Rules – IV Kongres Zagranicznych Badaczy Dziejów Polski

REGULAMIN IV Kongresu Zagranicznych Badaczy Dziejów Polski

REGULAMIN

IV KONGRESU ZAGRANICZNYCH BADACZY DZIEJÓW POLSKI

19-22 października 2022 roku

(„Regulamin”)

§ 1 Date and duration

These Terms and Conditions define the rights and obligations of Attendees of the 4th International Congress of Polish History (hereinafter referred to as “Conference”), which will be held on 19-22 October 2022, onsite in Kraków, at the Auditorium Maximum of the Jagiellonian University of Kraków (ul. Krupnicza 33, 31-123 Kraków), the Institute of Oriental Studies of the Jagiellonian University of Kraków (Collegium Paderevianum, al. Mickiewicza 9, 33-332 Kraków) and the International Cultural Centre in Kraków (Rynek Główny 25, 31-008 Kraków).
The Conference is organised by the Jagiellonian University of Kraków, Faculty of History, ul. Gołębia 24, 31-007 Kraków (hereinafter referred to as “University”); the Pedagogical University of Kraków, ul. Podchorążych 2, 30-084 Kraków; the Polish Historical Society, Kraków Branch, ul. Gołębia 13, 31-007 Kraków; the Museum of Kraków, Rynek Główny 35, 31-017 Kraków; the Museum of Polish History, ul. Mokotowska 33/35, 00-560 Warszawa; and the International Cultural Centre in Kraków, Rynek Główny 25, 31-008 Kraków (hereinafter referred to “Organisers,” jointly with the University).
The Conference is held under the auspices of the Rector of the Jagiellonian University of Kraków, the Rector of the Pedagogical University of Kraków, the Marshal of the Senate of the Republic of Poland and the Mayor of the City of Kraków (hereinafter referred to as “Patrons”).
Scientific oversight of the Conference is provided by the Honorary Committee appointed by the Organisers (hereinafter referred to as “Honorary Committee”).
The Conference is open to any adult natural person with full legal capacity who has applied to attend the Conference no later than 7 October 2022 in the manner referred to in § 2 of the Terms and Conditions and has accepted the rules of attendance at the Conference covered by the Terms and Conditions (hereinafter referred to as “Attendee”).
The Conference is also open to underage natural persons who are secondary school students provided that they are supervised by their teacher throughout the entire period of their attendance at the Conference. Minors shall be registered by their teacher in the manner referred to in § 2 of the Terms and Conditions and no later than 7 October 2022. When registering a group of secondary students as Attendees at the Conference, teachers shall provide their personal data and the number of students in their care in the registration form; they shall also confirm that they have read and accepted the provisions of the Terms and Conditions and obtained the permissions referred to in § 7 of the Terms and Conditions from the legal guardians of underage students and provided them with information on personal data processing referred to in § 8 of the Terms and Conditions.
The Terms and Conditions are available to Attendees on the Conference Website (hereinafter referred to as “Conference Website”) in Polish and English. The Terms and Conditions are also available for download.
The Organisers reserve the right to change the Terms and Conditions due to amendments to generally applicable law and the need to adapt the Terms and Conditions to these amendments, in particular, in order to adapt the formula of the Conference to the restrictions, orders and prohibitions related to the outbreak of a pandemic or epidemic emergency, changes in the Conference programme and heightened security measures which might be required at the Conference. An amendment to the Terms and Conditions shall come into force within 7 days of its publication on the Conference Website. In relation to the Attendees who have accepted the Terms and Conditions, an amendment shall come into force within 7 days from the date the Attendees were notified about the amendment to the Terms and Conditions and as long as they did not object to this amendment within this period.
The Organisers reserve the right to change the date and form of the Conference in those cases where the holding of the Conference on the date and in the form referred to in section 1 above is impossible or excessively difficult for reasons beyond the control of the Organisers, in particular, due to restrictions, orders and prohibitions related to the outbreak of a pandemic or epidemic emergency. Changes in the date and/or form of the Conference shall be immediately announced on the Conference Website.
The Organisers reserve the right to make changes to the programme of the Conference, including the right to change the time schedule and sequence of the speeches. In the event of any changes, the Organisers shall announce these changes immediately on the Conference Website.

