Privacy and Cookie Policy

We are committed to protecting your privacy and processing your personal data transparently, fairly, and in accordance with the law. This policy details how we handle your personal data for the NanoCONFER application and its related events.

When dealing with your personal information, we follow the laws of the Czech Republic and the European Union. Specifically, we adhere to Act No. 110/2019 Coll. regarding personal data processing and Regulation (EU) No. 2016/679, known as the General Data Protection Regulation (GDPR).

Who is Responsible for Your Data? (Data Controller)

The entity responsible for deciding *why* and *how* your personal data is processed (the "Data Controller") is the event Organizer:

University of West Bohemia
Univerzitni 8, 306 14, Pilsen, Czechia
Contact address: cdee@fel.zcu.cz
Homepage url: [https://www.diagnostika.zcu.cz/](https://www.diagnostika.zcu.cz/)
(referred to as "Organizer" or "we" or "us")

Who Processes Data on Our Behalf? (Data Processor)

We use the "NanoCONFER" application to manage the conference. The owner of this application processes your data on our behalf and strictly according to our instructions. The "Data Processor" is:

Ondřej Michal
Nadrazni 108/6, 397 01 Pisek, Czechia
IN: 04674944, VAT number: we are not VAT payers
Contact address: jsem@ondrejmichal.cz
Homepage url: [https://ondrejmichal.cz/](https://ondrejmichal.cz/)
(referred to as "Nanoconfer owner")

What Personal Information We Collect

Personal data means any information about an identified or identifiable natural person. We collect the following personal information for specific purposes:

Registration

Username
Email address

Filling your profile information (optional)

First Name
Last Name
Affiliation
Country

Submitting abstract or paper

First Name
Last Name

Important Note on Co-Authors: When you submit an abstract or paper, you provide the First Name and Last Name of your co-authors. By submitting, you confirm you have informed your co-authors about this privacy policy. We process this data based on our legitimate interest in managing the conference program and ensuring proper academic attribution.

Registration as participant

First Name
Last Name
Email address

Access logs

Similar to most websites, our servers maintain access logs (including IP address, browser type, and operating system). We process these logs based on our **legitimate interest (Article 6(1)(f) GDPR)** to ensure the security, reliability, and robust performance of our services, and to protect against DDoS attacks, scanning, and other hacking attempts.

Data Storage, Processing Services and Security

The Nanoconfer owner acts as our technical processor. The servers handling your data are hosted in certified (ČSN EN ISO 9001:2016, ČSN ISO/IEC 27001:2014) and secured data centers located in Czechia, owned by our sub-processor, **INTERNET CZ, a. s.**

Each event has its own iteration of the NanoCONFER installation and database, identifiable by a unique subdomain address (current iteration is: [https://diagnostika.nanoconfer.cz](https://diagnostika.nanoconfer.cz)), ensuring data separation. We employ TLS encryption to secure and protect confidential information you send to us. A secure connection is indicated by "https://" and a lock icon in your browser's address bar.

Our Legal Basis and Purpose for Processing Data

We only process your data when we have a valid legal reason to do so under the GDPR. Our purposes and legal bases are as follows:

To Fulfill Our Contract (Article 6(1)(b) GDPR):
We process the data you provide during Registration, Profile Filling, Submission, and Participant Registration to provide you with the conference services you signed up for. This includes managing your account, processing your submissions, communicating with you about the event, and running the conference.
Based on Our Legitimate Interest (Article 6(1)(f) GDPR):
We process certain data based on our legitimate interests. This includes:
- Processing server Access Logs to ensure the security and stability of our website.
- Processing Co-Author data to manage the academic program, create the book of abstracts, and ensure correct attribution.
With Your Explicit Consent (Article 6(1)(a) GDPR):
We may wish to inform you about future events or other related activities. We will only do this if you provide your separate, explicit, and freely given consent (e.g., by ticking an optional, un-checked box). You can withdraw this specific consent at any time by emailing us or using an "unsubscribe" link.

The Nanoconfer owner, as our processor, is authorized to use the data solely for these specified purposes on behalf of the Organizer and will not share it with other third parties without our written consent, unless required by law.

How Long We Keep Your Data (Data Retention)

We will not store your personal data for longer than is necessary for the purposes for which it was collected.

Conference Data: Personal data related to your registration, profile, and submissions will be retained for the duration necessary to manage the conference and for a period of 12 months after the event concludes. This allows for post-event communications (e.g., certificate distribution, proceedings) and archival of the event program. After this period, your personal data will be deleted or anonymized.
Access Logs: Security access logs are deleted on a rolling basis, typically after 30 days.
Marketing Consent: If you have consented to marketing communications, we will retain your contact details for this purpose until you withdraw your consent.

What are your rights in relation to data protection?

You have the following rights under the GDPR in relation to your personal data:

The right of access to your personal data (Article 15).
The right to rectification of inaccurate personal data (Article 16).
The right to erasure ("right to be forgotten") of your personal data (Article 17).
The right to restriction of processing (Article 18).
The right to data portability (Article 20).
The right to object to processing based on legitimate interests (Article 21).
The right to withdraw consent at any time (where processing is based on consent, such as for marketing). This can be done in writing or electronically to our email or the email of the Organizer.

You also have the right to lodge a complaint with a supervisory authority. The supervisory authority in the Czech Republic is the Office for Personal Data Protection (Úřad pro ochranu osobních údajů), located at Pplk. Sochor 27, 170 00 Prague 7, www.uoou.cz.

Updates to the Privacy Policy

We may modify or update this Privacy Policy from time to time. Any changes will become effective when posted on this page.

Cookie Policy

What are Cookies?

Cookies are small pieces of text sent to your web browser by a website you visit. A cookie file is stored in your web browser and allows the NanoCONFER website to recognize you and facilitate your use of the site. Cookies are harmless and do not contain viruses.

How NanoCONFER Uses Cookies

We divide the cookies we use into two categories:

1. Strictly Necessary Cookies
These cookies are essential for the website to function. They are used to support essential login-related functions, manage your session, and ensure secure access to NanoCONFER services. These cookies do not require your consent and are processed based on our legitimate interest in providing a functional and secure service.

2. Analytics Cookies (Non-Essential)
We use these cookies to collect anonymized information about how users interact with our website. This helps us analyze user behavior, improve the website's functionality, and enhance your overall experience. These cookies are **non-essential** and will **only** be placed on your device if you give us your **explicit, active consent** via our cookie consent banner.

Your Consent for Cookies

Upon your first visit to our website, you will be presented with a cookie consent banner. This banner allows you to either "Accept" or "Reject" non-essential Analytics cookies. Rejecting them will have no impact on your ability to use the core services of the website.

Your consent is granular, optional, and is not bundled with agreeing to this privacy policy or using our service. You can change your cookie preferences at any time in your profile.

Contact Information:

If you have any questions or concerns about our privacy practices or your rights, please contact the Data Controller (Organizer) at cdee@fel.zcu.cz or the Data Processor (Nanoconfer owner) at jsem@ondrejmichal.cz.

The last update of these terms has taken place on 01.11.2025.