Privacy policy

The University of Graz and Graz University of Technology, as partners in the “NAWI Graz” collaboration, take data protection very seriously and treat your personal data confidentially and in accordance with legal requirements.

This privacy policy is intended to inform you, in accordance with Articles 12 and 13 of the GDPR, about the purpose, legal basis, and your rights regarding the processing of personal data in connection with the Pangeo Austria conference.
 

Purpose, scope, and legal basis of data processing:

1.) Event management:
For the purpose of organizing and conducting the events, we process the following personal data that you, as a participant, provide yourself when registering for the event:
- Title
- First and last name
- Title (optional)
- Email address
- Organizational affiliation
- Gender
- Date of birth
- Nationality
- Type of school attended
- Mailing address
- Type of person (employee, student, external)
- Field of study

We process this data to fulfill the event contract or to carry out pre-contractual measures (pursuant to Article 6(1)(b) of the GDPR). 

Recipients

Data processing in connection with the “esraSoft” registration system is carried out with the assistance of the data processor Kaindl Informatics GmbH.

For the purpose of organizing and conducting the events, we process the following personal data that you, as a speaker, provide yourself:
- Title
- First and last name
- Title (optional)
- Organizational affiliation
- Presentation title

We process this data to fulfill the contract or to carry out pre-contractual measures (pursuant to Art. 6(1)(b) GDPR). In addition, for the purpose of organizing and conducting the events, we process your short biography and your photo, provided you voluntarily provide them to us. We process this data based on your consent.

2.) Public Relations:
During events, NAWI Graz partners take photos or record videos. These photos or videos are published as needed for public relations and to showcase our activities on central university media channels (such as the NAWI Graz website,
individual university websites, institute or center websites, and in university magazines such as “UNIZEIT,” “TU Graz people,” and “TU Graz research”). The processing of the photos and videos (optionally including the names, titles, and roles of the individuals depicted, as well as explanatory texts) is carried out for the purpose of public relations, to showcase NAWI Graz activities, and to inform the public about the fulfillment of the universities’ responsibilities.

3.) Reporting, Quality Management, and Performance Monitoring:
As part of reporting, quality management, and performance monitoring, aggregated data (e.g., event registration numbers, distribution of registrations according to specific criteria, data regarding co-financing, etc.) is processed, with the aim of achieving complete anonymization. If, in the case of smaller group sizes, a personal reference cannot be entirely ruled out, the processing is based on the legitimate interest (Art. 6(1)(f) or (e) GDPR) of the cooperation partners in connection with the fulfillment of the guiding university principles (efficiency, economy, and appropriateness of financial management), statutory audit and reporting obligations, and internal quality management within the cooperation.

Retention period:
In the case of a contract: We store your personal data for as long as necessary to fulfill the contract (in particular, the event contract or funding agreement). Beyond that, we store your data only if statutory retention periods apply or for the duration of potential legal claims (statutes of limitations). In the case of consent: Data that we process based on your consent remains stored until
you revoke your consent or are deleted after the event has ended. Beyond that, only your strictly necessary personal data will be stored for the purpose of verifying your consent or revocation for a period of 3 years from the date of revocation. Based on legitimate interest: We process the data for as long as necessary to safeguard legitimate interests or until a (substantiated) objection is raised.

Transfer of your data:

Your data is processed only within the NAWI Graz cooperation; no data is transferred to external recipients.

Your rights:

In connection with the processing of your personal data, you have the following rights at any time, which can be exercised by contacting the NAWI Graz Coordination Office, Mozartgasse 12/2, 8010 Graz, email address info(at)nawigraz.at:
- Right of access to the personal data in question (Art. 15 GDPR),
- Right to rectification (Art. 16 GDPR) or erasure (Art. 17 GDPR) or to restriction of processing (Art. 18 GDPR),
- Right to data portability (Art. 20 GDPR),
- Right to object (Art. 21 GDPR),
- Right to withdraw consent (Art. 7(3) GDPR), which does not affect the lawfulness of processing carried out prior to withdrawal,

In addition, there is the
- Right to lodge a complaint (Art. 77 GDPR), which should be submitted to the competent supervisory authority.
In Austria, this is the Austrian Data Protection Authority, Barichasse 40-42, 1030 Vienna, Phone:
+43 1 52 152-0, email: dsb(at)dsb.gv.at.

