Privacy notice
Information on Processing Your Personal Data Within the Scope of European Quantum Technology Summer School 2025 Pursuant to Art. 13 of General Data Protection Regulation (GDPR)
Version 1.0 of June 05, 2025
This data privacy policy describes how your personal data is processed within the scope of the European Quantum Technology Summer School 2025 (EQTSS 2025). By issuing this policy, Paderborn University is complying with its duty to provide information pursuant to Art. 13 of the EU General Data Protection Regulation (hereinafter referred to as GDPR). With regard to the terms used in the following, e.g. “personal data”, “processing”, “controller”, etc., please refer to the definitions in Art. 4 of the GDPR.
1. Name and Contact Data
The responsible entity (“controller”) for processing your personal data within the scope of EQTSS 2025 is Paderborn University, a legal corporation under public law funded by the German state of North Rhine-Westphalia. It is represented by the President.
1.1 Name and contact data of controller
Universität Paderborn (Paderborn University)
Warburger Str. 100
33098 Paderborn, Germany
Tel.: +49 (0)5251 60-0
Web: https://www.uni-paderborn.de
1.2 Contact Partner for EQTSS 2025
Prof. Dr. Stefan Sauer
Phone: +49 (0)5251 60-6820
Email: sauer(at)uni-paderborn(dot)de
Web: https://go.uni-paderborn.de/sts
1.3 Contact details of data protection officer
The Data Protection Officer of Paderborn University can be reached by postal mail at the address of the controller listed above or as follows:
Email: datenschutz(at)uni-paderborn(dot)de
Tel.: +49 (0)5251 60-4444
Web: https://www.uni-paderborn.de/datenschutz/
2. Categories, Purposes and Legal Bases of the Processing of Your Personal Data
Within the scope of EQTSS 2025, Paderborn University will process your personal data as follows for the following purposes and in line with the legal bases listed below:
- Registration data
- Personal data: title*, first name, surname, salutation, e-mail address, address*, country, phone number*, organisation, position* [providing data marked with * is optional]
- Additional personal data: holder of German / NRW public transport ticket, dietary information, mobility restrictions* [providing data marked with * is optional]
- Bank data (speakers and organizers only): name of bank, IBAN, BIC
- Hotel room preferences: yes/no, name of potential roommate
- Purpose(s)
- Data is collected via Paderborn University’s Indico registration system and is processed to organize the participation in the EQTSS 2025 event:
- Registration and participation management (e.g. name tags, list of participants, monitoring of participation)
- Communication with participants regarding EQTSS 2025 (including sending by e-mail the link to an anonymous feedback form)
- Food provisioning, accommodation, public transport on-site (e.g. commute between SICP and university campus)
- Accounting of expenses (list of participants including first name, surname, and organisation)
- Reimbursement of travel expenses (if applicable; personal data, bank data)
- Legal basis/bases
- GDPR Art. 6 (1) (a) and (b)
- Photography, video and audio recordings
- Photography and audio/video recordings of the event, particularly video recordings of lectures and keynotes
- Purpose(s)
- Photos and/or film recordings are to be made during the event. The recordings will be used exclusively for reporting on the event and for public relations work and will be published in print and online media of Paderborn University.
- Event participants have the right and opportunity to inform the photographers at any time that they do not wish to be photographed. If photographs are specifically taken of individuals, the photographers will obtain consent to take and use the photographs.
- The processing of personal data for the organization of the event is based on the consent of the data subjects in accordance with Art. 6 para. 1 lit. a) GDPR.
- Photos and film recordings are made by the organizer to perform a task in the public interest for the purpose of reporting and advertising for subsequent events. The legal basis is Art. 6 para. 1 sentence 1 lit. e), para. 3 GDPR, § 3 para. 1 DSG NRW i. V. m. § 3 Abs. 1, § 8 Abs. 6 HG NRW as well as for the use of screenshots Art. 6 Abs. 1 S. 1 lit. e), Abs. 3 DS-GVO, § 3 Abs. 1 DSG NRW, i. V. m. § 8 Abs. 6 HG NRW or § 23 KUG. These are exclusively recordings that can be considered necessary for public relations work. Further recordings are made exclusively on the basis of your consent in accordance with Art. 6 para. 1 subpara. 1 lit. a) GDPR.
