Privacy Policy

We are very delighted that you have shown interest in our company. Data protection is of a particularly high priority for the management of Smart Abstract. The use of the Internet pages of Smart Abstract is possible without any indication of personal data; however, if a data subject wants to use special enterprise services via our website, processing of personal data could become necessary. If the processing of personal data is necessary and there is no statutory basis for such processing, we generally obtain consent from the data subject.

The processing of personal data, such as the name, address, e-mail address, or telephone number of a data subject shall always be in line with the General Data Protection Regulation (GDPR), and in accordance with the country-specific data protection regulations applicable to Smart Abstract. By means of this data protection declaration, our company would like to inform the general public of the nature, scope, and purpose of the personal data we collect, use and process. Furthermore, data subjects are informed, by means of this data protection declaration, of the rights to which they are entitled.

Smart Abstract has implemented numerous technical and organisational measures to ensure the most complete protection of personal data processed through this website. However, Internet-based data transmissions may in principle have security gaps, so absolute protection may not be guaranteed.

1. Definitions

The data protection declaration of Smart Abstract is based on the terms used by the European legislator for the adoption of the General Data Protection Regulation (GDPR). Our data protection declaration should be legible and understandable for the general public, as well as our customers and business partners. To ensure this, we would like to first explain the terminology used.

In this data protection declaration, we use, inter alia, the following terms:

• a) Personal data

  Personal data means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

• b) Data subject

  Data subject is any identified or identifiable natural person, whose personal data is processed by the controller responsible for the processing.

• c) Processing

  Processing is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

• d) Restriction of processing

  Restriction of processing is the marking of stored personal data with the aim of limiting their processing in the future.

• e) Profiling

  Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person's performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

• f) Pseudonymisation

  Pseudonymisation is the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.

• g) Controller or controller responsible for the processing

  Controller or controller responsible for the processing is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

• h) Processor

  Processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

• i) Recipient

  Recipient is a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

• j) Third party

  Third party is a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

• k) Consent

  Consent of the data subject is any freely given, specific, informed and unambiguous indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

2. Name and Address of the controller

Controller for the purposes of the General Data Protection Regulation (GDPR), other data protection laws applicable in Member states of the European Union and other provisions related to data protection is:

Smart Abstract GmbH
represented by the managing director Gabriele Köhn
Fedelhören 8
28203 Bremen
Germany
Phone: +49 421 2215 86-44
Email: info@smart-abstract.com
Website: www.smart-abstract.com

3. Collection of general data and information

The website of Smart Abstract collects a series of general data and information when a data subject or automated system calls up the website. This general data and information are stored in the server log files. Collected may be (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) any other similar data and information that may be used in the event of attacks on our information technology systems.

When using these general data and information, Smart Abstract does not draw any conclusions about the data subject. Rather, this information is needed to (1) deliver the content of our website correctly, (2) optimise the content of our website as well as its advertisement, (3) ensure the long-term viability of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. Therefore, Smart Abstract analyses anonymously collected data and information statistically, with the aim of increasing the data protection and data security of our enterprise, and to ensure an optimal level of protection for the personal data we process. The anonymous data of the server log files are stored separately from all personal data provided by a data subject.

4. Hosting

To operate our online services, we use specialised hosting providers on the basis of Art. 6(1) lit. f GDPR and a data processing agreement (Art. 28 GDPR). In this context, the providers named below process the general data and information referred to in Section 3 (in particular server log files, including the IP address) on our behalf. We have concluded data processing agreements pursuant to Art. 28 GDPR with both providers, obliging them to process personal data only in accordance with our instructions and in compliance with the GDPR.

a) Hosting of the information website (frontend):

Mittwald CM Service GmbH & Co. KG, Königsberger Straße 4-6, 32339 Espelkamp, Germany (www.mittwald.de)

b) Hosting of the abstract management software and platform services:

For the platform infrastructure (login, abstract submission, ePoster), data is processed on the servers of PLUTEX GmbH, Schwachhauser Heerstraße 367, 28211 Bremen, Germany (www.plutex.de).

5. Data processing when using our Abstract Management Platform

The submission of abstracts and the use of further functions of our Abstract Management Platform (e.g. registration, login area, ePoster submission) requires registration. As part of this registration and the subsequent use of the platform, we collect and process the following personal data of the data subject: first and last name, email address, institution/organisation, and the abstract content submitted (e.g. title, author details, text, attachments). Depending on the configuration of the respective event, further voluntary details may be requested (e.g. address data, phone number, topic areas).

This data is processed to fulfil the contract existing with the data subject or the organiser of the respective conference, or to carry out pre-contractual measures at the request of the data subject, in particular to enable abstract submission, review, and the organisation of the event (Art. 6(1) lit. b GDPR).

