Privacy Policy

This Privacy Policy explains how Scirovia ("we", "us") collects, uses, discloses and safeguards personal information when you visit our websites, register for a conference, submit an abstract, or otherwise interact with our services.

It applies to all Scirovia conference websites and event microsites. By using our services you agree to the practices described here.

We collect information in three ways:

• Information you provide — name, title, email address, phone and WhatsApp numbers, organization or university, postal address, country, abstract submissions and uploaded files, and the details needed to process a registration.
• Information collected automatically — IP address, browser and device type, pages viewed, referring pages, and interaction data gathered through cookies and similar technologies.
• Information from third parties — payment confirmations from our payment processors, and details supplied by a colleague or institution registering on your behalf.

We use personal information to operate and improve our events and services, specifically to:

• Process registrations, abstract submissions and payments, and issue confirmations, invoices and certificates.
• Send essential event communications such as schedule updates, venue details and joining instructions.
• Produce delegate lists, name badges and conference proceedings where you have submitted content for publication.
• Respond to enquiries, provide support, and send brochures you have requested.
• Analyse site usage to improve our content, programme and user experience.
• Comply with legal, tax and accounting obligations, and enforce our terms.

Where data protection law such as the GDPR applies, we rely on the following legal bases: performance of a contract (to deliver the event you registered for), your consent (for marketing communications and non-essential cookies), our legitimate interests (to run, secure and improve our services), and compliance with legal obligations.

Where we rely on consent, you may withdraw it at any time without affecting processing carried out beforehand.

We use cookies and similar technologies to keep the site working correctly, remember your preferences, and understand how visitors use our pages.

Essential cookies are required for the site to function. Analytics and performance cookies are optional — you can control or delete cookies through your browser settings, though disabling essential cookies may affect site functionality.

We do not sell your personal information. We share it only in these circumstances:

• With service providers who work on our behalf — payment processors, email and hosting providers, and venue or accommodation partners — under confidentiality obligations.
• With scientific committee members and reviewers, where necessary to evaluate a submitted abstract.
• In conference proceedings or published programmes, limited to the author details you supplied for publication.
• Where required by law, regulation or legal process, or to protect the rights, safety and property of Scirovia, our delegates or others.

Our conferences are international, and your information may be transferred to and processed in countries other than your own, including countries whose data protection laws differ from those in your jurisdiction.

Where we transfer personal data internationally, we take steps to ensure an appropriate level of protection, such as using recognised contractual safeguards with our providers.

We keep personal information only for as long as necessary for the purposes described in this policy — typically for the duration of the event cycle plus the period required for accounting, tax and legal record-keeping.

Abstracts and materials accepted for publication may be retained indefinitely as part of the scientific record. Marketing contact details are retained until you unsubscribe.

We apply reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse. These include encrypted connections (HTTPS), access controls, and restricting staff access to what is needed for their role.

No method of transmission or storage is completely secure, so while we work hard to protect your information we cannot guarantee absolute security.

Depending on where you live, you may have the right to:

• Access the personal information we hold about you and request a copy.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information where there is no overriding legal reason to retain it.
• Object to or request restriction of certain processing, including direct marketing.
• Request portability of information you provided to us, in a structured, machine-readable format.
• Lodge a complaint with your local data protection authority.

Our services are intended for researchers, academics and professionals, and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us and we will delete it.

We may update this Privacy Policy from time to time to reflect changes to our practices or legal requirements. The revision date at the top of this page indicates when it was last changed, and material changes will be highlighted on our site.