.2 If you register to attend an Event you may provide information about your dietary requirements, health or a disability. Any information you provide in this way will solely be used for the purpose of making reasonable adjustments for your circumstances and on the basis of your explicit consent. You may withdraw your consent to our processing this data about you at any time.
3.4 Information we receive from third parties
3.4.1 In certain circumstances, we will receive information about you from third parties. For example:
(1) Verification services: we may use third-party providers to verify information provided by you via your Account, including via any Contributions. For example, we may use ORCID, Crossref and/or any other third-party databases or websites to confirm your CV or publication history;
(2) Peer review: if you are the author of a submitted manuscript to one of the special issues associated with our Events, we will collect comments on your manuscript from editors and reviewers;
(3) Service providers: we may collect personal information from our website developers, app developer, IT support provider and marketing software provider (who may be based inside or outside the EU), and our publishing service providers and Event organizers who will process article processing charges and registration charges;
(4) Social media plugins: we may use social media plugins from the following service providers who are based both inside and outside the EU: Facebook, Twitter, LinkedIn, YouTube. By providing your social media account details you are authorizing that third-party provider to share with us certain information about you;
(5) Publicly available sources: we currently use a variety of sources in order to carry out basic research to find potential authors, editors and reviewers and carry out identity and compliance checks. In addition to general information researched on the internet, we make use of information from publicly available and officially registered information providers (such as institutional websites and PubMed).
3.4.2 We might also receive information about you from third parties if you have indicated to such third party that you would like them to share such information.
4. HOW WE USE INFORMATION ABOUT YOU
4.1 We will use your information for the following purposes either on the basis of:
4.1.1 performance of your contract with us and the provision of our services to you;
4.1.2 your consent (where we request it);
4.1.3 where we need to comply with a legal or regulatory obligation; or
4.1.4 our legitimate interests or those of a third party (see paragraph 4.3 below).
4.2 We use your information for the following purposes:
4.2.1 To provide access to our Platforms: to provide you with access to the Platforms in a convenient and optimal manner;
4.2.2 To register your Account: to provide you with details about your Account (on the basis of performing our contract with you);
4.2.3 To enable you to make and manage Contributions: to enable (as applicable) the receipt, review, editing, production and publication of Contributions to a journal, the uploading of abstracts and supporting documents for Event applications, and posts, documents or videos uploaded to the Network (on the basis of performing our contract with you);
4.2.4 For performance and appraisals: if you are a reviewer, we may use your information to create an appraisal which reviews such factors as the time it takes for you to respond to us and the level of detail of your Contribution;
4.2.5 To administer Events: to enable receipt, review and processing of Event applications/registrations and Event submissions such as abstracts and to manage other services for attendance at an Event (sharing your information with selected third parties including Conference organizers or Advanced Courses organizers as required, including organizers outside of the EEA), as well as to manage applications, review and awarding of Event funding (including for Event participation support schemes and grants) and to make payments in respect of awarded funding;
4.2.7 Marketing: to keep in contact with you about Event news, Event Network, Events, new Platform features or services that we believe may interest you, provided that we have the requisite permission to do so, to conduct marketing analysis to allow us to assess trends and the effectiveness of our newsletter and marketing campaigns, and sharing your information with eventual outside marketing services providers;
4.2.8 User and customer support: to provide customer service and support (on the basis of our contract with you or on the basis of our legitimate interests to provide you with customer service), deal with enquiries or complaints about the Platforms and services and share your information with our website developers, IT support provider, payment services provider as necessary to provide customer support (on the basis of our legitimate interest in providing access to our services to our Platforms users and to comply with our legal obligations);
4.2.9 Suggestions and recommendations: to share your information with selected third parties, to enable them to contact you with information about things that may interest (only where you give us your consent to do so);
4.2.10 Social media interactions: to interact with users on social media platforms including Facebook and Twitter, for example responding to comments and messages, posting, ‘retweeting’ and ‘liking’ posts (on the basis of our legitimate interest in promoting Exxilon Scientific Events and our services and communicating with interested individuals);
4.2.11 Analytics: to use data analytics to improve our Platforms, products/services, marketing, customer relationships and experiences (on the basis of our legitimate interests in defining types of customers for our Platforms and services, to keep our Platforms updated and relevant, to develop our business and to inform our marketing strategy);
4.2.12 Research: to carry out aggregated and anonymized research about general engagement with our Platforms (on the basis of our legitimate interest in providing the right kinds of services to our Platform users);
4.2.13 Publicity and dissemination from Events: to promote our organization and Events, which may include photographs or film of an Event you have attended or participated in; we may use such photographs or films in our printed and online publicity, social media and press releases (on the basis of our legitimate interests in promoting our organization and services). In addition, we may bring content of a talk you have delivered at an Event to a wider audience, through video presentation of a recorded lecture where we have obtained the right to do so;
4.2.14 Commissioning activity: to maintain a record of our commissioning activities such as whether we have previously contacted you to invite you to submit a Contribution or to review or edit a Contribution;
4.2.15 Fraud and unlawful activity detection: to protect, investigate and deter against fraudulent, unauthorized or illegal activity, including identity fraud (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so);
4.2.16 Compliance with policies, procedures and laws: to enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees and share your information with our technical and legal advisers on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so.
