Data Processing Notice 

NOTICE ON THE PROCESSING OF PERSONAL DATA PURSUANT TO ART. 13 OF EU REGULATION NO. 679/2016 OF APRIL 27, 2016
This privacy notice is provided pursuant to Article 13 of EU Regulation 2016/679 of April 27, 2016, concerning the protection of natural persons with regard to the processing of personal data, and in compliance with the regulations governing the processing of personal data and the free movement of such data.

Data Controller
Associazione ICCEP – Registered and operational address: Via Claudio 21, 80125 Naples, ITALY – Tax ID No. 95211220637 – VAT No. 08027071219 – Email: info(at)iccep.net

The Data Controller provides this privacy notice to transparently and clearly indicate the categories of data subjects, the types of data and processing activities carried out, the purposes underlying the processing, the security measures adopted, and the parties to whom the data may be disclosed.

For any inquiries, the User may write to the following email address: info(at)iccep.net

Types of Data Collected
The Data Controller processes the following technical access data strictly necessary for the technical provision of the service:

• IP address;
• Web browser information (user agent/device type);
• Referrer (page viewed by the User) and any information available in the HTTPS header.

The Data Controller also processes the following personal data provided voluntarily by the User through the website’s forms:

• Account Creation (Initial Phase / Paper Submission): first name, last name, affiliation, address, zipcode, city, country, email address, phone/mobile, username, password.
• Submission of paper: Title paper, author/s information and upload of paper file (pdf format).
• Final Registration Conference: first name, last name, affiliation, address, zipcode, city, country, email address, phone/mobile, username, password, type of registration, IEEE Member N., total amount in euro.
• User Login (Authors & Registered Participants): username, email address, password.

Terms of the Privacy Policy
The Data Controller reserves the right to modify, update, add to, or remove portions of this privacy policy at its discretion and at any time. To facilitate this review, the privacy policy will include the date of the most recent update.

Data Retention Period
The Data Controller will retain the personal data collected for the following periods, based on the nature of the conference cycle and statutory legal obligations:

• Account Data, Submission Paper & Registration Modules: All data actively entered by the User (including profile details, credentials, scientific PDFs, IEEE numbers, and payment details) will be retained from the moment of collection until the completion of the upcoming conference cycle, and for as long as the account remains active, to guarantee the User continuous access to the conference platform and historical submissions.
• Post-Conference Archiving & Financial Records: After the event, scientific papers will remain archived as part of the conference proceedings. All manual registration records and bank transfer declarations (amounts in euro) used for administrative verification will be safely kept for a minimum of 10 years from the fiscal year of the event to comply with Italian fiscal and tax laws (Art. 2220 of the Italian Civil Code).
• Technical Security Logs Only: Automated server connection logs (IP addresses recorded strictly during website navigation and login attempts) are retained for a rolling maximum of 180 days from the date of each specific visit for fraud prevention and security audits, after which they are automatically deleted.

Categories of Data Recipients
To achieve the purposes listed above, the Data Controller may disclose the personal data and files provided by Users to the following categories of recipients:

• Hosting providers, technical infrastructure suppliers, and system administrators acting as Data Processors (Art. 28 GDPR);
• Members of the Scientific Committees and external reviewers for the evaluation of submitted papers;
• IEEE (Institute of Electrical and Electronics Engineers), following the sign-off of the copyright transfer, for the final publication and indexing of accepted scientific papers;
• Competent public authorities or professional consultants to comply with mandatory statutory tax, fiscal, and accounting laws.

International Data Transfers
The personal data, metadata, and PDF files related to accepted scientific papers will be transferred to IEEE, located in the United States, for publication and archival purposes. This international data transfer is strictly necessary for the performance of the contract between the User and the Data Controller (Art. 49(1)(b) of the GDPR) regarding the presentation and publication of the scientific work at the conference.

Purposes of Data Processing and Legal Basis for Processing
Personal data collected through the website’s forms will be processed from the moment of collection throughout the preparatory phases up to the upcoming conference, according to the following purposes and legal bases:

1. User Registration and Authentication (Log In): To allow the creation of a personal account, manage user profiles, and secure access to restricted areas.
   • Legal Basis: Processing is necessary for the performance of a contract to which the User is party or to take steps at the request of the User prior to entering into a contract (Art. 6(1)(b) GDPR).
2. Conference Registration and Payment Verification: To manage your formal registration to the conference, verify eligibility for specific rates (such as checking your IEEE Member Number), and manually verify the conference fee payment through the bank transfer details provided by the User. No direct payment processing or credit card transactions are executed on this website.
   • Legal Basis: Performance of a contract (Art. 6(1)(b) GDPR) and compliance with mandatory legal, accounting, and fiscal obligations (Art. 6(1)(c) GDPR).
3. Paper Submission, Evaluation, and Publication: To collect scientific papers uploaded in PDF format, manage author information, coordinate the review process by the Committees, organize the technical programme, and manage the copyright transfer to IEEE. Accepted papers will be transmitted to IEEE for final publication in their digital library.
   • Legal Basis: Performance of a contract or pre-contractual measures (Art. 6(1)(b) GDPR).
4. Platform Security: To detect and prevent fraud, cyberattacks, or unauthorized access attempts via the login interface and registration forms.
   • Legal Basis: Legitimate interest of the Data Controller to ensure website, network, and data security (Art. 6(1)(f) GDPR).

User Rights
You have the right to access, correct, or delete your personal data, or to receive a copy of your personal data; to restrict or object to the ongoing processing of your data; to withdraw your consent to data processing (where applicable); to data portability; and to file a complaint with the competent Data Protection Authority. To exercise these rights, please write to the following email address: info(at)iccep.net

Cookie Policy
To learn more about how we use these tracking technologies and your choices regarding them, please see our Cookie Policy page.

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