1. Identifying Data of the Co-organizing Organizations and the Data Processor

This international and national Scientific Conference held in Spain is co-organized by the following entities, which hold the status of Joint Controllers of your personal data:

• Spanish Society for Radiological Protection (SEPR): Non-profit scientific association, with Tax Identification Number G78471828 and registered office at Calle Poeta Joan Maragall, 56 – 7ºD, Postal Code 28020 Madrid, Spain.
• International Radiation Protection Association (IRPA): An international professional organization dedicated to radiation protection at a global level, with its operational and institutional headquarters managed through its Executive Office (IRPA Executive Officer).

Technical Secretariat (Data Controller):

The Co-organizing Organizations inform that the operational, logistical, administrative, and technological support for this event has been contractually delegated to CEVENTS SL (Tax ID (NIF) B98261001), whose headquarters and customer service facilities are located in Valencia, with service branches in Madrid and Barcelona. CEVENTS, backed by more than 15 years of experience in the MICE (Meetings, Incentives, Conferences and Exhibitions) sector and the management of over 200 medical and scientific conferences, will operate strictly in accordance with the data protection guidelines and mandates established by the SEPR and the IRPA.

2. For what purpose and on what legal basis do we process your data?

In accordance with the General Data Protection Regulation (GDPR) and Organic Law 3/2018 (LOPDGDD), the legal basis that legitimizes the processing of your personal data is based on:

• The execution of a contract or commercial relationship: Essential to process conference registrations, arrange accommodations (Housing DMC) and transfers, evaluate and publish papers and scientific communications (abstracts and e-posters), issue certificates of attendance validated by the scientific committee and manage billing.
• Legitimate interest and explicit consent: Intended for sending internal notifications of scientific interest, quality control surveys or information on future events organized by the SEPR or the IRPA.

3. Data Recipients and Communications

To ensure that the event is properly carried out in its in-person, virtual or hybrid formats, the data may be communicated to:

• CEVENTS SL, for the technical deployment of its own platform and software for comprehensive conference management (access control to rooms using QR codes, interactive voting systems and streaming broadcasting).
• Transport companies, catering, simultaneous translation and hotel complexes directly involved in the provision of services purchased by the attendee in their Bipeek registration form.
• Public control bodies, the judiciary, and State Administrations in strict compliance with the legal obligations applicable in the national territory.

4. International Data Transfers

Given the global nature of the IRPA, certain institutional coordination procedures may involve international delegations outside the European Union. The Co-organizing Organizations and CEVENTS guarantee that all data transfers outside the European Economic Area (EEA) will always be protected by robust legal instruments, such as the Standard Contractual Clauses (SCCs) approved by the European Commission, ensuring a level of protection equivalent to that of the GDPR.

5. Exercise of Rights

You have the right to maintain absolute control over your personal data. You can exercise your rights of access, rectification, erasure (right to be forgotten), restriction of processing, objection, and data portability free of charge.

To exercise these rights, you must submit a signed written request, accompanied by a photocopy or scan of your identity document (ID card or Passport) through the following direct channels:

• By post: Addressing the CEVENTS headquarters (Camí Vell d’Albal 127, 46469 Beniparrell, Valencia).
• By email (Unified Channel of the Technical Secretariat): Send your request to irpa17@cevents.es, indicating in the subject line «Data Protection – SEPR/IRPA Conference.»

Furthermore, if you believe that your rights have not been properly safeguarded, you have the right to file a formal complaint with the Spanish Data Protection Agency (AEPD) through its institutional portal at www.aepd.es.

6. Storage Periods

The personal data provided will be retained for as long as the management of the conference and the subsequent distribution of official scientific proceedings remain in effect. Once this period has ended, the information will be kept strictly blocked and inaccessible for commercial purposes, solely for the purpose of addressing any potential legal, accounting, or administrative liabilities arising from the organization of the event, for a maximum period of 5 to 6 years, unless otherwise required by law.

7. Information Security and Payment Gateways

Highly restrictive computer and logical security protocols are applied. Electronic payment transactions for registration fees are carried out through integrated end-to-end encrypted payment gateways that use the SSL (Secure Socket Layer) security standard.

If you experience any technical issues during the web registration process or require personalized assistance, you can contact the CEVENTS team via email irpa17@cevents.es during business hours.

8. Updates and Modifications

The Co-organizing Organizations reserve the right to modify this privacy policy to adapt it to new case law or regulations issued by the Spanish Data Protection Agency. Any substantial changes will be communicated to you via email before they take effect.