GENERAL DATA PROTECTION REGULATION

Information on the Processing of Personal Data Participants

and Lecturers of the ESSLLI 2026 Summer School

Effective from: April 1, 2026

1. Controller of Personal Data

The controller of personal data is:

Charles University
Registered office: Ovocný trh 560/5
Company ID: 00216208
E-mail: uk@cuni.cz

2. Contact Details of the Data Protection Officer

You may contact the Data Protection Officer at:
gdpr@cuni.cz

3. Purpose of Personal Data Processing

Your personal data are processed for the following purposes:

  • registration for the ESSLLI 2026 summer school,
  • administrative and organizational arrangements related to participation in the event,
  • communication with participants and lecturers,
  • provision of the educational programme,
  • arrangement of accommodation, if requested,
  • arrangement of catering, if requested.

For lecturers, personal data are also processed for the purpose of organizing teaching activities, including publication of their name and surname in the programme, schedule, and course descriptions.

4. Legal Basis for Processing

Personal data are processed primarily because such processing is necessary for:

  • taking steps prior to entering into a contract at your request,
  • performance of a contract related to participation in the summer school or involvement as a lecturer,
  • compliance with legal obligations of the controller, where applicable.

If data relating to dietary requirements are processed, from which information about health or religious beliefs may be inferred, such data will be processed only to the extent necessary for catering purposes and on the basis of an appropriate legal ground, or, where applicable, your explicit consent.

5. Categories of Personal Data Processed

Participants

In connection with registration and organization of the summer school, we may process in particular:

  • name and surname,
  • e-mail address,
  • institution,
  • student status,
  • other data necessary for organizational purposes.

If you request accommodation, we may additionally process:

  • name and surname,
  • date of birth,
  • nationality,
  • other data required by the accommodation provider, where necessary for booking or stay.

If you request catering, we may additionally process:

  • information about your interest in catering,
  • dietary requirements, if provided.

Lecturers

In connection with the organization of the summer school and teaching activities, we may process in particular:

  • name and surname,
  • e-mail address,
  • institution,
  • role as lecturer,
  • data necessary for organizing teaching,
  • data necessary for arranging accommodation.

We may also process lecturers’ names and surnames for inclusion in the programme, schedule, and course descriptions.

6. Recipients of Personal Data

Your personal data may be disclosed or transferred, to the necessary extent, to entities involved in the organization of the ESSLLI 2026 summer school, in particular:

  • accommodation providers, if accommodation is requested,
  • catering providers, if catering is requested,
  • providers of IT and administrative support.

Depending on the specific situation, these entities may act either as data processors or as independent controllers.

7. Retention Period

Personal data are retained only for the period necessary for the organization, administration, and evaluation of the ESSLLI 2026 summer school, and subsequently for the period required to comply with legal obligations or to protect the rights of the controller.

It is recommended to specify exact retention periods according to the controller’s internal policies.

8. Transfers Outside the European Economic Area

Personal data are not transferred outside the European Economic Area unless such transfer results from the use of specific services or technical solutions. In such cases, you will be provided with appropriate information.

9. Your Rights

In relation to the processing of personal data, you have the right to:

  • request access to your personal data,
  • request correction of inaccurate or incomplete data,
  • request erasure of personal data or restriction of processing, where legal conditions are met,
  • object to processing based on legitimate interest,
  • data portability, where applicable,
  • withdraw consent, where processing is based on consent,
  • lodge a complaint with a supervisory authority.

10. Is the Provision of Data Mandatory?

Providing basic registration and organizational data is necessary for registration and participation in the ESSLLI 2026 summer school or for your involvement as a lecturer.

Providing data required for accommodation and catering is voluntary. If such data are not provided, these services cannot be arranged by the organizer.

If you do not provide information about dietary requirements, it will not be possible to guarantee appropriate dietary arrangements.