§ 2 Registration in the Conference

Attendees presenting lectures and posters, as well as university students, secondary school students and teachers, and individuals involved in the organisation of the Conference are welcome to attend the Conference free of charge. The remaining Attendees must pay a fee to join the Conference; however, doctoral students are eligible for concessions. Conference Attendees must register prior to the event using the registration form (hereinafter referred to as “Form”) available at http://coph2022.pl (hereinafter referred to as “Registration Website”), in which a prospective Attendee will be required to provide the following data: name and surname, e-mail address, country, day(s) in which they will attend the Conference and their capacity as Attendees.
The detailed method of Conference registration, registration deadlines and Registration Fee payable by individual groups of Attendees referred to in section 1 above (hereinafter referred to as “Fee”), and the method of payment are specified on the Conference Website.
In the event that Attendees wish to resign from the Conference, they are obliged to immediately inform the Organisers about their resignation by sending relevant information to the following e-mail address: konferencje@uj.edu.pl. An Attendee who resigns from the Conference prior to 31 August 2022, in the manner referred to in this section, shall be refunded the Fee by the Organisers (bank charges shall not be refunded). No Fees will be returned to those Attendees who resign from the Conference after 31 August 2022.
Attendees may use the Form to declare their wish to join the events accompanying the Conference, i.e., the vocal-organ concert on 20 October 2022 (hereinafter referred to as “Concert”) and excursions and outings to museums on 22 October 2022 (hereinafter referred to as “Excursions”). Detailed information on the time and venue of the Concert and the Excursions will be provided on the Conference Website.
The Organisers shall not be liable for any erroneous or false data provided by Attendees during their registration for the Conference.
The Conference is open to a maximum of 600 Attendees; the Banquet is open to a maximum of 250 Attendees, i.e., all Speakers who have confirmed their wish to join the Banquet and selected Attendees invited by name by the Organisers (hereinafter referred to as “Banquet Attendees”). Each Conference Attendee may join the Concert and Excursions if they express their wish to do so to the Organizers via the Form.
Conference applications will be accepted on a first-come first-served basis. Prospective Attendees will receive an e-mail from the Organisers with information on whether their Conference application has been accepted. The limits of Attendees in the Conference/Banquet/Concert/Excursions, specified in section 6 above, may change due to the epidemiological situation during the Conference and related restrictions, orders and prohibitions. The Organisers shall immediately announce changes in attendance limits on the Conference Website. In the event that the number of Attendees at the Conference and Banquet/Concert/Excursions is reduced, the Organisers shall requalify Attendees within the available attendance limits and on a first-come first-served basis to join the Conference, Excursions, and Concert, as well as Banquet. The Organisers shall notify by e-mail those applicants who will not be able to join the Conference and/or Banquet / Concerts / Excursions due to changes in attendance limits.
Attendees shall confirm that they have read the Terms and Conditions and accepted the provisions of the Terms and Conditions, which is tantamount to granting by Attendees the permissions, licenses and authorisations referred to in the Terms and Conditions; it also constitutes an obligation to pay a fee (for those Attendees who must pay a fee to join the Conference). Attendees shall be registered for the Conference once they have provided their data in the Form and sent it together with the consents referred to in § 5-8 using the registration system available on the Conference Website.
Minor Attendees shall be registered for the Conference upon completion of the registration by their teachers with the data referred to in § 1.6 of the Terms and Conditions and confirmation by the teachers that they have read and accepted the provisions of the Terms and Conditions, which is tantamount to granting by Attendees the permissions, licenses and authorisations referred to in the Terms and Conditions. In order to do so, the teachers must mark the appropriate box in the Form and send a completed Form using the registration system available on the Conference Website. Applicants shall be accepted as Attendees in the Conference upon receipt of a registration confirmation.

