Personal Data Processing Policy for Participants of the Conference “Geotechnics in the Permafrost Zone”

1. General Provisions

1.1. This Policy (hereinafter — the “Policy”) is developed in accordance with Federal Law No. 152-FZ “On Personal Data” dated July 27, 2006, and defines the procedure for the processing, protection, and storage of personal data of the Conference participants (hereinafter — the “Participants”) by one of its Organizers.

1.2. The Policy is aimed at ensuring the protection of human and civil rights and freedoms in the processing of personal data, including the protection of the rights to privacy, personal and family secrets.

1.3. The processing of personal data is carried out by the Data Controller (hereinafter — the “Organizer(s)” of the Conference).

2. Legal Grounds for Processing Personal Data

2.1. Personal data shall be processed on the following grounds:

• The Constitution of the Russian Federation;
• Federal Law No. 152-FZ “On Personal Data” dated July 27, 2006;
• The Civil Code of the Russian Federation, regarding the disclosure of a citizen’s image, Article 152.1.

2.2. The Participant expresses consent to the processing of personal data by checking the relevant box in the registration form on the official website of the Conference at https://geocryoconf.rssmgfe.ru or by providing data otherwise.

3. Categories of Personal Data Processed

3.1. For the purposes of organizing and conducting the Conference, the following personal data of Participants shall be processed:

• last name, first name, patronymic, if available;
• gender;
• date and place of birth;
• legal and actual residential addresses;
• place of employment and position held;
• information on education, professional retraining, advanced training, academic degree, academic title, and other credentials;
• contact details: phone number, email address;
• information on professional qualities and activities.

3.2. In specific cases, subject to the Participant’s consent, other data necessary for achieving the purposes of the event may be processed, for example, identity document details.

4. Purposes of Personal Data Processing

4.1. The processing of Participants’ personal data is carried out exclusively for the following purposes:

• identification of a Participant to facilitate their participation in the Conference;
• informing Participants of the schedule, visiting rules, and changes to the event program;
• providing access to information materials: presentations, video recordings, methodological materials;
• preparation of personalized materials for participation in the Conference: badges, participant lists;
• issuance and registration of documents confirming participation in the Conference;
• conducting statistical and marketing research based on anonymized data;
• recording information in the official documents of the Conference;
• publishing Conference proceedings in printed and electronic formats;
• transferring information to Russian and international specialized organizations.

4.2. Access to the processed personal data is restricted to the Organizer’s personnel directly involved in the organization and conduct of the Conference.

5. Conditions and Methods of Data Processing

5.1. Personal data processing shall be carried out using automation tools and without the use of such means — mixed processing.

5.2. Processing includes the following actions (operations): collection, recording, systematization, accumulation, storage, clarification (updating, modification), retrieval, use, transfer (provision, access), anonymization, blocking, deletion, and destruction.

5.3. The Organizer shall take necessary legal, organizational, and technical measures to protect personal data from unauthorized or accidental access, destruction, alteration, blocking, copying, distribution, and other unlawful actions.

6. Transfer of Personal Data to Third Parties

6.1. Where necessary, the Conference Organizer(s) may transfer Participants’ personal data to the Conference partners and sponsors, provided the Participant is informed of such transfer and its purpose.

6.2. Transfer of personal data is performed in compliance with legal requirements and with the Participant’s consent, except as otherwise stipulated by federal law.

6.3. In the event of photo and video recording at the Event, the public disclosure and further use of Participants’ images shall be carried out in accordance with Article 152.1 of the Civil Code of the Russian Federation, based on a separate consent or for purposes permitted by law.

7. Data Retention Periods

7.1. Personal data shall be processed for the entire retention period and/or for the period required to achieve the purposes of processing, unless a different period is established by agreement or law.

7.2. Consent to personal data processing is valid from the date of its provision until the date of its withdrawal in writing.

8. Participant Rights and Withdrawal of Consent

8.1. A Participant has the right to:

• request information regarding the processing of their personal data;
• request rectification, blocking, or destruction of their personal data if it is incomplete, outdated, inaccurate, or unlawfully obtained;
• withdraw consent to the processing of personal data.

8.2. Consent may be withdrawn by sending a written notice to the Organizer via one of the following methods:

• by email to the address specified on the official Conference website;
• to the postal address of the Organizer.

8.3. In the event of consent withdrawal, the Organizer may continue processing personal data solely on other legal grounds provided for in Sub-Clauses 2–11 of Clause 1 of Article 6, Clause 2 of Article 10, and Clause 2 of Article 11 of Federal Law No. 152-FZ.

9. Liability

9.1. Persons found in violation of the legislation of the Russian Federation on personal data shall bear liability as stipulated by applicable law.