Privacy Policy : SUSHP 2025

General

The protection of your personal data is a major concern of ours. The University for Natural Resources and Life Sciences, Vienna (BOKU) places great emphasis on protecting the privacy of the users of its website. For that reason BOKU processes data exclusively in compliance with the GDPR and the Austrian Data Protection Act [Datenschutzgesetz/DSG]. This is why we are informing you in the following about which data we collect when you visit our website and for what purposes we process and use it.

This privacy policy will inform you about which personal data is collected when you visit the BOKU website and/or retrieve content from the „boku.ac.at“ domain and for what purposes BOKU processes such data and how BOKU handles that data.

The privacy policy applies to those areas of the BOKU website whose content is publicly accessible, i.e. without prior registration (hereinafter referred to as „Publicly Accessible BOKU Website“).

In addition BOKU operates several web services which may only be used following registration and/or login. This particularly concerns registrations for lecture courses or examinations, prior registration for a degree programme, lecture course administration, including resource administration, the eLearning portfolio and other internet services. Additional personal data is collected and processed as part of these services (such as, e.g. name, student registration number, address) in order to provide the relevant services. More detailed information will be provided with the relevant services.

In addition, departments, institutes and service facilities of BOKU may operate their own websites, for which they are responsible in terms of the contents. More personal data may be collected on these websites than that which is contained in this privacy policy.

Collection and use of personal data

Data collected when visiting the website

When retrieving the Publicly Accessible BOKU Website those types of data are collected which are automatically transmitted during the use of the website. This data is logged in server log files and systems for the purposes of error analysis. This data includes:

the IP address from which the website was retrieved, including proxies
date and time of access
type of retrieval (e.g. GET)
retrieved URL, including server name
access protocol (e.g. HTTP/1.1)
HTTP response code
file size
response time
type of content of the response
previously visited URL (referrer URL)
operating system and browser type (user agent)
name of your internet service provider

The log files are stored for a period of three months.

BOKU processes this information for the purpose of creating anonymised user statistics, warranting proper operations and monitoring the performance of the website.

Cookies

The BOKU website uses so-called cookies. These are small data units which are stored on the end user’s terminal device when they visit the BOKU website.
This allows the website to remember certain entries and settings (e.g. login) for a certain period of time for as long as the cookie is saved.

The BOKU website uses cookies especially to adjust the presentation of the website for authenticated users and, in doing so, make use of the website as pleasant as possible. In addition cookies are used for analytical purposes to optimise BOKU’s systems and to improve the quality of the website.

Cookies may be deleted at any time via the relevant settings in the web browser. Moreover, cookies may also be generally deactivated via the relevant browser settings, however this may lead to restrictions in the usability of the BOKU website in some cases.

BOKU respects Do Not Track requirements.

Privacy Policy for Newsletter, Abstract Submission, and Ticketing System, operated by Data Processor Columbus

1. General Regulations

Columbus Reisen GmbH & Co KG has been commissioned by BOKU University, which acts as the Data Controller, to process personal data related to the organization of the 3rd International Conference on Sustainability in Hydropower (SUSHP 2025). All data processing activities are carried out in compliance with the EU General Data Protection Regulation (EU-GDPR 2018) and other applicable legal standards.
Columbus Reisen GmbH & Co KG reserves the right to amend these data protection regulations in strict accordance with prevailing legal norms at any time.

1.1. Personal Data Processing

Personal data voluntarily provided by participants (through online forms or group coordinators) will be collected, stored, and processed solely for the purpose of organizing and managing the event.

Registration, Accommodation, Additional Bookings, Virtual Participation:
Registration for the conference requires the collection, storage, and processing of personal data. Data will only be shared with third parties directly involved in the organization of the event when necessary, based on the participant’s bookings (e.g., organizing committee, hotels, transport companies).

Abstract Submission:
Submitting an abstract to the congress requires the collection, storage, and processing of personal data. Data will only be shared with third parties directly involved in the event’s organization (e.g., organizing committee, scientific committee).

1.2. Photos/Videos

By registering for the congress, participants grant permission for the organizer and the organizing committee to use photos and videos taken during the event for marketing purposes (event reporting, promotion of future events, self-marketing) indefinitely.

If participants do not wish to have their photos/videos published, they can contact congress@columbus.at at any time.

1.3. Links to Other Websites

Our online forms may contain links to external websites. The Data Processor (Columbus Reisen GmbH & Co KG) is not responsible for the data provided on external websites. While our partner companies are also bound by EU-GDPR regulations, their implementation is the responsibility of each company individually.

Our privacy policy applies solely to data controlled by BOKU University and processed by Columbus Reisen GmbH & Co KG.

1.4. Website & Cookies

Our website uses cookies to enhance user experience. Cookies are small text files stored on your device via the browser. Some remain on your device until manually deleted, allowing recognition on future visits.

Participants can adjust their browser settings to manage cookie preferences. Disabling cookies may affect website functionality.

2. Information Obligation (Art. 12-14 EU-GDPR)

2.1. Data Controller

BOKU University
Gregor Mendel Strasse 33
Email: datenschutz@boku.ac.at

2.2. Data Processor

Columbus Reisen GmbH & Co KG
Columbus Congress & Event
Universitätsring 8/24, 1010 Vienna, Austria
Email: dataprotection@columbus.at

2.3. Purpose of Data Processing

Personal data is processed based on participant status and bookings, for the following purposes:

Participant Management (Registration, Accommodation, Additional Bookings): Name, contact details, address, registration data, additional bookings, travel details (if necessary), passport details (if necessary)
Industry Management (Exhibition, Sponsorships): Name, contact details, company details, invoicing details
General Organization/Accounting: Name, contact details, invoicing details, bank/payment details (if necessary)
Abstract Management: Name, contact details, submission detail

2.4. Legal Basis for Data Processing

Participant Management (Registration, Additional Bookings):
- - Completion of the event registration
  - Confirmation from the group coordinator that participant data may be used
  - Booking of social event tickets
Abstract Submission:
- Submission of abstracts for scientific review and event participation
Marketing & Information Transfer:
- Processing participant data to inform them about SUSHP 2025 and related events

2.5. Data Recipients (Third Parties)

Data is shared only when necessary for the event organization and based on legal grounds. Third parties receive only the necessary data, not full personal records.

Recipient Categories:

Organizing Committees: Participant & industry management, general organization, marketing
Service Providers (Hotels, Transport, Event Support): Participant management, general organization
Financial Authorities & Banking Services: General organization/accounting
Online Mailing Providers: Marketing communications
Virtual Event Platforms: Participant management

2.6. Data Retention Period

Credit Card Data (for hotel guarantees): Stored encrypted for up to two weeks after the event and then permanently deleted.
All other data: Stored for 7 years in accordance with the Austrian VAT Act 1994, and to allow post-event support (e.g., participation confirmations, presentation certificates).

2.7. Data Processing Location

Personal data is stored within the European Economic Area (EEA). If transferred outside the EEA, the Data Controller ensures compliance with applicable laws via Standard Contractual Clauses or recognized privacy frameworks (e.g., EU-U.S. Data Privacy Framework).

3. Data Subject Rights (Art. 15-21 EU-GDPR)

Participants have the following rights regarding their personal data:

Right of access (Art. 15 GDPR)
Right to rectification (Art. 16 GDPR)
Right to erasure („Right to be forgotten“) (Art. 17 GDPR)
Right to restrict processing (Art. 18 GDPR)
Right to data portability (Art. 20 GDPR)
Right to object (Art. 21 GDPR)

Further details: EU GDPR Legal Text

3.1. Right to Withdraw Consent (Art. 7 EU-GDPR)

Participants may withdraw any previously given consent at any time. Withdrawal does not affect data processing prior to the request.

To withdraw consent, participants may contact: dataprotection@columbus.at

3.2. Right to Lodge a Complaint (Art. 77 EU-GDPR)

If participants believe their data has been processed unlawfully, they have the right to lodge a complaint with a supervisory authority.

Final Notes

This privacy policy applies to SUSHP 2025 and related data processing activities carried out by Columbus Reisen GmbH & Co KG on behalf of BOKU University.

For any questions or concerns, please contact: dataprotection@columbus.at