Privacy Policy

International Congress of Egyptologists XIII, Leiden 2023 – Privacy Policy

Foundation Thirteenth International Congress of Egyptologists (hereinafter “Foundation”) has the honour to host the 13th International Congress of Egyptologists XIII (hereinafter “Congress”). This policy indicates how the Foundation, as organising committee, uses and protects the personal data that you communicate in relation to your interest in, or attendance at, the Congress or when you visit the website “https://ice2023.com/” (hereinafter the “Website”).

All personal data shall be handled in accordance with the General Data Protection Regulation (hereinafter “GDPR”). The Foundation is considered to be “the controller” of the personal data.  

This Privacy Policy can be amended from time to time. Please be advised to regularly check this Privacy Policy on this page for updates.

 

Who collects your personal data?

Your personal data may be collected by the Foundation. When you fill in the registration form, when you consult and interact with the pages of the Website, when you participate in the Congress  and/or when someone registers you as an accompanying person in the Congress, your personal data shall be handled by the Foundation.

The Website may host links to third party sites, including social network sites. We draw your attention to the fact that these sites collect information about you. In order to know the conditions of use of this data, we invite you to read the privacy policies of the social networks concerned, which is accessible on their websites.

 

What personal data do we collect?

We will only collect the personal data that you provide to us. The personal data shall not be used for any other purpose than for the organisation of, interest in and attendance of the Congress. In relation to this purpose the following information and personal data can be collected and processed.

- During your visit of the Website: In general, you can browse the Website without revealing any personal data. The only information that may be collected during general browsing of the site is information intended for the server log (IP/Internet protocol, domain name, browser type, operating system etc.).

 

- When you register to the Congress:

Last name and first name;

Contact details such as your address and email address;

Your organisation or institution and your position within such organisation or institution;

IAE membership details (if applicable);

Student status (if applicable);

Meetings attendance during the Congress;

Dietary and other requirements

 

- When a person registers you as an accompanying person:

Last name, first name, country;

Contact details (email address);

Dietary and other requirements.

 

- When you contact us:

Your email address

Last name, first name, country;

 

- When you subscribe to the newsletter:

Your email address

 

The provision of certain data may be mandatory. The fields which are compulsory are indicated as such in the form. Please note that without the completion of these fields, we will not be able to register your attendance to the Congress.

- When you participate in the Congress:

Recording of your image: You are informed that the Congress may be recorded in order to broadcast the Congress, publish online the video or promotional video of the Congress in any way such as via a website or social media channel. In this context, your image or voice could be recorded during your attendance of the Congress, especially if you ask questions during speakers presentations.

 

What do we use the collected personal data for?

We use the information we collect about you within the framework of the interest in, registration at and management of the Congress and for the following purposes:

- To manage your registration to the Congress and to send you the relevant information to access and participate in the Congress;

- To organise and manage the Congress;

- To respond to your requests for information;

- To contact you to respond to your request or suggestion;

- To contact you for safety purposes during or after the Congress;

- To facilitate navigation on the Website;

- To manage registration and entries to the Congress;

- To perform analysis and statistics on the Congress participation.

We may use your personal data when necessary to comply with a legal or regulatory obligation.

 

Who is your personal data disclosed to?

We limit access to your personal data only to the members of the organising committee who need to use it. They have an obligation to protect your personal data and maintain its confidentiality.

We may also disclose your personal data to our partners, primarily the International Association Egyptologists, to enable us to fulfil the purposes stated above. In any case, our partners only receive the personal information necessary to carry out the services concerned and are in no case authorized to use this personal data in a context other than in the interest of the Congress.

In any event, we do not transmit your personal data to any other third parties without your prior authorisation, unless the communication of such data is required by the current regulations, in particular at the request of the judicial authority in compliance with the legal provisions.

 

How long do we keep personal data?

The collected personal data is kept for a limited period of time to achieve the purposes it was collected for, and as long as you do not exercise your rights as defined below. Your Personal Data will be deleted within 12 months after the end of the Congress.

We may nevertheless retain some of your personal data for a longer period of time, for the sole purpose of complying with any legal obligation, or to answer any questions or complaints that may be addressed to us after the end of the Congress.

 

Security and confidentiality of personal data

We take the security of your personal data very seriously and strive to protect all data collected. In particular, we strive to prevent your data from being distorted, damaged or accessed by unauthorised third parties.

Thereby, we have implemented protective measures to ensure the confidentiality, security and integrity of your data. We observe confidentiality rules. We also commit to store your data in secure operating environments. These measures take into account the sensitivity of the data we collect, process and store and the current state of technology.

However, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, although we make every effort to protect your personal data, we cannot control the risks associated with the operation of the internet and we draw your attention to possible risks regarding occasional data loss or breach of confidentiality for data transiting via this network.

 

What are your rights regarding your personal data and control of their use?

In accordance with the current legislation, you have the right to access, rectify and delete your personal data, as well as the right to limit the processing and the right to portability of your data.

You are also entitled to object – on legitimate grounds – to the processing of your data and to withdraw your consent when the processing of your personal data is based on this legal basis, and to submit a claim to your data protection authority.

These rights may be exercised by contacting us at the following email address: ice2023@hum.leidenuniv.nl.

 

What are your obligations?

As a user of the Website, you are bound to comply with the current legislation regarding the protection of personal data. In particular, with regard to the personal information you have access to, you must refrain from any collection, any misuse and, in general, any act likely to infringe on privacy, fundamental rights and freedoms.

 

Contact us

If you have any questions or complaints about this Privacy Policy, you can contact us at the following email address: ice2023@hum.leidenuniv.nl.