§ 3 General rules of attendance

The Conference will feature approximately 30 sessions and thematic panels, during which lectures (hereinafter referred to as “Lectures”) and posters (hereinafter referred to as “Posters”) will be presented. The Conference will be held in Polish and English. Detailed information on the Conference and its exact programme is available on the Conference website.
After the end of each Lecture, Attendees are invited to ask questions and join the discussion. Given the planned duration of the Lectures as well as the Conference schedule, the Organisers will decide on the number of questions to be asked and their content.
The Conference will be recorded in the form of a photo report (hereinafter referred to as “Photo Report”), in the form of an audio-video recording (hereinafter referred to as “Video Recording”). The opening session may also be recorded. The Video Recording and/or Photo Report may be made available to an unlimited audience on the Conference Website, on the Organisers’ websites, on the website of the Polish Ministry of Education and Science, on www.polona.pl, and via their social media.
The Conference Organisers shall provide Attendees with conference materials, including the book of abstracts (hereinafter referred to as “Conference Materials”). Attendees are obliged to respect intellectual property rights. Attendees agree to use the Conference Materials provided by the Organisers for their own personal use exclusively. It is prohibited to modify, copy, send, transmit in public, or in any way use these Conference Materials for commercial purposes, unless provided with prior written consent by the Organisers or any other authorised entities. Attendees shall be fully liable for any and all damages arising from the violation of the above section.
Attendees accept the established rules of the Conference and its programme and agree not to change it or interfere with the course of the Conference. The Organisers are entitled to deny access to the Conference to those Attendees who violate the provisions of the Terms and Conditions, in particular those who:

a) disrupt the Conference;
b) take action that is unlawful, immoral, or infringing the legitimate interests of third parties;
c) take action aimed at circumventing or constituting an attempt at circumventing the Terms and Conditions of the Conference;
d) take action which infringes the legitimate interests of the Organisers or is harmful to their image.

§ 4 The rights and obligations of onsite Conference Attendees and Banquet Attendees

Attendees upon arrival at the Conference venue are required to confirm their in-person attendance at the Conference at the reception desk located in the building where a particular session or thematic panel is held. The arrival of minor Attendees must be confirmed by their teacher.
Attendees are obliged to observe the health and safety and fire regulations in force on the Conference and/or Banquet/Concert/Excursions premises and the sanitary regime in force at that time.
Teachers who have underage students in their care during the Conference are responsible for their safety as well as for the compliance with the provisions of these Terms and Conditions, the compliance with the recommendations of the Organisers and the instructions of Conference staff and services responsible for safety, security and law enforcement, and for any damage to persons and property caused by minor Attendees.
The Organisers are not liable for any items left or lost during the Conference and/or the Banquet/Concert/Excursions and for items left in clothes or backpacks/bags/suitcases left in cloakrooms and other public places on the premises of the Conference, the Concert, the Excursions, the Jagiellonian University, the International Cultural Centre, and the Wielopolski Palace (the Kraków City Hall), where the Banquet will be held.
In the event that Attendees cause any disruption to public order and fail to observe the sanitary regime in force on the day of the Conference, Conference staff are entitled to:
1. a) request the Attendee to behave accordingly;
2. b) require the Attendee to leave the Conference premises;
3. c) call the appropriate authorities when the behaviour of an Attendee requires such intervention, including, in particular, when it poses a threat to other Attendees, Conference staff, or the property of the Organisers.
The Organisers are not liable for any events resulting from the failure of Attendees to comply with the Terms and Conditions, the failure of Attendees to comply with the recommendations of the Organisers, and the instructions of Conference staff and services responsible for safety, security and law enforcement.
In order to ensure security on the Conference premises, the Organisers may use surveillance cameras covering the entire Conference area as well as its individual parts. The rules for the use of CCTV by the University are set out in Ordinance No. 34 of the Rector of the Jagiellonian University of 16 May 2019 on: Regulations for Video Surveillance at the Jagiellonian University as amended, available on the Jagiellonian University Public Information Bulletin website.
In the event that an Attendee notices any hazard to the life and health of other Attendees, they are obliged to immediately report this to Conference staff.

