If you are a visitor of the website https://eurocarto2026.org or a Customer/Participant (as attendees, abstract authors, co-authors and speakers) of the professional conference “EuroCarto 2026” (hereinafter referred to as the “Conference”), you entrust the undermentioned controller of personal data with your personal data. The controller of personal data is responsible for their protection and security. Please familiarize yourself with the information on personal data protection, the principles of processing, and your rights arising from Regulation (EU) 2016/679 of the European Parliament and of the Council (hereinafter referred to as the “GDPR”) and Act No. 110/2019 Coll., Act on the Processing of Personal Data.
I. Controller of Personal Data
The controller of personal data is the:
Czech Cartographic Society, z.s.
Identification Number: 49371525
with its registered office at Thákurova 7, 166 29 Prague 6, Czech Republic
registered in the Register of Associations maintained by the Municipal Court in Prague under file no. L 4739,
represented by doc. Zdeněk Stachoň, President
(hereinafter referred to as the “Czech Cartographic Society”).
The Czech Cartographic Society operates the EuroCarto 2026 conference website (https://eurocarto2026.org) and processes personal data as the data controller, i.e. it determines the purposes and means of processing personal data, the duration of processing, and, where applicable, selects additional processors involved in the processing.
If you have any questions, you may contact us at: info@eurocarto2026.org.
II. Personal Data
Personal data is any information relating to a specific natural person (data subject), i.e. it can be directly or indirectly attributed to a specific natural person (who can be identified), in particular:
- First name, last name, gender, title;
- Place of residence, mailing address, and other location data;
- Date of birth, personal identification number, ID card or passport number;
- Personal identifiers;
- Copies of personal documents;
- Personal network identifiers – e.g., IP, profiles, etc.;
- Contact details – e.g., telephone number, email address, data box number, authorized representative for delivery, representative of the person, social media profile, etc.;
- Bank details;
- Tax and accounting data of persons.
The aforementioned list is only illustrative. Information received shall constitute personal data if, alone or in combination with other information, it identifies a specific natural person or if a specific natural person is identifiable on the basis thereof.
Czech Cartographic Society declares that, as the controller of your personal data, it complies with all legal obligations required by applicable legislation, in particular the GDPR, and therefore that:
- it processes personal data only on the basis of a valid legal ground pursuant to Article 5 et seq. of the GDPR, in particular performance of a contract, compliance with a legal obligation, legitimate interest, or granted consent,
- it fulfils the information obligation pursuant to Article 13 of the GDPR prior to commencing the processing of personal data,
- it enables and supports you in exercising your rights under personal data protection legislation.
III. Processing of Personal Data
Czech Cartographic Society processes personal data that you provide to it only to the extent determined by the particular services Czech Cartographic Society provides to you or other purposes of processing, in particular for the following purposes:
1. Provision of Services and Performance of a Contract
Your personal data as the Customer/Participant or as the coordinator/partner or its employee/co-worker of the Conference, in particular your name, surname, degree, education, area of work, nationality, citizenship, gender, contact details such as your e-mail address, telephone number, address, and possibly institutional affiliation, are processed for the purpose of Conference registration, purchase of the conference fee, and ensuring your attendance, participation (oral or poster) in the EuroCarto 2026 conference, catering and accommodation. Your personal data will be processed for the duration of the contractual relationship.
In order to fulfill the core objectives of the Conference, specifically the facilitation of academic discourse and networking, your contact data may be incorporated into Participants rosters or distributed materials. Access to such data shall be limited to other registered Participants of the Conference.
You have the option to participate in the Conference, but your prior registration is required for your participation and further coordination.
In accordance with Section 7 para. 3 of Act No. 480/2004 Coll., on Certain Information Society Services, Czech Cartographic Society may use your email or telephone number to promote our own products and services even without your prior consent. You may, however, refuse to receive such marketing communications at any time (i.e., opt out). Your electronic contact details will be processed for this purpose for the duration of our contractual relationship, unless you choose to opt out.
2. Accounting and Statutory Obligations
If you are the purchaser of the Conference fee, Czech Cartographic Society processes your invoicing data (including name, surname, address, citizenship, e-mail and/or phone number, payment method details and tax identification) in order to comply with legal obligations related to accounting and tax records such as obligations laid down by Act No. 280/2009 Coll., Tax Code or Act No. 563/1991 Coll., Act on Accounting. The personal data will be processed for a period specified by the legislation but no longer than 10 years.
