Last updated: 2 May 2025
This Policy describes how CIIMAR processes the personal data collected through the event registration portal https://events.ciimar.up.pt, in compliance with Regulation (EU) 2016/679 (GDPR) and applicable national law.
1. Data controller
CIIMAR — Interdisciplinary Centre of Marine and Environmental Research, a private non-profit association, Tax ID (NIPC) 508 792 657, with registered office at Terminal de Cruzeiros do Porto de Leixões, Av. General Norton de Matos, S/N, 4450-208 Matosinhos, Portugal.
Data Protection Officer (DPO): dpo@ciimar.up.pt.
General contact for privacy matters: secretariado@ciimar.up.pt.
2. Personal data processed
- Identification and contact data (name, email, telephone);
- Registration data (event, option, affiliation/institution, participant category);
- Billing data (name or company name, Tax ID, address);
- Payment-related data (processed by the payment provider — see point 5);
- Browsing data and cookies (see point 11).
3. Purposes and legal bases
| Purpose | Legal basis (GDPR) |
|---|---|
| Managing the registration and performing the participation contract | Art. 6(1)(b) |
| Invoicing and compliance with legal obligations (tax and accounting) | Art. 6(1)(c) |
| Operational communications about the registered event | Art. 6(1)(b) |
| Sending information about future initiatives (where applicable) | Art. 6(1)(a) — consent |
| Portal security and fraud prevention | Art. 6(1)(f) — legitimate interest |
4. Marketing communications
Communications about future initiatives are only sent with prior consent, which may be withdrawn at any time without affecting the lawfulness of prior processing, in particular through the unsubscribe mechanism included in each communication.
5. Payments
Payments are processed by ifthenpay, acting as a payment service provider. Card data is processed in the provider’s secure environment; CIIMAR does not access or store full card data, receiving only the confirmation and the data necessary to manage the registration and issue the invoice.
6. Recipients and processors
Data may be disclosed to: the payment service provider (ifthenpay); invoicing software and service providers; email service providers; and, where legally required, competent public authorities. The portal and its data are hosted on CIIMAR’s own infrastructure, in its data centre. Where an Event is co-organised or funded by third parties, strictly necessary data may be shared with those entities, as indicated on the Event page.
7. International transfers
Processing takes place, as a rule, within the European Economic Area. Should any transfer to a third country occur, it is carried out under the appropriate safeguards provided for in the GDPR.
8. Retention periods
Data is retained for the period necessary for the purposes described and, thereafter, for the applicable legal periods — in particular the retention periods for tax and accounting documents. Data processed on the basis of consent is retained until such consent is withdrawn.
9. Data subject rights
The data subject may exercise the rights of access, rectification, erasure, restriction, portability and objection, as well as withdraw consent, by request to dpo@ciimar.up.pt. They also have the right to lodge a complaint with the supervisory authority: the Portuguese Data Protection Authority (CNPD) — www.cnpd.pt.
10. Security
CIIMAR implements appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration or destruction. In the event of a data breach likely to result in a risk to data subjects, the legally required notification duties are fulfilled.
11. Cookies
The portal uses cookies strictly necessary for its operation and, subject to consent, additional cookies (for example, traffic analytics). On first access, a notice is displayed allowing acceptance or rejection of non-essential cookies. Preferences may be changed at any time, and cookies may be managed or deleted through the browser settings.
12. Amendments
This Policy may be updated. The version in force is always available on this portal, indicating the date of the last update.