§ 5 Lectures, Posters, Abstracts

While registering for the Conference via the Form, a person who has been asked by the Organisers to deliver a Lecture and has accepted this request (hereinafter referred to as “Speaker”) shall send the Organisers an abstract of their Lecture (hereinafter referred to as “Abstract”). Applications by Speakers together with Abstracts will be accepted by 15.07.2022.
By 15 September 2022, Speakers are required to provide the Organisers and the moderator of the session in which they are attending (the name of the moderator will be indicated on the Conference Website) with a draft of their lecture in a Word file. The content of the draft of the Lecture will be available to other registered Attendees after logging onto the Conference Website.
While registering for the Conference via the Form, a person who has been asked by the Organisers to present a Poster and has accepted this request (hereinafter referred to as “Presenter”) shall send the Organisers an abstract of their Poster (hereinafter referred to as “Abstract”). Applications by Presenters together with Abstracts will be accepted until 30 April 2022.
By 30 July 2022, Presenters are required to provide the Organisers with a draft of their Poster in a pdf file by sending it to the following address: ivkongresu@uj.edu.pl. The file will be used by the Organisers to print out the Poster to be presented during the Conference.
By undertaking the activities referred to in sections 1-4 above, Attendees shall grant the Organisers, each Organiser individually, a non-exclusive license, without any temporal, territorial, quantitative and qualitative restrictions, to use Abstracts, Posters, and drafts of Lectures to the extent and fields of use referred to in § 6 sections 5-6 of the Terms and Conditions, with the right to grant sub-licences to third parties with a scope equivalent to the scope of the licence, for the purposes of preparing, organising, staging and settling the Conference and developing Conference Materials, including the book of abstracts. The provisions of § 6, sections 1-3 and 7-8 of the Terms and Conditions shall apply accordingly to Abstracts and drafts of Lectures.
Delivering the Lecture, presenting the Poster, and granting the Organisers the permissions, authorisations and licences referred to in § 5-7 of the Terms and Conditions, including the use of Abstracts, Posters, Lectures (including their drafts), and the image of the Speaker/Presenter to the extent and fields of use indicated therein, shall be free of charge and shall be used for the statutory purposes of the Organisers.
Granting the Organisers the permissions, licences, and authorisations referred to in § 5-7 of the Terms and Conditions is voluntary, but necessary to deliver a Lecture and/or present a Poster.

