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Privacy Policy

Please read our Privacy Policy carefully to be sure you understand how we collect and use information and under what circumstances we share information. This privacy statement provides information about the processing and the protection of your personal data.




This privacy statement explains the reason for the processing, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you may exercise in relation to your data (the right to access, rectify, block etc.).


The IDEAS Science Ltd. is committed to protecting and respecting your privacy. As this service/application collects and further processes personal data, Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, is applicable.


2.Why and how do we process your personal data?

Purpose of the processing operation:

IDEAS Science Ltd., (referred to hereafter as Data Controller) is responsible for the overall organisation of the event, the communication with the participants before and after the end of the event, reimbursement of expenses of invited participants, as well as communication and promotion of the event.


The purpose of the processing of your personal data is handling registration and attendance, reporting on the virtual event, as well as event follow-up actions, such as sharing presentations among participants and feedback collection. It includes, in particular, lists and mailing lists for contacts, invitations, participants, reports, minutes, distribution of reports/minutes, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, photographs/pictures, presentations, audio and/or video recording of speakers and participants, news and publications.

Your personal data will not be used for an automated decision-making including profiling.



3.Which personal data do we collect and further process?

Personal data collected and further processed for the purposes of the organisation and management of the event may include identification/contact data, such as first name, last name, title, job title, organisation, email address.


Please note that for this virtual meeting there are audio and/or video recordings might taken during the event based on the prior consent of the speakers and the participants. These recordings may be published for communication purposes. During registration, participants can indicate their preference to opt-in or opt-out from the above recording/publishing activities.

In case, however, a participant decides to intervene by enabling his/her audio and/or video during the meeting he/she will be recorded.

The virtual meeting will be hosted via Zoom video-conferencing software which offers an appropriate level of security.

This registration is done via Google form, which means the tool will collect information to enable you to participate in a questionnaire.


4.How long do we keep your personal data?

Personal data is kept as long as follow-up actions to the virtual event are necessary with regard to the purpose(s) of the processing of personal data as well as for the meeting and its related management.


Photos, audio and video recordings are stored at IDEAS Science Ltd. for a half a year. Within this time, the files to be used for communication purposes and/or be archived for historical purposes shall be selected. The remaining files shall be deleted.


5.How do we protect and safeguard your personal data?

All personal data in electronic format (e-mails, documents, databases, recordings, etc.) are stored on the server of the IDEAS Science Ltd.. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.


In order to protect your personal data, IDEAS Science Ltd. has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.


6.Who has access to your personal data and to whom is it disclosed?

Access to your data is granted to authorised staff of IDEAS Science by confidentiality clauses, involved in the organisation of the event, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Union legislation.

For visibility purposes, personal data (pictures, video or audio recording) are diffused to a wider public (intranet or Internet). If you do not agree with your image or voice being recorded and published, please use the possibility to opt out during registration or by contacting the organiser at any stage and explicitly specifying your request.


Personal data is collected via the registration platform Google form

The virtual meeting will be hosted via Zoom video-conferencing software which offers an appropriate level of security.

IDEAS Science will not share personal data with third parties for direct marketing.


7.What are your rights and how can you exercise them?

According to Regulation (EU) 2018/1725, you have the right to access your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.

Any request to exercise one of those rights should be directed to the Controller ( Where you wish to exercise your rights in the context of one or several specific processing operations or files, please provide their description and reference(s) in your request.

Exceptions based on Regulation (EU) 2018/1725 may apply.


8.Contact information

If you have comments or questions or if you wish to exercise your rights please feel free to contact the Data Protection Officer of IDEAS Science Ltd. ( with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

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