Privacy Policy

Privacy Policy

Last updated: March 2026

This Privacy Policy describes how your personal information is collected, used, and protected when you visit evaces2027.com and use the services related to the 12th International Conference on Experimental Vibration Analysis of Civil Engineering Structures (EVACES 2027), to be held in Perugia, Italy, from 7 to 10 September 2027.

The conference is jointly organised by the Department of Civil and Environmental Engineering of the University of Perugia and the EVACES Association, with administrative and organisational support provided by Collage S.p.A.

1. Data Controllers

For the purposes of the EU General Data Protection Regulation (GDPR — Regulation 2016/679), the joint data controllers are:

2. Information We Collect

a) Information you provide directly

• Newsletter subscription: first name, last name, email address, institutional affiliation, country, and area of interest.
• Conference registration: full name, email address, institutional affiliation, country, dietary requirements, billing and payment information.
• Abstract and paper submission: author names, email addresses, institutional affiliations, and the content of submitted works.
• Contact enquiries: any personal data you include in emails or messages sent to our secretariats.

b) Information collected automatically

• Technical data: IP address, browser type and version, operating system, referring URL, pages visited, date and time of access.
• Cookies: see Section 7 below.

3. How We Use Your Information

We process your personal data for the following purposes:

• Conference organisation: managing registrations, abstract reviews, programme scheduling, issuing certificates of attendance, and arranging logistics.
• Communication: sending updates about the conference, including important dates, programme changes, venue information, and post-conference materials.
• Mailing list: if you subscribe to our newsletter, we use your data to send periodic updates about EVACES 2027 and future editions. You may unsubscribe at any time.
• Payment processing: handling registration fees through secure third-party payment providers.
• Legal obligations: fulfilling tax, accounting, and regulatory requirements under Italian and EU law.
• Website improvement: analysing aggregated usage data to improve website functionality and user experience.

4. Legal Basis for Processing

Under Article 6 of the GDPR, we process your data based on:

• Consent (Art. 6(1)(a)): for newsletter subscriptions and non-essential cookies.
• Contractual necessity (Art. 6(1)(b)): for processing registrations, submissions, and related services.
• Legal obligation (Art. 6(1)(c)): for tax and accounting records.
• Legitimate interest (Art. 6(1)(f)): for website analytics and security, where such interest is not overridden by your rights.

5. Data Sharing and Recipients

Your personal data may be shared with:

• Conference co-organisers: the University of Perugia, EVACES Association, and Collage S.p.A., each acting within their respective organisational roles.
• Service providers: hosting providers, payment processors, and email delivery services, all bound by appropriate data processing agreements.
• Scientific committees: reviewers and programme committee members may access submission-related data for the purpose of peer review.
• Public authorities: if required by law or court order.

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

6. Data Retention

• Newsletter subscribers: until you unsubscribe or request deletion.
• Conference registrations and submissions: for up to 5 years following the conference, for archival and institutional reporting purposes.
• Accounting records: for the period required by Italian tax law (currently 10 years).
• Website logs: for up to 12 months.

7. Cookies

Our website uses cookies to ensure proper functionality and to analyse site traffic:

• Essential cookies: necessary for the website to function correctly (e.g., session management). These do not require consent.
• Analytics cookies: used to collect anonymised data on how visitors interact with the website. These are activated only with your consent.

You can manage your cookie preferences through your browser settings at any time.

8. International Data Transfers

Your data is primarily processed within the European Economic Area (EEA). If any data is transferred outside the EEA (e.g., through the use of third-party services), we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.

9. Your Rights

Under the GDPR, you have the following rights:

• Access: request a copy of the data we hold about you.
• Rectification: request correction of inaccurate or incomplete data.
• Erasure: request deletion of your data ("right to be forgotten"), subject to legal retention obligations.
• Restriction: request limitation of processing in certain circumstances.
• Portability: receive your data in a structured, commonly used format.
• Objection: object to processing based on legitimate interest or for direct marketing.
• Withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact:
conference.evaces2027@unipg.it — or — info@collage-spa.it

You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) at www.garanteprivacy.it.

10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encrypted connections (SSL/TLS), access controls, and regular security reviews.

11. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policy of any website you visit.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The revised version will be posted on this page with an updated date. We encourage you to review this page periodically.

13. Contact

For any questions regarding this Privacy Policy or the processing of your personal data: