Privacy Policy

Last updated: 01.06.2026

1. Controller

The controller responsible for the processing of personal data on this website is:

Oikoplus GmbH, Millergasse 37/3, 1060 Vienna, Austria Email: office@oikoplus.com

This Privacy Policy applies to the website https://iobc-wprs.react-insect.eu/ (the “Website”) and all services offered through it, including the abstract submission form and the conference registration.

2. Scope and Purpose

This Privacy Policy explains how we collect, use, store, and protect personal data when you visit the Website, submit an abstract, or register for the IOBC-WPRS Meeting 2026. It complies with the EU General Data Protection Regulation (GDPR), Regulation (EU) 2016/679.

3. Personal Data We Process

3.1 When you visit the Website

When you access the Website, the following data is automatically collected by your browser and transmitted to our hosting server. This data is necessary for technical operation and security:

  • IP address (anonymised after processing, where applicable)
  • Date and time of access
  • Pages visited
  • Referring URL
  • Browser type and version
  • Operating system

Legal basis: Art. 6(1)(f) GDPR (legitimate interest in providing a secure and functional website). Retention: Server log files are stored for up to 30 days and then automatically deleted.

3.2 When you submit an abstract via the contact form

When you use our abstract submission form, we collect the following data:

  • Name
  • Email address
  • Affiliation
  • Submitted abstract (title, content, co-authors, etc.)
  • Any additional information voluntarily provided

Purpose: Reviewing and processing your abstract submission for the IOBC-WPRS Meeting 2026. Legal basis: Art. 6(1)(b) GDPR (performance of a contract or pre-contractual measures), supplemented by Art. 6(1)(a) GDPR (consent) where required. Retention: Data is stored until the conclusion of the conference and any related communications, then archived for documentation purposes for up to 3 years. You may request deletion at any time.

3.3 When you register for the conference

When you register for the IOBC-WPRS Meeting via our ticket shop, we collect:

  • Name (first and last name)
  • Billing address (street, postal code, city, country)
  • Email address
  • Phone number
  • Affiliation, position, gender (optional)
  • VAT number (optional)
  • Information about REACT/IOBC membership status
  • Information about abstract submission status
  • Photo/video consent (yes/no) — see section 3.4

Purpose: Processing your registration, issuing invoices, managing the participant list, and communication regarding the conference. Legal basis: Art. 6(1)(b) GDPR (performance of contract), Art. 6(1)(c) GDPR (legal obligations, e.g. invoicing, tax law). Retention: Data necessary for invoicing is retained for the statutory retention period of 5–10 years, depending on jurisdiction. Other data is deleted after the end of the conference and any related communications.

3.4 Photo and Video Consent

During the IOBC-WPRS Meeting, photographs and video recordings may be taken and used for communication and dissemination purposes by REACT and IOBC (e.g. on websites, social media, conference reports).

During the registration process, you are asked to give explicit consent to the use of recordings in which you are recognisable. Consent is voluntary: registration is possible regardless of whether you give consent.

Legal basis: Art. 6(1)(a) GDPR (consent). Retention: Consent records are stored together with the registration data for the duration of the conference and related documentation. Photos and videos may be archived and published for an indefinite period. Withdrawal of consent: You may withdraw your consent at any time with effect for the future by contacting us at office@oikoplus.com. Withdrawal does not affect the lawfulness of processing based on consent before its withdrawal. Already-published material containing your image will be removed within a reasonable timeframe upon request, to the extent technically and reasonably possible.

4. Fonts

This Website uses fonts from the Google Fonts library. To ensure compliance with the GDPR and to avoid any data transfer to Google’s servers, all fonts are hosted locally on our own server. No connection to Google’s servers is established when you visit the Website, and no personal data (such as your IP address) is transmitted to Google as a result of font rendering.

Legal basis: Art. 6(1)(f) GDPR (legitimate interest in a visually consistent and accessible website).

5. Hosting and Service Providers

The Website is hosted by easyname GmbH, Canettistraße 5/10, 1100 Vienna, Austria. The hosting provider processes data on our behalf based on a Data Processing Agreement (DPA) in accordance with Art. 28 GDPR.

For email delivery (e.g. order confirmations), we use easyname’s Mailing Services, which acts as a processor under Art. 28 GDPR.

6. Recipients of Personal Data

Your personal data may be shared with the following categories of recipients:

  • Orthodox Academy of Crete, Kolympari 73006, Greece — for accommodation, catering, and conference services.
  • University of Patras, 26504 Rio, Greece — for the non-member fee, where applicable.
  • Oikoplus GmbH — for providing the website and communication technologies.
  • Service providers acting as processors (hosting, email delivery, payment processing) bound by DPAs.

Personal data will not be sold to third parties or used for marketing purposes without your explicit consent.

7. International Data Transfers

Personal data processed by us is primarily stored and processed within the European Economic Area (EEA). Should it ever be necessary to transfer data outside the EEA, such transfers will only take place where an adequate level of data protection is ensured, e.g. through:

  • An adequacy decision by the European Commission (Art. 45 GDPR);
  • Standard Contractual Clauses (SCCs) under Art. 46(2)(c) GDPR.

8. Your Rights as a Data Subject

Under the GDPR, you have the following rights with regard to your personal data:

  • Right of access (Art. 15 GDPR): the right to receive information about which personal data we process about you.
  • Right to rectification (Art. 16 GDPR): the right to have inaccurate data corrected.
  • Right to erasure (Art. 17 GDPR): the right to have your data deleted, subject to statutory retention obligations.
  • Right to restriction of processing (Art. 18 GDPR).
  • Right to data portability (Art. 20 GDPR).
  • Right to object (Art. 21 GDPR): the right to object to processing based on legitimate interest.
  • Right to withdraw consent (Art. 7(3) GDPR): where processing is based on consent, you may withdraw it at any time with effect for the future.

To exercise any of these rights, please contact us at office@oikoplus.com.

You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). For Oikoplus GmbH (Austria), the competent authority is:

Austrian Data Protection Authority (Datenschutzbehörde) Barichgasse 40-42, 1030 Vienna, Austria www.dsb.gv.at

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. The Website uses TLS/SSL encryption for all data transmissions.

10. Cookies

For detailed information about the cookies used on this Website (essential cookies, statistics cookies, etc.) and their respective retention periods, please refer to our Cookie Policy / Cookie Statement, generated and maintained via the Complianz plugin.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most recent version is always available at this URL. We recommend reviewing it periodically.

12. Contact

For any questions regarding this Privacy Policy or the processing of your personal data, please contact:

Oikoplus GmbH Email: office@oikoplus.com