Privacy notice
Personal Data Collected and Purpose
We collect and process the following personal data, which you provide during registration or submission:
| Personal Data | Purpose of Processing | Legal Basis |
Retention Period |
| Name, Affiliation, Country, Email | To register you for the event, manage your attendance, issue badges, and send essential communications (logistics, schedule changes). | Legitimate Interest (organizing the event) or Contract (if fee-based registration). | 6 months after the event to finalize logistics and post-event communication. |
| Abstract, Presentation Title, Uploaded Material (if presenter) | To evaluate your submission, manage the program, and publish on the event website. | Legitimate Interest (advancing the scientific/academic goal of the event). | Permanent for historical and scientific documentation. |
| Photographs/Video Recordings (if applicable) | To document the event, record talks, and share material publicly (e.g., on the event website, TRAIL's archive). | Consent (for photos/recordings where individuals are the focus) or Legitimate Interest (for general crowd/venue shots). | Permanent for event record/publication, or 3 weeks. |
| IP Address/Usage Data (via Indico/web server logs) | Website security, performance analysis, and anonymous statistics. | Legitimate Interest (maintaining system security and function). | 6 months |
Recipients of Your Personal Data
We may share your data only when necessary for the stated purposes:
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Event Organizing Committee/Staff: TRAIL and SWEET partners
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Other Participants: Your Name, Affiliation, and Country may be visible on the public participant list via Indico unless you choose to hide them in your registration preferences.
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General Public: Your Name, Affiliation, Contribution Title, and presentation materials may be published on the event website.
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Third-Party Providers: For purposes strictly limited to the event logistic and services.
Your Rights
Depending on the applicable data protection law (e.g., GDPR), you may have the right to:
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Access your personal data.
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Rectification of inaccurate or incomplete data.
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Erasure of your data (the 'right to be forgotten'), where processing is based on consent and the data is not required for legal or public interest purposes.
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Restrict processing.
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Object to processing (where based on legitimate interest).
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Data Portability (where based on consent or contract).
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Withdraw Consent at any time, for processing based on consent (e.g., for recordings or optional data like dietary needs).
Changes to the Privacy Notice
We may update this notice if our data processing activities change. The current version will always be available on the Indico event page.
