INTRODUCTION   

This privacy notice provides you with details of how we collect and process your personal data through your use of our site https://ejc2023.um.si/ and processes related to the EJC 2023 conference. 

University of Maribor is the data owner and controller and is responsible for your personal data.  

Contact Details 

University of Maribor, Slomškov trg 15, 2000 Maribor 

Data Protection Officer: Assist. Prof. Miha Dvojmoč, Faculty of Criminal Justice and Security, Kotnikova 8, 1000 Ljubljana, tel: +386 1 30 08 339, e-mail: dpo@um.si 

We may update this Privacy notice. When we do, we will also revise the “last updated” date at the bottom of the privacy statement. If at any point we decide to use your information in a manner different from that stated at the time it was collected, we will let know you, by placing a prominent notice on this web site. We will use information in accordance with the privacy policy under which the information was collected. 

WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT  

Personal data means any information capable of identifying an individual. It does not include anonymised data. 

We may process the following categories of personal data about you: 

  • Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims. 
  • Customer Data that includes data relating to conference registration and attendance, such as your name, title, affiliation, billing address, phone number, email, billing address, shipping address, paper information, and your dietary restrictions. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract. 
  • User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website. 
  • Technical Data that includes data about your use of our website and online services such as your IP address, details about your browser, page views and navigation paths, time zone settings and other technology on the devices you use to access our website. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer the conference website. 
  • We may use Customer Data to inform you of future EJC conferences. Our lawful ground for this processing is our legitimate interests which in this case are to notify previus attendes of future conferences. 

Sensitive Data 

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences. 

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at ejc2023@um.si . In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing. 

We may process your personal data without your knowledge or consent where this is required or permitted by law. 

We do not carry out automated decision making or any type of automated profiling.  

HOW WE COLLECT YOUR PERSONAL DATA 

We may collect data about you by you providing the data directly to us (for example, by filling in forms on our site or by sending us emails). We may automatically collect certain data from you as you use our website by using cookies and similar technologies.  

MARKETING COMMUNICATIONS 

Our lawful ground for processing your personal data to send you marketing communications is our legitimate interests (namely to grow the conference).  

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails (i.e. information on future EJC conferences) without your consent. However, you can still opt out of receiving marketing emails from us at any time. 

You can ask us or third parties to stop sending you marketing messages at any time by by emailing us at ejc2023@um.si at any time. 

If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as conference registration purchases.  

DISCLOSURES OF YOUR PERSONAL DATA 

We may have to share your personal data with the parties set out below: 

  • Service providers who provide IT and system administration services. 
  • Professional advisers including lawyers, bankers, auditors and insurers 
  • Government bodies that require us to report processing activities. 
  • Third parties to whom we sell, transfer, or merge parts of our business or our assets. 

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow future EJC conference organizing third parties to process your personal data for specified purposes and in accordance with our instructions. 

INTERNATIONAL TRANSFERS 

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria. 

Many of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA. 

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring we will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data. 

DATA SECURITY 

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential. 

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to. 

Our customer records are stored localy in Maribor, Slovenia.  

DATA RETENTION 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements. 

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for five years after they stop being customers. 

YOUR LEGAL RIGHTS 

Under data protection laws you have rights in relation to your personal data. 

In particular, Users have the right to do the following: 

  • Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data. 
  • Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below. 
  • Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing. 
  • Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected. 
  • Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it. 
  • Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Owner. 
  • Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on the User’s consent, on a contract which the User is part of or on pre-contractual obligations thereof. 
  • Lodge a complaint. Users have the right to bring a claim before their competent data protection authority. The Slovenian supervisory authority for data protection issues is the Information Commissioner (https://www.ip-rs.si/en/). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you. 

You can see more about these rights at https://gdpr-info.eu/chapter-3/. 

If you wish to exercise any of the rights set out above, please email us at ejc2023@um.si. 

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 or refuse to comply with your request in these circumstances. 

We may need to request specific information from you to help us confirm your identity and ensure your right 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. 

THIRD-PARTY LINKS 

This website 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 website, we encourage you to read the privacy notice of every website you visit.  

COOKIES 

To enrich and perfect your online experience, https://ejc2023.um.si uses “Cookies”, similar technologies and services provided by others to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information. 

A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. We use cookies to help us identify and track visitors, their usage of the website, and their website access preferences. Visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using https://ejc2023.um.si, with the drawback that certain features of the website may not function properly without the aid of cookies. You can choose to disable cookies through your individual browser options. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.  To know more detailed information about cookie management with specific web browsers, it can be found at the browsers’ respective websites.  

By continuing to navigate our website without changing your cookie settings, you acknowledge and agree to https://ejc2023.um.si’s use of cookies. 

Last updated: 1. 6. 2023