Privacy Policy – Abstract Submission Platform
Privacy Notice pursuant to Article 13 of Regulation (EU) 2016/679 (GDPR)
This Privacy Notice explains how personal data provided through the Abstract Submission Platform managed by MI&T S.r.l. are collected, processed and protected in accordance with Regulation (EU) 2016/679 ("GDPR").
Data Controller
The Data Controller is MI&T S.r.l., with registered office at Viale Carducci, 50 – 40125 Bologna, Italy.
For any information regarding the processing of personal data, MI&T S.r.l. may be contacted at segreteria@mitcongressi.it.
Categories of Personal Data Collected
During the abstract submission process, the following personal data may be collected and processed:
- Name and surname of the submitter, presenting author, co-authors and mentors (where applicable);
- Email address and any other contact details requested;
- Institution, affiliation and country;
- Professional information, where required;
- Abstract title, keywords, abstract text and any additional information provided through the submission platform;
- Any files uploaded as part of the submission process.
Purposes of Processing
Personal data will be processed exclusively for purposes related to the organisation and management of the scientific event, including:
- Registration and management of platform users;
- Receipt, storage and management of submitted abstracts;
- Scientific review and evaluation of submitted abstracts;
- Communications regarding the submission process, acceptance, rejection or requests for revision;
- Preparation of the Scientific Program of the event;
- Management of organisational activities related to authors and presenters;
- Preparation of oral presentations, poster sessions, digital presentations and other scientific activities arising from accepted abstracts;
- Publication of accepted abstracts in the Book of Abstracts, Congress Proceedings, on the event website, within the Scientific Program, brochures, promotional and information materials, digital displays and other communication materials used before, during or after the event, as well as in any scientific or promotional publication related to the event, where applicable.
Legal Basis for Processing
Personal data are processed pursuant to Article 6(1)(b) of Regulation (EU) 2016/679, as processing is necessary for the management of the abstract submission procedure and for providing the services requested by the user.
Where required by applicable legislation, processing is also carried out pursuant to Article 6(1)(c) of the GDPR.
Disclosure of Personal Data
Personal data may be disclosed exclusively to parties involved in the organisation and management of the event, including:
- Authorised personnel of MI&T S.r.l.;
- Members of the Scientific Committee and the Scientific Review Committee responsible for evaluating submitted abstracts;
- IT service providers and suppliers supporting the management of the platform and the event, duly authorised or appointed as Data Processors where required by applicable legislation.
Personal data will not be disclosed for purposes other than those described in this Privacy Notice.
Publication of Accepted Abstracts
Accepted abstracts may be published, either in full or in summary form, in the Book of Abstracts, Congress Proceedings, on the event website or through other scientific communication channels.
Publication may include the abstract title, abstract text, names of the authors, affiliations and any other information normally associated with scientific publications and conference programmes.
Data Retention
Personal data will be retained only for the period necessary to manage the event and to fulfil related administrative, organisational and legal obligations, in accordance with applicable legislation.
Methods of Processing
Personal data are processed using electronic and, where necessary, paper-based means, adopting appropriate technical and organisational measures to ensure their security, integrity and confidentiality in accordance with Article 32 of the GDPR.
Provision of Data
The provision of the requested personal data is necessary to enable the submission and evaluation of abstracts. Failure to provide mandatory information may prevent submission of the abstract or participation in the scientific review process.
Data Subject Rights
Data subjects may exercise the rights provided for in Articles 15 et seq. of Regulation (EU) 2016/679, including:
- The right of access to personal data;
- The right to rectification of inaccurate or incomplete data;
- The right to erasure, where applicable;
- The right to restriction of processing;
- The right to object to processing where permitted by law;
- The right to data portability, where applicable.
Data subjects also have the right to lodge a complaint with the competent Supervisory Authority if they believe that their personal data are processed in breach of the applicable data protection legislation.
Submitter's Declaration
By submitting an abstract, the submitter confirms that all co-authors have been informed of this Privacy Notice and that they are authorised to provide their personal data for the purposes of abstract submission, scientific evaluation and any subsequent publication related to the scientific event.
