Agreements
POLICY
on Personal Data Processing
of Individual Entrepreneur Grigory Romanovich Khazankin
Koltsovo, Novosibirsk Region
1. General Provisions
1.1. This Policy on Personal Data Processing (the «Policy») defines the purposes, procedure and conditions for personal data processing, as well as measures to ensure their security, at Individual Entrepreneur Grigory Romanovich Khazankin (OGRNIP 317547600062854, INN 025600202755), hereinafter the «Operator».
1.2. The Operator develops, administers and technically supports the web platform available at https://sibircon.ieeesiberia.org/ (the «Platform» or the «Website»), where participants register, upload papers and obtain access to the electronic proceedings of the «International Multi-Conference on Engineering, Computer and Information Sciences (2026 IEEE SIBIRCON)» (the «Conference»).
1.3. The Operator does not provide Conference organization services: it does not review or select papers, does not form the programme, and does not decide on the composition of the proceedings or on publication. These matters fall within the competence of the Conference organizer — the Siberian State University of Telecommunications and Informatics, a federal state budgetary educational institution of higher education (SibSUTIS), hereinafter the «Organizer».
1.4. The Policy is developed in accordance with Federal Law No. 152-FZ of 27.07.2006 «On Personal Data» (the «152-FZ») and other regulatory acts of the Russian Federation. Terms are used in the meanings established by 152-FZ.
1.5. The Policy is a publicly available document and is published on the Website at https://sibircon.ieeesiberia.org/pdn/. A link to it is provided on the Website pages where personal data is collected.
2. Data Subjects and Roles of the Parties
2.1. The Operator processes the data of: Participants (individuals registered on the Platform; in the Offer Agreement — the «Customer»); co-authors of papers added through the Platform; visitors of the Website.
2.2. Co-authors are added through the Platform: the Participant notifies the co-author in advance, and each co-author gives their own consent to the processing of their data and their own consent to the dissemination of their data in their personal account. Until such consent is obtained, the Participant enters into the Platform only the information required to send the co-author an invitation (e-mail address); the co-author provides the remaining data independently. Until consent is obtained, the Operator does not transfer the co-author's data to the Organizer or to other Participants. Third-party data is not entered into the Platform without such consent. The Presenter (the author of a paper who delivers the talk) may differ from the Participant who uploaded the paper; a Presenter who is a co-author gives consent in their own personal account. A paper is included in the proceedings and placed in Open Access only after consent to dissemination has been obtained from each author indicated on the Platform; until then, it may be uploaded and reviewed but is not placed in Open Access.
2.3. The Organizer is an independent personal data operator in respect of reviewing papers, forming the programme and proceedings, and arranging participation in the Conference. The Operator transfers data to the Organizer only to the extent set out in Section 7.
3. Purposes, Legal Bases, Data and Processing Periods
3.1. Provision of access to the Platform and performance of the Offer Agreement: registration, maintenance of the personal account, uploading and storage of papers and their versions, display of paper status, inquiries to the Conference secretariat, technical support, ensuring the operation and security of the Platform.
Basis: performance of a contract to which the data subject is a party (clause 5, part 1, Article 6 of 152-FZ).
Data: full name; e-mail address; phone number; organization and position; country and city; paper details (section, title, abstract, keywords, files); co-author details (full name, organization, e-mail); technical data (IP address, cookie data, browser information).
Period: for the term of the Offer Agreement and until 31 December of the year following the year of the Conference.
3.2. Transfer of data to the Organizer for reviewing papers, forming the Conference programme and proceedings, and arranging participation in the Conference.
Basis: performance of the contract (transfer of the paper to the Organizer is part of the service, clause 4.3 of the Offer Agreement); consent of the data subject naming the Organizer as recipient.
Data: full name; organization and position; country and city; e-mail; phone number; paper and co-author details; documents required for admission of materials to publication (export control commission conclusions).
Period: transfer is carried out during the preparation and holding of the Conference and the formation of the proceedings; further processing by the Organizer is governed by its own policy.
3.3. Automatic generation of the electronic proceedings by the Platform. The composition and content of the proceedings are determined by the Organizer. Placement of the proceedings and papers in Open Access is carried out only on the basis of consent to dissemination (clause 3.11).