- Legal basis/bases
- GDPR Art. 6 (1) (a)
3. Recipients of Your Personal Data
In principle, Paderborn University do not transfer your personal data that is processed by Paderborn University within the scope of EQTSS 2025 to third parties, subject to the data processing described below. In individual cases, data may be transferred to third parties in compliance with a legal requirement, for example to law enforcement authorities for the purpose of investigating criminal offences within the extent of the provisions of the German Code of Criminal Procedure (Strafprozessordnung/StPO) or for the purpose of asserting claims for damages in the event of copyright violations. If (technical) service providers have access to personal data, in case of need the data is processed on the basis of an arrangement in accordance with Art. 28 GDPR. In the event data is processed with other controllers, in case of need the data is processed on the basis of an arrangement in accordance with Art. 26 GDPR. Within Paderborn University, your personal data will only be provided to only those departments and employees that are authorised and that require the data in order to fulfil the aforementioned purpose(s).
As hotel accommodation of EQTSS 2025 participants will be arranged by Paderborn University, personal data (title, first name, surname, salutation) as well as shared room allocations will be provided to the Welcome Hotel Paderborn (or other hotels if required).
4. Transferring Your Personal Data Outside of the EU
In principle, no personal data is transferred to countries outside the European Economic Area and associated countries (no “third country transfer”). If such a transfer becomes necessary, Paderborn University will inform you of this separately.
Important note if your data or publications are made available on the Internet:
Please note that whenever personal data is published on the Internet, the personal data can be accessed by anyone in the world – including with the help of “search engines” (e.g. Google). As a result, personality profiles can be created by linking this data with other data about you that is available on the Internet including social media services. The data can also be used by third parties for other purposes, without our having full control over it. Archive functions of search engines (e.g. www.archive.org) allow access to the data even if it has already been changed or removed from the university’s Internet presences mentioned above. With the use of your personal data within the Internet, data can also be transferred to other countries outside the EU and may be stored and used there for unknown purposes. You might not be able to assert your rights, as the level of data protection may be lower than in the EU.
5. Duration of Storage of Your Personal Data
Your personal data that process within the scope of EQTSS 2025 from Paderborn University as described above will generally be deleted as soon as it is no longer required for the purposes for which it was collected, i.e., December 31, 2025. If necessary, the documents are taken over from the University Archives, where they are usually kept indefinitely.
If and to the extent that the processing of your personal data is based on your consent, your data will only be stored until the time you withdraw your consent, unless there is also another legal ground for the processing (Art. 17 (1) (b) GDPR).
6. Your Rights as a Data Subject
As a data subject, you may assert the rights granted to you by the GDPR at any time; these are:
- the right to know if and which of your personal data is being processed in accordance with Art. 15 GDPR, Section 12 DSG NRW;
- the right to have any inaccurate personal data about you rectified or incomplete data completed in accordance with Art. 16 GDPR;
- the right to have your personal data deleted (erased) in accordance with Art.17 GDPR, Section 10 DSG NRW;
- the right to have the data processing restricted in accordance with Art. 18 GDPR;
- the right to transmit any data about you in accordance with Art. 20 GDPR.
7. Withdrawal of Consent
Any consent that may have been granted can be revoked (withdrawn) in whole or in part at any time without providing a reason. The withdrawal of consent shall not affect the lawfulness of processing based on the consent before its withdrawal (Art. 7 (3) GDPR). If you revoke your consent, Paderborn University will not be allowed to continue the data processing based on this consent in the future. If you want to revoke your consent in whole or in part, all you need to do is send an e-mail to datenschutz@uni-paderborn.de.
8. Right to Lodge a Complaint
In addition to the aforementioned rights, you also have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR) if you believe that the processing of personal data relating to you infringes the requirements of data protection law for example, the complaint can be submitted to the state commissioner responsible for overseeing the university: Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (State Commissioner for Data Protection and Freedom of Information in North Rhine-Westphalia), Kavalleriestr. 2-4, 40213 Düsseldorf, Germany; phone: +49 (0)211 38424-0, e-mail: poststelle@ldi.nrw.de
9. Automated Decision-making / Profiling
Paderborn University does not use automated decision making or profiling according to Art. 22 GDPR.
10. Validity of Data Privacy Policy
Paderborn University reserves the right to amend this data privacy policy in order to revise it in compliance with any changes in relevant laws or regulations or to better serve your needs. The valid and applicable version of this data privacy policy is the latest version published by Paderborn University. Therefore, please note the current version number of the data privacy policy.