§ 6 Copyright

Speakers/Presenters take full responsibility for the form and content of their Lectures/Posters.
Speakers/Presenters undertake to develop and present their original Lectures/Posters and guarantee that the Lectures/Posters will not violate the rights and personal goods of third parties, contain claims and views inciting hatred or discrimination against any person on racial, cultural, ethnic, religious, philosophical, or gender grounds. Moreover, it is unacceptable to promote in the content of the Lectures/Posters the ideology and symbolism associated with totalitarian regimes or present other topics prohibited by generally applicable laws
If any part of the Lecture/Poster consists of legally protected elements to which the Speaker/Presenter does not hold rights, the Speaker/Presenter guarantees that they are entitled to use them to the extent necessary to deliver the Lecture/Poster and to grant the Organisers, each Organiser individually, the License with the right to grant sub-licenses without the need for the Organisers to obtain additional consents and permissions.
Upon delivery of the Lecture, the Speaker grants each Organiser a separate, non-exclusive licence to use the Lecture for the purpose of its public presentation to Conference Attendees by the Speaker.
From the moment the Poster is sent to the Organisers, in accordance with the provisions of § 5 section 4 of the Terms and Conditions, the Presenter grants each Organiser a separate and non-exclusive licence, without any temporal, territorial, quantitative and qualitative restrictions, to use the Poster in particular in combination with elements freely selected by the Organisers, including Posters by other Presenters, with the right to grant sub-licences by each of the Organisers with a scope equivalent to the scope of the licence. The licence in question covers the use of the Poster in the following fields:
1. a) recording and reproducing in whole or in part by producing copies of the Poster by any printing technology, magnetic recording, any graphic or digital technology;
2. b) trading in copies on which the Poster was recorded by placing them on the market, lending or renting them;
3. c) disseminating through public exhibiting, displaying, and making the Poster available to the public in such a way that everyone can have access to it at a time and place of their choice, in particular, by saving it to a computer and placing it on the Internet, in particular on the website of the Polish Ministry of Education and Science and on the National Digital Library POLONA website administered by the National Library of Poland (URL address: polona.pl);
4. d) using the Poster by placing it on movable property or real estate;
5. e) permanently or temporarily reproducing the Poster in whole or in part by any means and in any form;
6. f) creating and disseminating derivative works of the Poster, including elaborating its different visual or spatial formats, and using such derivative works to the extent and all fields of use specified in this section, including for the purpose of the organisation and staging of the Conference;
7. g) modifying the Poster in whole or in part and making elaborations of the Poster in whole or in part, including the right to revise, rework and alter the entire Poster or its individual elements, in particular, in so far as it is necessary to print out the Poster for the purpose of its presentation at the Conference.
The license referred to in section 5 above will also include the right of the Organisers, each on their own behalf and by persons acting on their behalf, to exercise derivative rights to the Poster, in all fields of use referred to in section 5 above, including, in particular, the right to revise the Poster and elaborate on it, the right to use and dispose of derivative works and the right to permit third parties to exercise derivative copyrights to the Poster to an extent analogous to that enjoyed by the Organisers.
The Speaker/Presenter authorises the Organisers, each Organiser individually and entities to whom they grant further authorisation, to exercise the Speaker’s/Presenter’s moral copyrights to the Lecture/Poster, in particular, the right to the inviolability of the content and form of the Lecture/Poster and its fair use, the right to decide on the first release of the Lecture/Poster to the public, to supervise the manner in which the Lecture/Poster is used and to decide on the manner of identifying the author of the Lecture/Poster. The Speaker/Presenter undertakes to refrain from exercising these rights with respect to the Organisers and the entities authorised by them, with the proviso that the Organisers shall, at the request of the Speaker/Presenter and as far as possible, respect the wish of the Speaker/Presenter to be identified as the presenter/author of the Lecture/Poster. This authorisation is granted without any temporal, territorial, quantitative and qualitative restrictions.
In the event that third parties submit claims against any of the Organisers and/or entities acting on their behalf and/or entities authorised by them to use the Lecture and/or Poster (hereinafter referred to as “Authorised Entities”), the Speaker/Presenter:
1. a) shall release the Organiser and the Authorised Entities from the claims in question, in so far as the Speaker/Presenter is obliged to obtain rights from third parties to the legally protected elements of the Lecture (including its draft) and/or Poster, including proprietary copyrights, the right to exercise derivative and related rights to the Lecture/Poster and their individual elements, and the right to obtain from third parties permissions and authorisations referred to in this section;
2. b) shall be fully liable for any damages suffered by the Organiser and/or Authorised Entities arising from claims submitted against them, referred to in point a), including primarily, but not exclusively, damages related to claims for compensation for the unlawful use of the Lecture (including its draft) and/or Poster or the unlawful use of any of their individual elements.

