At Azuleon, we still believe in common sense and we like to get things done properly, be it when organising scientific meetings or handling memberships of scientific societies. In the services that we offer, we do our best to handle any data that we need to collect from you in a responsible and secure way. Whatever data we get from you, the aim is always the same: providing you with efficient services while helping the scientific community show its brighter and nobler side.
If you have specific questions, just contact us — we’re always here to help. If you prefer the long version, sit back and continue reading...
1.2 Azuleon sas is an Italian company registered with VAT no. 04455450280 and numero REA PD-0391060, whose registered office is at Via Gabelli 90, 35121 Padua, Italy.
2.3 Our Platforms are not intended for children. We do not knowingly collect or maintain personal information of people under the age of 18. If you are under the age of 18, please do not give us any personal information at any time or in any manner. We encourage parents and legal guardians to monitor their children's Internet usage, instructing their children never to provide personal information without their guidance. We will take appropriate steps to delete the personal information of persons under the age of 18.
3.1 Information that you provide to us
3.1.1 We may collect any information that you provide to us when you:
3.1.2 The information you provide to us may include (depending on the specific scientific event or scientific society) the items listed below.
3.2 Information we collect about you
3.2.1 All the information that you provide us (see paragraph 3.1 above), may be collected and stored by us.
3.2.2 Platform usage and technical data: we may also collect certain information about how you use our Platforms and the device that you use to access the Platforms, even if you have not created an account or logged in. This might include your geographical location, device information (such as your hardware model), the data transmitted by your browser (such as your IP address, date and time of the request, operating system, browser type and version) and similar data. This information may be collected by a third-party website analytics service provider, such as Google Analytics, on our behalf; it may also be collected using cookies (for more information on cookies please refer to the COOKIES section below).
3.2.3 Imagery: we may capture images of you when we take photographs of or film an overview of a specific scientific event. Your image may be included in generic images or videos of the audience at the event in which you participate or other events organised by us. Your image may be specifically captured such as images of a lecture or talk that you deliver at an event. If you do not wish for your image to be used by us, you can let us know by using the contact details in this privacy notice. We may also specifically record content of talks at certain scientific events for video presentation; in such cases, we will separately request your permission to make the recording, reproduce, distribute and otherwise use such films or recordings.
3.3 Sensitive Personal Information
“Special categories” of particularly sensitive personal information (Sensitive Personal Information) include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any such information (and, consequently, do not have specific security measures to handle these data). You may, however, voluntarily provide us with any information that we can use for the purpose of making reasonable adjustments to improve your participation in a scientific event. For example, if you notify us about specific dietary needs, we will use this information exclusively to best address your requirements. We will handle this information as indicated in point 7 below.
3.4 Information that we receive from third parties
We may receive information about you from third parties. Examples are listed below.
4.1 We may use your information based on:
4.2 We may use your information for the following purposes
4.2.1 To provide access to our Platforms in a convenient and optimal manner.
4.2.2 To register the Account that enables you to manage your participation in a specific scientific event or your membership of a specific scientific society.
4.2.3 To enable you to manage your Account details, uploading and deleting various items of information (e.g., abstracts) pertaining to your participation in a specific scientific event or membership of a specific scientific society.
4.2.4 To administer Events, enabling the processing of Event applications/registrations and Event submissions (such as abstracts) and the management of other services for attendance at an Event, sharing select information with relevant third parties (e.g., Scientific Organisers and event venue personnel), in compliance with our legitimate interests in the smooth running of our Events.
4.2.5 To contact you for various reasons, including: general customer services and support for an Event, reminders of Event deadlines, recommendations on the use of our Platforms, notifications of Events relevant to your field of research, compliance with policies, procedures and laws, and other issues that contribute to our legitimate interests in the smooth running of our Events.
4.2.6 To improve communication among event participants. In most events, a Programme and Abstracts book is generated and distributed to all event participants, in print and/or digital format. A limited set of your personal data (name, affiliation, email address) may also be included in common documents made available to event participants (e.g., a Programme and Abstracts book that includes a 'List of Participants’).
