TheSustainImpact Privacy Policy

Effective Date: 28/03/2025
Last Updated: 18/08/2025

1. Introduction

Welcome to TheSustainImpact. This Privacy Policy explains how we collect, use, store, and protect your personal data when you register for or participate in any event, forum, conference, or publication organized by TheSustainImpact, either independently or in collaboration with partner institutions and organizations.

By registering, submitting work, or participating in any TheSustainImpact activity, you acknowledge that you have read and agreed to this Privacy Policy.

2. Compliance with Data Protection Laws

This Policy complies with the General Data Protection Regulation (EU) 2016/679 (GDPR). For participants outside the EU, we strive to respect other relevant international data protection principles where applicable.

3. What Data We Collect

Depending on the nature of your participation (participant, presenter, or author), we may collect the following information:

  • Mandatory Information: Full name, email address, institutional affiliation, country of residence, and job title.
  • Optional Information: Phone number, professional website, LinkedIn profile, or other details voluntarily provided.
  • Submissions (for Presenters/Authors): Abstracts, extended abstracts, full papers, co-author details, and related metadata.
  • Technical Information: IP address, browser type, device identifiers, and interaction logs for security and analytics.

4. How We Use Your Data

Your personal data will be processed only for legitimate purposes related to TheSustainImpact’s events and publications, including:

  • Registration & Participation: Managing your registration and event participation.
  • Review & Selection: Evaluating abstracts, extended abstracts, or full papers for inclusion in programs or publications.
  • Communication: Sending event updates, schedules, logistics, and related materials.
  • Publication & Distribution: Publishing names, affiliations, and submissions in official books, websites, proceedings, or other event-related publications.
  • Promotion: Announcing accepted works, speakers, or awardees in press releases, newsletters, or social media (where applicable).
  • Legal & Compliance: Meeting regulatory and reporting requirements.

5. Data Sharing & Third-Party Disclosures

We do not sell or commercially share your personal data. Data may only be shared under the following circumstances:

  • With scientific or editorial committees for review and evaluation.
  • With event partners or service providers strictly for operational and logistical purposes.
  • When required by law enforcement or regulatory authorities in compliance with applicable laws.

6. Data Retention & Security

  • Personal data will be retained only as long as necessary for the purposes outlined in this Policy.
  • Registration and financial records may be retained for the period required under Portuguese law (e.g., for tax, accounting, and legal compliance, typically up to 10 years).
  • Abstracts, extended abstracts, and full papers accepted for publication may be retained permanently as part of the official academic or archival record of TheSustainImpact.
  • Mailing list and communication details will be stored until you withdraw your consent or request removal.

7. Your Rights

Under GDPR, PDPA, and other applicable laws, you have the right to:

  • Request access to the personal data we hold about you.
  • Request correction or deletion of your personal data.
  • Withdraw consent for data processing at any time (without affecting prior lawful processing).
  • Request a copy of your personal data.
  • Lodge a complaint with your local Data Protection Authority.

8. Updates to This Policy

This Privacy Policy may be updated from time to time. Any significant changes will be announced on our official website and, where appropriate, through our official LinkedIn page. Continued participation in TheSustainImpact’s events or publications after updates constitutes acceptance of the revised Policy.

9. Contact Information

For any inquiries regarding your data and privacy rights, please contact:

📧 Email: info@thesustainimpact.com
🌐 Website: www.thesustainimpact.com
🏢 Address: Lisbon, Portugal

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