| Questions? |
This general notice may be supplemented by additional notices at the point of any data collection. This notice is intended for conference registrants. If the nature of your relationship with Allotrope changes, a different data privacy notice may apply and will be provided to you. If you have specific questions about any of the data processing activities described in this or any other notice, please contact the Allotrope Secretariat at secretariat@allotrope.org. |
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The Information We Process
About You |
We process the information we collect from you directly, including during our communications with you, to confirm your identity when you access an Allotrope conference, when you RSVP for or attend one of our events, and when you request services from Allotrope.
In some cases, we will require that certain information be provided in order for Allotrope to provide you with a requested service or take an action you request. We will indicate when such information is required and failure to provide required or mandatory information may result in our being unable to provide you with a service or take an action you request.
In addition, we collect the following kinds of information about you from third parties:
- Information from other Allotrope personnel: We may receive information about you from other Allotrope personnel, including your name, contact information, and your relationship to Allotrope personnel.
- Information we receive about you from journals, research publications, professional organizations, or other platforms through which you publish or present scientific content.
- Information from publicly available sources, like your public social media profiles (e.g., LinkedIn), and public directories that include your professional and contact information.
- Information from Allotrope affiliates or partners for the purpose of providing you access to an Allotrope conference. |
Purposes and Legal Basis for
Processing Your Data |
We process your Personal Information to operate Allotrope and its programs, to provide you with access to facilities, to provide you with the services you request, and to manage events.
We combine the data that we collect in order to provide these functions.
We have the following legal basis for processing the information you provide us or that we collect about you.
- We have a legitimate interest complying with laws and regulations that govern our conduct in the countries where we operate, and administering Allotrope and its programs in an efficient, ethical, and appropriate manner. We process all the information we collect from or about you to meet these purposes.
- We may also be required to process your Personal Information to complete a contract that you have entered into with us, including a contract to attend an Allotrope event or to receive a service from Allotrope.
- We may also be required to process your Personal Information to comply with laws applicable in the European Union or its member states.
In the case of Sensitive Personal Information (which includes (i) information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership; (ii) genetic and biometric data, and (iii) data concerning health, sex life, or sexual orientation), we process information either (i) because we have your consent to do so (for example, where you tell us about a dietary requirement based on a health condition or religious status) or (ii) because we are required to process the information to comply with applicable laws. When we process your Sensitive Personal Information on the basis of your consent, you may withdraw that consent at any time by contacting us at the email provided above. If you withdraw your consent, we may still be required to process your Sensitive Personal Information to comply with applicable law, but we will explain to you at the time your consent is withdrawn what processing activities will continue for legal compliance purposes. |
Recipients of Your Personal
Information |
Your Personal Information will be received and processed by Allotrope personnel, including the Allotrope Secretariat, including third parties who provide services to Allotrope or collaborate with in connection with the purposes of processing described above. For example, we may disclose your information to service providers who support our information technology systems, help manage our registration processes, or coordinate and provide events and services. We may also disclose your information to third-parties who are not service providers, including those who are co-sponsoring or hosting an Allotrope event. We share your Personal Information with our service providers only when they have agreed to process your Personal Information only to provide services to us and have agreed to protect your Personal Information from unauthorized use, access, or disclosure.
We also disclose your information to government authorities as required by laws that regulate immigration, tax, national security, and criminal activity. |
| Transfers to Third Countries |
Allotrope is based in the United States, and we transfer your Personal Information to the United States. Allotrope transfers your information to the United States for the purpose of providing you with the services you have contracted for, including conference registration or attendance. |
| Data Retention |
We will retain data for the course of your business relationship with Allotrope. In some cases, we may be required by law to retain your information for a longer period. |
| Your Rights |
You have the right to the following information regarding Allotrope’s processing of your Personal Information:
· the purposes of the processing,
· the categories of Personal Information concerned,
· the recipients or categories of recipients to whom the Personal Information have been or will be disclosed,
· where possible, the envisaged period for which the Personal Information will be stored, or, if not possible, the criteria used to determine that period.
This Privacy Statement is intended to provide this information. Any questions about these details may be directed to the Secretariat.
You also have the following additional rights with respect to your Personal Information:
· The right to request access to the Personal Information that Allotrope has about you, as well as the right to request rectification of any data that is inaccurate or incomplete.
· The right to request a copy of your Personal Information in electronic format so that you can transmit the data to third parties, or to request that Allotrope directly transfer your Personal Information to one or more third parties.
· The right to object to the processing of your Personal Information for marketing and other purposes.
· The right to erasure of your Personal Information when it is no longer needed for the purposes for which you provided it, as well as the right to restriction of processing of your Personal Information to certain limited purposes where erasure is not possible.
· The right to lodge a complaint with the relevant data protection authority.
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