Privacy Policy

1. Introduction

This Privacy Policy sets out the terms on which the Neural Engineering Summer School (NESS), organized by the Central European Institute of Technology (CEITEC), Brno University of Technology, processes personal data collected from applicants and participants.

This Privacy Policy is drafted in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and applicable Czech data protection laws. By submitting an application and using the NESS website, you acknowledge and agree to the terms of this Privacy Policy.

2. Data Controller

The entity responsible for the processing of personal data under this policy is:

Central European Institute of Technology (CEITEC)
Brno University of Technology
Purkyňova 123, 612 00 Brno, Czech Republic

3. Categories of Personal Data Collected

The following categories of personal data may be collected and processed:

  1. Identification Data – Name, surname.
  2. Contact Information – Email address.
  3. Educational Data – University affiliation, study program (BSc/MSc), field of study.
  4. Application Materials – Curriculum Vitae (CV), motivation letter.
  5. Workshop Preferences – Ranking of preferred workshops.
  6. Accommodation Requests – Data related to accommodation stipends.
  7. Website Usage Data – Cookies and analytics (if applicable).

The provision of personal data is voluntary; however, it is required for participation in NESS.

4. Legal Basis and Purpose of Processing

Personal data is processed for the following purposes and on the following legal bases under Article 6(1) GDPR:

Purpose Legal Basis
Processing applications and selecting participants Legitimate interest (Article 6(1)(f) GDPR)
Providing event-related communication (confirmations, updates) Legitimate interest (Article 6(1)(f) GDPR)
Assigning workshops and organizing accommodation Contractual necessity (Article 6(1)(b) GDPR)
Ensuring event safety and security Legitimate interest (Article 6(1)(f) GDPR)
Compliance with legal obligations (e.g., financial records, reporting) Legal obligation (Article 6(1)(c) GDPR)
Use of photos/videos for promotional purposes Consent (Article 6(1)(a) GDPR)

Where processing is based on consent, the data subject has the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

5. Data Retention Period

Personal data will be retained for the following periods:

  • Application data (name, contact details, CV, motivation letter): Retained for 12 months after the conclusion of the event.
  • Workshop preferences and accommodation requests: Deleted immediately after the event.
  • Photos and videos: Retained indefinitely unless the data subject withdraws consent.
  • Financial and administrative records: Retained for 5 years, in compliance with Czech financial regulations.

6. Data Sharing and Transfers

Personal data will not be sold or shared with third parties, except in the following circumstances:

  • Within CEITEC and Brno University of Technology – For administrative and organizational purposes.
  • With accommodation providers – If the participant has applied for an accommodation stipend.
  • With legal and regulatory authorities – If required by law.

All personal data is stored within the European Economic Area (EEA). No data transfers to third countries take place.

7. Rights of the Data Subject

Under GDPR, data subjects have the following rights regarding their personal data:

  1. Right of Access (Article 15 GDPR) – The right to obtain confirmation as to whether personal data is being processed and, if so, access to that data.
  2. Right to Rectification (Article 16 GDPR) – The right to request correction of inaccurate or incomplete data.
  3. Right to Erasure (“Right to be Forgotten”) (Article 17 GDPR) – The right to request deletion of personal data, subject to legal retention obligations.
  4. Right to Restriction of Processing (Article 18 GDPR) – The right to request that processing be restricted in certain circumstances.
  5. Right to Data Portability (Article 20 GDPR) – The right to receive personal data in a structured, commonly used, and machine-readable format.
  6. Right to Object (Article 21 GDPR) – The right to object to processing based on legitimate interest.
  7. Right to Withdraw Consent (Article 7(3) GDPR) – If processing is based on consent, the data subject may withdraw consent at any time.

Requests to exercise any of these rights should be directed to [email protected].

If the data subject believes their rights under GDPR have been violated, they have the right to file a complaint with the Office for Personal Data Protection (Úřad pro ochranu osobních údajů, Czech Republic) at www.uoou.cz.

8. Use of Cookies and Website Analytics

The NESS website may use cookies and tracking technologies to enhance user experience. Users can manage cookie preferences through their browser settings.

9. Amendments to This Privacy Policy

The Neural Engineering Summer School (NESS) reserves the right to modify this Privacy Policy at any time. Any updates will be posted on this page.

Last updated: Feb. 26 th, 2025

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