Privacy policy

Data controller

• INTRACOM PORTAL IBEROAMERICANO DE LA TRANSFERENCIA DEL CONOCIMIENTO, S.L.
• Tax ID B23866015
• Plaza Alcalde Horacio Hermoso, 13, 1ºA, 41013 Sevilla (España)
• Email: info@intracom.es
• Telephone: +34 613 700 907

We are not required to appoint a data protection officer. For any question about your data, please write to the address above.

Data we process

• Identification and contact details: name, surname, email, telephone, ID document or passport.
• Academic and professional details: institution or company, position, country.
• Participation data: proposals, abstracts, attachments, co-authorship, attendance mode and language.
• Billing and payment data: tax details, amount, payment method and receipts. Card details are handled directly by the bank; the platform never sees or stores them.
• Minimal technical records: a log of emails sent and of the actions taken, so that events can be evidenced.

If you are listed as a co-author, your details are provided by the person submitting the proposal. We notify you by email as soon as that happens.

Purposes and legal basis

• Managing your registration and participation: performance of the relationship you request (Article 6.1.b GDPR).
• Reviewing proposals, building the programme and issuing certificates: performance of that same relationship.
• Charging the registration fee and issuing the invoice: performance of the relationship and compliance with tax obligations (Articles 6.1.b and 6.1.c).
• Sending you the necessary conference notices (access, acknowledgement, decision, payment, invoice, certificates): performance of the relationship.
• Informing you about future editions or other conferences in the network: only with your explicit consent (Article 6.1.a), which you may withdraw at any time.

How long we keep it

• Participation data and proposals: for the duration of the conference and, afterwards, for as long as liabilities may arise or as needed to evidence your participation and issue certificates.
• Billing data: six years, under the Spanish Commercial Code and applicable tax rules.
• Data processed with your consent: until you withdraw it.

After those periods the data is deleted or anonymised.

Who else accesses your data

To provide the service we use processors who act only on our instructions, under a signed agreement:

• Vercel: hosting of the platform, with servers in the European Union.
• Supabase: database, authentication and file storage, with servers in Ireland.
• Brevo (Sendinblue): delivery of the platform's emails, with servers in the European Union.
• Redsys and BBVA: card payment processing, as controllers of the banking transaction.

Members of each conference's organising or scientific committee may access the data strictly needed to review proposals and build the programme, as may the tax authorities where the law requires it.

We do not sell your data or share it with third parties for advertising purposes.

International transfers

Data is hosted on servers located in the European Union. If a provider occasionally accessed it from outside the EU for support purposes, it would do so under the standard contractual clauses approved by the European Commission.

Publication of your proposal

If your proposal is accepted, your name, affiliation and the title will appear in the conference programme and, where applicable, in the book of abstracts or the corresponding scientific publication, under the conditions of each conference.

Your rights

You may at any time exercise your rights of access, rectification, erasure, objection, restriction of processing and portability, and withdraw any consent you have given.

To do so, write to info@intracom.es stating the right you are exercising and the conference concerned. We will reply within one month.

If you believe your request has not been handled properly, you may lodge a complaint with the Spanish Data Protection Agency (www.aepd.es).

Security

Access works without passwords, through a single-use link and code sent to your email. Communications are encrypted, uploaded files are kept in private storage, and only authorised staff of each conference can consult them.