What Data Do We Process and How Do We Collect Them?
The only piece of personal information related to you that we process to communicate with you is your contact person name and e-mail address.
This information can be obtained in several ways:
- either in the registration process, when you register to one of the activities that we organize on a regular basis;
- or when you contact us via e-mail to request information about our activities and resources;
- or when you meet a member of our team in professional context and personally communicate to him or her your e-mail address (e.g. by exchange of business cards).
We interpret such behavior as an expression of interest in our activities, and therefore include your e-mail address on our communication lists, both the general CLEF mailing list and lists specific to the labs you have registered to for CLEF 2023.
Why Do We Process Your Data?
We send our communications (which involves processing of your personal data) regularly in order to keep you informed about and coordinate the evaluation activities, recent progress in our projects, the many events we organize and co-organize, and other developments that you (as a participant of the CLEF 2023 edition) may find interesting.
The CLEF 2023 labs you have registered to may use your e-mail address and contact information to provide you registration and access to resources such as, for example, datasets, code repositories, virtual machines as well as to keep you informed about the activities, deadlines, and tasks of their lab.
Legal Basis for Processing
We process your personal data on the basis of art. 6(1)(a) of the GDPR, i.e. with your consent for the specific processing purpose. Your consent for the processing of your e-mail address is express or implied from your behavior (one of the actions listed in section "What Data Do We Process and How Do We Collect Them?" of this document).
In special circumstances, we may process your personal data on the basis of art. 6(1)(f) of the GDPR; in such rare cases, our legitimate interest in carrying out the processing is to provide a better service to all members of the CLEF community.
We will store your e-mail address for as long as we keep sending newsletters. However, you are free to ask us to erase your e-mail address from our lists at any moment. In such a case, your e-mail address will be deleted within a reasonable period of time.
The list of contact addresses that we send our communications to is stored on our servers in Padua, Italy and will not be transferred to anyone, apart from the lab organizers of the selected labs for the purposes mentioned above.
No Automated Decision-Making
We do not use any form of profiling or automated decision-making.
Your Rights with Regard to the Processing of Your Personal Data
The GDPR grants you some important rights with regards to the processing of your personal data. These rights are summarized below (you are invited to consult the relevant articles of the GDPR for more information):
- Right of information (art. 13 and 14 of the GDPR)
- Right of access (art. 15 of the GDPR)
You have the right to obtain from us confirmation as to whether we process your personal data, as well as information on the categories of data we process, how and why we do that etc. You can also request a copy of your personal data that we process, for which we may charge you a reasonable fee based on administrative costs.
- Right to rectification (art. 16 of the GDPR)
If your personal data that we process are incomplete or inaccurate, you have the right to obtain from us rectification of such data without undue delay.
- Right of erasure (right to be forgotten – art. 17 of the GDPR)
In certain circumstances (e.g. if we process your data unlawfully or unnecessarily) you may obtain from us erasure of your personal data.
- Right to restriction of processing (art. 18 of the GDPR)
In certain circumstances (e.g. if you contest accuracy of your data that we process or lawfulness of the processing) you may obtain from us restriction of processing of your data. Such data will not be erased, but in principle can only be processed with your consent.
- Right to data portability (art. 20 of the GDPR)
You may request us to transmit your data that we process to another controller in a structured, commonly used and machine-readable format
- Right to object (art. 21 of the GDPR)
If you did not consent to the processing, or if it is not necessary to comply with a legal obligation, you may always object to it, in which case we shall no longer process your data.
- 8. Right not to be subject to automated individual decision-making, including profiling (art. 22 of the GDPR)
You have the right not to be subject to automated individual decision-making, including profiling. As expressly stated above, we do not resort to such activities.
Moreover, you have the right to:
- Withdraw your consent to the processing of your personal data at any time (art. 7(3) of the GDPR)
by contacting us at email@example.com. The withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.
- Lodge a complaint
with a supervisory authority.
In order to exercise your right of access, contact us at firstname.lastname@example.org.