Privacy Policy
Privacy Policy
1. Controller
The controller within the meaning of the General Data Protection Regulation (GDPR) is:
Institute for Microwave and Antenna Engineering (IMA e.V.)
Represented by the Conference Chairman commissioned by IMA e.V.:
Prof. Dr. Alexander Kölpin
Hamburg University of Technology
Institute of High-Frequency Technology
Denickestr. 22i
21073 Hamburg
Germany
2. General Data Processing when Visiting the Website
When accessing this website, the following data may be processed:
- IP address
- Date and time of access
- Browser type and version
- Operating system
- Referrer URL
- Log files
Purpose:
Ensuring technical stability and security of the website.
Legal basis:
Article 6(1)(f) GDPR (legitimate interest in secure website operation)
The website is technically hosted on servers operated by Hamburg University of Technology, Institute of High-Frequency Technology.
3. Conference Registration
When registering for the conference, the following data may be processed:
- Name
- Institutional affiliation
- Email address
- Billing address
- Participation category
- Dietary information (if provided)
Purpose:
Participant management, invoicing, and organization of the event.
Handling:
The registration system is handled by VDE/ITG
Legal basis:
Article 6(1)(b) GDPR (performance of a contract)
4. Paper Submission and Review Process
Paper submission and review are conducted using the conference management system Converia, administered by the
European Microwave Association
Processed data may include:
- Author details
- Submitted abstracts and manuscripts
- Reviewer assignments
- Correspondence data
Purpose:
Scientific evaluation and organization of conference contributions.
Legal basis:
Article 6(1)(b) GDPR
Article 6(1)(f) GDPR (legitimate interest in conducting a scientific conference)
5. Publication of Proceedings
Accepted papers will be transmitted for publication to the
IEEE Microwave Theory and Techniques Society
for inclusion in IEEE Xplore.
This may involve data transfers to third countries, including the United States.
Legal basis:
Article 6(1)(b) GDPR (performance of contract related to publication)
Article 49(1)(b) GDPR, where applicable
6. Financial Handling
Financial handling is operated by:
- VDE ITG
Personal data required for invoicing and accounting are processed in accordance with applicable tax and commercial retention obligations.
7. Data Retention
- Registration and billing data: retained in accordance with statutory retention periods
- Submitted papers: retained for scientific documentation purposes
- Log files: stored only as long as technically necessary
8. Data Subject Rights
Data subjects have the right to:
- Access (Art. 15 GDPR)
- Rectification (Art. 16 GDPR)
- Erasure (Art. 17 GDPR)
- Restriction of processing (Art. 18 GDPR)
- Data portability (Art. 20 GDPR)
- Object (Art. 21 GDPR)
They also have the right to lodge a complaint with the competent data protection supervisory authority.