§ 7 Consent to image processing

The Organisers will record the Conference using image recording devices in the form of a Photo Report and the opening session using image and sound recording devices in the form of a Video Recording for the purpose of education, teaching, information, documentation, advertisement, and the promotion of the Organisers, Conference Patrons, the Polish Minister of Education and Science and the Conference itself.
Each Attendee, by declaring in the Form the willingness to attend the Conference, expresses their consent, without any temporal, territorial, qualitative and qualitative restrictions, to the use of their image for the purposes specified in section 1 above, without the right to remuneration on this account, in particular, by means of recording the image of the Attendee in the Photo Report and/or in the Video Recording and the use of this recording and the processing, duplication and multiple dissemination of the Attendee’s image recorded in the above-mentioned manner without the need to approve them each time, including, in particular, on the Internet, the Conference Website, the websites of the Organisers, Patrons, the Polish Minister of Education and Science, on www.polona.pl, and other websites, in the services of the Organisers, Patrons, social media and Internet services, and at promotional events of the Organisers, Patrons and the Polish Minister of Education and Science.
An Attendee acting as a Speaker/Presenter, by sending an Abstract to the Organisers and thereby confirming the willingness to deliver a Lecture/Poster presentation, expresses their consent, without any temporal, territorial, qualitative and qualitative restrictions, to the use of their image for the purposes specified in section 1 above, without the right to remuneration on this account, in particular, by means of recording the image of the Speaker/Presenter in the Photo Report and/or in the Video Recording and the use of this recording and the processing, duplication and multiple dissemination of the Speaker’s/Presenter’s image recorded in the above-mentioned manner without the need to approve them each time, including, in particular, on the Internet, the Conference Website, the websites of the Organisers, Patrons, the Polish Minister of Education and Science, on www.polona.pl, and other websites, in the profiles of the Organisers, Patrons, social media and Internet services, and at promotional events of the Organisers, Patrons and the Polish Minister of Education and Science
The use of the image of Attendees referred to in § 1 section 6 of the Terms and Conditions, for the purposes and in the manner referred to in section 2 above and in accordance with the principles set out in this section, shall be made on the basis of the permissions of their legal guardians obtained by the school.
Attendees, including Speakers/Presenters, are aware that the Photo Report and Video Recording of the opening sessions will be made available to an unlimited number of people on the Internet, in particular on the Conference Website, the websites of the Organisers/Patrons/Polish Minister of Education and Science, on www.polona.pl, and their social media and Internet services.
In connection with the use of the image, Attendees, including Speakers and Presenters, shall not exercise the right to control and approve the use of the image each time, including the right to approve the final form of the Photo Report and/or Video Recording in which it was used, and the right to indicate it as the person recorded each time in the Photo Report or in the Video Recording, and in particular the right to indicate their name and surname.
The Conference may be recorded only by the Organisers, either in audio visual form for the purpose of the Video Recording or in photographic form for the purpose of the Photo Report. It is prohibited for Attendees to record video and take photographs during the Conference without any prior consent by the Organisers.
The Organisers, each on their own behalf, have the right to authorise other entities to use the image under the terms of this permission.

§ 8 Processing of personal data

In accordance with Article 13 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation, hereinafter referred to as “GDPR”), the Jagiellonian University reports that:

The administrators of your personal data are:

a) The Polish Historical Society, Kraków Branch, ul. Gołębia 13, 31-007 Kraków, represented by: Marcin Jarząbek, PhD, President of the Kraków Branch. Contact can be made by e-mail: marcin.jarzabek@uj.edu.pl.
b) Jagiellonian University of Kraków, ul. Gołębia 24, 31-007 Kraków, represented by the Rector of the Jagiellonian University.

c) Pedagogical University of Kraków, ul. Podchorążych 2, 30-084 Kraków, represented by the Rector of the Pedagogical University. The Pedagogical University has appointed a Data Protection Officer. Contact with the Officer is possible by e-mail: iod@up.krakow.pl, or by phone (+48 12 662 62 06) from Monday to Friday, between 8 am and 3 pm.
d) The Museum of Kraków, Rynek Główny 35, 31-011 Krakow, represented by the Museum Director. The Museum of Kraków has appointed a Data Protection Officer. Contact with the Officer is possible by e-mail: iod@muzeumkrakowa.pl, or by phone (+48 609 799 666).
e) The Museum of Polish History in Warsaw, ul. Mokotowska 33/35, 00-560 Warszawa, represented by the Museum Director. The Museum of Polish History has appointed a Data Protection Officer. Contact with the Officer is possible by e-mail: daneosobowe@muzhp.pl, or by phone (+48 534 432 884).
f) International Cultural Centre, Rynek Główny 25, 31-008 Kraków, represented by the Deputy Director of the ICC for Programme Affairs. The International Cultural Centre has appointed a Data Protection Officer. Contact with the Officer is possible by e-mail: rodo@mck.krakow.pl.

