Scientifika Privacy Policy
Scientifika is an agency, specialized in organizing scientific events across Europe. Scientifika organize multiple kinds of events (conferences, workshops, hackathons) and provide support in all stages of event organisation (online presence, registration, collecting conference fees, liaising with sponsors, producing conference proceedings, making photos at the events).
This Scientifika Privacy policy describes our practices for handling personal information and communicated through websites created by Scientifika.
Scientifika websites may contain links to websites owned and operated by third parties (such a universities, institutes and other clients). These websites have their own privacy policy, which we recommend to check. We do not take any responsibility for the privacy of third parties websites.
Categories and purpose of collected personal data
Event registration: We use the EventBrite service to manage event registrations.
The data we collect: this depends on the event. The event registration form normally ask for your name, email, and affiliation, and may ask for your gender, dietary requirement, Invoicing address and affiliation.
Why we collect the data: to enable us to organise the event, and to keep registrants informed about the event.
Lawful basis for processing the data: this data is only processed with your explicit consent. The registration forms ask for this consent.
Who has access to the data: the personal data is only accessible to Scientifika staff.
Data transfer: EventBrite is based in the United States and the data may be transferred there.
Data retention: we will keep the personal data for two months after the event.
Third party processors: the registration service is run by EventBrite. EventBrite is certified to the EU-U.S. Privacy Shield Framework and the Swiss-US Privacy Shield, which are designed to protect your data in the U.S.. See also the EventBrite Privacy Policy and their EU Data Protection statement, which describes EventBrite’s compliance to the GDPR.
Scientifika newsletter
We use the MailChimp mailing service to send the Scientifika newsletter.
The data we collect: the sign-up form for newsletters requires your email address, with optional fields for your name and organisation. In addition, Mailchimp records which newsletters you opened and which links you clicked.
Why we collect the data: to enable us to send emails, to measure the success of the emails, to help us provide reports to funders, and to help us improve the newsletters
Lawful basis for processing the data: this data is only processed with your explicit consent. The sign-up form asks for this consent.
Who has access to the data: the personal data is only accessible to Scientifika staff.
Data transfer: MailChimp is based in the United States and the data is held on servers located there.
Data retention: We will keep your personal data for as long as you wish to receive the newsletter.
Third party processors: the mailing lists service is run by MailChimp. MailChimp is certified to the EU-U.S. Privacy Shield Framework and the Swiss-US Privacy Shield, which are designed to protect your data in the U.S.. See also the Data Processing Agreement that customers in the EU (like the ELIXIR Hub) sign with MailChimp. This outlines how your data will be processed by MailChimp.
The Scientifika website (www.scientifika.eu)
The data we collect: if you browse the public website then the following information is logged by our server: your browser, operating system, IP address, the date and time of your visit, the pages visited, and the amount of data transferred.
Why we collect the data: the data is used to monitor for suspicious activities (e.g. attempts to hack the site), to diagnose problems on the site, and to create anonymous usage statistics. We do not attempt to identify or profile people based on this data.
Lawful basis for processing the data: processing this data is necessary for our legitimate interest of allowing the website to remain secure and robust.
Who has access to the data: the personal data is only accessible to Scientifika staff.
Data transfer: this data is located on a server in Hluboká nad Vltavou, Czech Republic, and is not transferred to any other country.
Data retention: we will keep web logs 30 days and security logs 90 days before anonymising them.
Third party processors: the ELIXIR web server was created using the hosting service Wedos internet, a. s. The personal data outlined above is stored on the Scientifika Wedos server. The Wedos support team have access to the server so they can fix problems on it and upgrade it, but the personal data is not processed further by them or transferred to another organisation.