Privacy Policy

This privacy policy explains how the Open Repositories Steering Committee (OR SC) will process and manage your personal data. It applies to the data collected for the purposes of organising and running the annual Open Repositories conference and governs the processing of your personal data when contributing towards program work or engaging with the OR  SC.

The Open Repositories Steering Committee is made up of permanent members as well as the Program and Host Chairs. It oversees the annual Open Repositories conference and the supporting Program and Host committees.

This policy applies to the Open Repositories conference website as well as our conference management system.

What kind of personal data do we capture and why?


The information systems used to support Open Repositories, its conference management and related processes will, during their normal operations, acquire personal data, the transmission of which is considered as implied in the use of Internet communication protocols. These data are not collected with a view to being associated with identified data subjects, but given their nature they may, through processing and association procedures, allow identification of the individuals who navigate through the Open Repositories web sites.

With respect to such data, no individually identifiable information will be processed.

Conference submissions and program development

When you use our conference management system for the purposes of submitting a contribution or to contribute towards the review process you will be required to provide personal information including your name, e-mail address, institution and, when relevant, submission details.

In order to simplify the process for regular contributors, account details from the conference management system for a specific conference may be transferred to the new submission system for the next conference.  In situations when this is done, you will receive an email notice and be asked to activate the new account. If we don’t hear from you within a certain period we will delete your details from the system.

Event registrations and management of payments

Personal data captured for the purposes of conference registration and the management of payments are handled by the local host organisation. This personal information may include your name, e-mail address, institution and payment details. The host organisation may share your personal information (with the exception of payment details) with local organisers, volunteers and the Open Repositories Steering Committee staff to support the organisation and management of the conference. If the host institution or the OR SC elect to share your personal information with fellow conference attendees (through participant lists), vendors, sponsors or third party contractors, we will ask you for permission to do this in the registration form.

Fellowship and Scholarship applications

When you apply for an Open Repositories Fellowship or Scholarship we will require personal information including your name, e-mail address, institution and supporting statement. The Open Repositories Steering committee will share this information internally and use it to review and select the successful applicants. This selection information will not be shared beyond the Steering Committee. The names of the successful applicants will be made publicly available.

External services

The OR SC uses a range of external services for its mailing lists, wiki, annual survey and more. Personal data captured through these sites will be handled by the owning organisation of the service including:

Why will we use your data and what legal basis we will adhere to?

Personal information collected by Open Repositories will not be used for any commercial purpose without your permission. We do not disclose information about your individual visits or personal information that you provide us.

What are your rights?

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

Data Controller and Contact Details

The Open Repositories Steering Committee is the Data Controller. You can exercise your rights by writing to the data controller with any queries, Open Repositories Steering Committee contact information

Changes to this privacy policy

This privacy policy may be subject to changes and updates, in whole or in part, due to changes in applicable law, and if changes are made to the way in which your data is processed we will inform you of such changes. In any case, we invite you to consult the up-to-date privacy policy from time to time.


This privacy policy is inspired by e-LiS  and LIBER’s privacy policies.

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