Privacy policy

Whether you are a conference participant, author, shepherd, program committee member, advisory board member, interested party or even just a website visitor: We respect and protect your privacy. In accordance with article 13 of the EU General Data Protection Regulation (EU-GDPR), we – Hillside Europe e.V. – inform you here about the way in which we collect, process and use your personal data.

In the following, we give you an overview of the personal data we collect from you and what we are using it for. We will also inform you of your rights under the applicable data protection law and whom to contact if you have any questions.

Who are we?

Hillside Europe e.V. is a non-profit organization based in Bonn, Germany. Hillside Europe is represented by the Executive Board of Dr. Christian Kohls, Dr. Uwe van Heesch and Dr. Niels Seidel.

Address: Hillside Europe e.V. c/o Niels Seidel, Argelanderstr. 24, 53115 Bonn, Germany
Web: http://www.europlop.net/
Email: info@europlop.net

Data processing

1) What kind of personal data is processed?

We collect your personal data if you use our conference tool named PASTURE, e.g. if you

In detail the following types of data are processed:

2) Where does this data come from?

3) What do we use this data for and what is the legal basis for this?

Performance of a contract (Art. 6.1b of the EU-GDPR):

Usually, you have a business relationship with us (current contract) or data processing is necessary on your request to carry out pre-contractual actions, for example:

Due to legal requirements (Art. 6.1c of the EU-GDPR):

As a non-profit organization, we are subject to numerous tax and commercial law regulations. To comply with these regulations, we must process and store your data.

On the basis of your informed consent (Art. 6.1a of the EU-GDPR):

In some cases, you have given us your informed consent to process your data, e.g. if you have submitted a paper to one of our conferences. You can revoke this consent at any time. Revoking the consent prohibits attendance at our conferences. It also prohibits that our PC members and shepherds review your work and provide feedback to it.

To fulfill your wishes and to improve our offers based on a balance of interests (Art. 6.1f of the EU-GDPR):

4) How long do we store your data?

For the storage duration of your data different time limits apply:

Do we pass your data to third parties?

a) Within Hillside Europe

Within Hillside Europe we use your data to inform you about upcoming conferences, call for papers, deadlines, and publishing instructions that fit your needs. We guarantee that we will always process your personal data in accordance with the provisions of the applicable data protection laws.

b) External service providers

We are using a number of external service providers and cloud service providers to help us deliver our event and IT services. These are for example

All of these service providers have been carefully selected by us and committed to the careful observance of all relevant data protection regulations. At the same time, of course, we only pass on the minimum amount of data required to use these services.

c) Passing to other event organizers

If we perform a conference together with an external organizer, we pass all relevant data to the external organizer in order to carry out the conference. For the EuroPLoP conferences we are working together with Kloster Irsee – Tagungs-, Bildungs- und Kulturzentrum des Bezirks Schwaben, Klosterring 4, D-87660 Irsee, Germany. If you attend a conference we will normally pass your contact data, arrival and departure schedule, the number of companions, wishes concerning catering and hotel accommodation to the conference organizer.

d) Collaborating on Google Drive

Furthermore, we store personal data like name and email address in the Cloud (concretely in a single Google Sheet accessible by the conference chairs) for organizing the conference:

Also, materials like handouts produced before or during the conference will be stored in the Cloud (in a personal Google Drive accessible by the conference chairs) to be available for later usage. In particular, this is the conference newspaper “Kloster Hearsay” which may contain names, email-addresses, contributions, stories, and pictures of participants.

The versions of paper submissions, which are used and distributed for the writers’ workshops, as well as the final versions for publication, are stored on the personal Google Drive accessible by the conference chairs.

e) Passing to publishers

If you are an author we are passing your email address, contact data, as well as your final submission to external publishers, like the ACM, which cooperate with us.

f) Catalog

On the website of Hillside Europe, we maintain a catalog of past conferences with all contributions submitted and intended for publication. This catalog contains only the contributions approved for publication by the respective authors. We collect at least the title, authors, abstract and a link to the publisher. As the catalog is a list of already published works, it is not intended to delete individual contributions from the catalog.

g) Transfers to third countries

If we process data in a third country (i.e. outside the European Union (EU), the European Economic Area (EEA) or the Swiss Confederation) or if this is done in the context of the use of third party services or disclosure or transfer of data to other persons or companies, this only occurs if it is done to fulfill our (pre)contractual obligations, on the basis of your consent, a legal obligation or on the basis of our legitimate interests. Subject to express consent or contractually required transfer, we process or allow the data to be processed only in third countries with a recognized level of data protection, which includes US processors certified under the "Privacy Shield" or on the basis of special guarantees, such as a contractual obligation through so-called standard protection clauses of the EU Commission, the existence of certifications or binding internal data protection regulations (Art. 44 to 49 DSGVO, information page of the EU Commission).

h) Participant lists

If you participate in one of our conferences, we can provide each participant with a printed list of all participants (name, affiliation, city) to support the networking of participants.

What other rights do you have?

a) Rights of access, rectification, deletion, and objection

In accordance with articles 14-17 of the EU-GDPR, we hereby inform you that you have the right to access, rectify, delete or restrict the processing of your data at any time.

b) Right of withdrawal

Your right to withdraw a given consent based on EU-GDPR Art. 6.1.a at any time, without affecting the lawfulness of processing based on consent before the withdrawal.

c) Right of withdrawal to the use of your data for direct marketing purposes

Based on a balance of interests, we may use your data to promote upcoming conferences. You have the right to object at any time. The objection can be made informally by email or letter and should be addressed to info@europlop.net if possible.

d) Right of appeal

Lodge a complaint with the competent supervisory authority is always possible.

Usage of Cookies

Cookies are small text files that are sent to your computer when you use PASTURE. We use cookies exclusively to implement special user functions (so-called session cookies). In some cases, therefore, you may not be able to use our websites as intended without cookies. However, we do not use cookies to create user profiles.

Web Analytics and content integration

We are not using any web analytics service and do not integrate content from third parties in PASTURE.

Further information

You can always contact us for further questions or comments. The best way is to contact by email (info@europlop.net).






Version 2020/01/10