Privacy statement

Privacy Statement

This privacy statement explains how we use and protect your personal information. CPOTE collects only the basic information about users and participants that is necessary to fulfil our obligations as conference organisers. Personal data collected for the conference are provided voluntarily by participants. Participants may update their data, including choosing whether to be removed from the mailing list. Required data are marked with an asterisk (*) in the system. You may provide additional information to help us organise the event in a more personalised way. Uploading abstracts, articles, responses to reviewers and other personal data is performed via the website https://cpote2026.s-conferences.eu/.

Identity

The International Conference CPOTE is organised by the Silesian University of Technology, Department of Thermal Technology, Konarskiego 18, 41-100 Gliwice, Poland.

The personal data administrator is:
Silesian University of Technology, ul. Akademicka 2A, 41-100 Gliwice, Poland.
You can contact the Data Protection Inspector by e‑mail: iod@polsl.pl.

Your personal data are processed in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, which repealed Directive 95/46/EC (the General Data Protection Regulation, GDPR).

Details on the collection of personal data

1. Personal data may be collected from the following groups of users:
   1. conference participants
   2. co‑authors of abstracts/articles
   3. accompanying persons
   4. scientific reviewers
   5. other persons potentially interested in the conference
2. Types of collected personal information:
   1. name, surname, academic title
   2. email address (required) and telephone number (optional; may speed up communication)
   3. dietary preferences
   4. full postal address and VAT number of your institution
3. The scope of personal data that CPOTE collects depends on the legal basis for processing. CPOTE collects only the personal data necessary to achieve the lawful purpose for which the data are processed.
4. CPOTE gathers data directly from users, from publicly available sources (for example, public contact information on websites), and indirectly in the case of scientific papers submitted for presentation or publication that have multiple authors. Therefore, the submitting author must have the right to manage and share the personal data of co‑authors.

Use of collected data

We will use the data we collect to provide the best possible service. Examples of processing purposes include:

• identifying you as an event participant;
• identifying you and your co‑authors as authors of scientific papers and other conference materials (electronic and/or printed);
• contacting you with relevant information about CPOTE organisational matters, the article submission and review process, and publication in associated journals;
• notifying you of similar upcoming events that may be of interest (optional, with an unsubscribe option).

All personal data are kept confidential and are accessible only to authorised CPOTE organisers and co‑organisers when necessary (for example, to issue invoices or to comply with legal obligations, e.g., for identity verification), and only to the minimum extent required.

Access and update your personal information

CPOTE users have the following rights:

• the right of access to their data;
• the right to information about personal data processing;
• the right to data portability;
• the right to withdraw consent at any time;
• the right to lodge a complaint;
• the right to correct or update personal data if they are incomplete or inaccurate;
• the right to erasure in cases such as termination of the processing purpose, withdrawal of consent, or a successful objection.

To exercise these rights, please send a request by e‑mail to cpote@s-conferences.eu.

A request to delete personal data will result in removal from the list of participants and will prevent participation in the conference.

Provision of information to Google Inc.

We use Google Analytics on our website. Google collects information (including IP addresses and cookie data) to provide analytics services. Information is shared with Google in accordance with Google's policies and anonymisation settings. To learn more about Google data processing and controls, see Google's privacy information. You can opt out of Google Analytics by installing the browser add‑on available at https://tools.google.com/dlpage/gaoptout.

Security

Our website is regularly maintained and we make every effort to protect it against unauthorised use. Participant accounts in the online system are protected by individual passwords. CPOTE considers the following risks related to data processing:

• accidental or unlawful destruction;
• loss, modification, or unauthorised disclosure of data;
• unauthorised access during transmission, storage, or other processing.

Changes to the Privacy Statement

CPOTE reserves the right to modify or supplement this Statement at any time. We recommend that interested parties regularly check the CPOTE website for the most up‑to‑date version of this statement.

Gliwice, December 2025.