Privacy Policy

SGEM Privacy Policy/ GDPR

Updated: May 23, 2018

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Introduction

General & Mandatory Information

• Data protection

• SSL & TSL Encryption

• Payments on SGEM Sites

• Information, blocking, deletion

Data Collection on SGEM Sites

• What information we collect

• Information you provide directly to us

- SGEM Profile Information

- Conference Registration information

- Comments and other public activities

• Non-personal data collected automatically 

- Tracking information for our site

- Device data

• Cookies

• Server Log Files

• Contact Form

• Registration on SGEM Sites

Newsletter

Plugins and Tools

• Google Fonts

• Google Maps

Our GDPR Updates

Changes to this Privacy Policy

How to contact us


Introduction

SGEM is a global scientific community, welcoming scientists from all over the world to exchange ideas, to define the research priorities and to examine the nature of disciplinary and interdisciplinary scientific concepts that arise in the context of ‘real world’ applications in the fields of Earth and Geo Sciences, Social Sciences and Art. While gathering information about the people who use our website /sgemflorence.org/, our apps, platforms and related sites (collectively referred to as “SGEM Sites”), we take your privacy very seriously and make every effort to safeguard your personal data. This privacy policy is intended to inform you of what information we collect, how this information is used and what steps we take to protect this information, as well as providing you a process to update, change or delete your personal data.

By using SGEM Sites, you agree to our privacy policy. If you wish to update your personal information or any specific consent that you have provided to SGEM Conferences on any of the SGEM Sites, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. 

You can read all about Directive 95/46/EC - General Data Protection Regulation (GDPR) here: https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679

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General and mandatory information

Data protection

The developer and the operator of SGEM Sites takes the protection of your personal data very seriously. We treat your personal data as confidential and in accordance with the statutory data protection regulations and this privacy policy.

We value data reduction and data economy. Thus, we store your information as long as we are required by law for retention periods.

If you use SGEM Sites, various pieces of personal data will be collected. Personal information is any data with which you could be personally identified. This privacy/ GDPR policy explains what information we collect and what we use it for. It also explains how and for what purpose this happens.

Please note that data transmitted via the internet (e.g. via email communication) may be subject to security breaches. Complete protection of your data from third-party access is not possible.

SSL & TLS Encryption

SGEM Sites uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the SGEM Sites operator. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon is displayed in your browser's address bar.

If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.

Payments on SGEM Sites

All the online payments needed for your registrations or articles buying are trough verified third parties, who perform tasks required to complete the purchase transaction.

The transactions using common means of payment (Visa/MasterCard, direct debit) are only made via encrypted SSL or TLS connections. You can recognize an encrypted connection in your browser's address line when it changes from "http://" to "https://" and the lock icon in your browser line is visible.

In the case of encrypted communication, any details you submit to us cannot be read by third parties.

Information, blocking, deletion

As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using the address given in our legal notice (This email address is being protected from spambots. You need JavaScript enabled to view it.) if you have further questions on the topic of personal data.

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Data collection on SGEM Sites

What information we collect 

We collect 3 types of information:

• Personal information that you provide directly to us when you do all the Conference registration process on our web sites - create and save a profile, registration form, upload articles, or submit information through a form based on a specific request or purpose. 

• Data collected automatically such as IP addresses or other data related to usage on SGEM Sites. 

• Cookies, to help us understand what areas of SGEM Sites are most useful and interesting to our audience.

Information you provide directly to us 

SGEM Profile information. We collect basic information you provide when you do the SGEM Conferences registration process. It's secure, and we'll never sell it. At profile registration, you provide personal information, such as your Name, Email and Post addresses, University or Company Name and you have the option to provide other information, as telephone, fax and your position in the University. If you create a user profile on SGEM Sites, then your information will be used in accordance with our privacy policy. We also collect information on your site activity when you view different parts/pages from the SGEM Sites.

Conference Registration information. The SGEM Conference registrations process include creation of profile, registration, article/s upload and generating and invoice-Proforma. When required, we collect and process your personal information including your name, post address, university details, telephone number and email address, and other preferences such as photos, articles, dates of arrival/departure and activity choices. At times, you may be asked to provide additional information, such as type of payment, under a secure conference registration process. When you pay with credit cards, for all the card details are responsible verified third parties, who perform tasks required to complete the purchase transaction. We need basic payment info to forward you to the verified third parties for complete purchases.

Comments and other public activities. We offer you opportunities to engage in public activities on SGEM Sites. "Public activities" are any actions you take on SGEM Sites that are designed to be visible to other users -- including online scientific libraries (@SGEMLib), comments and feedbacks. If you choose to engage in public activities, any personal information you upload may be read, collected or used by third parties. 

We are not responsible for any personally identifiable information you choose to submit in public forums. Information shared here may be used by others, potentially to send you unsolicited messages. Any personal information you post publicly is visible to all users. Be mindful of what you share, as we are not responsible for what happens with this information.

Non-personal data collected automatically 

Tracking information for our site. This type of information relates to how many views are counted for each SGEM Sites and how many times SGEM Sites views are saved or favorited. Other areas of the sites automatically stores non-personal information about the sites’ usage and popularity. for SGEM services development purposes.

Device data.  We may collect non-personal information about the computer, mobile device or other device you use to access SGEM Sites, such as IP address, geolocation information, unique device identifiers, browser type, browser language and other preferences automatically collected. We use non-personal information to help us understand how our participants views SGEM Sites

Cookies

Some of our web pages use cookies. Cookies do not harm your computer and do not contain any viruses. Cookies help make our websites more user-friendly, efficient, and secure. Cookies are small text files that are stored on your computer and saved by your browser.

