Conference Privacy Policy

Effective Date: 30 March 2025
Last Updated: 13 September 2025

This policy covers personal data processed for conference and forum activities on thesustainimpact.com, including abstract submission, registration, membership related to events, communications, certificates, programs, and proceedings.

1) Data We Collect

  • Identity and contact: name, email, affiliation, country, job title, and any details you provide in forms.
  • Submission data: abstract text, title, keywords, co-authors, and related metadata; optional slides or media if requested.
  • Registration and membership: participation details, ticket or membership type, payment confirmation data from payment providers.
  • Communications: messages you send to us and your preferences.
  • Technical data: IP address, device and browser information, and basic analytics events for security and performance.

2) Why We Use Your Data (Legal Basis)

  • Submission review and program management (contract and legitimate interests).
  • Registration, ticketing, membership administration, and certificates (contract and legal obligation for financial records).
  • Publication of programs and proceedings, including author names and affiliations (legitimate interests in scientific communication).
  • Event communications and updates (contract and legitimate interests).
  • Security, fraud prevention, and compliance (legitimate interests and legal obligation).
  • Promotion of accepted works, awardees, and speakers where appropriate (legitimate interests).
  • Optional marketing communications with your consent, which can be withdrawn at any time.

3) Sharing of Data

  • Service providers and partners that operate the website, forms, email delivery, payment processing, event platforms, and archiving.
  • Committees, reviewers, and moderators for selection and program delivery.
  • Public disclosure of accepted abstracts, programmes, and presenter names and affiliations where customary for academic events (for example, in the agenda, programme, and proceedings).
  • Regulators or law enforcement when required by law.

We do not sell personal data.

4) International Transfers

  • Some providers may process data outside the European Economic Area. Where this occurs, we use safeguards such as standard contractual clauses or equivalent mechanisms.

5) Data Retention

  • Programs and proceedings (including accepted abstracts and author metadata) may be retained permanently as part of the scholarly record.
  • Registration and financial records are generally kept up to 10 years to meet legal obligations.
  • Operational correspondence and administrative records are typically retained up to 3 years, unless a longer period is required by law or to resolve disputes.
  • Marketing lists are kept until you unsubscribe.

6) Your Rights

Subject to applicable law, you may request:

  • access to your data, correction of inaccuracies, deletion, or restriction of processing;
  • objection to processing based on legitimate interests;
  • portability of data you provided to us;
  • withdrawal of consent for optional communications.

You also have the right to lodge a complaint with the Portuguese Data Protection Authority (CNPD).

7) Security

We implement administrative, technical, and organizational measures appropriate to the risks, including access controls, encryption in transit where applicable, and regular updates. No system can be guaranteed fully secure.

8) Cookies and Similar Technologies

We use essential cookies for site functionality and may use analytics tools to understand aggregate usage. For details and choices, see our Cookie Policy on thesustainimpact.com.

9) Children

Our events and submissions are intended for adults in academic and professional contexts. We do not knowingly collect data from children under 16.

10) Changes to this Policy

We may update this Policy to reflect changes in law or operations. The latest version will be posted on thesustainimpact.com with the effective date.

11) Contact

Conference Secretariat, TheSustainImpact
📧 conference@thesustainimpact.com
🌐 https://thesustainimpact.com/contact
🏢 Lisbon, Portugal

Scroll to Top