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This privacy policy is effective as of: July 14, 2016.
This privacy policy was last updated on: December 04, 2025.

 

Privacy policy

 

MOBILE APP

  1. The Conference4me apps processes the following personal data of users:
    1. First name
    2. Last name
    3. Email address
    4. Biography
    5. Place of work
    6. Pictures
  2. Conference4me uses conference data available on the official conference websites, data provided by the conference organizers or imported from conference management systems.
  3. In order to provide additional features, the application requires to enter some non-personal data (such as: registration ID in order to be able to vote on a booth during an exhibition and for the purpose of anonymous participation statistics; device model and device software version for statistics generation and quality assurance). This information is kept in the app data till the application uninstallation.
  4. To provide conference usage statistics we store IP addresses used to download Conference4me application. They are not linked to any personal or non-personal data.
  5. In order to provide additional features, the application requires to import some personal data (such as email address) from Conference Management System of choice. This information is kept in the app data till the application uninstallation and will not be disclosed to any third party.
  6. Installing application on the Android platform requires to accept the following permissions:
    1. Network communication
      1. It needs full network access to download and update the conferences, news, etc.
    2. Non-personal information like UUIDs
      1. It needs to create anonymous participation statistics for conference organizers
      2. It needs to read device model and software version to maintain high quality of application
    3. Camera, Battery Affects
      1. It needs hardware control in order to scan QR codes and barcodes
    4. Calendar
      1. Application may ask you during usage for access to calendar. This is required to create meetings in calendar for events in my agenda.
    5. Photo/media/files
      1. It needs access to external storage for the purpose of QR codes and barcodes library we use (zxing)
  7. Conference data will be visible to anyone who download Conference4me application with specific conference view.
  8. We do not knowingly collect or use any personal data from children under age of 13. If we learn that we have any information from a child under 13 years old, we will delete them as soon as possible.
  9. By using the Conference4me application, you warrant that you have read and agree to use it with regard to this policy.

GENERAL DATA PROTECTION REGULATION (GDPR)

  1. We hereby inform that the collected personal data is administered by the Institute of Bioorganic Chemistry, Polish Academy of Sciences, address: ul. Z. Noskowskiego 12/14, 61-704 Poznań; REGON [National Business Registry Number] 000849327; NIP [Tax Identification Number] 777-00-02-062.
  2. The person responsible for processing your data is the Data Protection Officer: dpo@ibch.poznan.pl.
  3. Your personal data shall be processed for the following purpose(s):
    1. Implementation of the cooperation concluded between us for the use of Conference4 me (Article 6, paragraph 1, letter b of the GDPR);
    2. We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/ (Article 6, paragraph 1, letter f of the GDPR);
  4. We will process your personal data for the duration of your use of Conference4me and then for 2 years.
  5. Personal data may be disclosed to authorized employees of the Institute, entities through which the controller pursues its objectives on the basis of a concluded agreement, and may also be made available to entities authorized under the law.
  6. The data will be transferred to an organization with servers located in the United States, pursuant to a cooperation agreement between us, in relation to which an adequate level of protection of your personal data has been established – pursuant to the decision of the European Commission of July 10, 2023 (EU-US Data Privacy Framework, New Privacy Shield). – Microsoft 365. For information on data security measures and how to obtain a copy of these measures or where they are available, please contact our Data Protection Officer.
  7. The data subject has the right to:
    1. access personal data and receive a copy thereof,
    2. rectify personal data,
    3. restrict the processing of personal data,
    4. erase personal data,
    5. transfer personal data to another controller

The above rights may be exercised by writing to our registered office or to dpo@ibch.poznan.pl. The possibility of fulfilling the request will be considered on a case-by-case basis.

  1. A natural person has the right to object to the processing of their personal data by writing to our registered office or to dpo@ibch.poznan.pl. The possibility of fulfilling the request will be considered on a case-by-case basis.
  2. A natural person also has the right to lodge a complaint directly with the supervisory authority (President of the Personal Data Protection Office, ul. Moniuszki 1A, 00-014 Warsaw), stating the circumstances of the situation and their position on the matter.

ORDER FORM

  1. Here is a list of the required data to make an quotation request via form: Name, Last name, email address, conference details (name, dates, website), chosen package/product, conference management system, ordered features and payment method. We need all the information to make an offer for you and to contact if you decided to use Conference4me service during your conference.
  2. To gather all the information, we use Captain Form as a provider of the form. The data are stored in their servers and the backup is on our Google Drive.
    Captain Form policy is available at: https://www.captainform.com/privacy-policy/

CONTACT FORM

Here is a list of the required data to make a quotation request via form: Name, Last name, email address, conference name or website, subject of conversation, message. We need all the information to contact you back with best solution for your issue. To gather all the information, we use 123 Form Builder as a provider of the form. The data are stored in their servers. 123 Form Builder policy is available at:
https://www.123formbuilder.com/termsofservice.html#data-privacy

INDICO (indico3.conference4me.psnc.pl)

This is our instance of the Indico conference management system (https://getindico.io/). Here is a list of the required data to create an account in the system and to create the conference entry: first and family name, affiliation, email, preferred language, login, password.

CONFERENCE ORGANIZER PANEL

In order to provide you with additional features in Conference4me application for your conference, it is required to register an organizer account via Conference4me Organizer Panel. Mandatory sensitive data to be entered are: e-mail address, name, surname, organization name and password. If you fill the order form you agree with our terms of service by checking optional checkbox in the form.

For questions and concerns, please contact with us: c4me-technical-support@man.poznan.pl