CHISA 2028 · Prague
Privacy & GDPR
Information about personal data processing for CHISA 2028. Registration is not yet open; future services are identified as such.
Who is responsible for your data
The controller for the congress activities described here is Česká společnost chemického inženýrství z. s. (ČSCHI / Czech Society of Chemical Engineering), IČO 00499692, Novotného lávka 200/5, Staré Město, 110 00 Praha 1, Czech Republic; Associations Register, Municipal Court in Prague, Section L, File 1461.
For privacy questions, requests or objections, contact org@chisa.cz or write to the registered office, marked “CHISA 2028 – privacy”. The congress secretariat may handle requests on the controller’s behalf. An administrative service provider does not automatically become the controller merely by operating a registration system.
What this notice covers
This notice explains handling of website enquiries and published professional profiles, and the framework for processing associated with CHISA 2028. Registration, abstract submission and newsletter subscription are not currently available on this website. Sections describing those services apply only when the service is introduced or you specifically request it.
Before registration opens, the organiser will identify the actual registration service and provide any additional information required by its data flows. This notice is not a request for consent. Agreement to the Terms and Conditions or acknowledgement of this notice does not authorise unrelated marketing or unrestricted publication of your details.
Enquiries and correspondence
When you contact us, we process your contact details, affiliation if supplied and the content of your message to answer it and manage the related correspondence. The basis is taking steps at your request before a contract (Article 6(1)(b) GDPR), or our legitimate interest in responding and documenting correspondence (Article 6(1)(f)) where the enquiry is not contractual.
Provide only information relevant to your request. Routine correspondence is retained while the enquiry and any necessary follow-up are being handled; material needed for a booking, legal obligation or dispute is retained under the corresponding rules below.
Registration, attendance and billing
When registration opens, the necessary details may include name, title, institution, country, email, billing details, registration category, ordered services, payment status and correspondence. They support registration administration, congress notices, badges, attendance and invoicing. Only details needed for the selected service will be required; the form will distinguish required and optional fields.
Where you are the contracting individual, the legal basis is performance of the contract or requested pre-contractual steps (Article 6(1)(b)). For an institution’s contact person or participant, the basis may be legitimate interests in arranging that institution’s participation (Article 6(1)(f)). Accounting and other mandatory records are processed under legal obligations (Article 6(1)(c)). Necessary service messages are separate from optional advertising.
Eligibility and additional services
If you request a student or other conditional rate, we may need to verify the relevant status on the basis of legitimate interests in applying the correct category. Provide a limited confirmation rather than an unrestricted identity-document copy; unrelated details should be redacted. Evidence is removed after verification unless a specific reason requires its retention, in which case you will be informed.
Where you request an additional service arranged by the organiser, only necessary details are provided to the relevant supplier. A direct hotel or transport booking has that supplier’s own privacy notice. Do not send medical diagnoses. A request revealing health or other special-category data requires an appropriate Article 9 condition, normally separate explicit consent for the specific accommodation or dietary arrangement; it is not covered by general registration acceptance.
Abstracts, authors and professional profiles
For a submitted contribution, the organiser and authorised scientific reviewers need author names, affiliations, contact details and the submission to evaluate it, communicate a decision and prepare the programme. The basis is requested submission arrangements and, for co-authors who are not contracting parties, legitimate interests in operating the scientific programme and properly attributing work.
Accepted abstracts, author names and affiliations may be published in the programme and abstract archive. A contact email will not be added to a public author listing without a separate choice or other specifically explained lawful basis. The submitter must inform co-authors about the submission and this notice. Information may come from a co-author or institution; committee and speaker profiles may also use professional details supplied directly or drawn from public institutional profiles. Contact us for the source of a particular record or to request correction or object to its use.
Participant lists and optional newsletters
A public or networking participant directory is separate from essential registration administration. If offered, inclusion will require a separate, optional choice identifying the fields, audience and publication period. Refusing it will not prevent registration. Publishing an email address requires a specific choice; no participant contact database will be supplied to sponsors merely because they support the congress.