4.3 In certain circumstances we may use your personal information to pursue legitimate interests of our own or those of third parties (e.g., a Scientific Society that commissions us the organisation of an Event or the management of its membership base). We may use your information to:
4.4 Our legitimate interests do not automatically override yours and we will not use your information if we believe that your interests should override ours (unless we have other grounds to do so, such as your consent or a legal obligation). If you have any concerns about the way we process information about you, please refer to details of “Your Rights” (item 10 below).
5.1 In connection with our legitimate interests in the smooth running of our business, we may share your information (when relevant) with third parties. We require third parties to maintain appropriate security to protect your information from unauthorised access or processing. Third parties may include:
5.1.1 Event organisers (e.g., Scientific Organisers or other local administrative personnel) or the legitimate administrative personnel of specific scientific societies.
5.1.2 Our service providers (e.g., legal, accountancy, auditing and insurance services, banking services, Platform developers and hosting services, IT, system administration and security services).
5.1.3 Affiliates: selected third parties that we work with during the life cycle of our Events or the management of a scientific society's membership base.
5.1.4 Marketing parties: any selected third party that you consent to our sharing your information with for marketing purposes.
5.1.5 Regulators and governmental bodies: any regulators, governmental bodies, law enforcement agencies, courts and other authorities with whom we may be required to share your information in certain circumstances.
Our websites use "cookies". Cookies are small text files that are stored on your device when you visit a website. The general purpose of such cookies is to improve the way you intercat with our pages. To find out more about cookies, please visit allaboutcookies.org.
7.1 We take commercially reasonable steps to protect your information from loss, misuse, and unauthorised access, use, disclosure, alteration, or destruction. When personal information is transferred over the Internet, we use HTTPS, encrypting data with TLS (Transfer Layer Security) or similar technology. You should note, however, that no security system is impenetrable. We cannot guarantee the security of our databases or the databases of the third parties with which we may share such information, nor can we guarantee that the information you supply will not be intercepted while being transmitted over the Internet. In particular, e-mails sent to us may not be secure and you should, therefore, take special care in deciding what information you send to us via e-mail.
7.2 We use appropriate technological and operational security measures to protect your information against any unauthorised access to or unlawful use, such as:
7.3 We will retain your information for as long as deemed necessary to provide our services for a specific scientific event or scientic society. We will retain the same information also for as long as we are required by law for running our business, as well as for the purposes of exercising our legal rights.
8.1 You can also play a part in keeping your information safe by:
8.2 You might end up providing personal information directly to third parties as a consequence of your interactions with our Platforms and other services offered by us. For example, you may attend an Event hosted by us where you communicate personal information directly with other attendees or exhibitors. We are not responsible for how such third parties use personal data provided by you.
8.3 Please be responsible with personal information of others when using our Platforms and the services available on it. We are not responsible for your misuse of personal information, or for the direct relationship between you and others when it takes place outside of the Platforms or our services.
8.4 The Platforms may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Platforms, we encourage you to read the privacy notice of every website you visit.
Our services can be used for Events located in various countries. We therefore process and transfer personal information within the EU/EEA and across the world.
We will ensure that adequate safeguards are in place to process and transfer your personal information securely. Adequate safeguards include:
10.1 You have certain rights in respect of the information that we hold about you, including those listed below:
10.2 How to exercise your rights
10.2.2 Please note that we may need to retain certain information for our own record-keeping and research purposes. We may also need to send you service-related communications relating to your Account even when you have requested not to receive marketing communications.
10.3 What we need from you to process your requests
10.3.1 We may need to request specific information from you to help us confirm your identity and to enable you to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
10.3.2 Accessing your personal data (or exercising any of the other rights) will bear no cost to you. However, a reasonable fee may be applied if your request is clearly unfounded, repetitive or excessive (in such circumstances, we may also refuse to comply with your request). We will strive to address all legitimate requests within one month. If your request is particularly complex or you have several requests, our response time may increase; in this case, we will notify you and keep you updated.