INFORMATION ON PERSONAL DATA PROCESSING

in connection with participation in the 13th International Asian Congress:

I. Personal Data Controller

The controller of your personal data is the organizers of the International Asian Congress, i.e.:

1. the Asia and Pacific Society with its registered office at ul. Lubicka 44, 87-100 Toruń,
2. the Centre for Eastern and African Studies with its registered office at ul. Lubicka 44, 87-100 Toruń,
3. the Faculty of Political Science and International Studies of the University of Warsaw with its registered office at ul. Krakowskie Przedmieście 26/28,
4. the Faculty of Law and Administration of the Nicolaus Copernicus University in Toruń, ul. Władysława Bojarskiego 3.
5. Faculty of Economics and Management, Nicolaus Copernicus University in Toruń at ul. Jurija Gagarina 13a.

The person acting on behalf of the Controllers can be contacted at the above-mentioned address, the email address contact@iacongress.pl, or by phone at 48 56 664 22 35. The Controllers have not appointed a joint Data Protection Officer.

II. Processing of Personal Data

Personal data are processed by the Controllers for the following purposes:

1. establishing contact with the data subject;
2. preparing and conducting the 13th International Asian Congress;
3. conducting promotional activities for the above-mentioned event and its subsequent editions;
4. creating materials summarizing the event, including photographic documentation;
5. forwarding participant data to the relevant authorities in order to obtain funding for the Congress.

Personal data are processed by the Controllers based on:

1. consent to the extent that the data subject has given consent (Article 6(1)(a) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) of 27 April 2016 (OJ L 119, p. 1) – hereinafter referred to as the GDPR);
2. legitimate interests pursued by the Controller (Article 6(1)(f) of the GDPR), in particular in the conduct of promotional activities and the preparation of event summary materials (Recital 47 of the GDPR Preamble)

The Controllers process the following categories of personal data:

1. name and surname;
2. telephone number and email address;
3. address;
4. academic degree;
5. other personal data obtained voluntarily from the data subject or made available in publicly available sources.

The Controllers will process personal data for a period of 2 years from the end of the event, provided that the Controller will not delete data that has been published or destroy copies of event summary materials that will be provided to third parties.

The Controllers do not profile personal data.

The Controllers may transfer personal data to recipients in countries outside the European Union ("third countries") as part of promotional activities on social media.

III. Recipients of Data

The recipients of personal data may include:

• the Controllers' employees and associates,
• entities processing personal data on behalf of the Controllers, including: IT service providers, the honorary patron of the event, and accounting and bookkeeping service providers, with the indicated individuals/entities processing data solely on the basis of a contract or authorization issued by the Controllers.

IV. Rights related to personal data processing

In connection with the processing of your personal data, you have the following rights:

1. The right to withdraw consent to data processing,
2. The right to access your personal data,
3. The right to request rectification of your personal data,
4. The right to request erasure of your personal data,
5. The right to request restriction of personal data processing,
6. The right to object to data processing – in cases where we process your data based on our legitimate interest,
7. The right to data portability, i.e., the right to receive your personal data from us in a structured, commonly used, machine-readable format, and the right to request that we transmit this data to another controller,
8. The right to lodge a complaint with the supervisory authority responsible for personal data protection in Poland, i.e., the President of the Personal Data Protection Office.

To exercise the above rights, please contact the Controllers using the contact details provided in Section I.