4.3 As outlined above, in certain circumstances we may use your personal information to pursue legitimate interests of our own or those of third parties. Where we refer to using your information on the basis of our “legitimate interests”, we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:
4.3.1 personalizing, enhancing, modifying or otherwise improving the services and/or communications that we provide to you;
4.3.2 to provide you with marketing communications where we may lawfully do so;
4.3.3 promoting Exxilon Scientific Events and our services and communicating with interested individuals;
4.3.4 detecting and preventing fraud and operating a safe and lawful business;
4.3.5 improving security and optimization of our platforms and services.
4.4 Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing please refer to details of “Your Rights” below.
5. WHO WE MIGHT SHARE YOUR INFORMATION WITH
5.1 In connection with the purposes and on the lawful grounds described above and in addition to the recipients of your information as described above, we will share your personal information when relevant with third parties such as:
5.1.1 Other Account holders: other Account holders, including where required for the purpose of using your Contribution;
5.1.2 Our service providers: service providers we work with to deliver our business, who are acting as our data processors and provide us with:
(1) Platform development and hosting services such as those provided by Wix.com Ltd based in Israel.
(2) IT, system administration and security services provided by Sophos Ltd based in the UK;
(3) Event organizers, who also process registration payments, and may be based outside of the EEA depending on where the Event is held;
(4) publishing services (including processing article processing charges) provided by Wiley based in the Germany, UK and USA, Springer Nature Publishing based in the EU, UK, and USA or MDPI based in Basel, Switzerland;
(5) social media services including Facebook and Twitter based in USA;
(6) banking services based in the EU, UK and Germany;
(7) legal, accountancy, auditing and insurance services and other professional advisers based in the EU, Germany and the UK;
5.1.3 Affiliates: selected third parties that we work with, where necessary for the purposes of delivering and organizing our Events (including publishing your name in delegate lists in booklets, apps or other event platforms, unless you ask for this to be removed) and collecting payments for the Events;
5.1.4 Other third parties: other third parties you indicate to us you would like us to share your information with; for example, if you choose to link your ORCID ID to your Account or if you instruct us to share a record of your Contribution with Publons;
5.1.5 Regulators and governmental bodies: HM Revenue & Customs, Deutsches Finanzamt, regulators, governmental bodies and other authorities acting as processors or joint controllers based in the EU, UK and Germany who require reporting of processing activities in certain circumstances;
5.1.6 Marketing parties: any selected third party that you consent to our sharing your information with for marketing purposes;
5.1.7 Prospective sponsors/exhibitors at our events and buyers of our business: any prospective sponsor, seller, exhibitor or buyer of our services or assets, only in the event that this is absolutely necessary or part of a service that a sponsor, seller, exhibitor acquired;
5.1.8 Other third parties (including professional advisers): any other third parties (including legal or other advisors, regulatory authorities, courts, law enforcement agencies and government agencies) based in the UK and from time to time legal advisers based outside the UK who work with those firms based in the UK. Where this is necessary, it is to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.
5.2 We require third parties to maintain appropriate security to protect your information from unauthorized access or processing.
6.2 If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit http://www.aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies, you may not be able to access all the functions of the Platforms.
6.3 On our Platforms we allow Google Analytics and similar applications to use tracking technologies to collect information about your visit and devices. This information helps us understand how our Platforms are being accessed and used.
