Terms and conditions

The registration fee is non-refundable and only covers access to the conference. Costs for travel, your stay, food and drinks other than provided by the conference organisation are at your own expense. The registration fee does not include personal travel insurance of any kind. It is strongly recommended that, when registering for the conference and booking travel, a travel insurance policy be taken out to cover loss, cancellation, medical cover, etc., for any reason. In no event shall the conference organisation be liable for death, injury, any loss, damage, cost or expense suffered by any person. The conference organisation also reserves the right to change dates, the program and speakers without notice as a result of circumstances beyond its control. If for any reason the conference is cancelled no expenses whatsoever can be recovered from the conference organisation.

The organisation believes that your privacy is important. On the registration page the user is asked for some personal details. The provided information will solely be used for conference purposes.

Privacy statement

Subject

The GF2020 organisation respects the privacy of any individual and states that any personal data provided to the GF2020 organisation by any means is collected, used and stored in an adequate manner.
In this privacy statement, the GF2020 organisation informs you of the manner in which personal data is collected and used as well as how you can amend your data or have it removed.

This privacy statement provides information for visitors to our website, individuals submitting a registration or other sort of submission via the website or e-mail, as well as participants/exhibitors at one of our events.

General Data Protection Regulation (GDPR) legislation

The General Data Protection Regulation is applicable to the data collection and processing by the GF2020 organisation as the GF2020 organisation is established under the laws of Belgium. It might however be possible that foreign data protection legislation (implementing the General Data Protection Regulation) is also applicable on the data collection and processing by the GF2020 organisation. If you are of the opinion that the GF2020 organisation needs to comply with specific foreign data protection legislation and is not currently compliant, please inform us.

What personal data do we collect and how it is collected?

We only store personal data that is provided to us. This includes, but is not restricted to, all data provided to the GF2020 organisation, by online forms, e-mail or during a telephone conversation or in person. This data includes, but is not limited to, personal data such as your name, affiliation/institution/company, e-mail address.

Aims and Objectives

The GF2020 organisation processes your personal data only for specific aims of the workshop. Below we give a brief description of these aims, also known as the purpose for use.

The GF2020 organisation processes your data in the following situations:

Creation and maintenance of your registration and/or abstract submission for the Ghent Graph Theory Workshop.
Ensuring the accuracy of collected and stored data.
Providing you with information regarding the Ghent Graph Theory Workshop.
Processing payments for the workshop.
Creating an event list of participants consisting of name, affiliation and country, which is shared with other attendees of the workshop to facilitate networking. E-mail adresses will only be included in the offline version of this document. Exclusion from this list is available upon request.
Producing certificates of attendance and/or proof of payment.
Catering for participants with dietary requirements.
Writing an invitation letter, if needed for a visa application.
Creating participant badges required for access to the event.

The GF2020 organisation or a contracted third party can make and publish photo's and/or films for the purpose of publicity or advertising. You cannot derive any rights from this publication.

Use of our website

To analyse the use of the website and to gain insights in its usability, we may track our site using Google Analytics or equivalent tools. This helps us to see how often our website is used, on which dates and times, on which locations and for how long. Please note that in your browser and in your mobile device you can switch off the sharing of this data.

What is the legal basis of processing?

The updated GDPR regulations require a legal basis for each processing of personal data. The personal data you share with us is processed based upon:

The performance of a contractual relationship with you or to take steps at your request prior to entering into this relationship.
Your consent. If we use this basis of processing we will request for your specific, informed consent in such way that you can freely give this. You have the right to withdraw your consent at any time by simply informing us that you withdraw your consent. This withdrawal will not affect the use of your data prior to the withdrawal.
A legal obligation with which we need to comply.
A legitimate interest of the GF2020 in which situation your interest or fundamental rights do not override the GF2020’s interest.

Who has access to your data and to whom is it disclosed?

Your personal data will primarily be accessible for the GF2020 organisation. By registering or submitting an abstract for the workshop, your name, affiliation and country may be visible on the website and in printed media related to an event, to provide conference details and to facilitate networking between participants. Your e-mail address is not visible.

We only share your details with third parties for logistical purposes, under the guidance and control of the GF2020 organisation. Your data is never shared for the purpose of marketing to or contact by third parties for any services other than those offered by the GF2020 organisation.
Only when legally obliged to do so, we will provide your data to authorities, other parties, persons or supervisory bodies, in-line with GDPR regulations.

How do we protect and safeguard your information?

The GF2020 organisation takes the storage and security of your data seriously. Our primary database is located on a dedicated, secured server at the Ghent University. Physical access is limited to staff essential for its maintenance.

Remote access is secured by login. A back-up of this database, crucial in case of damage or hardware failure, is securely stored by Ghent University.

Unfortunately, internet use cannot be completely secured. We, therefore, do not guarantee any aspect related to security or safeguarding of information you have provided us via a data connection.

How can you verify, modify or delete your data?

You have several rights regarding the processing of your personal data. You have a right to request access, correction, deletion, restriction of the use of your data. Please do not hesitate to contact us if you want to exercise any of your rights. To request a copy of the personal data processed by the GF2020 organisation please contact us at: gf2020@ugent.be

How long do we keep your data?

We keep your personal data for as long as we consider this necessary to meet the aims and objectives mentioned above.

Are you obliged to provide us your personal data?

When registering for the workshop or submitting an abstract, you are obliged to provide us with your personal data as it is not possible for us to provide our services without this data. It is your choice to register for the workshop.

Can this privacy statement be modified?

Yes, we are authorized to modify or alter this privacy policy from time to time. An alteration or modification can result from unforeseen circumstances, future legislation or changed policies within the GF2020 organisation. We will inform you of such alterations or modifications on our website.

Cookies

The GF2020 registration and abstract submission forms use cookies on its website. Cookies, generally known as “functional cookies” are used to store your form data to enhance usability during the fill-in process. Legislation allows us to use these functional cookies without your consent, you can control these settings through your web browser.

Contact information

If you have any questions and/or remarks on this privacy statement, please let us know. You can contact us by sending a message to gf2020@ugent.be