Information collected by the abstract form
The proposed form collects the presenting author's name, email address, affiliation, additional authors and affiliations, title, abstract text and presentation preference. It also records the time of submission, a request identifier, acknowledgement of the published privacy notice and the status of the confirmation email.
Purpose of processing
The intended purposes are to receive abstracts, support scientific selection and programme preparation, and correspond with presenting authors. Rules for publication of accepted abstracts must be confirmed before submissions open.
Service providers and access
The proposed service uses Cloudflare for hosting, security verification and private database storage, and Resend for confirmation emails. Organisers will be able to export submission data privately. Abstracts will not be available through a public read or export endpoint.
The production database is intended to be created with an EU jurisdiction. This does not mean that all processing by hosting, security and email services takes place within the EU. Provider agreements and any international transfers must be reviewed by the responsible organiser.
Browser storage
The form keeps your entered text in the current page while you work. It does not automatically save a draft in browser storage. After a successful submission, the browser tab's session storage holds only a receipt reference, email queue status, receipt time and whether the submission was a local test. The receipt expires from view after 24 hours; session storage is normally cleared when the tab is closed.
When the live submission form is enabled, the security check is loaded from Cloudflare Turnstile. No analytics or advertising tools are included in this website.
Items to complete before launch
- Identity and contact details of the data controller and data protection contact.
- Legal basis for processing and the treatment of coauthors' information.
- Recipients, publication purposes and the conditions for sharing abstracts.
- Provider agreements and safeguards for international transfers.
- A defined retention and deletion schedule for the database, exports and backups.
- How to exercise data protection rights and contact the competent supervisory authority.
Acknowledgement of this notice is recorded separately from consent. The responsible organiser must determine the applicable legal basis.