The platform is technically provided by PLUTEX GmbH, named as hosting provider and processor under Section 4 b). Submitted data is otherwise only shared with persons authorised by the respective organiser to carry out the review (e.g. programme committee, reviewers) and, where provided for by the event, in connection with the publication of accepted contributions (e.g. in the conference programme or ePoster area).

The storage period is determined by Section 12 of this privacy policy as well as by the individual requirements of the respective organiser.

6. Contact possibility via the website

The website of Smart Abstract contains information that enables a quick electronic contact to our company, as well as direct communication with us, which also includes a general address of the so-called electronic mail (e-mail address). If a data subject contacts the controller by e-mail or via a contact form, the personal data transmitted by the data subject are automatically stored. Such personal data transmitted on a voluntary basis by a data subject to the data controller are stored for the purpose of processing or contacting the data subject. There is no transfer of this personal data to third parties.

7. Routine erasure and blocking of personal data

The data controller shall process and store the personal data of the data subject only for the period necessary to achieve the purpose of storage, or as far as this is granted by the European legislator or other legislators in laws or regulations to which the controller is subject to.

If the storage purpose is not applicable, or if a storage period prescribed by the European legislator or another competent legislator expires, the personal data are routinely blocked or erased in accordance with legal requirements.

8. Rights of the data subject

• a) Right of confirmation

  Each data subject shall have the right granted by the European legislator to obtain from the controller the confirmation as to whether or not personal data concerning him or her are being processed. If a data subject wishes to avail himself of this right of confirmation, he or she may, at any time, contact an employee of Smart Abstract.

• b) Right of access

  Each data subject shall have the right granted by the European legislator to obtain from the controller free information about his or her personal data stored at any time and a copy of this information. Furthermore, the European directives and regulations grant the data subject access to the following information:

  • the purposes of the processing;
  • the categories of personal data concerned;
  • the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;
  • where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  • the existence of the right to request from the controller rectification or erasure of personal data, or restriction of processing of personal data concerning the data subject, or to object to such processing;
  • the existence of the right to lodge a complaint with a supervisory authority;
  • where the personal data are not collected from the data subject, any available information as to their source;
  • the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) of the GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

  Furthermore, the data subject shall have a right to obtain information as to whether personal data are transferred to a third country or to an international organisation. Where this is the case, the data subject shall have the right to be informed of the appropriate safeguards relating to the transfer.

  If a data subject wishes to avail himself of this right of access, he or she may at any time contact us.

• c) Right to rectification

  Each data subject shall have the right granted by the European legislator to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

  If a data subject wishes to exercise this right to rectification, he or she may, at any time, contact us.

• d) Right to erasure (Right to be forgotten)

  Each data subject shall have the right granted by the European legislator to obtain from the controller the erasure of personal data concerning him or her without undue delay, and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies, as long as the processing is not necessary:

  • The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
  • The data subject withdraws consent to which the processing is based according to point (a) of Article 6(1) of the GDPR, or point (a) of Article 9(2) of the GDPR, and where there is no other legal ground for the processing.
  • The data subject objects to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2) of the GDPR.
  • The personal data have been unlawfully processed.
  • The personal data must be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
  • The personal data have been collected in relation to the offer of information society services referred to in Article 8(1) of the GDPR.

  If one of the aforementioned reasons applies, and a data subject wishes to request the erasure of personal data stored by Smart Abstract, he or she may at any time contact us via the contact details provided here.

  Where the controller has made personal data public and is obliged pursuant to Article 17(1) to erase the personal data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other controllers processing the personal data that the data subject has requested erasure by such controllers of any links to, or copy or replication of, those personal data, as far as processing is not required. An employee of Smart Abstract will arrange the necessary measures in individual cases.

• e) Right of restriction of processing

  Each data subject shall have the right granted by the European legislator to obtain from the controller restriction of processing where one of the following applies:

  • The accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data.
  • The processing is unlawful and the data subject opposes the erasure of the personal data and requests instead the restriction of their use instead.
  • The controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims.
  • The data subject has objected to processing pursuant to Article 21(1) of the GDPR pending the verification whether the legitimate grounds of the controller override those of the data subject.

  If one of the aforementioned conditions is met, and a data subject wishes to request the restriction of the processing of personal data stored by Smart Abstract, he or she may at any time contact us. Smart Abstract, or another employee of ours, will arrange the restriction of the processing.

• f) Right to data portability

  Each data subject shall have the right granted by the European legislator, to receive the personal data concerning him or her, which was provided to a controller, in a structured, commonly used and machine-readable format. He or she shall have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, as long as the processing is based on consent pursuant to point (a) of Article 6(1) of the GDPR or point (a) of Article 9(2) of the GDPR, or on a contract pursuant to point (b) of Article 6(1) of the GDPR, and the processing is carried out by automated means, as long as the processing is not necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

  Furthermore, in exercising his or her right to data portability pursuant to Article 20(1) of the GDPR, the data subject shall have the right to have personal data transmitted directly from one controller to another, where technically feasible and when doing so does not adversely affect the rights and freedoms of others.