7. HOW WE LOOK AFTER YOUR INFORMATION AND HOW LONG WE STORE IT
7.1 We use appropriate technological and operational security measures to protect your information against any unauthorized access to or unlawful use, such as:
7.1.1 ensuring the physical security of our office, or other sites;
7.1.2 ensuring physical and digital security when using our equipment and devices including appropriate password protection and encryption;
7.1.3 maintaining a data protection policy for, and delivering data protection training to, our employees;
7.1.4 limiting access to your personal information to those in our organization or our Affiliates (as defined in 5.1.2) who need to use it in the course of their work.
7.2 We will retain your information for as long as is necessary to provide you with the services that you have requested from us or for as long as we reasonably require to retain the information for our lawful business purposes, such as for the purposes of exercising our legal rights or where we are permitted to do so. We operate a data retention policy and look to find ways to reduce the amount of information we hold about you and the length of time that we need to keep it. We maintain a suppression list of email addresses of individuals who no longer wish to be contacted by us. So that we can comply with their wishes we must store this information permanently.
8. HELP KEEP YOUR INFORMATION SAFE
8.1 You can also play a part in keeping your information safe by:
8.1.1 choosing a strong Account password and changing it regularly;
8.1.2 using different passwords for different online accounts;
8.1.3 keeping your login and password confidential and avoiding sharing these details with others;
8.1.4 making sure you log out of our Platforms each time you have finished using them. This is particularly important when using a shared computer;
8.1.5 letting us know if you know or suspect that your account has been compromised, or if someone has accessed your account without your permission;
8.1.6 keeping your devices protected by using the latest version of your operating system and maintaining any necessary anti-virus software;
8.1.7 being vigilant to any fraudulent emails that may appear to be from us.
9. INTERNATIONAL TRANSFERS OF YOUR INFORMATION
9.1 Exxilon is an organization based in Germany but with operations across the EEA.
9.2 We also engage third parties and affiliates around the world to assist us in providing our Platforms, Events and other services to you.
9.3 In circumstances where your information may be processed outside of the European Economic Area (EEA) by third parties who are acting as our data processors, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following transfer solutions are implemented:
(1) We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries;
(2) Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, European Commission: Model contracts for the transfer of personal data to third countries; and
(3) Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
10. YOUR RIGHTS TO THE INFORMATION WE HOLD ABOUT YOU
10.1 You have certain rights in respect of the information that we hold about you, including:
10.1.2 the right to ask us not to process your personal data for marketing purposes;
10.1.3 the right to request access to the information that we hold about you;
10.1.4 the right to request that we correct or rectify any information that we hold about you which is out of date or incorrect;
10.1.6 the right to object to our using your information on the basis of our legitimate interests (refer to section 4 above to see when we are relying on our legitimate interests) or those of a third party and there is something about your particular situation which makes you want to object to processing on this ground;
10.1.7 the right to receive a copy of any information we hold about you (or request that we transfer this to another service provider) in a structured, commonly used, machine readable format, in certain circumstances;
10.1.8 in certain circumstances, the right to ask us to limit or cease processing or erase information we hold about you;
10.1.9 the right to lodge a complaint about us to the Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (https://www.ldi.nrw.de/i) as well as a right to lodge a complaint with the relevant authority in your country of work or residence.
10.2 How to exercise your rights
10.2.2 Please note that we may need to retain certain information for our own record-keeping and research purposes. We may also need to send you service-related communications relating to your Account even when you have requested not to receive marketing communications.
10.3 What we need from you to process your requests
10.3.1 We may need to request specific information from you to help us confirm your identity and to enable you to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
10.3.2 You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
11. SHARING DATA DIRECTLY WITH THIRD PARTIES
11.1 You might end up providing personal information directly to third parties as a consequence of your interactions with our Platforms and other services offered by us. For example, you may attend an Event hosted by us where you communicate personal information directly with other attendees, sponsors or exhibitors. We are not responsible for how such third parties use personal data provided by you.
11.2 Please be responsible with personal information of others when using our Platforms and the services available on it. We are not responsible for your misuse of personal information, or for the direct relationship between you and others when it takes place outside of the Platforms or our services.
12. THIRD-PARTY LINKS
12.1 The Platforms may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Platforms, we encourage you to read the privacy notice of every website you visit.