Privacy Policy Page

Privacy Policy Page


Please read this Privacy Policy before registering for the Conference and completing the forms and fees.

Last updated on 14.04.2023

Institute of Paleobiology PAS (hereinafter also referred to as “IPAL PAS”, “us, “our”, “we”) is the Official Secretariat for 14th Symposium of the International Fossil Coral and Reef Society ( “Symposium”, “Conference”) and data controller on behalf of:

Institute of Paleobiology Polish Academy of Sciences

University of Warsaw, Faculty of Geology

Jagiellonian University, Kraków, Faculty of Geography and Geology

Adam Mickiewicz University, Poznań, Faculty of Geographical and Geological Sciences

jointly called 14th Symposium of the International Fossil Coral and Reef Society Organizer (“Organizer”). As part of its congress services, IPAL PAS operates the Conference website (“Conference website” ).

We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our policy or our practices with regard to your personal information, please contact us.

This Privacy Notice describes our practices regarding the collection, use and disclosure of information that we may obtain when you visit the Conference website from which you are accessing this Privacy Notice or when you interact with any of the online forums, registration forms, sign-up forms, other digital activities carried out by us through the Conference website (“Activities“). This Privacy Notice also describes your choices regarding the use, access and correction of your personal information.

By entering the Conference website and using or participating in any activities you agree to the terms and conditions set forth in this Privacy Notice, including the collection and processing of your personal data. If you disagree with any term provided herein, please do not use the Conference website or participate in any activities.

Please read our Privacy Policy carefully as it will help you make informed decisions about sharing your personal information with us.

Information We Collect and Process:

Organization of the Conference will require gathering of the following personal data of the Participants: data included in the registration form, data on attendance at the Conference, images included in recordings and photo reports from the Conference. In addition, depending on individual needs, we will process data required by the law, e.g. tax law, accounting; data contained in applications, complaints and other statements of Participants, possibly other data, if it is necessary to achieve the goals and is in accordance with the law.

We collect your personal data when you register for the conference, when you express an interest in obtaining information about us or our services, when you participate in activities on our Conference website or otherwise contacting us.

You can choose not to provide us with any personal data, but failure to do so may preclude us from providing our services to you, responding to any questions and comments you may refer to us on the Conference website or may otherwise preclude you from participating in certain Activities.

Your personal data is collected and processed by Institute of Paleobiology PAS– the company located in Poland, 02-644 Warszawa, Twarda 51/55 Str. (“IPAL PAS”). IPAL PAS collects and processes your personal data for the following purposes:

Collecting and processing your registration to Symposium via the Conference website;

Submitting an abstract to Symposium;

Subscribing to information and marketing services related to the Symposium.

The main purpose of personal data processing is the organization of the Conference: registration, ensuring access to the Conference and identifiers, sending notifications regarding the Conference, providing accommodation, admission to accompanying events, access to quarries and mines, ensuring the safety of the Conference, including monitoring the Conference, documenting the course of the Conference, any other administrative issues required for the proper organization and conduct of the Conference and the safety of its Participants and service. If you register for the Conference, the basis for the processing of your personal data is the agreement for participation in the Conference, which you concluded with the PAS Institute of Paleobiology. In order to properly promote the Conference, we process the personal data of our Speakers, including their image and biographies received from the Speakers, we publish them on the Conference website, in the Conference materials and in marketing materials, including in social media. In addition, in order to promote the Conference, after it is held, we record its course using photographic and audio-video reports. Selected fragments of the report will be made available to all Conference Participants and made public on our website. Participation in our Conference involves granting consent to the recording and dissemination of your image under the Act on Copyright and Related Rights. We make every effort to ensure that the published materials satisfy all Participants and Speakers, but if you are dissatisfied with certain materials containing your image, please contact us immediately, we will try to exclude them from access by third parties. The promotion of the Conference takes place: with the use of the Speakers’ identity data (name, surname, position, represented organization, biographical note); using data concerning the identity of the Participants engaging in activities during the Conference, e.g. asking questions, participating in discussions, receiving a prize if the Participant introduces himself; without using the identity data of other Conference Participants.

IPAL PAN collects the following personal data:

your name, academic degree, email address, telephone number, your affiliation, payment card holder`s name and surname – if you choose online payment, we collect your name and surname only and forward them to our payment processor. All payment information is securely stored by our payment processor and we do not have access to your sensitive information, such as credit card number or security code.

