Strangeness in Quark Matter 2022 (SQM 2022)

Information about data privacy

We SQM 2022 Local Organizing Committee requests information from participants to organize The 20th International Conference of Strangeness in Quark Matter 2022 (SQM 2022).

This document informs you which data is collected from participants intentionally or unintentionally.

Data Used

Data	Purpose	Basis	Source
Name (First, Last) Title Position Affiliation	To identify you	Legitimate interest of SQM2022	You via the Indico registration or Automatically detected from your SSO
E-mail address	To identify you. For communication including event-related information before/after the event For communication about next SQM conference	Legitimate interest of SQM2022	You via the Indico registration or Automatically detected from your SSO
Gender, Nationality	To establish anonymous statistics. To issue the invitation letter for a visa.	Legitimate interest of SQM2022	You via the Indico registration
Name in Chinese Charactor (if available) Birth Date, Passport Number, Country which issued passport, Local address in Republic of Korea	To issue the invitation letter for a visa. To apply an exemption of quarantine.	Consent	You via the Indico registration
CV, cover letter	To select the student will be supported.	Consent	You via the Student Support Form
Reference Letter	To select the student will be supported.	Consent	Your supervisor via the e-mail
Food Orientation Allergy Information Religious Food Orientation	To serve lunch/banquet for participants who has the special food restriction/orientation	Consent	You via the Indico registration
Your voice and image (contributor)	To allow you to present your contribution	Legitimate interest of SQM2022	You via the video-conference system (e.g. zoom)
Your voice (remote participants)	To allow for interactions during the conference, if you wish to participate; to allow to keep a record of your participation and publish it (remote participants intervening in the Q&A session)	Consent	You via the video-conference system (e.g. zoom)
Your voice (on-premise participants)	To facilitate and allow interactions with remote participants if you wish so; to allow to keep a record of your participation and publish it (on-premise participants intervening in the Q&A session)	Consent	You via on-premises video recording system
Your contribution (title, abstract, time slot, material, etc.)	To identify and publish your contribution for educational and scientific purposes in the context of SQM2022	Legitimate interest of SQM2022	You via the Indico registration
Name, Payment Information (Participants who paid with PayPal)	To make payment with a credit card issued outside of the Republic of Korea	Consent	You via PayPal
Name, Payment Information (Participants who paid with bank transfer)	To process the payment	Consent	You or you're affiliation's financial office via e-mail or mail.

 

Data Stored

Data	Database	Retention Period	Purpose
Name Title Affiliation Position	CERN Indico	Indefinite	As part of the public conference material for scientific, educational or other non-commercial purposes
Your contribution (title, abstract, time slot, material, etc.)	CERN Indico	Indefinite	As part of the public conference material for scientific, educational or other non-commercial purposes
E-mail address	CERN Indico	5 years after the event	For conference-related information after the event and to inform you about the next conference For communication about next SQM conference
Nationality, Gender	CERN Indico	3 years after the event	To generate anonymous statistics after the conference
Name (First, Last), Title, Gender, Nationality, Name in Chinese Charactor (if available), Birth Date, Passport Number, Country which issued passport, Local address in Republic of Korea	CERN Indico	Liquidation of SQM2022 LOC(*)	Provision the problem about invitee of the issued invitation letter.
Payment information (Paid with PayPal)	PayPal	See the PayPal privacy statement	To provide a platform for payment with a credit card issued outside of the Republic of Korea (Not stored my LOC)
Payment information (Paid with PayPal)	Local	Liquidation of SQM2022 LOC(*)	To process the taxation.
Payment information (Paid with bank-transfer)	Local	Liquidation of SQM2022 LOC(*)	To provide post-payment information before and after the event. To process the taxation.
CV, Reference Letter	Google Drive	Liquidation of SQM2022 LOC(*)	To provide information in order to demonstrate whether the funds are spent adequately.

(*) Liquidation of SQM2022 LOC: ~ 1 year after the event.

Internal Access

Personal Data	Accessed by	Purpose
All data above except your voice and image	SQM2022 Secretariat SQM2022 Local Organizing Committee	To manage the event, to allow you to participate in the event, for establishment, exercise or defence of legal claims

 

External Access

Personal Data	Accessed by / Provided to	Purpose
Name, Title, Affiliation	Public (Participants Lists - Indico)	For the event visibility; the data will be publicly accessible through the conference material on Indico
Your contribution	Public (Contribution Lists, Timetable) (Searchable at search-engine; google, etc.)	Publication online as part of the public conference material on Indico for scientific, educational or other non-commercial purposes
Your image and your voice (contributors and remote participants intervening in the Q&A session)	Participants of SQM2022	To provide the contribution to remote participants.
Your name, payment information (who has paid with PayPal)	PayPal	To process the payment.
Your image and voice	Zoom video conferencing service; see the Zoom privacy notice	To provide video conference service.
Your E-mail Address, Name, Affliation	Zoom video conferencing service; see the Zoom privacy notice	To provice video conference service.
Affiliation, Nationality, Gender	Korean Travel Organization, Busan Travel Organization	To provide anonymous statistics in order to demonstrate whether the funds are spent adequately.
E-mail Address	SQM2024(temp.) Organizing Committee	Providing information about next SQM conference
(Participants who request to send invitation letters to the Embassy) Name (First, Last), Title, Gender, Nationality, Name in Chinese Charactor (if available), Birth Date, Passport Number, Country which issued passport, Local address in Republic of Korea	Korean Embassy of your countries.	To provide an invitation letter to request a visa to a local embassy in your country.
(Offline participants) Name (First, Last), Gender, Nationality, Birth Date, Passport Number, Country which issued passport, Local address in Republic of Korea, Visited countries in 14days	Busan Metropolitan City	(Potentially) Active tracing related to COVID-19
(Participants who want exemption of quarantine) Name (First, Last), Gender, Nationality, Birth Date, Passport Number, Country which issued passport, Local address in Republic of Korea	Ministry of Science and ICT (Republic of Korea) Korean Embassy of your countries.	(Potentially) Applying exemption of quarantine