Data Controller

For the purposes described in this policy, the Data Controller is the Committee, represented by its designated members. For questions regarding data protection, you may contact the Committee via the contact details provided on the website. Please note that event hosts (see last section) act as independent data controllers for data collected through their own systems and registration platforms.

What Personal Data We Collect

We may collect and process the following personal data:

• Title (e.g., Mr, Ms, Mx, Dr, Prof)
• Full name
• Email address
• Institutional affiliation
• Country of affiliated institution
• Professional or institutional website (optional)
• Title and abstract of your submission or contribution
• Photograph (optional; typically for keynote or invited speakers)

We request that you do not submit sensitive personal data (such as data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, health data, or sexual orientation), unless strictly necessary and explicitly requested.

Purpose and Legal Basis of Processing

Your personal data is processed for the following purposes:

1. Event organization and administration, including communication regarding seminars and workshops;
2. Review and selection of submissions;
3. Publication of event information, such as participant names, affiliations, titles, abstracts, and (where applicable) speaker photographs on the event website;
4. Providing updates and notifications related to the event series.

Where applicable, processing is based on:

• Your consent (e.g., publication of optional information such as photographs);
• The necessity of processing for the organization and administration of the event;
• Legitimate interests of the Committee in running academic events and disseminating scientific information.

You may withdraw your consent at any time for processing based solely on consent.

Disclosure of Personal Data

Your personal data may be shared, strictly where necessary, with:

• Members of the AR4Space Steering Committee;
• Organizers of specific seminars or workshops within the AR4Space series;
• Technical service providers supporting the website or communication tools;
• Event hosts (only where explicitly agreed or necessary).

We do not sell, trade, or otherwise commercially exploit your personal data.

Data Retention

Personal data is retained only for as long as necessary to fulfill the purposes described in this policy, including:

• The duration of the event organization process;
• A reasonable archival period for documentation of past events.
• Website information related to contributions (e.g., titles and abstracts) may remain publicly accessible as part of the academic record of the event series.

Data will be securely deleted or anonymized when no longer required.

Your Rights

Subject to applicable data protection law, you have the right to:

• Access your personal data;
• Request rectification of inaccurate data;
• Request completion of incomplete data;
• Request erasure of your personal data;
• Object to or restrict processing under certain circumstances;
• Withdraw consent at any time (where processing is based on consent).

To exercise your rights, please contact the Committee using the contact information provided on the website. If you request deletion of your data, please note that we may no longer be able to provide event-related communications or maintain your contribution on the website.