Information/Data Protection Declaration (pursuant to Art. 13 GDPR)
& Consent (pursuant to Art. 7 GDPR)
COSEAL 2026
1. Name and address of the controller
The controller within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws of the member states as well as other data protection regulations is the:
Rector of RWTH Aachen University
Templergraben 55
52062 Aachen (Street Address)
52056 Aachen (Postal Address)
Phone: +49 241 80 1
Fax: +49 241 80 92312
Email: rektorat@rwth-aachen.de
Website: www.rwth-aachen.de/rektorat
For the implementation of COSEAL 2026:
RWTH Aachen University
Institute for Methodology of Artificial Intelligence (AIM)
Head of the institution: Prof. Dr. Holger H. Hoos
Theaterstraße 35-39
52062 Aachen
2. Name and address of the Data Protection Officer
Contact details of the officially appointed Data Protection Officer:
Data Protection Department of RWTH Aachen University:
Templergraben 83
52062 Aachen (Street Address)
52056 Aachen (Postal Address)
Germany
Phone: +49 241 80 94114
Email: dsb@rwth-aachen.de
3. General information on data processing
a) Subject matter and purpose of the processing of personal data
COSEAL 2026 is an international conference. For the purpose of registration and conducting the conference, we collect and process personal data of the participants. The processed data includes: Salutation, Title and Job Title, First Name and Last Name, Institution / Organization, E-mail address and Phone number, Information regarding participation in the evening program (Social Event). We also point out that photographs will be taken during the conference. These may be published for documentation and public relations purposes. The storage and provision of the photos is carried out via the RWTH Sciebo service. If a participant does not wish to be photographed, they are asked to contact the photographer directly on site.
b) Recipients of the data
Registration data: The personal data collected during registration will be treated confidentially and is accessible exclusively to the conference organization team. It will not be passed on to unauthorized third parties. Registration takes place with the assistance of the service provider SoSci Survey, with whom a data processing agreement has been concluded.
Image material: Photos taken during the conference serve public relations purposes and will be published publicly via various channels (e.g., website, social media, press) and are thus accessible to an unlimited group of people. In addition, the recordings will be made available to the participants afterwards.
c) Legal basis for the processing of personal data
For the processing of personal data in connection with the registration and attendance of the COSEAL 2026 conference, consent pursuant to Art. 6 (1) sentence 1 lit. a) GDPR is required and serves as the legal basis.
The legal basis for photographs that reflect the character of the event (overview shots) can be found in Art. 6 (1) sentence 1 lit e), (3) GDPR in conjunction with ยง 8 (6) HG NRW. For other recordings in connection with the specific event, the photographer will ask for consent.
d) Data deletion and storage duration
With the consent, the data subject declares their unlimited agreement to the (free of charge) use of the image and video recordings for the purposes described above (e.g., conference website, social media). Use of the recordings for purposes other than those described or putting them into circulation by handing over the recordings to third parties is not permitted.
Consent can be revoked at any time with effect for the future. In the event of revocation, the corresponding recordings will be removed immediately from our online presence, insofar as this is technically possible and reasonable. The personal data collected for registration will be deleted 3 months after the end of the event.
4. Rights of the data subject
If personal data is processed by the data subject, he/she has the following rights against the controller.
According to Article 15 et seq. GDPR, the data subject has the right to information about the relevant personal data as well as to rectification or deletion or to restriction of processing, a right to object to processing and the right to data portability against the controller under the conditions defined therein. He/she also has the right under Article 77 GDPR to lodge a complaint with the competent data protection supervisory authority (https://www.ldi.nrw.de/kontakt), if the data subject considers that the processing of personal data relating to him/her infringes this Regulation. If the processing is based on the consent of the data subject (cf. Art. 6 (1) sentence 1 lit. a), Art. 9 (2) lit. a) GDPR), he/she also has the right to revoke consent at any time without affecting the lawfulness of the processing carried out on the basis of consent until revocation; this only has effect for the future.
To exercise the aforementioned rights, the data subject sends an email to coseal2026@aim.rwth-aachen.de