Your personal data shall be processed in order to:

a) perform the contract, the subject of which is attendance at the 4th International Congress of Polish History, to register your attendance at the Conference, accept your application if you wish to deliver a Lecture, i.e., pursuant to Art. 6(1)(b) GDPR, based on the agreement concluded upon your acceptance of the Terms and Conditions. The Conference, organised on 19-22 October 2022 by the Faculty of History, Jagiellonian University of Kraków, the Pedagogical University of Kraków, the Polish Historical Society, the Museum of Kraków, the Museum of Polish History and the International Cultural Centre will be held onsite.
b) provide the Photo Report, Video Recording and live streaming of the Conference on the YouTube platform of the Polish Historical Society, Kraków Branch, and in the social media of the Organisers, for the purposes of documentation, information, education, teaching, advertising and promotion of the Organisers and the Conference itself, as well as for the purpose of archiving your personal data in the form of your image, based on your consent, i.e., pursuant to Article 6(1)(a) GDPR.

Providing your personal data referred to in item 3(a) above is necessary to conclude the contract, attend the Conference, prepare an Abstract, and deliver a Lecture. Providing personal data related to your image referred to in item 3(b) above is voluntary.
Your personal data may be made available to entities authorised to receive it on the basis of generally applicable laws.
Your personal data will be made available to entities providing IT and organisational support in the organisation of the Conference, including the entity providing software for Conference registration and the live streaming of the Conference.
Your personal data shall not be transferred to third countries (outside the European Economic Area) or international organisations.
Your personal data shall be stored until you withdraw your consent to data processing and no longer than for the duration of the organisation of the Conference until the final settlement and the closing of the Conference, and until the expiration of the statute of limitations for claims that may arise from the performance of the contract referred to in section 3a and to the extent referred to in section 3b above.
Your personal data provided in the Registration Form shall not be made available to third parties.
Your personal data in the form of your image may be recorded in the photos from the Conference which will be used to create the Photo Report and the Video Recording of the Conference and may be processed on the Conference Website, on the website of the Jagiellonian University Centre for Communications and Marketing, in the services and social media profiles of the Organisers and on university social media channels (in particular Facebook, YouTube, Twitter and Instagram), in a manner allowing access by third parties, for the purposes of information, documentation, education, teaching, advertising and the promotion of the Organisers and the Conference itself, and for the purpose of archiving, including the coverage of the Conference — in accordance with § 7 of the Terms and Conditions.
If you wish to deliver a Lecture, the personal data voluntarily indicated in the content of your Lecture will be processed on the Conference Website for information and documentation purposes.
You have the right to: obtain information about the processing of your personal data and your rights in accordance with the GDPR, access your data and rectify it, delete it from the administrator’s database (unless further processing is necessary for the performance of a legal obligation or in order to establish, investigate, or defend claims), and the right to limit data processing, transfer data and object to processing — in the cases and under conditions specified in the GDPR.
In so far as the processing is based on your prior consent, you also have the right to withdraw consent at any time without affecting the lawfulness of the processing which was carried out based on consent before its withdrawal.
You may withdraw your consent to personal data processing by:

a) emailing marcin.jarzabek@uj.edu.pl or by post at: the Polish Historical Society, Kraków Branch, ul. Gołębia 13, 31-007 Kraków;
b) emailing konferencje@uj.edu.pl or by post at: the Jagiellonian University of Kraków, Conference Section, ul. Gołębia 24, 31-007 Kraków, or withdraw in person by visiting the Conference Section, ul. Michałowskiego 9/3, room 4, Kraków.
c) emailing iod@up.krakow.pl or by post at: the Pedagogical University of Kraków, ul. Podchorążych 2, 30-084 Kraków.
d) emailing iod@muzeumkrakowa.pl or by post at: the Museum of Kraków, Rynek Główny 35, 31-011 Kraków.
e) emailing daneosobowe[at]muzhp.pl or by post at: the Museum of Polish History in Warsaw, ul. Mokotowska 33/35, 00-560 Warszawa.
f) emailing rodo@mck.krakow.pl or by post at: the International Cultural Centre, Rynek Główny 25, 31-008 Kraków.

Your personal data shall not be subject to automatic decision making or profiling.
You have the right to lodge a complaint to the President of the Office for Personal Data Protection if you feel that the processing of your personal data is in violation of the provisions of the GDPR.

