Waitlist

Privacy Policy

1. Data Controller

MetLib 2026 Conference
Organised by Stichting de Bibliotheek Utrecht
Postbus 803500 AB Utrecht
030 – 2861800
klantenservice@bibliotheekutrecht.nl

Hier is de aangepaste versie. Belangrijkste wijziging: expliciet vermeld dat formuliergegevens niet meer in de website-database worden opgeslagen, maar direct per e-mail worden verzonden. Ook verduidelijkt dat geen IP-adressen of technische metadata via de formulieren worden opgeslagen.

Privacy Policy – MetLib 2026 Conference

1. Data Controller

MetLib 2026 Conference
Organised by Stichting de Bibliotheek Utrecht
Postbus 803500 AB Utrecht
030 – 2861800
klantenservice@bibliotheekutrecht.nl

MetLib 2026 Conference is the data controller responsible for the processing of personal data as described in this Privacy Policy.

2. What Personal Data We Collect

When you submit the Call for Contributions form on our website, we collect personal data that you voluntarily provide, including:

  • First and last name
  • Email address
  • Optional telephone number
  • Job title / professional role
  • Any additional information you provide in your submission
  • If you upload files as part of your submission, these files are stored securely on our server for the purpose of reviewing and administering the conference programme. Uploaded files may contain personal data depending on their content. Uploaded files are stored in a server directory that is not indexed by search engines.

We also collect personal data submitted via our general contact form, including:

  • Name
  • Email address
  • The content of your message

Important:
Form submissions are not stored in our website database. The information you submit is transmitted securely and sent directly to our official conference email inbox for processing.

We do not store IP addresses, browser fingerprints, or other technical metadata through our forms.

This information qualifies as personal data under the General Data Protection Regulation (GDPR).

3. Purpose and Legal Basis for Processing

We process your personal data solely for the following purposes:

  • To receive, review, and evaluate your Call for Contributions submission
  • To respond to enquiries submitted via the contact form
  • To communicate with you regarding your submission
  • To manage the conference programme administration

The legal basis for processing is:

  • Performance of a contract (processing necessary to handle your submission), and/or
  • Legitimate interest (organising and administering the conference in a professional and secure manner)

We do not use your data for marketing purposes unless you explicitly consent to it.

4. Retention Period

We retain personal data only for as long as necessary to fulfil the purposes described above.

Because submissions are processed via email, personal data is retained within our secure email environment only for as long as necessary for conference administration.

Submission data will be retained until the selection process has been completed and for a maximum of 1 month after the conference, unless a longer retention period is required by law.

After this period, personal data will be securely deleted.

Submission data and uploaded files will be retained until April 2026 for conference administration purposes. After this period, personal data and uploaded files will be securely deleted, unless a longer retention period is required by law.

5. Sharing of Data

We do not sell, rent, or trade personal data.

Personal data may be shared only:

  • With authorised members of the conference organising committee
  • With service providers (e.g. hosting providers) who process data on our behalf under a data processing agreement
  • When required by law

We ensure that appropriate safeguards are in place when personal data is processed by third parties.

6. Cookies

Our website uses hCaptcha to protect forms against spam and abuse. hCaptcha may set security-related cookies and process certain technical information (such as IP address and browser data) to distinguish human users from automated bots. This processing is necessary to ensure the security of our website.

hCaptcha Privacy Policy:
https://www.hcaptcha.com/privacy

hCaptcha Terms:
https://www.hcaptcha.com/terms

7. International Transfers

We do not transfer personal data outside the European Economic Area (EEA) unless appropriate safeguards are in place in accordance with GDPR requirements.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration.

Our website uses SSL encryption to secure data transmission.

9. Your Rights Under the GDPR

Under the GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Request erasure (“right to be forgotten”)
  • Restrict processing
  • Object to processing
  • Data portability
  • Lodge a complaint with your local data protection authority

To exercise your rights, please contact us at:
klantenservice@bibliotheekutrecht.nl

10. Contact

If you have any questions regarding this Privacy Policy or how we process personal data, please contact:

MetLib 2026 Conference
Email: klantenservice@bibliotheekutrecht.nlMetLib 2026 Conference is the data controller responsible for the processing of personal data as described in this Privacy Policy.