Our contact details:
University of Graz, Universitätsstraße 3, 8010 Graz,  rektorsbuero(at)uni-graz.at
Graz University of Technology, Rechbauerstraße 12/I, 8010 Graz, info(at)tugraz.at

Joint Administrative Coordination Office: NAWI Graz Coordination Office, Mozartgasse 12/2, 8010 Graz, email address info(at)nawigraz.at

You can contact our data protection officers at:
• Graz University of Technology: datenschutzbeauftragter(at)tugraz.at
• University of Graz: dsba(at)uni-graz.at

 

Visiting our website

Description and scope of data processing
When you visit the University of Graz website, our web servers temporarily store every visit in a log file. The following data is collected and stored until it is automatically deleted:

  • IP address of the requesting computer
  • Date and time of access
  • Name and URL of the data accessed
  • Amount of data transferred
  • Notification as to whether the request was successful
  • Identification data of the browser and operating system used
  • Website from which the access took place
  • Name of your internet service provider

Purpose of data processing 
This data is processed to ensure the use of the website (establishing a connection), system security, and the technical administration of the network infrastructure. Additionally, the processing serves to optimize the University of Graz’s website. The IP address is only analyzed in the event of attacks on our network infrastructure.

Legal basis for data processing
The processing of the aforementioned data is carried out in particular on the basis of the University of Graz’s overriding legitimate interest (Art. 6(1)(f) GDPR) in ensuring system security, the technical administration of the network infrastructure, and the optimization of the website to fulfill university tasks, taking into account the guiding principles for universities in the fulfillment of their tasks (see Sections 2 and 3 of the University Act).

 

B) Website analysis

Description and scope of data processing
The use of web analytics cookies serves to measure reach and usage, in particular to compile reports on aggregated website activities (reach measurement, estimation of server performance requirements, analysis of accessed content, identification of navigation issues, etc.) and thereby improve our website. In doing so, we fulfill our university tasks (in particular the public education mandate; continuing education mandate; support for national and international cooperation; support for the practical application and implementation of research findings; and support for the societal integration of results from the development and promotion of the arts; informing the public about the fulfillment of universities’ duties) in compliance with the guiding principles for universities (efficiency, economy, and appropriateness of financial management).

1) University of Graz Matomo
Matomo is an open-source web analytics platform operated at the University of Graz as a self-hosted solution. Matomo enables the collection of information about website visitors’ behavior in order to gain insights into usage patterns and, based on this, improve our online presence to fulfill the university’s mission.

2) Google Analytics
Google Analytics is a widely used web analytics tool provided by the U.S. company Google LLC. Google Analytics enables us to collect information about the behavior of website visitors in order to gain insights into usage patterns and, based on this, improve our online presence to fulfill the university’s mission. In particular, user data is collected via cookies and analyzed using the Google Analytics tool to improve our advertising efforts.

Legal basis for data processing
The legal basis for data processing in the course of website analysis is your voluntarily given consent pursuant to Article 6(1)(a) of the GDPR and Section 165(3) of the TKG 2021. You grant us your consent by actively clicking “Accept all cookies” or by actively checking the box under “Cookie Settings” for the respective processing purpose in the cookie banner when you visit our website. No analytics cookies are set before you grant your consent.

Transfer
In connection with the use of the analytics service provider Google LLC, data may be transferred to the United States (a third country).
Currently (as of June 17, 2024), there is a decision by the European Commission declaring the level of data protection for certified companies in the United States to be adequate (“Adequacy Decision”). Google LLC is such a certified company (see the list of certified companies at https://www.dataprivacyframework.gov/list).
Thus, any data transfers to Google LLC in the United States are based on Article 45(1) of the GDPR in conjunction with the EU-US Data Privacy Framework.