Privacy Policy

Who we are and scope

This Privacy Policy explains how ACAVENT ("we," "us," "our") processes personal data in connection with AFW (the "Event"), including our conference websites, registration and submission forms, support channels, email communications, photography/video from the Event, and any related online sessions.

Contact: [email protected]

This policy applies to attendees (presenters, listeners, virtual participants), authors, speakers, scientific committee members/reviewers, sponsors/partners' contacts, and website visitors.

Information we collect

Information you provide directly:

• Identification and contact details (e.g., name, email, phone, postal address), affiliation/position.
• Registration details, ticket selections, participation type (oral, poster, virtual, listener), dietary/accessibility preferences (if you choose to provide them).
• Submissions for the scientific program (titles, abstracts, keywords, co-authors), feedback forms, and testimonials.
• Support requests and communications with us.

Information collected automatically:

• Device, browser, IP address, and usage data collected via cookies, pixels, and similar technologies on our websites. See "Cookies".

Publications & programs:

• If your work is accepted, your name, affiliation, and submission details may appear in programs, abstract books (ISBN), proceedings (ISSN/DOI), our websites, and post-event archives.

Photos, video & recordings:

• We photograph and record our Events (including venue footage and online sessions). Your image and/or voice may appear in these materials.

Legal bases (GDPR)

We process personal data based on:

• Contract – to register you, take payments, issue invoices/certificates, manage submissions and participation.
• Legitimate interests – event operations and security, improving services, limited marketing of similar events to existing participants, and reasonable use of Event photos/video; balanced against your rights.
• Consent – sponsor communications, certain cookies/analytics/advertising pixels, testimonials, and any special-category data (e.g., dietary/access needs) if collected. You may withdraw consent at any time.
• Legal obligations – tax and accounting record-keeping, safety, and responding to lawful requests.

Sharing of information

• We do not sell your personal data.
• Sponsors: We share your contact details only if you explicitly opt-in during registration. Each sponsor message includes an unsubscribe option.
• Service providers (processors): we use trusted vendors for hosting, ticketing/payments, email/SMS, and marketing automation, CRM, anti-plagiarism (for publications), webinar/streaming, analytics, chat/helpdesk, and security. They may process personal data on our behalf under contracts that protect your information and prohibit use for their own purposes.
• Publications: names/affiliations/titles may appear publicly in the Event's program, abstract books, proceedings, and related archives.
• Legal and safety: we may disclose information if required by law or to protect rights, safety, and security.
• Aggregated/de-identified data: we may share non-identifiable statistics (e.g., attendance by country/discipline).

Payments

• PayPal: Payments can be made via PayPal. We do not store full card details. See PayPal's privacy notice for more information.
• Bank transfer via Revolut: Bank transfer is available. Bank account details are provided during checkout/invoices/confirmation (we do not list full bank coordinates in this policy to limit misuse).

International transfers

Some processors or partners may be located outside your country. Where data is transferred outside the EEA/UK, we use lawful safeguards such as the European Commission Standard Contractual Clauses (SCCs) or equivalent to protect your information. You can contact us to learn more.

Data retention (typical periods)

• Financial/tax records: retained according to legal requirements (e.g., up to 10 years).
• Registration and support records: typically 2–3 years after the Event or last interaction.
• Marketing contacts: up to 3 years after your last interaction or until you unsubscribe.
• Visa support documentation (if applicable): typically 6–12 months after the Event.
• Publications (programs, abstract books, proceedings): retained long-term as part of the scientific record.
• Photos/video: retained for documentation and promotion unless you object and removal is feasible.

Your rights

Subject to applicable law, you may have the right to access, rectify, erase, restrict, port, or object to certain processing (including direct marketing), and to withdraw consent where processing relies on consent.

To exercise your rights, contact us at [email protected]

Security

We use appropriate technical and organizational measures to protect personal data, including encryption in transit, access controls, role-based permissions, staff confidentiality obligations, and vendor due diligence. No online service is 100% secure, but we continuously work to safeguard your information.

Children

Our Events are intended for adults. Under-18s may attend only if permitted by Event rules and accompanied by a parent/guardian where required. We do not knowingly collect children's data unless necessary for participation and, in such cases, we obtain appropriate consent from a parent/guardian.

Sensitive personal information

We do not directly collect or store full payment card details. If you provide dietary/accessibility or other special-category information, we will process it only with your consent and only as necessary to support your participation.

Changes to this policy

We may update this Privacy Policy from time to time. If changes are material, we will take reasonable steps to notify you.

Contact us

Questions or requests about this Privacy Policy or your data?

Email: [email protected]

Phone: +370 614 46440