3. Photographic, Audio and Audiovisual Documentation
Photographs, audio and audiovisual recordings may be made throughout the duration of the Conference for the purposes of documentation, reporting, dissemination of project outcomes, and the promotional activities of the Conference, Czech Cartographic Society or Conference partners. You acknowledge that no financial compensation or royalties shall be payable to you for the aforementioned use.
- General Recording (Crowd): For general Participants captured in crowd shots or background recordings, this processing is based on our legitimate interest to document and promote the Conference. You have the right to object to such processing (e.g., by notifying the Organizer at registration or on-site check-in to receive a special identification badge ensuring you are not captured).
- Speaker Recording: For presenting Participants (speakers), the audio and video recording of their specific presentations and subsequent publication (e.g., under the CC BY 4.0 license) are based on their explicit consent granted within the Conference Terms and Conditions. Speakers have the right to refuse or withdraw this consent by informing the Organizer in writing within the deadline specified in the Terms and Conditions.
Personal data is retained for the duration of the applicable statutory limitation periods, unless legal regulations require a longer retention period or unless otherwise specified in individual cases.
IV. Security and Protection of Personal Data
Czech Cartographic Society protects personal data to the maximum extent possible using modern technical and organizational measures corresponding to the current state of technological development. Czech Cartographic Society has adopted and maintains all known measures to prevent unauthorized access, misuse, damage, or destruction of personal data.
V. Transfer of Personal Data to Third Parties
Access to personal data is granted only to authorized persons — members of the Conference organizing team and collaborators of the Czech Cartographic Society.
To ensure certain processing operations, Czech Cartographic Society uses the services of specialized data processors who provide Czech Cartographic Society with administrative or technical support and comply with GDPR requirements for personal data protection. These include, in particular, IT service providers, payment service providers (e.g. ComGate Payments, a.s., Fio Banka, a.a.), and providers of marketing and analytical tools.
These may also include providers of platforms such as Google or social media platforms (e.g. Facebook, Instagram). Should additional processors be engaged in the future, Czech Cartographic Society will always ensure an equivalent level of personal data protection.
The Conference website may incorporate third-party social media features and plugins. Said features may automatically collect visitor data, including, but not limited to, IP addresses and navigation history, and may place cookies within the user’s browser. You acknowledge that the processing of any data collected by these third-party entities is strictly governed by their respective privacy policies, and therefore, falls outside the scope of this Privacy Notice.
In the event that future editions of the Conference are hosted by a different organizer, Czech Cartographic Society may transfer your contact details to said organizer for the purpose of arranging the event. However, you will retain the right to opt out of such communications at any time.
Pursuant to applicable legal requirements, Czech Cartographic Society reserves the right to disclose your Personal Data to competent governmental, regulatory, or law enforcement agencies. Furthermore, such data may be disclosed to external advisors and other authorized personnel, provided they are subject to a binding duty of confidentiality.
VI. Transfer of Data Outside the European Union
Personal data is processed primarily within the European Union or in countries that ensure an adequate level of protection based on a decision of the European Commission.
VII. Your Rights in Relation to Personal Data Protection
In connection with the processing of personal data, you have in particular the following rights:
- the right to be informed about the processing of personal data,
- the right of access to your personal data,
- the right to rectification or completion of inaccurate or incomplete data,
- the right to restriction of processing,
- the right to data portability,
- the right to erasure (“right to be forgotten”), unless prevented by a legal obligation,
- the right to lodge a complaint with the supervisory authority (Office for Personal Data Protection at https://uoou.gov.cz/en/consultation/contact).
You may exercise your rights by contacting us at: info@eurocarto2026.org.
VIII. Confidentiality
Czech Cartographic Society assures you that all employees and collaborators involved in the processing of personal data are bound by a duty of confidentiality. This obligation continues even after the termination of contractual relationships. Without your consent, personal data is not disclosed to any third party, except where required by law.
These Personal Data Processing Principles are effective as of 20th February 2026 and are updated on an ongoing basis in accordance with applicable legislation.