Privacy Policy
How we collect, use and protect your personal data when you register for the symposium.
1. Data Controller
The data controller responsible for processing your personal data in connection with this website and the registration form is:
Department of Biology
5th Biosciences Symposium — Organising Committee
Technische Universität Darmstadt
Schnittspahnstraße 10, 64287 Darmstadt, Germany
Email: tubiosciences.symposium@gmail.com
2. What Data We Collect
When you complete the registration form, we collect the following personal data:
- First name and last name
- Email address
- Research group / institute and position (Postdoc or PhD student)
- Contribution type (Scientific Talk or Poster) and, where applicable, flash talk interest
- Presentation title, authors, keywords and abstract
- An optional uploaded file (Table of Contents graphic), stored in Google Drive
- Any optional notes you provide
- The date and time of your submission
3. Purpose of Processing
Your data is processed exclusively to organise and run the 5th Biosciences Symposium, including:
- Managing registrations and the scientific programme
- Compiling the book of abstracts and session schedule
- Sending you a confirmation email regarding your registration
- Communicating important updates about the event
4. Legal Basis
Processing is based on your consent (Art. 6(1)(a) GDPR), which you provide by checking the consent box in the registration form. You may withdraw this consent at any time by contacting us; this will not affect the lawfulness of processing carried out before withdrawal.
5. Data Storage & Third-Party Processors
Submitted registration data is stored in a Google Sheet and any uploaded files are stored in Google Drive, both provided by Google Ireland Limited as part of Google Workspace / Google Apps Script. Data may therefore be processed on servers outside of Germany, subject to Google's standard contractual clauses and data processing terms.
6. Data Retention
Your data is retained for the duration of the organisation of the symposium and for a reasonable period afterwards for record-keeping and reporting purposes, after which it is deleted unless you request earlier deletion.
7. Your Rights
Under the GDPR, you have the right to:
- Access the personal data we hold about you
- Request rectification of inaccurate data
- Request erasure of your data ("right to be forgotten")
- Restrict or object to processing
- Request data portability
- Withdraw your consent at any time
- Lodge a complaint with a supervisory authority
To exercise any of these rights, please contact us at tubiosciences.symposium@gmail.com.
8. Cookies
This website does not use tracking or advertising cookies. Embedded Google Maps content on the Venue and Contact pages may set cookies controlled by Google; please refer to Google's own privacy policy for details.
9. Contact
For any questions regarding this privacy policy or how your data is handled, please contact the organising committee at tubiosciences.symposium@gmail.com.