Privacy Policy — IAA Conferences Portal
Effective date: 29 July 2026
This portal (iaa.spacescience.ro/indico) is operated by the Institute of Space Science (ISS), Măgurele, Romania (the “data controller”), to host scientific conferences such as the IAA Planetary Defense Conference series. We process personal data in accordance with Regulation (EU) 2016/679 (“GDPR”).
1. What data we collect
- Account data — name, e-mail address, affiliation, username and password (stored in hashed form), provided when you create an Indico profile.
- Participation data — information you submit when registering for an event, submitting an abstract or paper (title, text, co-authors, attached files), or taking part in event activities.
- Technical data — server logs (IP address, browser type, pages accessed) kept for security and troubleshooting.
2. Why we process it (purposes and legal basis)
- Creating and managing your account and organizing the scientific events you take part in — Art. 6(1)(b) GDPR (performance of a contract / steps at your request).
- Publishing the scientific programme (author names, affiliations, titles and abstracts of accepted contributions) — Art. 6(1)(f) GDPR (legitimate interest in disseminating scientific results).
- Security of the service and abuse prevention — Art. 6(1)(f) GDPR (legitimate interest).
- Compliance with legal obligations — Art. 6(1)(c) GDPR.
3. Cookies
This portal uses only strictly necessary cookies: the indico_session cookie, which keeps you logged in and secures your session. We do not use analytics, advertising or third-party tracking cookies. Your acknowledgement of the cookie notice is stored locally in your browser (localStorage) and is not transmitted to us.
4. Who can see your data
Your data is accessible to the portal administrators and, for a given event, to its organizers and scientific committee (e.g. for reviewing abstracts). Accepted contributions (author names, affiliations, titles, abstracts) are published in the event's public programme. We do not sell personal data and we do not transfer it outside the European Economic Area.
5. How long we keep it
Account and participation data are kept for as long as your account exists and as long as the scientific record of the events requires. Server logs are kept for a limited period for security purposes. You may request deletion of your account at any time (see below).
6. Your rights
Under the GDPR you have the right to access, rectify or erase your personal data, to restrict or object to its processing, and to data portability. You can edit most of your data directly in your Indico profile. To exercise any right, write to contact@spacescience.ro. You also have the right to lodge a complaint with the Romanian supervisory authority (ANSPDCP, www.dataprotection.ro) or your local data protection authority.
7. Contact
For any question about this policy or your personal data: contact@spacescience.ro.