Privacy Policy for ECPA 2025 Website and App
Effective Date: 15 May 2025
This Privacy Policy explains how ECPA 2025 (“we”, “us”, “our”) may collect, use, store, share, and protect your personal data when you use our website (https://ecpa2025.upc.edu/) and related mobile application. We are committed to safeguarding your privacy and ensuring compliance with the General Data Protection Regulation (GDPR).
1. Data Controller
The data controller responsible for your personal data is:
ECPA 2025
Universitat Politècnica de Catalunya
Barcelona, Spain
Contact: ecpa2025@event.upc.edu
2. Types of Data Collected
We may collect the following types of personal data:
- Identification data: Name, surname, title, organization/affiliation
- Contact information: Email address, phone number, postal address
- Account credentials: Username, password
- Usage data: IP address, device information, browser type, operating system, app usage statistics, and cookies or similar technologies
- Event participation data: Session registrations, workshop selections, networking preferences
- Communications: Messages sent to our support or via contact forms
3. How Data is Collected
We collect data through:
- Account creation and registration forms on our website and app
- Payment and registration processes
- Cookies and similar tracking technologies
- App usage and analytics tools
- Direct communications with our support team
4. Purpose and Legal Basis for Processing
We process your personal data for the following purposes:
- To manage event registration, ticketing, and participation
- To provide access to networking features and conference materials
- To communicate important updates, notifications, or changes regarding the event
- To improve our website, app, and user experience through analytics
- To comply with legal obligations
Legal bases under GDPR include your consent, the necessity of processing for contract performance, compliance with legal obligations, and our legitimate interests in organizing the event.
5. Consent
Where required, we obtain your explicit consent before collecting or processing your personal data, especially for marketing communications or optional data sharing. You may withdraw your consent at any time via your account settings or by contacting us
6. Data Sharing and Disclosure
We may share your data with:
- Service providers (e.g., payment processors, IT support, analytics providers) who process data on our behalf under strict confidentiality agreements
- Event partners or sponsors, only with your explicit consent
- Public authorities or regulators, if required by law
We do not sell your personal data to third parties
7. International Data Transfers
Your data may be transferred to and processed in countries outside the European Economic Area (EEA). In such cases, we ensure appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your data
8. Data Retention
We retain your personal data only as long as necessary for the purposes described above, or as required by law. Typically, registration and payment data are retained for up to 7 years for accounting and legal purposes.
9. Data Security
We implement appropriate technical and organizational measures to protect your data, including encryption, secure servers, access controls, and regular security audits.
10. Your Rights
Under GDPR, you have the right to:
- Access your personal data
- Rectify inaccurate or incomplete data
- Erase your data (“right to be forgotten”)
- Restrict or object to processing
- Data portability
- Withdraw consent at any time
- Lodge a complaint with a supervisory authority
You can exercise these rights by contacting us at ecpa2025@event.upc.edu
11. Cookies and Tracking
Our website and app use cookies and similar technologies for essential functionality, analytics, and to enhance your experience. You can manage your cookie preferences at any time via our Cookie Policy or app settings7.
12. Policy Updates
We may update this Privacy Policy from time to time. Any changes will be posted on this page, and, where appropriate, notified to you via email or app notification. Please review this policy regularly5.
13. Contact
If you have any questions or concerns about this Privacy Policy or your data, please contact:
ECPA 2025
Email: ecpa2025@event.upc.edu
This Privacy Policy is designed to meet the requirements of the GDPR and applies to all users of the ECPA 2025 website and app, regardless of location
