International Scientific Conference
Cultural and Historical Heritage: Preservation, Presentation, Digitalization (KIN)

Personal Data Processing Notice for the KIN Conference

Scope of this notice
This notice explains how personal data are processed in connection with the International Scientific Conference “Cultural and Historical Heritage: Preservation, Presentation, Digitalization” (KIN), including registration, paper submission, peer review, participation in the programme, certificate issuing, publication of materials, and communication with participants, authors, reviewers, speakers, and members of the organising and scientific committees.

Data controller
The data controller is: Institute of Mathematics and Informatics at the Bulgarian Academy of Sciences, Sofia, Bulgaria.

For questions about personal data processing, you can contact the organisers at: kin.conference@gmail.com

What data we process
Depending on your role and the way you take part in the conference, the following categories of personal data may be processed:

• first name, last name, email address, phone number, and correspondence address, where provided;
• institutional affiliation, job title or academic position, country, and city;
• data related to registration, participation, certificates, the programme, and organisational communication;
• data related to authorship, co-authorship, peer review, papers, abstracts, and publications;
• data necessary for financial, accounting, or reporting purposes, where applicable;
• photographs, audio recordings, and video recordings from the event, where such recordings are made;
• technical data about website use, if collected through server logs, cookies, or similar technologies.

Purposes and lawful bases of processing
Personal data are processed only for specific and lawful purposes related to the organisation, delivery, and documentation of the conference. These purposes may include:

• registration and administrative support for participation;
• communication with participants, authors, reviewers, speakers, and committees;
• evaluation, peer review, inclusion in the programme, and publication of scientific materials;
• issuing certificates, programmes, delegate lists, and other documents related to the conference;
• compliance with legal, accounting, financial, or reporting obligations;
• documentation, promotion, and archiving of the conference, including photographs and recordings where applicable;
• sending information about future conference editions, only where an appropriate lawful basis exists and an opt-out option is provided.

The lawful bases may include consent, performance of contractual or pre-contractual arrangements, legal obligation, legitimate interest, or performance of a task carried out in the public interest, depending on the specific activity. Before publication, the exact lawful basis should be stated for each purpose.

Recipients of the data
Personal data may be accessed only by persons and organisations for whom access is necessary in connection with the conference: the organising team, the scientific committee, reviewers, technical service providers, the publisher, institutional partners, funders, or supervisory bodies where required.

Names and institutional affiliations may be included in a programme, certificate, proceedings volume, conference web page, or delegate list where this is necessary for the delivery and documentation of the event. Where a delegate list is shared with other participants beyond a necessary organisational purpose, prior consent will be requested.

Personal data are not sold or provided for unrelated commercial purposes.

Photographs and recordings from the event
Photographs, audio recordings, or video recordings may be made during the conference for documentation and promotion of the event. Information about this should be provided in advance and at the venue.

If you do not wish to be identifiable in photographs or recordings, please inform the organisers before or during the event. Where practically possible, the organisers will offer an appropriate solution, such as seating outside the camera area or marking that close-up images should not be published.

Retention periods
Personal data are retained only for as long as necessary for the purposes for which they were collected, or for the period required by applicable law. Example retention criteria are:

• registration data and organisational communication — until the relevant conference edition and follow-up administrative activities are completed;
• data in programmes, certificates, proceedings, and published scientific materials — as part of the scientific and institutional record;
• accounting and financial records — for the statutory retention periods;
• data processed on the basis of consent — until consent is withdrawn, unless another lawful basis requires retention;
• photographs and recordings — for as long as necessary to document and promote the event, or until a justified objection or withdrawal of consent is honoured, where applicable.

Your rights
You have the right to request access to your personal data, rectification of inaccurate data, erasure, restriction of processing, objection to processing, and data portability, where these rights apply.

Where processing is based on consent, you have the right to withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

You can exercise your rights by contacting the organisers at: kin.conference@gmail.com

You have the right to lodge a complaint with the Bulgarian Commission for Personal Data Protection or another competent supervisory authority.

Updates to this notice
This notice may be updated if the conference organisation, services used, applicable lawful bases, or legal requirements change.

Last revised: 25 June 2026.