ESPLAT 2025 conference: Scientific thinking in challenging times

Data protection policy in accordance with Art. 13 GDPR and consent form on depiction in photos and video recordings

ESPLAT 2025 Conference

1.    Name and address of the responsible controller

The responsible controller as defined in the EU General Data Protection Regulation (GDPR) and other national data protection laws of the EU member states as well as other data protection-related provisions is:

Universität Münster / University of Münster

represented by its Rector,

Schlossplatz 2, 48149 Münster, Germany
tel.: + 49 251 83-0
email: mailbox@uni-muenster.de

2.    Contact data of the Data Protection Officer

You can contact the Data Protection Officer at:

Data Protection Office
Schlossplatz 2, 48149 Münster
tel.: + 49 251 83-22446
email: datenschutz@uni-muenster.de

3.    Data processing in connection with producing and publishing photos and video recordings

a)      Scope of data processing

The following personal data is collected and processed in connection with published photos and video recordings on the subject:

(1)     title

(2)     first name

(3)     last name

(4)     email address

(5)     affiliation

(6)     country

(7)     phone number

(8)     addresss (for Invoice)

(9)     media content in which you are visible

b)       Purposes of data processing

The processing of your personal data listed above serves the purpose of carrying out the registration process, contact you in case of any inquiries, and process the payment of the conference fee. Moreover, it facilitates the organization of the program sessions and networking opportunities within the conference and supports public reporting on the event. Furthermore, we will include your first name, last name, institution, and email address in our mailing list to keep you informed about future conferences and similar events.

c)       Legal basis for processing personal data

Your consent serves as the legal basis for processing your personal data listed above by the University of Münster, as stipulated by Art. 6 (1, 1a) GDPR and, if applicable, Art. 9 (2a) GDPR.

d)      Further recipients of your personal data

Your personal data listed above is forwarded to the following recipients within and outside the University of Münster:

Recipients within the University of Münster:

-       Finance Department at the University of Münster (Name and contact details for processing the conference fee payment)

-       Organization Team of the ESPLAT 2025 conference (All information you have provided for the preparation, execution, and follow-up of the conference)

-       University of Münster IT ServiceDesk and Process Development (Access to all data through the programming of the registration tool)

Recipients outside the University of Münster:

Conference participants (First name, last name, email address, and interest information, but only with consent, and only for speakers)

Media content (e.g., photos of conference participants) may be used to report publicly on the conference.

ESPLAT Executive Committee in order to process / verify membership status

e)      Duration of storage of personal data

The personal data listed above is stored for as long as necessary for fulfilling the purposes indicated above. Upon withdrawing your consent, we shall delete your personal data. We will also store your name, institution, and email address in our distribution list and delete this information after six years.
If the processing is based on your consent, your personal data will only be stored until you withdraw your consent, unless there is another legal basis for the processing.

4.    Your rights as a data subject

A photographer will be on the scene to capture memorable moments during the ESPLAT 2025 Conference. We assume that those who attend or are otherwise involved in the ESPLAT 2025 Conference agree to have their photos taken and published exclusively for public relations purposes.

If you object to being singled out by a photographer, you always have the option to inform the photographer that you do not wish to be photographed. If this is not possible, the photos in question can be deleted afterwards at your request. 

If you have any questions or concerns, please speak with our staff at the ESPLAT 2025 Conference, or contact us afterwards by emailing esplat25@uni-muenster.de.

You have the right to information about your personal data processed by the University of Münster (Art. 15 GDPR), the right to rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR) and the right to withdraw prior consent to such processing (Art. 7 (3) GDPR).