Basis: performance of the contract; consent of the data subject.
Data: full name; organization; country; paper title and abstract; co-author details. Documents required for admission of materials to publication (export control commission conclusions) are not included in the proceedings or in Open Access.
Period: until 31 December of the year following the year of the Conference; for data disseminated in Open Access — under clause 3.11.
3.4. Formation of the scientific and technical community database.
Basis: consent of the data subject, given by a separate optional checkbox in the registration form.
Data: full name; organization and position; country and city; e-mail address.
Period: until withdrawal of consent.
3.5. Payments under the Offer Agreement: issuing invoices and certificates, confirming eligibility for a reduced tariff (IEEE membership, IEEE Student or IEEE Life Member status), accepting payments, including from an organization on behalf of a Participant.
Basis: performance of the contract; performance of obligations under accounting and tax legislation (clauses 2, 5, part 1, Article 6 of 152-FZ).
Data: full name; name and details of the payer, if payment is made by an organization; information confirming IEEE membership or IEEE Student / Life Member status.
Period: within the periods established by accounting and tax legislation.
3.6. Information about future conferences and events access to which is provided through the Platform, as well as about the activities of the Operator's partners. Data is not transferred to the Operator's partners for this purpose.
Basis: consent of the data subject, given by a separate optional checkbox in the registration form (clause 1, part 1, Article 6 of 152-FZ; Article 18 of the Federal Law «On Advertising»).
Data: full name; e-mail address.
Period: until withdrawal of consent.
3.7. Display of the facial image in the personal account (at the Participant's option). The image is not used for identification and does not constitute biometric personal data. The image is accessible only to registered Participants of the Platform; it is not disseminated to an unlimited number of persons.
Basis: consent of the data subject.
Data: photo and video image of the face.
Period: until withdrawal of consent.
3.8. Statistical and analytical analysis.
Basis: processing of anonymized data for statistical purposes (clause 9, part 1, Article 6 of 152-FZ).
Data: anonymized data on the use of the Platform and participation in the Conference.
Period: as long as necessary for the purposes of analysis.
3.9. Application of youth participation conditions: verification of the Participant's compliance with the age conditions established for young participants.
Basis: performance of the contract (clause 5, part 1, Article 6 of 152-FZ).
Data: date of birth.
Period: until 31 December of the year following the year of the Conference.
3.10. Consent to processing is given in electronic form by a checkbox at registration on the Platform (Appendix No. 2 to the Offer Agreement) and is not part of acceptance of the offer. Consents for the purposes specified in clauses 3.4 and 3.6 are given by separate optional checkboxes; refusal of them does not affect access to services under the Offer Agreement. Consent to the dissemination of personal data is given in the «Consents» section of this page.
3.11. Placement of the paper and proceedings in Open Access and provision of early access to the paper to Conference listeners (dissemination of personal data to an unlimited number of persons).
Basis: consent to the dissemination of personal data (Article 10.1 of 152-FZ; Appendix No. 3 to the Offer Agreement). It is given in a separate document and by a separate electronic checkbox in the «Consents» section: by the Customer — when uploading the paper, by each co-author — in their personal account. The consent is independent of the consent to processing (clause 3.10) and of acceptance of the offer. Without the consent of each author, the paper may be uploaded and reviewed but is not included in the proceedings or placed in Open Access.
Data: full name of the author, place of work or study, paper title and other information about the author stated by the author in the text of the paper, which is placed as a file. E-mail address, phone number, date of birth, position and other information entered at registration and in the Platform fields are not disseminated.
Conditions: files are placed via direct public links accessible to any person without registration or authorization; Conference listeners receive early access to the paper before the proceedings are placed in Open Access. The data subject may establish prohibitions and conditions provided for by Article 10.1 of 152-FZ; if an established prohibition makes placement of the paper impossible, the paper is not placed in Open Access.
Period: until withdrawal of consent or a request to cease dissemination.
3.12. Procedure for ceasing dissemination. A request to cease dissemination (withdrawal of consent to dissemination) is sent to khazankin@ieeesiberia.org. It shall state the author's full name, the paper title, the e-mail address used at registration on the Platform, and the list of data whose dissemination is to be ceased. The Operator terminates Open Access to the paper within the period established by Article 10.1 of 152-FZ and confirms this by a reply to the specified address. Withdrawal does not affect copies of the paper and proceedings previously and lawfully obtained by third parties (including IEEE) or decisions of IEEE on publication.
