Privacy & Cookies Policy

1. Data controller

The data controller for the processing of personal data related to the conference is:

MIFP – Mediterranean Institute of Fundamental Physics
Via Appia Nuova, 31
00040 Marino (RM), Italy

For any privacy-related questions, you can contact us at: secretary@mifp.eu

2. Personal data collected

This website does not require user registration and does not create user accounts. The only personal data that we collect are those that you voluntarily provide through the online registration form for the conference.

Depending on the fields in the registration form, the following categories of data may be collected:

• Identification data (e.g. first name, last name, title, affiliation).
• Contact details (e.g. email address, telephone number).
• Professional or academic information (e.g. institution, role, research area).
• Billing and administrative information, if required for invoicing.
• Preferences related to the conference (e.g. type of participation, social events).

Apart from the registration form, the website does not collect personal data such as profiles, analytics, or tracking data for marketing purposes.

3. Purposes and legal bases of processing

Personal data provided through the registration form are processed for the following purposes:

• Managing registrations and participation in the conference.
• Communicating practical and scientific information related to the event (e.g. confirmations, updates, program changes).
• Administrative and accounting management, where applicable.

The legal bases for processing are:

• Contractual necessity (Art. 6(1) GDPR), as the processing is required to manage your registration and participation in the conference.
• Compliance with legal obligations (Art. 6(1)(c) GDPR), in relation to accounting, tax, or regulatory requirements.
• Legitimate interest (Art. 6(1)(f) GDPR) of the organizers in ensuring the proper organization and security of the event.

4. Data retention

Personal data collected through the registration form are retained only for the time strictly necessary to organize, manage, and conclude the conference, and to comply with applicable legal or regulatory obligations (for example, accounting or audit purposes).

As a rule, data related to registrations are kept for a period not exceeding 3 years after the end of the conference, unless a longer retention period is required by law or justified by legal claims.

5. Data sharing and recipients

Personal data may be shared only with:

• Members of the organizing committee and authorized staff involved in the organization and management of the conference.
• Service providers strictly necessary for the organization of the event (e.g. registration or payment platforms, if used).
• Public authorities, where required by applicable law.

In all cases, any third party processing personal data on our behalf will act as a data processor under a specific agreement, in accordance with GDPR requirements.

6. International data transfers

The conference is organized by an institution established in the European Union, but some of the services used (for example, Google Maps or certain technical providers) may be located outside the EU/EEA or store data on servers in third countries.

Where such transfers occur, they are carried out in compliance with GDPR requirements, typically based on adequacy decisions by the European Commission or on appropriate safeguards such as Standard Contractual Clauses (SCCs) adopted by the Commission.

7. Rights of data subjects

Under the GDPR, you have the following rights with respect to your personal data:

• Right of access to your personal data.
• Right to rectification of inaccurate or incomplete data.
• Right to erasure (“right to be forgotten”), within the limits of the law.
• Right to restriction of processing in specific circumstances.
• Right to object to processing based on legitimate interests.
• Right to data portability, where applicable.

To exercise your rights, you can contact us at secretary@mifp.eu. When doing so, please include sufficient information to identify yourself and your request.

You also have the right to lodge a complaint with the competent Data Protection Authority in your country of residence or where you believe a violation has occurred.

8. Cookies and similar technologies

This website uses only technical cookies and similar technologies that are strictly necessary for its basic operation (for example, to remember the dismissal of the cookie banner). No profiling cookies or analytics cookies managed by us are used.

In addition, some pages of the website include embedded content from third parties, in particular:

• Google Maps, integrated via iframe to display maps of the conference venue and the city of Dubai.

These third-party services may set their own cookies and collect usage data according to their respective privacy and cookies policies. We do not have control over these cookies. For more information, please refer to:

Google Maps / Google LLC: https://policies.google.com/privacy

9. Changes to this policy

We may update this Privacy & Cookies Policy from time to time, for example to reflect changes in legislation, in our processing activities, or in the services used on this website. The updated version will be published on this page and will indicate the date of the latest revision.

10. Contact

For any questions regarding this Privacy & Cookies Policy or the processing of your personal data, you can contact: secretary@mifp.eu.