  In order to assert the right to data portability, the data subject may at any time contact Smart Abstract or an employee of ours.

• g) Right to object

  Each data subject shall have the right granted by the European legislator to object, on grounds relating to his or her particular situation, at any time, to processing of personal data concerning him or her, which is based on point (e) or (f) of Article 6(1) of the GDPR. This also applies to profiling based on these provisions.

  Smart Abstract shall no longer process the personal data in the event of the objection, unless we can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or for the establishment, exercise or defence of legal claims.

  If Smart Abstract processes personal data for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him or her for such marketing. This applies to profiling to the extent that it is related to such direct marketing. If the data subject objects to Smart Abstract to the processing for direct marketing purposes, Smart Abstract will no longer process the personal data for these purposes.

  In addition, the data subject has the right, on grounds relating to his or her particular situation, to object to processing of personal data concerning him or her by Smart Abstract for scientific or historical research purposes, or for statistical purposes pursuant to Article 89(1) of the GDPR, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

  In order to exercise the right to object, the data subject may directly contact Smart Abstract or an employee of ours. In addition, the data subject is free in the context of the use of information society services, and notwithstanding Directive 2002/58/EC, to use his or her right to object by automated means using technical specifications.

• h) Automated individual decision-making, including profiling

  Each data subject shall have the right granted by the European legislator not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her, or similarly significantly affects him or her, as long as the decision (1) is not is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) is not authorised by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the data subject's rights and freedoms and legitimate interests, or (3) is not based on the data subject's explicit consent.

  If the decision (1) is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) it is based on the data subject's explicit consent, Smart Abstract shall implement suitable measures to safeguard the data subject's rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express his or her point of view and contest the decision.

  If the data subject wishes to exercise the rights concerning automated individual decision-making, he or she may at any time contact us.

• i) Right to withdraw data protection consent

  Each data subject shall have the right granted by the European legislator to withdraw his or her consent to processing of his or her personal data at any time.

  If the data subject wishes to exercise the right to withdraw the consent, he or she may at any time contact us.

• j) Right to lodge a complaint with a supervisory authority

  Without prejudice to any other administrative or judicial remedy, every data subject shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of their habitual residence, place of work or place of the alleged infringement, if the data subject considers that the processing of personal data relating to them infringes the GDPR (Art. 77 GDPR).

  The supervisory authority responsible for us is:

  Die Landesbeauftragte für Datenschutz und Informationsfreiheit der Freien Hansestadt Bremen (Data Protection Authority of the Free Hanseatic City of Bremen)
  Arndtstraße 1
  27570 Bremerhaven
  Germany
  Phone: +49 421 361-2010
  Email: office@datenschutz.bremen.de
  Website: www.datenschutz-bremen.de

9. Cookies, consent management and analytics tools

a) Cookiebot (cookie consent tool)

On our website, we use the cookie consent service Cookiebot, operated by Usercentrics A/S, Havnegade 39, 1058 Copenhagen, Denmark (“Usercentrics”). Cookiebot enables the controller to obtain and manage the data subject's consent before setting cookies and loading comparable technologies that are not technically necessary. When a data subject accesses our website, only technically necessary cookies and scripts are initially loaded; all further cookies and scripts — including the tools described under b) and c) — are automatically blocked until the data subject gives consent via the displayed cookie banner or selects the relevant cookie category.

The processing serves to fulfil a legal obligation to which the controller is subject (Art. 6(1) lit. c GDPR in conjunction with Section 25 TDDDG (Telecommunications-Digital-Services-Data-Protection Act)), as well as to document that valid consent has been given (Art. 7(1) GDPR).

As part of the consent management process, Cookiebot processes the following data of the data subject: the IP address (the last three digits of which are set to “0”), the date and time of consent, information about the browser used, the URL from which consent was submitted, and an anonymous, randomly generated and encrypted key to prove that consent was given. This information, together with the consent status, is stored for a period of twelve months in a cookie named “CookieConsent” in the data subject's browser, so that the cookie selection made does not have to be requested again on subsequent visits.

Usercentrics is the recipient of the aforementioned data and acts as a processor within the meaning of Art. 28 GDPR on behalf of the controller. Processing takes place within the European Union. Further information on the data protection provisions of Cookiebot and Usercentrics is available at https://www.cookiebot.com/de/privacy-policy/.

The data processed by Cookiebot is deleted after twelve months, or immediately upon termination of the contractual relationship between the controller and Usercentrics.

