Privacy Policy

Last updated: 02/03/2026 

This Privacy Policy explains how The Italian Society for Microscopical Sciences (S.I.S.M.) (“S.I.S.M.”, “we”, “us”) collects and processes personal data through the website https://18mcm.it/ (the “Website”) in connection with the 18th Multinational Congress on Microscopy (18MCM), to be held in Trieste, Italy from 12–17 September 2027. 

We process personal data in accordance with the EU General Data Protection Regulation (GDPR) – Regulation (EU) 2016/679 and applicable Italian data protection rules. 

1) Data Controller and Contact Details

Data Controller: The Italian Society for Microscopical Sciences (S.I.S.M.) 
Registered office: SISM - CNR-IMM - Via P. Gobetti 101, 40129 Bologna- Italy  
Email (privacy): info@sism.it
 

2) Personal Data We Collect

Depending on how you use the Website, we may collect: 

A) Registration and participation 

  • Identity and contact details: name, surname, email address, organisation/institution, job title/role, country. 
  • Registration details: registration type/category, selected options (e.g., workshops, social events), attendance format (if applicable). 
  • Administrative/billing data (if applicable): billing name, address, VAT number, invoice details. 
  • Logistics (optional): dietary preferences and/or accessibility requirements if you choose to provide them. 

B) Requests for information / contact forms

  • name, email, organisation (if provided), and the content of your request/message. 

C) Newsletter and communications (“Keep me Updated”)

  • email address and, optionally, name/organisation. 
  • opt-in records and basic engagement information (e.g., delivery status; and if enabled by the mailing tool, open/click metrics). 

D) Technical data

  • IP address, device/browser information, log data, pages visited, timestamps, and referrer URL (via server logs and, where used, cookies/analytics tools). 

3) Purposes and Legal Bases

  1. Conference registration and participation management (e.g., confirmations, attendee administration, badges, on-site access, programme updates). 
    Legal basis: performance of a contract / steps prior to entering into a contract (Art. 6(1)(b) GDPR). 
  2. Payments, invoicing and accounting (if applicable). 
    Legal basis: legal obligation (Art. 6(1)(c)) and/or contract (Art. 6(1)(b)). 
  3. Responding to information requests (contact forms, email queries). 
    Legal basis: legitimate interests (Art. 6(1)(f)) and/or pre-contractual steps (Art. 6(1)(b)), depending on the request. 
  4. Newsletter and promotional communications about 18MCM and related initiatives (only if you subscribe). 
    Legal basis: consent (Art. 6(1)(a)). You may withdraw consent at any time. 
  5. Website security, fraud prevention and troubleshooting. 
    Legal basis: legitimate interests (Art. 6(1)(f)). 
  6. Dietary/accessibility arrangements (only if you provide such information). 
    Legal basis: your explicit consent where special-category data is involved (Art. 9(2)(a)) and/or necessary processing to provide the accommodation you request. 

4) Mandatory vs Optional Data

  • Data marked as mandatory in forms is required to register you for the conference or to respond to your request. 
  • Newsletter subscription is optional and requires your consent. 
  • Dietary/accessibility details are optional and used only to manage your requested arrangements. 

5) Recipients and Data Sharing

We may share personal data with: 

  • Service providers acting as processors (Art. 28 GDPR), such as: 
    • website hosting and IT maintenance providers  Promoscience srl 
    • event registration/ticketing platform (tba) 
    • email/newsletter service provider (Brevo group / Sendinblue) 
    • payment service provider  (tba) 
    • badge printing / on-site event management suppliers (tba) 
  • On-site suppliers (e.g., venue services, catering) strictly as necessary for conference logistics. 
  • Public authorities where required by law. 

You can request information about our processors by contacting info@sism.it. 

6) International Data Transfers

Personal data is primarily processed within the EU/EEA. If any provider processes data outside the EU/EEA, transfers will occur only with appropriate safeguards, such as: 

  • an adequacy decision by the European Commission, or 
  • Standard Contractual Clauses (SCCs) and supplementary measures where required. 

7) Data Retention

  • Registration/attendance data: typically 2 years after the event. 
  • Accounting/billing records: retained for 10 years (as required by applicable law). 
  • Information requests: typically 1 years after the request is closed. 
  • Newsletter data: until you unsubscribe/withdraw consent. 
  • Security logs: typically 24 months. 

8) Cookies and Similar Technologies

The Website may use cookies or similar technologies for essential operation and security, and (if enabled) analytics and embedded services. Where required, we will request consent for non-essential cookies via a cookie banner. 

For details see our Cookie Policy: click/tap on the cookie-shaped logo on the bottom left of your screen, and select "Show Details".

9) Your Rights

Under the GDPR, you have the right to access, rectify, erase (where applicable), restrict processing, object to processing based on legitimate interests, request data portability (where applicable), and withdraw consent at any time. 

To exercise your rights, contact info@sism.it. 

You also have the right to lodge a complaint with the Italian supervisory authority: Garante per la protezione dei dati personali. 

10) Unsubscribing from the Newsletter

You can unsubscribe at any time by using the unsubscribe link in our emails, or by contacting info@sism.it. 

11) Security

S.I.S.M. applies appropriate technical and organisational measures to protect personal data (e.g., access controls and secure hosting). Access is limited to authorised persons and providers who need the data to perform their tasks. 

12) Children’s Privacy

The Website and conference services are not intended for under 18. If you believe a minor has provided personal data, please contact us to request deletion. 

13) Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be published on this page and indicated by an updated date. 

14) Contact

For privacy-related matters: info@sism.it
Postal address: SISM - CNR-IMM - Via P. Gobetti 101, 40129 Bologna- Italy