Conference Policies

Data Protection, Retention and Privacy

Abstracts will be retained within EasyChair during abstract review. Please check their Data Protection and Privacy policy as well as our own.

Accepted abstracts will be published in the conference booklet and will be publicly available from yao2018.phys.strath.ac.uk, as well as printed and distributed to the participants. The digital document will remain available for 6 months after the conference. By submitting your abstract you agree to this use on behalf of all authors.

We may collect other data from you for the purpose of providing updates, services during the conference and other conference related activities. We may share that information with other companies providing services on our behalf, only for the purpose of providing those services. We will only use your data for purposes relating to YAO2018, and will only retain your information for as long as necessary to make the conference a success. By providing your personal data, you agree to your data being used as outlined above.

If you have any questions or concerns, please contact us at yao2018@phys.strath.ac.uk

Data Protection Privacy Notice
The University of Strathclyde is a data controller under data protection legislation. We are committed to transparency and to complying with its responsibilities under data protection legislation. This privacy notice sets out important information regarding how we will use your information and your rights under the legislation. It is important that you read this notice prior to providing your information.

Any enquiries regarding data protection should be made to the Data Protection Officer at dataprotection@strath.ac.uk.

How we use your personal data
We will use your information only for the purposes set out above, i.e. to manage your attendance, for anonymised statistical purposes and to enable the smooth running of the conference. Your personal data will not be transferred to any third country.

Legal basis for processing
Under data protection legislation we are required to identify our legal basis for processing. In this situation we ask for your consent to process your data for the stated purposes.

Retention Period
We will retain your personal data for a period of 6 months after the event, for administrative purposes.

Your Rights
You have the right to access your personal data held by the University. Please contact dataprotection@strath.ac.uk to exercise this right.
You have a number of other rights: you may withdraw consent for us to use your data for the purposes set out above at any time; if you withdraw consent you also have the right to have your data erased; you are entitled to have personal data rectified if it is inaccurate or incomplete. To exercise these rights please contact the committee directly on yao2018@phys.strath.ac.uk . Please note that this may affect your conference registration, depending on the time that you withdraw and the data you wish to be erased.

Right to Complain
If you have any concerns/issues with the way the University has processed your personal data you can contact the Data Protection Officer at dataprotection@strath.ac.uk. You also have the right to lodge a complaint against the University regarding data protection issues with the Information Commissioner’s Office (https://ico.org.uk/concerns/).

Code of Conduct/Anti Harassment

YAO2018 is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age or religion. We do not tolerate harassment of conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks.
Conference participants violating these rules may be sanctioned or expelled from the conference without a refund at the discretion of the conference organizers.

Harassment includes, but is not limited to:

Verbal comments that reinforce social stereotypes.
Sexual images in public spaces
Deliberate intimidation, stalking, or following
Harassing photography or recording
Sustained disruption of talks or other events
Inappropriate physical contact
Unwelcome sexual attention
Advocating for, or encouraging, any of the above behaviour

Enforcement

Participants asked to stop any harassing behavior are expected to comply immediately

If a participant engages in harassing behaviour, event organisers retain the right to take any actions to keep the event a welcoming environment for all participants. This includes warning the offender or expulsion from the conference with no refund.

Event organisers may take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants.

We expect participants to follow these rules at all event venues and event-related social activities. We think people should follow these rules outside event activities too!

Reporting

If someone makes you or anyone else feel unsafe or unwelcome, please report it as soon as possible. Harassment and other code of conduct violations reduce the value of our event for everyone. We want you to be happy at our event. People like you make our event a better place.

You can make a report either personally or anonymously.

Anonymous Report

You can make an anonymous report here (the form will be available at later times).

We can’t follow up an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent a recurrence.

Personal Report

You can make a personal report by:

Calling or messaging this phone number: 07843713212. This phone number will be continuously monitored
for the duration of the event.
Contacting a member of the organising committee or the reception desk.

When taking a personal report, we will ensure you are safe and cannot be overheard. We may involve other committee members or
appropriate persons to ensure your report is managed properly. Once safe, we’ll ask you to tell us about what happened. This can
be upsetting, but we’ll handle it as respectfully as possible, and you can bring someone to support you. You won’t be asked to
confront anyone and we won’t tell anyone who you are.

Our team will be happy to help you contact hotel/venue security, local law enforcement, local support services, provide
escorts, or otherwise assist you to feel safe for the duration of the event. We value your attendance.

Conference organisers can be contacted on:
yao2018@phys.strath.ac.uk
07843713212

The emergency phone number is 999 – this can be used to contact the police, ambulance or fire services.