Complaints Procedure – Carpathian Biophotonics Meeting 2025

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

1. Purpose

The Carpathian Biophotonics Meeting 2025 (CBM 2025) is committed to maintaining the highest standards of integrity, fairness, and transparency. We welcome constructive feedback and take all complaints seriously. This policy outlines the procedure for submitting and handling complaints in a way that respects the rights of all parties, in accordance with applicable EU laws and regulations.

2. Scope

This procedure applies to any individual participating in CBM 2025 activities, including:
– Conference attendees
– Presenters and authors
– Reviewers and scientific committee members
– Sponsors, exhibitors, and vendors
– Members of the organizing committee
– Visitors to the CBM 2025 website or virtual platforms

3. Grounds for Complaint

Complaints may relate to, but are not limited to:
– Discrimination, harassment, or misconduct
– Technical or administrative issues (e.g., registration problems, access difficulties)
– Abstract review fairness or outcomes
– Accessibility or safety concerns
– Violations of CBM 2025 policies or ethical guidelines
– Breaches of privacy or data protection rights (GDPR-related)

If your concern is specifically related to data protection, please refer to our Privacy Policy.

4. How to Submit a Complaint

Complaints must be submitted in writing and should include:
– Your full name and contact details
– A clear description of the issue or incident
– Relevant dates, locations, or supporting information (where applicable)
– Any evidence or documentation (e.g., screenshots, emails)

Submission Methods:
– Email: contact@carpathianbiophotonics.eu

5. Anonymous Complaints

We accept anonymous complaints; however, our ability to investigate and resolve them may be limited. If anonymity is requested, we will respect this to the extent possible under applicable laws.

6. Handling and Resolution

All complaints will be:
– Acknowledged within 5 business days
– Reviewed by a designated member of the CBM 2025
– Investigated fairly and confidentially
– Addressed within a reasonable timeframe, typically within 30 days

The complainant will be informed of the outcome or next steps, where appropriate.

7. Escalation

If you are dissatisfied with the outcome, you may request a formal review by the General Chair. In cases involving violations of law or ethical conduct, CBM 2025 reserves the right to escalate the matter to relevant authorities or institutions.

8. Non-Retaliation Policy

CBM 2025 strictly prohibits retaliation against any individual who submits a complaint in good faith. All concerns will be handled with discretion and professionalism.

9. Contact

For any complaint-related matters, please contact:

Dr. Stefan G. Stanciu, General Chair of Carpathian Biophotonics Meeting 2025

For more relevant information on consumer rights please visit the website of the Romanian National Association for Consumer Protection (ANPC), where you can find concrete information on concrete measures for alternative dispute resolution (ADR)