1. Gathering and Using Personal Information

Collection and purposes of personal data We collect and process your personal information-as participants, authors or co-authors and speakers of our conference only to the extent that these are needed for related services or other purposes that have been specifically mentioned.

• • Registration and Attendance: We collect personal information such as gender, title, name, surname, nationality, address, phone, email, birthdate, citizenship, degree, education, and area of work, to make your registration and participation in the Event, including accommodation, possible. Your registration is mandatory in order to attend. This information is processed to satisfy our obligations under our contracts. Until the end of this contract, data will be kept.
  • Abstract Authors and Co-Authors: For active participants (oral or poster presentations), we process similar personal data including your professional background to coordinate your contributions. Providing this information is necessary for participation. The legal basis is contractual performance, and data is retained for the duration of the contractual relationship.
  • Coordinators and Partners: If you collaborate with us in planning the Event as a coordinator, partner, or in similar capacity, we collect gender, title, name, surname, phone number, and/or email for collaboration purposes. The legal basis is one of contract, and it will be kept during all the duration of the agreement.
  • Legal Compliance (e.g., Accounting, Tax): We process necessary personal information such as name, surname, address, citizenship, email, phone, payment method, and tax ID for compliance with legal obligations, including accounting and tax requirements. Data retention is aligned with legal requirements, which is usually not more than 10 years.
  • Marketing Communications: We can contact you by e-mail or phone for marketing purposes. You can withdraw at any time your consent to any direct marketing. Contact Information will be retained for period of contract unless you Opt-out.
  • Website Functionality: In order to register and enable the functionality of our website, we collect technical data such as cookies, Google Analytics, and other information related to it. The legal basis is based on contractual services, and the data is stored as necessary for functionality, usually up to days or weeks, or longer if necessary.
  • Future Claims: The data is stored to avert claims with regard to gender, title, first name, surname, address, date of birth, citizenship, tax ID according to our or a third party’s legitimate interest. For 10 years after beginning the limitation period.

2. Data Sharing

We may transfer your personal data to other trusted third parties who will assist us in administrative and technical services, marketing functions, or data processing as our agent.

We may also share information with payment institutions for fee processing, travel and accommodation providers for logistical arrangements, and other reliable parties that help in event organization. We also reserve the right to share your contact information with a new organizer if an Event changes organizers in the future, and you’ll be able to opt out of further communications.

In cases required by law, we may disclose personal data to governmental authorities, law enforcement, external advisors, or others bound by confidentiality.

3. Your Rights

You may agree or refuse to the use of your data and revoking or restricting your consent by mail or e-mail for this at any time addressed to support@scientificiq.org. For all processing based on direct advertising or legitimate interest you reserve your object at any time.

4. Social Media Features

Our website includes social media features, like the Facebook and Twitter buttons, which could collect your IP address or what pages you visited and may place cookies to enable the appropriate functionality to work. Any processing of that information will be subject to the particular platform’s policies, and this Privacy Notice shall not apply to that processing.

5. Use of Event Photos, Logos, and Videos

Images, logos and videos taken at Events when you are recognisable on permission or consent (e.g. submitting an abstract or registering) will be available for conference record and other marketing purposes now and in the future by our Partners. No recompense is given for such usage. Consent may be revoked, but without good reason there is a liability to pay damages. Any logos, photos, or images of any member of an organizing committee, speaker, and related institution will be uploaded into the Scientific IQ Conferences database for 5 years.

6. Amendments of this Privacy Notice

The SCIENTIFIC IQ reserves the right to change this Privacy Notice when necessary. The updated rules will be distributed by official communication means. We advise the users to periodically log in for the most updated information.

Note: Upon registration, the user acknowledges that he/she has read and understood the Privacy Notice and agrees to the guidelines as set forth by Scientific IQ Conferences.