Paper submission and double-blind review is handled by the Microsoft Conference Management Toolkit CMT3 (https://cmt3.research.microsoft.com/About). Authors, reviewers, and OC (Organizing Committee) members register with and communicate with each other using this service. Conference proceedings are published in IEEE Xplore (https://ieeexplore.ieee.org/). For this purpose, author information (name, affiliation, email address) of accepted papers is sent to the publisher by OC members.
Attendees register and pay the conference fee using a website provided by Converia GmbH, Germany (https://www.converia.de/), available at https://vcip2025-reg.itec.aau.at/. Payments are processed by Secupay AG, Germany (https://secupay.com/). Personal information collected during registration will be used solely for the purposes of managing the conference.
Information about presenters (name, affiliation, presentation title) will be included in the conference program and published on the conference website. Presentations will be given by attendees and invited keynote speakers only. They will not be recorded but may be streamed using a video conferencing tool (Zoom, www.zoom.com) to allow participation of remote attendees. As such this streaming does not require additional consent from participants.
Photos and short videos taken during the conference may be published on the conference website and social media platforms such as Facebook and Instagram. Note that social media platforms may store data in countries that are not covered by European GDPR. The use of these images is limited to documenting the event and promoting future conferences, they are not intended to focus on single persons except for persons giving a presentation. Persons who do not want to be photographed should contact the conference organizer or photographer in advance.
Personal information of reviewers and attendees will not be shared with future organizers in the conference series. However, reviewers and attendees are asked during the registration process if they are willing to be invited as reviewers for the VCIP 2026 conference. In this case, name and email address will be forwarded to organizers of the VCIP 2026 conference.
Persons registering for paper submission, review, or conference give their consent to the data processing described above according to Art. 6 (1a) GDPR. Personal data acquired by these processes are necessary to conduct the conference.
According to Art. 5 (2) GDPR, every data controller is obliged to be able to prove compliance with all data protection principles (as defined in Art. 5 (1) GDPR). Therefore, we process your declaration of consent on the basis of this accountability for the purpose of proving that we have lawfully collected the data and may process them. We do not disclose your declaration of consent to third parties and process it for as long as we need it to prove the lawfulness of the processing, i.e., for as long as we can expect appropriate measures from the supervisory authority or the assertion of claims for damages by a data subject.
We only store and process the data for as long as it is necessary for the purposes of registration and realization of the event and, in addition, for as long as statutory or contractual retention obligations require, legal claims can be asserted against the university or there is a legitimate interest on the part of the university for the purposes of event documentation, public relations work or advertising.
With regard to your data stored at Klagenfurt University, you are generally entitled to information about the personal data concerned (Art 15 GDPR), rectification (Art 16 GDPR), deletion (Art 17 GDPR) and restriction (Art 18 GDPR), Data portability (Art 20 GDPR), and, if the processing is based on consent, the right to withdraw consent (Art 7(3) GDPR), which does not affect the lawfulness of the processing carried out until withdrawal. With regard to all these rights, please contact the office indicated under data controller. If you believe that the processing of your data violates data protection law or your data protection rights have otherwise been violated in any way, you have the right to complain to the Austrian data protection authority: www.dsb.gv.at/kontakt.
The responsible entity for data processing is the Institute of Information Technology (ITEC) at the University of Klagenfurt. For any inquiries, please contact:
You can reach the data protection officer at the University of Klagenfurt at: dsb@aau.at.