This information is required to process, complete and confirm your registration.

Automatically Collected Information

When you use our Conference website, we automatically collect certain computer information by the interaction of your mobile phone or web browser with our Conference website. Such information is typically considered non-personal information. We also collect the following: Cookies – our Conference website uses “Cookies” to identify the areas of our Conference website that you have visited. A Cookie is a small piece of data stored on your computer or mobile device by your web browser. We use Cookies to personalize the Content that you see on our Conference website. Most web browsers can be set to disable the use of Cookies. However, if you disable Cookies, you may not be able to access functionality on our Conference website correctly or at all. We never place Personally Identifiable Information in Cookies.

Third-Party Tracking Tools – we also use third-party tracking tools to improve the performance and features of our Conference website. These third-party tracking tools are designed to collect only non-personal information about your use of our Conference website. However, you understand that such tools are created and managed by parties outside our control. As such, we are not responsible for what information is actually captured by such third parties or how such third parties use and protect that information.

Log Information – we automatically receive information from your web browser or mobile device. This information includes the name of the website from which you entered our Conference website, if any, as well as the name of the website to which you’re headed when you leave our Conference website. This information also includes the IP address of your computer/proxy server that you use to access the Internet, your Internet website provider name, web browser type, type of mobile device, and computer operating system. We use all of this information to analyze trends among our Users to help improve our Conference website.

Social Media Widgets: The Conference website also includes some social media features, such as a Facebook “like” button, and widgets, such as a “share” button. These features may collect your Internet Protocol address, which page you are visiting on the Conference website, and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by a third party or hosted directly on the Conference website. Your interactions with these features are governed by the Privacy Notice of the companies that provide them.

How and Why We Use Your Personal Information

We use the information we receive from you as follows:

To allow you to register to the Symposium.

To allow you to submit an abstract to the Symposium.

To send you current organizational information related to the Symposium.

To customize our Conference website for your experience – we may use the information you provide to us along with any computer information we receive to customize our Conference website.

For data aggregation purposes – we retain the right to collect and use any non-personal information collected from your use of our Conference website and aggregate such data for internal analytics that improve our Conference website. At no time is your personally identifiable information included in such data aggregations, nor forwarder for use or re-sold to others.

Transfer Of Your Personal Information

We do not transfer data outside the European Economic Area unless you are a User outside the European Economic Area. Your personal data may then only be transferred to a country outside the European Economic Area in accordance with your instructions or for the sole purposes of processing the services related to Symposium described in this Privacy Policy, in particular to entities such as IT providers.

With whom we share your information

Personal information – we may share your personal information under the following circumstances:

The information that Institute of Paleobiology PAS collects and stores relating to you is owned by the Organizer, who owns the Symposium for which you have shown interest or have registered. Access to your personal information is therefore shared with the Organizer for the general purposes for which we collect it described in this Privacy Policy and for specific Symposium-related purposes (e.g. poster abstracts selection, travel grant request).

Your name, country and affiliation may be included in a list of participants posted at the event site and/or on the event mobile application.

In the course of operating this Symposium, it may be necessary or appropriate for us to provide access to your personal information to others such as our affiliates, service providers, contractors and select vendors. Where practical, we seek to obtain confidentiality agreements that are consistent with this Privacy Notice and that limit others’ use or disclosure of such personal information. Any data transfers from the EU will be carried out to locations with similar & adequate levels of data protection.

Your personal details including name, country of origin, affiliation and email address may be shared with the organizers of future International Fossil Coral and Reef Society Conferences, provided you have given your explicit consent.

We may share your personal information to respond to subpoenas, court orders, or legal processes, to enforce our legal rights, to defend against legal claims or in such circumstances where, in our judgment, a disclosure is necessary or appropriate in accordance with applicable law.

We may share your personal information if we believe it is necessary in order to investigate, detect, prevent or otherwise take action regarding illegal activities, suspected fraud or abuse, situations involving potential threats to the physical safety of any person, violations of our various terms of service or as otherwise required by applicable law.

Public Information – we may share information that you voluntarily make public, including information that you post on any blogs, message boards, chat rooms or other similar forums, whether or not such forums are operated or owned by Institute of Paleobiology PAS or Organizer. Since such public information can be accessed by others and used by any member of the public, such use by third parties is beyond our control. To request the removal of your personal information from any blog or community forum operated or owned by Institute of Paleobiology PAS or Organizer, please contact us. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why.