3.13. Processing periods and procedure. Processing is carried out by a mixed method: with and without the use of automation tools (the Platform, personal accounts); storage and processing of personal data of citizens of the Russian Federation are carried out using databases located in the territory of the Russian Federation. Processing periods are specified in this Section. Consent to processing given for participation in the Conference is valid until 31 December of the year following the year of its holding, unless otherwise stated in the consent. Consent to dissemination is valid until its withdrawal. Personal data is destroyed upon achievement of the processing purposes, upon withdrawal of consent (if there are no other lawful grounds for continuing processing) and upon expiry of storage periods; destruction is documented by an act and confirmed in the manner established by Roskomnadzor.
4. Data Not Processed by the Operator
4.1. The Operator does not request residential address and does not process special categories of personal data or biometric personal data.
5. Rights of the Data Subject and Procedure for Requests
5.1. The data subject has the right to: receive information about the processing of their data; request clarification, blocking or destruction of data if it is incomplete, outdated, inaccurate, unlawfully obtained or not needed for the stated purpose; withdraw consent to processing; request cessation of dissemination of their data (clause 3.12); protect their rights, including by appealing the Operator's actions or omissions to Roskomnadzor or to a court and claiming damages and compensation for moral harm.
5.2. Requests and withdrawal of consent are sent to khazankin@ieeesiberia.org, as well as to sib@ieee.org or grigoriy@khazankin.ru, or in writing to the Operator's address. The request shall state information allowing identification of the data subject (full name, e-mail used at registration) and the substance of the request.
5.3. The Operator responds to the request within 10 business days of receipt; the period may be extended by no more than 5 business days with a reasoned notice. Upon withdrawal of consent to processing, data is destroyed within 30 days, unless otherwise provided by law or contract. A request to cease dissemination is executed in the procedure and within the periods specified in clause 3.12.
6. Obligations of the Operator
6.1. The Operator performs the obligations established by 152-FZ, including: providing the data subject, upon their request, with information about the processing of their data within the established periods; taking legal, organizational and technical measures to protect data; ensuring the recording, systematization, accumulation, storage, clarification and extraction of personal data of citizens of the Russian Federation using databases located in the territory of the Russian Federation; notifying Roskomnadzor of personal data incidents in the procedure and within the periods established by Article 21 of 152-FZ; publishing the Policy and ensuring unrestricted access to it; ceasing processing and destroying data in the cases and in the procedure provided by law.
7. Transfer of Personal Data
7.1. The Operator transfers personal data only to the Organizer (SibSUTIS) for the purposes specified in clause 3.2. Dissemination in Open Access is carried out in the procedure of clause 3.11 and is not a transfer to a specific recipient.
7.2. The proceedings are generated automatically by the Platform from the papers determined by the Organizer and are placed in Open Access: files are available via direct public links without registration or authorization. Papers are works prepared by the authors; information about the authors (full name, organization and other) is stated in them by the authors themselves and published together with the papers. The paper file is available via such a link to any person, including the IEEE service which, by decision of the Organizer, retrieves the file via this link (including through IEEE's publicly available application programming interface) for consideration for publication in IEEE Xplore. The Operator does not provide IEEE with closed access, does not send files on a targeted basis, and does not separately extract or process the author information contained in the text of the paper. Publication is carried out by IEEE in accordance with its own rules and personal data processing policy. Personal data collected by the Operator on the Platform (including phone number, position, e-mail from the personal account, co-author data) is not transferred by the Operator to IEEE. Documents on export control and on the absence of state secrets are not placed in Open Access and are not transferred to IEEE. Transfer of copyright to IEEE (IEEE Electronic Copyright Form, eCF) is completed by the authors independently and directly with IEEE on the IEEE website. The Platform contains only a link to the IEEE page; the paper title, authors' full names and e-mail address are entered by the author independently on the IEEE website, and this information is not transferred to the Operator. Before proceeding, the author is shown a notice that the data entered is received by IEEE (USA) in accordance with its policy, and the Operator does not receive it. The Operator does not receive or process such information and forms.