If a newsletter is introduced, subscription will be a separate opt-in stating the sender, scope and retention period. It will not be preselected or bundled with required acceptance of the terms. Consent can be withdrawn at any time through the unsubscribe option or by emailing the congress contact, without affecting prior lawful processing or essential booking messages.
Congress photography and recordings
Any official photography or recording will be explained before or at the event, including intended use and a way to raise concerns. Documentary event reporting and an individually featured promotional portrait are not automatically the same processing purpose. The legal basis must be assessed for the particular use, taking account of both data-protection and personality rights.
Registration is not blanket consent to unlimited use of your image. Where consent is needed, a separate, specific choice will be sought. Where legitimate interests are relied on for proportionate event reporting, you may object on grounds relating to your situation. Contact the secretariat about avoiding a photograph or about an image already published; requests will be assessed individually. Recording or sharing another person’s presentation still requires the necessary permissions.
Who can receive the data
Access is limited by purpose and role: authorised congress staff and secretariat; scientific reviewers for submissions; providers of hosting, email, registration and IT support; accounting and professional advisers; and payment institutions or suppliers where you order their service. Authorities may receive records where required by law. Some recipients act on instructions as processors; others, such as banks, act under their own legal obligations.
Processor access must be covered by the appropriate contractual arrangements and limited to instructions and necessary data. The current public website does not contain a registration or card-payment form. Specific providers and any further recipients relevant to a future service will be identified when that service is introduced. You may request details of recipients of your own data from the controller.
How long data are kept
- Enquiries: while resolving the request and necessary follow-up; correspondence forming part of a contract or dispute follows the relevant retention basis.
- Registration and service records: during preparation, participation and financial settlement, then only as needed for statutory record keeping or the establishment, exercise or defence of legal claims within applicable limitation periods, including any lawful extensions.
- Accounting documents: for the period required for the particular record under Czech accounting and tax law, calculated from the relevant accounting or tax period.
- Eligibility evidence and special arrangements: only as long as needed to verify or deliver the arrangement, unless a separate legal reason requires longer retention.
- Published scientific records: while needed for the congress’s scientific and citation archive, with periodic review and assessment of rights requests.
- Optional lists, images and newsletters: for the specific stated purpose and period, with removal from consent-based future use after withdrawal where required; evidence of consent or objection may be retained as needed to demonstrate compliance.
Data no longer needed for any valid purpose are deleted or anonymised. Restricted legal or accounting retention is not permission to keep using the same data for marketing.
International access and safeguards
Website, email or other technical suppliers may use international infrastructure. We do not state that all processing remains in the European Economic Area without confirming the particular service. Details of recipients, countries and the applicable transfer arrangements for your data can be requested from the congress contact.
Any transfer outside the EEA must meet Chapter V GDPR, for example an applicable adequacy decision or appropriate contractual safeguards with any necessary supplementary measures. The relevant mechanism must be checked for the actual recipient; accepting these terms is not consent to an unspecified international transfer. Any new registration, mailing or event application must be assessed and its relevant transfer information supplied before use.
Your rights
Under the conditions in the GDPR, you can request access and a copy, correction, erasure, restriction and, for eligible automated processing based on contract or consent, portability. You can object to processing based on legitimate interests on grounds relating to your situation. An objection to direct marketing ends that marketing processing. You may withdraw consent at any time, without affecting the lawfulness of earlier processing.
These rights have statutory conditions: for example, withdrawal of marketing consent does not require deletion of a legally required invoice. This public website does not make automated decisions with legal or similarly significant effects. Scientific acceptance is a committee process, not a decision made by this website.
How to make a request or complaint
Email org@chisa.cz or write to the controller’s registered office. State the right or concern and enough information to identify the relevant record. We may request proportionate identity verification where needed, not an unnecessary full identity-document copy.
A response is due without undue delay and normally within one month. A necessary extension by up to two further months must be explained within the first month. Requests are normally free; any permitted refusal or reasonable fee for a manifestly unfounded or excessive request must be justified.
You may complain to the Office for Personal Data Protection (Úřad pro ochranu osobních údajů), or to another competent EU supervisory authority. You do not have to contact the organiser first to exercise that right.