RODO

Information Clause on the Processing of Personal Data of Participants of the
International Scientific Conference MSTM 2026

Pursuant to Article 13 of Regulation (EU) 2016/679 of the European Parliament and of the
Council of 27 April 2016 he General Data Protection Regulation, hereinafter referred to as the
“GDPR”, we hereby inform you that:

1. The controllers of the personal data of conference participants are:

a) The Association of Quality and Production Managers, with its registered office at ul.
Okólna 11/11, 42-218 Czestochowa, Poland, within the scope of financial services
and settlement of conference costs;

b) Czestochowa University of Technology, with its registered office at ul. J.H.
Dąbrowskiego 69, 42-201 Czestochowa, Poland, within the scope of substantive
preparation of the conference programme, reviewing scientific papers,
organisational support for participants, accepting applications, registering
participants, handling correspondence at mstm@pcz.pl, maintaining the conference
website, supporting the conference in a hybrid
format via the telco.pcz.pl platform, as well as editing, publishing and updating
information concerning the conference.

2. The controllers process personal data within the scope resulting from the organisational,
financial, substantive and promotional tasks entrusted to them in connection with the
conference.
3. Contact details of the controllers and Data Protection Officers:

a) Contact with the Association of Quality and Production Managers: office@smjip.eu
b) Contact with the Data Protection Officer of Czestochowa University of Technology:
iodo@pcz.pl
c) In matters concerning the organisation of the conference, contact may also be made
at: mstm@pcz.pl

4. The personal data of conference participants will be processed for the following purposes:

a) organising and conducting the conference;
b) accepting applications and registering participants;
c) conducting organisational communication related to the conference;
d) preparing the conference programme and handling the process of reviewing
scientific papers;
e) issuing certificates of participation;
f) fulfilling accounting, tax, bookkeeping and financial obligations;
g) documenting the course of the conference, including taking photographs and
making audio-video recordings;
h) conducting online transmission of the conference;
i) providing information about the conference and promoting the conference, in
particular by publishing information, photographs, recordings or reports on the
conference website, the organisers’ websites, social media and in post-conference
materials.

5. Personal data will be processed on the basis of:

a) Article 6(1)(b) GDPR - to the extent necessary to enable the participant’s participation
in the conference, including accepting the application, registration, handling
participation and issuing a certificate;
b) Article 6(1)(c) GDPR - to the extent necessary to fulfil legal obligations imposed on
the controller, in particular accounting, tax and bookkeeping obligations;
c) Article 6(1)(f) GDPR - to the extent necessary for organising, documenting and
providing information about the conference, pursuing or defending against possible
claims, and conducting promotional activities related to the conference, as the
legitimate interest of the controllers;
d) Article 6(1)(a) GDPR - to the extent to which data processing, in particular the
individual use of a participant’s image in promotional materials, is carried out on
the basis of voluntary consent.

6. Where processing is based on consent, the data subject has the right to withdraw consent
at any time, without affecting the lawfulness of processing carried out before its
withdrawal.
7. The controllers may process, in particular, the following personal data of participants:
first name and surname; e-mail address; telephone number, if provided; name of the
institution or organisational unit; data necessary to issue accounting or settlement
documents; information concerning participation in the conference, including
applications, attendance, presentations or publications; image and voice, if recorded
during the conference in connection with transmission, recording or photographic
documentation.
8. The recipients of personal data may include:

a) entities providing IT, hosting, telecommunications or technical services;
b) entities handling online transmission, communication platforms or participant
registration systems;
c) entities providing accounting, bookkeeping, payment or financial services;
d) accommodation facilities, entities organising study visits, accompanying events or
excursions - where applicable;
e) users of websites, social media and other communication channels on which
information, photographs, recordings or reports from the conference will be
published;
f) operators of websites, online platforms and social media;
g) other entities authorised to receive data under applicable law.

9. Personal data will be disclosed only to the extent necessary to achieve the indicated
purposes of processing.
10. Information on transmission, recording and publication of image:

a) The conference is streamed live online and recorded in the form of photographs,
audio-video recordings or written reports.
b) In connection with participation in the conference, the image of participants may be
recorded and subsequently disseminated for documentation, informational and
promotional purposes related to the conference, in particular on the conference website,
the organisers’ websites, social media and in post-conference materials.
c) Recording and disseminating reports from the course of the conference, including the
image of participants, may take place on the basis of the legitimate interest of the
controllers.

11. Data retention period:

a) Personal data will be stored for the period necessary to organise, conduct and settle
the conference.
b) Data processed in connection with accounting, tax and bookkeeping obligations will
be stored for the period required by law.
c) Data processed for the purposes of pursuing or defending against claims will be stored
until the expiry of limitation periods for possible claims.
d) Photographic materials, recordings and reports from the conference may be stored
for the period necessary to achieve documentation, informational and promotional
purposes, no longer than for the period justified by those purposes, unless legal
provisions require a longer retention period.

12. The data subject has the right to:

a) access their personal data;
b) rectify their data;
c) erase their data, in cases specified in the GDPR;
d) restrict the processing of their data;
e) object to the processing of their data;
f) data portability, where processing is based on consent or a contract and is carried out
by automated means;
g) withdraw consent at any time, where processing is based on consent;
h) lodge a complaint with the President of the Personal Data Protection Office.

13. Voluntary provision of data:

a) Providing personal data is voluntary, but necessary to participate in the conference.
b) Failure to provide data necessary for registration, organisational communication or
settlement of participation in the conference may prevent participation in the
conference, issuance of a certificate or completion of settlements.

14. Transfer of data outside the European Economic Area:

a) As a rule, personal data will not be transferred outside the European Economic Area.
b) If, in connection with the use of IT tools, online platforms, social media or online
transmission services, data are transferred outside the European Economic Area, such
transfer will take place only in accordance with the rules laid down in the GDPR.

15. The personal data of conference participants will not be used for automated decision-
      making, including profiling