Privacy Policy

Effective Date: June 1, 2025

1. Introduction

This Privacy Policy outlines how the DAFx25 Organizing Committee (“we,” “our,” or “us”) collects, uses, and protects personal data obtained through our website and related services. We are committed to safeguarding your privacy and ensuring compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

2. Data Processing

Beta Eventi Srl processes personal data on our behalf, strictly adhering to our instructions and in compliance with GDPR requirements.

3. Information We Collect

During the registration process and interaction with our services, we may collect the following personal data:

  • Personal Identification Data: Full name, title, affiliation, mailing address, email address, and telephone number.
  • Payment Information: Billing details necessary for processing registration fees.
  • Dietary and Accessibility Requirements: Information to accommodate specific needs during the conference.
  • Photographs and Videos: Images or recordings captured during the conference events.

We do not intentionally collect data from individuals under the age of 18.

4. Purpose and Legal Basis for Processing

We process your personal data for the following purposes:

  • Registration and Participation: To manage your registration, process payments, and facilitate your participation in the conference.
  • Communication: To send you updates, confirmations, and relevant information about the conference.
  • Event Planning: To organize conference sessions, networking events, and other related activities.
  • Compliance: To fulfill legal obligations and respond to lawful requests from authorities.

The legal basis for processing your data includes the necessity for contract performance, compliance with legal obligations, and our legitimate interests in organizing and managing the conference.

5. Data Sharing and Disclosure

We may share your personal data with:

  • Beta Eventi Srl: For registration management and fee processing.
  • Service Providers: Third-party vendors assisting with conference logistics, such as food catering.
  • Publication Partners: If applicable, for the publication of conference proceedings.
  • Legal Authorities: When required to comply with legal obligations or respond to lawful requests.

All third parties are contractually obligated to protect your data and use it solely for the purposes specified by us.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy:

  • Registration Data: Retained until the conclusion of the conference and for a period necessary to comply with legal and financial obligations.
  • Communication Records: Retained for up to the end of 2025, for follow-up communications after the conference.
  • Photographs and Videos: May be retained for promotional purposes, subject to your consent.

After these periods, your data will be securely deleted or anonymized.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, disclosure, alteration, or destruction. These measures include encryption, access controls, and regular security assessments.

8. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Access: Request access to your personal data.
  • Rectification: Request correction of inaccurate or incomplete data.
  • Erasure: Request deletion of your data under certain conditions.
  • Restriction: Request restriction of processing under certain circumstances.
  • Data Portability: Request transfer of your data to another organization.
  • Objection: Object to processing based on legitimate interests.

To exercise these rights, please contact us.

9. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance user experience and analyze website traffic. You can manage your cookie preferences through your browser settings.

10. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes through our website or direct communication.