The data subject may withdraw their consent given via Cookiebot at any time with effect for the future, or adjust their cookie settings, by reopening the cookie banner via the following link: Change cookie settings. Alternatively, the setting of cookies can also be restricted or prevented via the settings of the web browser used.

b) Google Tag Manager

On our website, we use Google Tag Manager provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (“Google”). Google Tag Manager is a solution that allows us to manage so-called website tags through a single interface. The Google Tag Manager tool itself, which implements the tags, is a cookie-less domain that does not collect any personal data. It merely triggers other tags, which may in turn collect data; Google Tag Manager itself does not access this data.

Google Tag Manager is used to load the service Google Analytics 4 described below — exclusively after prior consent has been given via the Cookiebot consent banner described under a).

c) Google Analytics 4

We use Google Analytics 4, a web analytics service provided by Google, to evaluate the use of our website and to compile reports on activity on our website. This includes, among other things, page views as well as events we have defined ourselves (e.g. submitting a demo, tour, or contact request via the respective forms). Google Analytics 4 uses cookies or comparable storage and read-out technologies on the data subject's device that enable an analysis of the use of our website.

The data collected through Google Analytics 4 (including a shortened IP address, device and browser information, pages visited, time spent, and events triggered) is transmitted to and stored on Google's servers, including in the USA. According to Google, this is based, among other things, on the EU Standard Contractual Clauses as appropriate safeguards within the meaning of Art. 46 GDPR. Further information is available at https://business.safety.google/adsprocessorterms/.

Processing takes place exclusively on the basis of your consent pursuant to Art. 6(1) lit. a GDPR in conjunction with Section 25(1) TDDDG, which you can grant via the Cookiebot consent banner. Without your consent, no cookies are set and no data is transmitted to Google Analytics 4. You may withdraw your consent at any time with effect for the future by reopening the cookie banner via the link described under a).

The retention period for data stored by Google Analytics 4 at user and event level is limited to 14 months with us; the data is then deleted automatically.

10. Legal basis for the processing

Art. 6(1) lit. a GDPR serves as the legal basis for processing operations for which we obtain consent for a specific processing purpose. If the processing of personal data is necessary for the performance of a contract to which the data subject is party, as is the case, for example, when processing operations are necessary for the supply of goods or to provide any other service, the processing is based on Article 6(1) lit. b GDPR. The same applies to such processing operations which are necessary for carrying out pre-contractual measures, for example in the case of inquiries concerning our products or services. Is our company subject to a legal obligation by which processing of personal data is required, such as for the fulfilment of tax obligations, the processing is based on Art. 6(1) lit. c GDPR. In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or of another natural person. This would be the case, for example, if a visitor were injured in our company and his name, age, health insurance data or other vital information would have to be passed on to a doctor, hospital or other third party. Then the processing would be based on Art. 6(1) lit. d GDPR. Finally, processing operations could be based on Article 6(1) lit. f GDPR. This legal basis is used for processing operations which are not covered by any of the abovementioned legal grounds, if processing is necessary for the purposes of the legitimate interests pursued by our company or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. Such processing operations are particularly permissible because they have been specifically mentioned by the European legislator. He considered that a legitimate interest could be assumed if the data subject is a client of the controller (Recital 47 Sentence 2 GDPR).

11. The legitimate interests pursued by the controller or by a third party

Where the processing of personal data is based on Article 6(1) lit. f GDPR, our legitimate interest is the secure and functional operation of our website, as well as communication with prospective customers and clients in the course of our business activities.

12. Period for which the personal data will be stored

The criteria used to determine the period of storage of personal data is the respective statutory retention period. After expiration of that period, the corresponding data is routinely deleted, as long as it is no longer necessary for the fulfilment of the contract or the initiation of a contract.

13. Provision of personal data as statutory or contractual requirement; Requirement necessary to enter into a contract; Obligation of the data subject to provide the personal data; possible consequences of failure to provide such data

We clarify that the provision of personal data is partly required by law (e.g. tax regulations) or can also result from contractual provisions (e.g. information on the contractual partner). Sometimes it may be necessary to conclude a contract that the data subject provides us with personal data, which must subsequently be processed by us. The data subject is, for example, obliged to provide us with personal data when our company signs a contract with him or her. The non-provision of the personal data would have the consequence that the contract with the data subject could not be concluded. Before personal data is provided by the data subject, the data subject must contact Smart Abstract. We clarify to the data subject, on a case-by-case basis, whether the provision of the personal data is required by law or contract or is necessary for the conclusion of the contract, whether there is an obligation to provide the personal data and the consequences of non-provision of the personal data.

14. Existence of automated decision-making

As a responsible company, we do not use automatic decision-making or profiling.

Last updated: August 2026