Most of the cookies we use are so-called "session cookies." They are automatically deleted after your visit. Other cookies remain in your device's memory until you delete them. These cookies make it possible to recognize your browser when you next visit the site.

You can configure your browser to inform you about the use of cookies so that you can decide on a case-by-case basis whether to accept or reject a cookie. Alternatively, your browser can be configured to automatically accept cookies under certain conditions or to always reject them, or to automatically delete cookies when closing your browser. Disabling cookies may limit the functionality of SGEM Sites.

Server log files

The SGEM Sites providers automatically collects and stores information that your browser automatically transmits to us in "server log files". These are:

• Browser type and browser version

• Operating system used

• Referrer URL

• Host name of the accessing computer

• Time of the server request

• IP address

These data will not be combined with data from other sources.

Contact form

Should you send us questions via the Contact form, we will collect the data entered on the form, including the contact details you provide, to answer your question and any follow-up questions. We do not share this information without your permission.

We will, therefore, process any data you enter onto the contact form only with your consent. You may revoke your consent at any time. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.

We will retain the data you provide on the contact form until you request its deletion, revoke your consent for its storage, or the purpose for its storage no longer pertains (e.g. after fulfilling your request). Any mandatory statutory provisions, especially those regarding mandatory data retention periods, remain unaffected by this provision.

Registration on SGEM Sites

You can register on SGEM Sites in order to access additional functions and options according the whole SGEM Conferences registration process. The input data will only be used for the purpose of using the respective site or service for which you have registered. The mandatory information requested during registration must be provided in full. Otherwise, your registration will not be successful.

To inform you about important things, such as feedback information from your registration, articles confirmation, booking details, announces, events deadlines etc., or such as those within the scope of our site or technical changes, we will use the email address specified during registration.

We will process the data provided during registration only based on your consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.

We will continue to store the data collected during registration for as long as you remain registered on SGEM Sites. Statutory retention periods remain unaffected.

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Newsletter

Newsletter data

If you would like to receive our newsletter, we require a valid email address as well as information that allows us to verify that you are the owner of the specified email address (online email confirmation) and that you agree to receive this newsletter. No additional data is collected or is only collected on a voluntary basis. We only use this data to send the requested information and do not pass it on to third parties.

You can revoke consent to the storage of your data and email address as well as their use for sending the newsletter at any time, e.g. through the "unsubscribe" link in the newsletter. The data processed before we receive your request may still be legally processed.

The data provided when registering for the newsletter will be used to distribute the newsletter until you cancel your subscription when said data will be deleted. Data we have stored for other purposes (e.g. email addresses for the members area) remain unaffected.

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Plugins and tools

Google Web Fonts

For uniform representation of fonts, websites pages uses web fonts provided by Google. When you open a page, your browser loads the required web fonts into your browser cache to display texts and fonts correctly.

For this purpose your browser has to establish a direct connection to Google servers. Google thus becomes aware that our web page was accessed via your IP address. The use of Google Web fonts is done in the interest of a uniform and attractive presentation of our website.

If your browser does not support web fonts, a standard font is used by your computer.

Further information about handling user data, can be found at https://developers.google.com/fonts/faq and in Google's privacy policy at https://www.google.com/policies/privacy/

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Our GDPR update 

As of May 25, 2018, a new privacy law, the General Data Protection Regulation (“GDPR”) goes into effect. As a result, SGEM Sites has implemented a number of updates in various areas across our organization to ensure we comply with the intent and spirit of the law. 

Here is a summary of updates SGEM Sites has implemented.

We have:

• added more details to our privacy policy with respect of how SGEM Registrations processes, stores and manages your data. 

• notified users on our SGEM Sites that we have updated our privacy policy in order to help our users understand the new changes. 

• added consent options where users submit their personal information to ensure they are aware and agree to submitting their information prior to completing a form. 

• updated our vendor agreements with those third parties that manage data as a data processor on our behalf, to ensure they have appropriate safeguards in place to process, manage and secure data as required. 

• implemented new disclosures on all our forms where users submit their data so that users are aware of how SGEM Registration processes their information. 

• modified our internal processes to ensure we have a way to contact users in the event that there is a breach in data storage of your personal information.

• created a new way for users to reach out to This email address is being protected from spambots. You need JavaScript enabled to view it. about any privacy issues, such as questions or requests for modifications including deactivation of any account.

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Changes to this privacy policy

This privacy policy may be updated from time to time, and when the policy is updated, the version date will appear at the top of this privacy policy. If we make material changes, you will be notified here for a period of 100 days, based on our last update. As of 2016 we added information to our privacy policy to define cookies and outline how we use this data to optimize our website based on your preferences, and made a change to our policy update section. As of May 2018, we added information to our privacy policy based on new requirements from GDPR, including more details pertaining to: what type of personal information SGEM collects, how SGEM Sites uses this information and a process in which users can update their information.

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How to contact us

Please contact us if you have any questions about our privacy policy/ GDPR Comply or information we hold about you:

• By email: This email address is being protected from spambots. You need JavaScript enabled to view it.

• By Phone: +43 676 3709 478

If you receive an electronic message as Conference Announce from us and you do not wish to receive any further messages of this nature from us, either unsubscribe using the supplied link in the electronic message, email us at This email address is being protected from spambots. You need JavaScript enabled to view it. or phone +43 676 3709 478. 

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