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Privacy and Personal Data Protection

The Foundation for Science and Technology, I.P. (FCT) and the Agency for Research and Innovation (AI2), formerly known as the National Innovation Agency (ANI), as the entities responsible for organizing the Portuguese Science Summit Innovation 2026, are committed to ensuring the protection, confidentiality, and security of the personal data processed in connection with this event, in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016 (“General Data Protection Regulation” or “GDPR”), as well as with all other applicable national and European legislation regarding the protection of personal data.

This Privacy Policy is intended to inform, in a clear, transparent, and accessible manner, all participants, users, and other individuals whose personal data is processed about:

  • the circumstances under which your personal data is collected and processed; 
  • the purposes associated with the processing activities carried out; 
  • the applicable grounds for lawfulness; 
  • the categories of personal data processed; 
  • the recipients and any international data transfers; 
  • retention periods; 
  • and the rights to which they are entitled under applicable law. 

This Policy applies to personal data collected in connection with:

  • from the official website of Portuguese Science Summit Innovation 2026; 
  • the registration and abstract submission platforms; 
  • online streaming and participation platforms; 
  • from the event's mobile app, if available; 
  • in-person activities associated with the event; 
  • and institutional communications related to the organization and promotion of Portuguese Science Summit Innovation 2026. 

Jointly Responsible for Treatment

The Foundation for Science and Technology, I.P. (FCT) and the Agency for Research and Innovation (AI2), formerly known as the National Innovation Agency (ANI), act as joint controllers for data processing operations for which they jointly determine the purposes and essential means for the organization, management, and promotion of Portuguese Science Summit Innovation 2026, pursuant to Article 26 of the GDPR.

Within the framework of this joint responsibility, the entities jointly determine the purposes and essential means of processing the personal data necessary for holding the event, having internally defined their respective responsibilities regarding compliance with the obligations arising from the GDPR.

The Foundation for Science and Technology, I.P. (FCT), legal entity No. 503904040, has its headquarters at Avenida D. Carlos I, No. 126, 1249-074 Lisbon.

Agency for Research and Innovation, E.P.E. (AI2), formerly known as the National Innovation Agency (ANI), legal entity No. 502271280, is headquartered at Rua Carlos Alves 7, 1600-515 Lisbon.

Without prejudice to the data subjects’ right to exercise their rights with any of the responsible entities, FCT as the primary point of contact for data protection issues related to the event.

Data Protection Officers

FCT AI2/ANI have appointed Data Protection Officers (DPOs), who can be contacted for:

  • clarification of issues related to this Policy; 
  • exercise of rights under the GDPR; 
  • submission of requests or complaints related to the processing of personal data. 

The available contacts are as follows:

  • FCT: dpo@fct.pt 
  • AI2/ANI: epd@ani.pt 

How Personal Data is Collected

Personal data will be collected directly or indirectly, specifically:

  • during the event registration process; 
  • by filling out electronic forms; 
  • when submitting abstracts, session proposals, or applications; 
  • by registering on digital platforms associated with the event; 
  • during in-person or online participation in the event's activities; 
  • through the use of the website and associated technology platforms; 
  • through interaction with digital content, streaming sessions, and institutional communications; 
  • in the areas of accreditation, access control, and logistics management; 
  • by recording video and audio during the event; 
  • through partner organizations, sponsors, or institutions that facilitate participant registration. 

Technical data related to the use of digital platforms may also be collected, including IP addresses, electronic identifiers, access logs, device information, and browsing data.

Categories of Personal Data Processed

As part of the Portuguese Science Summit Innovation 2026, the following personal data, among others, may be processed:

  • identification information (first name, last name); 
  • contact information (email address, phone number, institution); 
  • professional and academic information (position, role, field of study, institutional affiliation); 
  • data related to participation in the event; 
  • data related to the submission and evaluation of abstracts; 
  • technical and navigation data; 
  • images and audio recorded during sessions, presentations, and other activities; 
  • food preferences or dietary restrictions provided for logistical purposes. 

The data processed will be limited to what is strictly necessary for the purposes identified in this Policy.

Purposes of the Processing

The personal data collected may be processed for the following purposes:

  • management of event registration and participation; 
  • logistical and operational organization; 
  • accreditation management and access control; 
  • institutional communications related to the event; 
  • sending relevant information to participants; 
  • management of the submission, evaluation, and dissemination of abstracts; 
  • issuance of participation certificates; 
  • management of in-person and online sessions; 
  • live streaming and on-demand content; 
  • production and dissemination of institutional content; 
  • scientific and institutional promotion of the event; 
  • compliance with legal and regulatory obligations; 
  • development of statistical indicators and anonymized reports. 

Personal data will not be used for purposes incompatible with those for which it was originally collected.

Fundamentals of Lawfulness

The processing of personal data carried out in connection with the Portuguese Science Summit Innovation 2026 is based on the legal grounds set forth in Article 6 of the GDPR, namely:

  • The management of registrations, event participation, organization of sessions, management of the call for abstracts, issuance of certificates, institutional communications, and scientific outreach for Portuguese Science Summit Innovation 2026 are based on the performance of public interest functions carried out by FCT andANI/AI2, pursuant to Article 6(1)(e) of the GDPR.
  • The collection and use of images and audio in connection with the event, including institutional promotion through the organizing entities’ websites, digital platforms, and social media, is also based on the performance of tasks carried out in the public interest by the FCT and theANI/AI2, pursuant to Article 6(1)(e) of the GDPR;
  • Compliance with legal obligations—specifically in the areas of taxation, accounting, administration, and record-keeping—is based on Article 6(1)(c) of the GDPR;
  • The consent of the data subject, obtained in accordance with Article 6(1)(a) and revocable at any time, is required and obtained solely for the purpose of capturing and disseminating the image or voice of minor participants on an individual basis, and is provided by those exercising parental responsibility. 