MAIN CONTENTS OF THE JOINT ARRANGEMENTS

(an extract from the Personal Data Joint Management Agreement)

In accordance with Article 26 of the GDPR, we inform you that the Joint Controllers, with the identities set out below, have made the following arrangements:

The Joint Controllers of your personal data are:

the Polish Historical Society, Kraków Branch, ul. Gołębia 13, 31-007 Kraków, represented by the President of the Kraków Branch.
the Jagiellonian University of Kraków, ul. Gołębia 24, 31-007 Kraków, represented by the Rector of the Jagiellonian University of Kraków.
the Pedagogical University of Kraków, ul. Podchorążych 2, 30-084 Kraków, represented by the Rector of the Pedagogical University of Kraków.
the Museum of Kraków, Rynek Główny 35, 31-011 Kraków, represented by the Museum Director.
the Museum of Polish History in Warsaw, ul. Mokotowska 33/35, 00-560 Warszawa, represented by the Museum Director.
the International Cultural Centre, Rynek Główny 25, 31-008 Kraków, represented by the Deputy Director of the ICC for Programme Affairs.

The Joint Controllers jointly process your personal data in connection with the implementation of the tasks assigned to them for the purpose of the organisation and staging of the Conference in accordance with the principles of personal data processing set out in Article 5 of the GDPR.
The provision of this information constitutes access to the main contents of the joint arrangements of the Joint Controllers, whose identities are indicated in the first point above, for the joint management of the processing of the personal data of Conference Attendees based on the legal grounds indicated in the disclosure requirements presented to Conference Attendees.
As jointly agreed by the Joint Controllers, we inform you that:

1) Each of the Joint Controllers is responsible for:
1. a) the use of a joint disclosure statement on the principles for personal data processing by the Joint Controllers, including the main contents of their arrangements for the fulfilment of their obligations concerning personal data protection;
2. b) the processing of personal data in accordance with the principles set out in Article 5 of the GDPR;
3. c) the proper safeguarding of personal data from the moment personal data documentation is received;
4. d) the exercise of the rights of natural persons referred to in Articles 15 to 22 of the GDPR, taking into account possible limitations under the law;
5. e) keeping documentation describing how personal data is processed, including a log of data processing activities (a requirement of Article 30 of the GDPR);
6. f) securing personal data in accordance with Article 32 of the GDPR, in particular against unauthorised access;
7. g) reporting, in agreement with other Joint Controllers, to the supervisory authority any breaches referred to in Article 33 of the GDPR and occurring within the Controller’s structures;
8. h) notifying on any personal data breaches if they are likely to result in a high risk of the violation of the rights or freedoms of natural persons.
When co-managing personal data, at each stage of the processing, each of the Joint Controllers shall ensure that the data subjects exercise their rights under the GDPR.
Where a data subject makes a request for the exercise of a right directly to one of the Joint Controllers, each of the Joint Controllers shall be responsible for the prompt transfer of the data subject’s request to the relevant Joint Controller.
The Joint Controllers have established contact points for data subjects; they can be contacted by writing to the following email addresses: sekretariat.ivkongres@uj.edu.pl, iod@up.krakow.pl, iod@muzeumkrakowa.pl, daneosobowe@muzhp.pl, rodo@mck.krakow.pl.
Please be advised that regardless of the arrangements set out in sections 3-4 above, data subjects may exercise their rights under the GDPR against each of the Joint Controllers, which means that a request to exercise rights made to each of the Joint Controllers is a request made in accordance with the GDPR.

§ 9 Final provisions

These Terms and Conditions are made available to Conference Attendees on the Conference Website and enter into force on the date of their posting on the Conference Website.
The Organisers reserve the right to cancel the Conference. The Organisers shall immediately inform about the cancellation of the Conference on the Conference Website. The Organisers shall not be liable to Attendees, including Speakers and Presenters, for any compensation or damages in connection with the cancellation, nor for reimbursement of the costs incurred for attendance at the Conference, except for the reimbursement of the Fee.
In matters not covered by the Terms and Conditions, generally applicable provisions of Polish law shall apply. The Terms and Conditions shall be governed by the laws of Poland.
These Terms and Conditions have been drawn up in two language versions: Polish and English. In the event of any discrepancies between the two versions, the Polish version shall prevail.
Any disputes shall be subject to the jurisdiction of the Polish common courts having jurisdiction over the University.