Bichat Young Researchers Association

1. Introduction

The Bichat Young Researchers Association ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and submit abstracts or registration forms.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our website.

2. Information We Collect

We collect information that you voluntarily provide when submitting abstracts, registering for our conferences, or contacting us. This information may include:

Name and contact information (email, phone number, mailing address)
Professional affiliation and institution
Abstract content and research information
Co-author details and information
Dietary restrictions or accessibility requirements
Payment information (processed securely by third-party providers)

3. Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds under GDPR:

Contractual Necessity: To manage your abstract submission and conference registration
Consent: With your explicit consent as provided via checkbox when submitting the form
Legitimate Interest: To improve our conference and communicate about updates
Legal Obligation: To comply with applicable laws and regulations

4. How We Use Your Information

We use the information we collect for the following purposes:

Processing and evaluating your abstract submission
Communicating with you regarding your submission status
Sending conference updates, schedule information, and administrative notices
Managing conference registration and attendance
Publishing accepted abstracts and papers in conference proceedings (with your consent)
Improving the quality and organization of future conferences
Complying with legal obligations and conference policies

5. Data Sharing

Your personal data will not be shared with third parties except as follows:

Program Committee Members: Your name, affiliation, and abstract will be shared with reviewers for peer review (anonymized)
Form Service Provider (Web3Forms): Your submission data is processed through Web3Forms, which is GDPR-compliant
Email Service: Your email address may be shared with our email provider for sending confirmations and updates
Legal Requirements: If required by law or to protect our rights

We do not sell or rent your personal information to third parties.

6. Data Retention

We retain your personal data for the following periods:

Submitted Abstracts: During the submission period and for 3 years after the conference for archival and quality assurance purposes
Accepted Papers: Indefinitely, as part of the conference proceedings
Rejected Submissions: 1 year after notification, then deleted
Contact Information: Until you request deletion or unsubscribe from communications

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

Right of Access: You can request a copy of the data we hold about you
Right to Rectification: You can request correction of inaccurate data
Right to Erasure: You can request deletion of your data (subject to legal obligations)
Right to Restrict Processing: You can request limitation of how we use your data
Right to Data Portability: You can request your data in a machine-readable format
Right to Object: You can object to certain processing activities
Right to Withdraw Consent: You can withdraw consent at any time (without affecting prior processing)

To exercise any of these rights, contact us at youngresearchersparisnord@gmail.com

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Our form submissions are encrypted and processed through secure channels.

However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

9. Cookies and Tracking

Our website does not use cookies or tracking technologies for analytics. We do not track user behavior or use persistent identifiers.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of these third-party sites. Please review their privacy policies when visiting.

11. International Data Transfers

If you are accessing this website from outside the EU/EEA, your data will be processed in accordance with GDPR. We do not transfer data to countries without adequate data protection safeguards unless appropriate mechanisms (e.g., Standard Contractual Clauses) are in place.

12. Contact Us

If you have questions about this Privacy Policy or our data handling practices, please contact our Data Protection Officer or Privacy Team:

Email: youngresearchersparisnord@gmail.com
Address: Association des Jeunes Chercheurs Hôpital Grand Paris Nord
16 rue Henri Huchard, 75018 Paris, France

13. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by posting the updated policy on our website with an updated "Last Updated" date. Your continued use of the website constitutes your acceptance of the revised policy.

14. Complaint Rights

If you believe your data protection rights have been violated, you have the right to lodge a complaint with your local Data Protection Authority:

France: CNIL (Commission Nationale de l'Informatique et des Libertés) - www.cnil.fr
EU-wide: Find your authority at edpb.europa.eu