In the case of the processing of special categories of personal data—specifically, information related to dietary restrictions or specific accessibility needs—such processing will be carried out only when necessary and based on the data subject’s explicit consent or another legally permissible basis.

Whenever processing is based on consent, that consent may be withdrawn at any time without affecting the lawfulness of the processing carried out previously.

Capture and Use of Images and Sound

During the Portuguese Science Summit Innovation 2026, photographs, videos, and audio recordings of participants and other attendees may be taken.

This content may be used for:

  • institutional promotion of the event; 
  • scientific communication; 
  • live streaming; 
  • publication on institutional websites and platforms; 
  • social media promotion; 
  • historical and institutional archives; 
  • production of promotional materials related to the event. 

The collection and use of this content will be carried out in a proportionate and appropriate manner and limited to the purposes related to the institutional and scientific dissemination and promotion of the event.

Appropriate information regarding the recording of video and audio will be provided on-site. A visible notice will be posted at the entrance to the venue stating that the entire event is being recorded, and the location where attendees can pick up a “Do Not Record” badge will be clearly marked.

Participants may request additional clarification or exercise their legal rights regarding the use of their image or voice.

Participation in sessions that are broadcast live or photographed may result in the incidental collection of images and audio of those present, for the institutional and scientific communication purposes identified in this Policy.

Cookies and Similar Technologies

The event website may use cookies and similar technologies to:

  • ensure the platform operates properly; 
  • improve the browsing experience; 
  • save preferences; 
  • statistically analyze website usage; 
  • support multimedia features and external integrations. 

The cookies used may include:

  • strictly necessary cookies; 
  • analytical cookies; 
  • functional cookies; 
  • third-party cookies associated with services integrated into the platform. 

Whenever required by law, the use of non-essential cookies will be subject to the user’s prior consent, through an appropriate preference management mechanism.

Detailed information is available in the event's Cookie Policy.

Data Recipients and Subcontractors

Personal data may be disclosed to third parties that provide services necessary for the organization and conduct of the event, including:

  • registration and participant management platforms; 
  • providers of technology hosting and IT support; 
  • streaming and audiovisual services; 
  • security and access control services; 
  • catering providers; 
  • communications service providers; 
  • partner organizations involved in organizing the event. 

These entities will act as subcontractors or independent entities, as applicable, and are subject to appropriate confidentiality, security, and data protection obligations.

International Data Transfers

As part of the organization of Portuguese Science Summit Innovation 2026, technological platforms and services provided by entities located outside the European Economic Area (EEA) may be used, specifically for the purposes of registration management, communications, technical hosting, streaming, or support for the event.

In such cases, personal data may be transferred to third countries, including the United States of America.

Whenever international transfers of personal data take place, FCT AI2/ANI will ensure that the appropriate safeguards provided for in the GDPR are in place, namely:

  • For transfers to entities certified under the EU-US Data Privacy Framework, the European Commission’s adequacy decision of July 10, 2023, is used;
  • For non-certified entities, the Standard Contractual Clauses approved by the European Commission are used; 
  • the use of entities covered by adequacy decisions; 
  • or other legally permissible mechanisms designed to ensure an adequate level of protection for the transferred personal data. 

Data Retention

Personal data processed in connection with the Portuguese Science Summit Innovation 2026 will be retained only for the period strictly necessary to fulfill the purposes justifying such processing, as well as to comply with applicable legal, regulatory, and administrative obligations.

Retention periods may vary depending on the nature of the data and the associated purposes, particularly with regard to:

  • the management of registrations and participation in the event, for up to three years after the event ends; 
  • for the submission and evaluation of abstracts, for up to five years; 
  • the issuance of certificates, for up to five years; 
  • in institutional communications management, for up to five years; 
  • the provision and archiving of audiovisual content for up to three years, after which it is deleted; 
  • and the production of anonymized statistical data. 

Once the applicable retention periods have expired, personal data will be securely deleted or anonymized, except in cases where its retention for a longer period is required by law or necessary for archiving purposes in the public interest, scientific or historical research, or statistical purposes, in accordance with applicable law.

Rights of Data Subjects

Under applicable law, data subjects may exercise the following rights:

  • right of access; 
  • right to rectification; 
  • right to erasure; 
  • right to restriction of processing; 
  • right to object; 
  • right to data portability; 
  • the right to withdraw consent; 
  • the right to file a complaint with the National Data Protection Commission (CNPD). 

You may request to exercise these rights by contacting us at the following addresses:

  • dpo@fct.pt 
  • epd@ani.pt 

FCT ANI/AI2 undertake to respond to the requests submitted within the legally prescribed time limits.

Data Security

FCT ANI/AI2 implement appropriate technical and organizational measures to ensure the protection of personal data against destruction, loss, alteration, disclosure, unauthorized access, or any other form of unlawful processing.

These measures include, in particular:

  • access control; 
  • permission segregation; 
  • authentication mechanisms; 
  • system and platform protection; 
  • IT monitoring and security measures; 
  • evaluation of suppliers and service providers. 

Digital Accessibility

FCT ANI/AI2 seek to ensure that the digital content and platforms associated with Portuguese Science Summit Innovation 2026 are accessible, clear, and understandable to all users, promoting best practices in digital accessibility and usability, in accordance with applicable guidelines.

Changes to the Privacy Policy

This Privacy Policy may be updated whenever necessary to ensure legal compliance, reflect organizational changes, or incorporate new features and data processing practices related to the event.

The most current version of the Policy will be permanently available on the official website of the Portuguese Science Summit Innovation 2026.