7.3. For remote participation, the Operator places on the Platform links to the video conferencing service determined by the Organizer and does not transfer personal data to the operator of that service.
7.4. Data is not transferred to other third parties, including the Operator's partners, except where disclosure is required by law (for example, upon request of authorized state bodies) or the data subject has given separate consent.
7.5. Information placed in Open Access may be copied and used by third parties, including outside the Russian Federation; the Operator does not control such use. Personal data collected on the Platform at registration and in the personal account fields is not transferred by the Operator outside the Russian Federation.
8. Measures to Protect Personal Data
8.1. The person responsible for organizing personal data processing is the Operator (G. R. Khazankin). The Operator issues the Policy and other local acts, applies legal, organizational and technical protection measures, assesses the harm that may be caused to data subjects in the event of a breach of the security of their data, and familiarizes persons authorized to process data with personal data legislation. The information system employs: antivirus protection; firewalls; password authentication with password complexity requirements; HTTPS/TLS protocol for data transmission; regular backup; registration and accounting of security events.
8.2. In the event of an incident resulting in unlawful transfer of personal data, the Operator notifies Roskomnadzor within 24 hours of the incident and within 72 hours of the results of the internal investigation (Article 21 of 152-FZ).
9. Final Provisions
9.1. The Operator may amend the Policy. The new version enters into force upon publication on the Website, unless otherwise stated therein. In the event of changes affecting the purposes or composition of processing, the Operator requests the data subject's consent anew.
9.2. Control over the implementation of the Policy is exercised by the Operator. The current version of the Policy is published on the Website.
Operator Details
Individual Entrepreneur Grigory Romanovich Khazankin
OGRNIP: 317547600062854
INN: 025600202755
Address: 630559, Koltsovo, Novosibirsk Region
E-mail for requests: khazankin@ieeesiberia.org, sib@ieee.org, grigoriy@khazankin.ru
Phone: +7 (903) 931-12-12
Website: https://sibircon.ieeesiberia.org/
Consents
Consent to personal data processing is given by you at registration on the Platform. Below are separate consents required for inclusion of the Paper in the Proceedings and placement in IEEE Xplore.
Consent to Dissemination of Personal Data (Appendix No. 3 to the Offer Agreement). I, the data subject, acting freely, of my own will and in my own interest, consent to Individual Entrepreneur G. R. Khazankin disseminating my personal data on the following terms: dissemination to an unlimited number of persons by placing on the Platform in Open Access the Paper and the Proceedings containing my personal data (full name, place of work or study, other information stated by me in the text of the Paper), as well as providing Conference listeners with Early Access to the Paper containing such data before the Proceedings are placed in Open Access. Purposes: participation in the Conference, publication of proceedings, consideration of the Paper for publication in IEEE Xplore (receipt of the file by any person, including the IEEE service). Territory: worldwide. Period: the term of the exclusive right to the Paper, to the extent permitted by IEEE rules. Withdrawal is sent to khazankin@ieeesiberia.org; Open Access is terminated within the period established by law; withdrawal does not affect copies previously and lawfully obtained by third parties (including IEEE) or decisions of IEEE on publication. Information placed in Open Access may be copied and used by third parties, including outside the Russian Federation. Without the consent of each author, the Paper is not included in the Proceedings and is not placed in IEEE Xplore.
Licence to Use the Paper (clause 5.3.5 of the Offer Agreement). I grant the Contractor and the Conference Organizer a free non-exclusive licence to reproduce the Paper in the Proceedings, to place it on the Platform for Early Access and in Open Access, and to make it available to the public in electronic form (including receipt of the file by any person, including the IEEE service, for consideration for publication) for the purposes of participation in the Conference and publication of the proceedings, worldwide and for the term of the exclusive right to the Paper, to the extent permitted by IEEE rules. The licence is given by a separate checkbox, independently of the consent to dissemination, and does not affect the transfer of rights to IEEE (eCF), which is completed by the author directly with IEEE. Co-authors grant the licence independently in their personal account. Without licences from all right holders, the Paper is not included in the Proceedings and is not placed in IEEE Xplore.