GDPR Privacy Policy – Carpathian Biophotonics Meeting 2025

Effective Date: 15.03.2025-15.09.2025
Location: Romania
Organizers: NanoTech Nexus SRL & Asociatia Centrul de Fotonica si Nanotehnologii Optice

1. Introduction

The Carpathian Biophotonics Meeting 2025 (“CBM 2025”, “we”, “us”, “our”) is committed to protecting your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”). This Privacy Policy explains what personal data we collect, how we use it, and your rights in relation to it.

By registering for or participating in CBM 2025 or using our website, you agree to the terms of this Privacy Policy.

2. Who We Are

Data Controller:
NanoTech Nexus SRL
Str. Ana Davila, Nr. 6, Bucharest
contact@carpathianbiophotonics.eu

3. What Data We Collect

We may collect the following categories of personal data:
– Contact Information: Name, email address, phone number, affiliation, country of residence
– Registration Data: Abstract submissions, ticket type, attendance preferences
– Payment Information: Billing address, invoice details (handled securely via third-party processors)
– Website Usage Data: IP address, browser type, pages visited (via cookies and analytics tools)
– Media Data: Photos or videos taken during the event (only with consent where required)

4. Purpose and Legal Basis for Processing

We process your personal data for the following purposes, under these legal bases:

Purpose | Legal Basis
——————————————-|————————————-
Event registration & communication     | Contractual necessity
Abstract submission & review process  | Contractual necessity / legitimate interest
Payment and invoicing                  | Legal obligation / contractual necessity
Sending event updates or newsletters  | Consent / legitimate interest
Photography and media sharing          | Consent
Website functionality & analytics      | Legitimate interest / consent (for cookies)

5. Data Sharing and Transfers

We only share your data with:
– Event partners or co-organizers strictly for CBM 2025 purposes
– Payment and registration platforms (e.g., Netopia, SmartBill.)
– Professional service providers (e.g., email delivery systems)
– Legal authorities, if required by law

We do not transfer your data outside the EU unless appropriate safeguards are in place in compliance with GDPR (e.g., SCCs or adequacy decisions).

6. Retention of Data

We retain your personal data only for as long as necessary to fulfill the purposes described in this policy, and to comply with applicable laws. For example:
– Registration records: up to 5 years after the event
– Financial data: as required by Romanian fiscal law
– Mailing list subscriptions: until you unsubscribe
– Photos and media: indefinitely, unless withdrawn

7. Your Data Protection Rights

Under GDPR, you have the right to:
– Access your data
– Correct inaccuracies
– Request deletion (“right to be forgotten”)
– Restrict processing
– Object to processing
– Data portability (receive your data in machine-readable format)
– Withdraw consent at any time
– Lodge a complaint with a supervisory authority (Romanian ANSPDCP)

To exercise your rights, please contact us at: contact@carpathianbiophotonics.ro

8. Cookies and Analytics

Our website may use cookies and third-party analytics (e.g., Google Analytics) to improve your experience. You will be informed via a cookie banner and can manage your preferences.

9. Photography and Recordings

We may photograph or record the event for promotional and archival purposes. We will provide opt-out options or clear consent forms where appropriate.

10. Security Measures

We take appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised effective date.

12. Contact Us

For any questions or GDPR-related requests, please contact:

Data Protection Contact
Dr. Stefan G. Stanciu, General Chair of CBM 2025