Non-Personal Information – we may share aggregated or anonymous information or statistics (which in any event does not contain any of your personal information) with third parties, such as the Organizer, investors, affiliates, vendors, service providers and other business partners.

Automated Processing Of Data

Your personal data are not subject to automated decision making, including profiling.


Retention of Your Personal Information

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

Information Regarding Your Data Protection Rights Under General Data Protection Regulation (GDPR)

For the purpose of this Privacy Policy, Institute of Paleobiology PAS is a Data Controller of your personal information. In accordance with European data protection laws, strict security procedures are observed within Institute of Paleobiology PAS to prevent personal data misuse and unauthorized access. In order to protect and safeguard the personal data provided to Institute of Paleobiology PAS, we have implemented and use appropriate business systems and procedures. Furthermore, we have implemented and use security procedures and technical and physical restrictions for accessing and using personal information. Only authorized employees are permitted to access personal information for performing their duties in respect to our services.

We use third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run our Activities. Where practical, we seek to obtain confidentiality agreements that are consistent with this Privacy Notice and that limit others’ use or disclosure of your personal information.

If you are from the European Economic Area (EEA), our legal basis for collecting and using your personal information, as described in this Privacy Policy, depends on the information we collect and the specific context in which we collect it. We may process your personal information because:

We need to proceed with all the actions necessary to register you to the Symposium;

We need to proceed with all the actions in the process of collecting, reviewing and accepting your abstract;

You have given us permission to do so by accepting our privacy policy;

The processing is in our legitimate interests and it’s not overridden by your rights;

For payment processing purposes;

To comply with the law;

To keep you updated with the Symposium preparations and all information related to the Symposium organization.

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. In certain circumstances, you have the following data protection rights:

The right to access, update or to delete the personal information we have on you;

The right of rectification;

The right to object;

The right of restriction;

The right to data portability;

The right to withdraw consent.

Please note that we may ask you to verify your identity before responding to such requests.

You have the right to complain to a Data Protection Authority about our collection and use of your personal information. For more information, please contact your local data protection authority in the European Economic Area (EEA).


Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.

You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents Google Analytics JavaScript (ga.js, analytics.js, and dc.js) from sharing information with Google Analytics about visits activity.

For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page:

Payments processors

We provide paid services on our Conference website. In that case, we use third-party services for payment processing (e.g. payment processors).

We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy.

Protecting Your Child’s Privacy

Our Conference website is not designed for use by anyone under the age of 13 (“Child”), though we realize we may have a Child attempt to make purchases through our Conference website. We do not verify the age of our Users nor do we have any liability for verifying a User’s age. If you are a Child, please seek the permission of a parent or guardian before using our Conference website. If you are a parent or guardian and believe your Child is using our Conference website, please contact us to remove your Child’s registration; we reserve the right to ask you for verification of your relationship to the Child before we honor such a request. If we discover that a Child has registered to the Symposium on our Conference website, we will immediately delete the registration data as soon as we discover it, we will not use the information for any purpose, and we will not disclose the information to third parties. However, as a parent of such a Child, you understand that you are legally liable for any transactions created by the Child.

Links to Third-Party Websites

Our Conference website may contain links to other websites that are not under our direct control. These websites may have their own policies regarding privacy. We have no control of or responsibility for linked websites and provide these links solely for the convenience and information of our visitors. You access such linked websites at your own risk. These websites are not subject to this Privacy Policy. You should check the privacy policies, if any, of those individual websites to see how the operators of those third-party websites will utilize your personal information. In addition, these websites may contain a link to the websites of our affiliates. The websites of our affiliates are not subject to this Privacy Policy, and you should check their individual privacy policies to see how the operators of such websites will utilize your personal information.

Our Email Policy

Our affiliates and we fully comply with national laws regarding SPAM. You can always opt-out of receipt of further email correspondence from us and/or our affiliates. We agree that we will not sell, rent, or trade your email address to any unaffiliated third party without your permission.

Updates to Our Privacy Policy

We reserve the right to modify this Privacy Policy at any time. If we make material changes to this policy, we may notify you on our Conference website, by a blog post, by email, or by any method we determine. The method we chose is at our sole discretion. We will also change the “Last Updated” date at the beginning of this Privacy Policy. Any changes we make to our Privacy Policy are effective as of this Last Updated date and replace any prior Privacy Policies.

Contact Us

If you have any questions about our Privacy Practices or this Policy, please contact us at fossilcoralreefs(at)