Websites: ecos2026.insae.ro and indico.bsun.org
Who We Are
The organizers of the ECOS 2026 International Conference (“we”, “us”, or “our”) are responsible for processing your personal data. This Privacy Policy applies to both the official conference website (ecos2026.insae.ro) and the conference management platform (indico.bsun.org), which is operated by us.
If you have any questions about how your data is handled, you can contact us at:
insae@univ-ovidius.ro
How This Policy Applies
This policy explains how we collect and use personal data when you interact with the conference online. This includes creating an account on the main website, using the same account to access the Indico platform, submitting abstracts or full papers, participating in the review process, leaving comments, and completing your registration for the conference.
What Data We Collect
When you create an account, we collect basic identification details such as your name, email address, institutional affiliation, and country. Your login credentials are stored securely, with passwords protected using appropriate encryption methods.
As part of your participation in the conference, we process the content you submit through the Indico platform. This includes abstracts, full papers, author information, and any files you upload. If you are involved in reviewing or discussions, your comments and feedback are also stored.
When you register for the conference, we may collect additional details necessary to complete your registration, including billing-related information and participation preferences. If payments are processed, this may involve external payment providers.
We also automatically collect certain technical information when you use our platforms, such as your IP address, browser type, and access logs. This information helps us ensure the proper functioning and security of our systems.
How We Use Your Data
We use your personal data primarily to organize and run the conference. This includes managing your account, enabling access between the main website and the Indico platform, handling submissions and peer review, and processing registrations.
Some processing is necessary to fulfill our contractual obligations to you as a conference participant. Other processing is based on our legitimate interests, such as maintaining the security of our systems and ensuring the smooth operation of the conference.
Where required, we rely on your consent—for example, if you choose to receive updates or if your accepted submission is published as part of the conference materials.
Sharing of Data
Your data is shared only when necessary for the organization of the conference. Members of the organizing and scientific committees may access relevant information, and reviewers will only see the data needed to evaluate submissions.
We may also work with trusted service providers, such as hosting services, email systems, or payment processors, who process data on our behalf under appropriate safeguards.
If your abstract or paper is accepted, your name, affiliation, and submission may be made publicly available in the conference program, proceedings, or on the website.
We do not sell or commercially distribute your personal data.
International Data Transfers
If any of our service providers are located outside the European Economic Area, we ensure that appropriate legal safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.
Data Retention
We keep personal data only for as long as necessary. Account information is retained while your account remains active or as needed for conference-related purposes. Submission data may be kept for academic and archival reasons. Financial records are retained for the period required by applicable law.
Your Rights
Under the General Data Protection Regulation (GDPR), you have several rights regarding your personal data. These include the right to access your data, correct inaccuracies, request deletion, restrict or object to certain types of processing, and receive a copy of your data in a portable format. Where processing is based on consent, you may withdraw that consent at any time.
To exercise any of these rights, please contact us at insae@univ-ovidius.ro.
Security
We take the security of your data seriously and implement appropriate technical and organizational measures to protect it. These include secure authentication mechanisms, encrypted connections, and controlled access to sensitive data.
Cookies
Our websites use cookies primarily to ensure proper functionality, such as maintaining your login session. You can manage or disable cookies through your browser settings, although doing so may affect how the platforms function.
External Links
Our websites may contain links to third-party sites. We are not responsible for the privacy practices of those external services.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements or how we operate. Any updates will be published on ecos2026.insae.ro.
Contact
For any questions or requests regarding this Privacy Policy or your personal data, please contact:
Ovidius University of Constanta, Institute for Nanotechnologies and Alternative Energy Sources
Email: insae@univ-ovidius.ro
Address: 1st University Alley,
Constanța 900527, Romania