Privacypolicy.

A Data Protection Officer has not been appointed, as the Owner is not required to designate one under Article 37 GDPR. For any matter relating to the protection of personal data — including the exercise of your rights — you may contact the Owner at info@iccsh2027.org.

The Personal Data this Website collects depends on how you interact with it. The following is collected, by the Owner or through the processors listed in this policy:

Account

When you create an account: email address, password (stored only as a cryptographic hash, never in plain text), preferred language and email-confirmation status.

Congress registration

When you register for the Congress: title, first name, last name, email address, phone number, country, institution, specialization (e.g. Oncology, Urology, Sexual Medicine, Psycho-oncology, Gynecology), participant type, any additional comments, fee category and selected add-ons. If you request a VAT invoice, also your billing details: company name, street, city, postal code, country and tax identification number (NIP / VAT). Dietary requirements are optional and collected only with your separate, explicit consent (Article 9(2)(a) GDPR) — see below.

Abstract submission

When you submit an abstract: title, body text, theme, keywords, comments, session type, presentation language and the list of authors. For each author, other than phone (kept only for the corresponding/presenting author — see the co-authors note below): academic title, first name, last name, affiliation, email address and whether they are the presenting author.

Abstract attachments: the file(s) you upload (up to 5 files per abstract, PDF/PNG/JPEG/TIFF, max 5 MB each) are stored via Cloudflare R2 object storage configured for the EU region (residency status pending confirmation — see Section vii) and are accessed only by the Owner and the scientific committee for the purpose of reviewing and, where accepted, publishing the abstract.

Contact form

When you use the contact form: your name, email address and the content of your message.

Sponsorship enquiry

When you submit a sponsorship enquiry: company / organisation name, contact person, email address, your message and, where provided, billing details for a VAT invoice.

Data collected automatically

When you visit the Website, technical Usage Data is processed automatically — for example IP address, browser and operating-system characteristics, the pages requested and the time of each request — together with system logs needed to operate and secure the Service. A single strictly-necessary session cookie is used to keep you signed in; it has no tracking purpose and requires no consent. This Website uses no analytics, advertising or tracking cookies and performs no profiling.

Unless a field is explicitly marked optional, the Data requested is necessary to provide the relevant service, and failure to provide it may make that service unavailable. Users who are unsure which Data is mandatory are welcome to contact the Owner.

Methods of processing

The Owner takes appropriate technical and organizational security measures (Article 32 GDPR) to prevent unauthorized access, disclosure, modification or destruction of the Data. Processing is carried out using computers and IT tools, following procedures strictly related to the purposes indicated. Besides the Owner, the Data may in some cases be accessible to persons involved in operating this Website (administration, the scientific committee, IT and system administration) or to external processors appointed by the Owner (such as hosting, storage and email providers). An updated list of these parties may be requested from the Owner at any time.

Place

Most Personal Data is processed and stored within the European Union / European Economic Area (EEA), through the following processors. Some of these providers are established or have personnel outside the EEA — see "Transfers outside the EEA" below for how each such case is safeguarded.

• Vercel — frontend hosting and content delivery (EU region).
• Railway — backend hosting and the PostgreSQL database (EU region).
• Cloudflare R2 — storage of abstract attachments (EU region 【DECYZJA: EU Jurisdictional Restriction on the R2 bucket unconfirmed — see "Cloudflare R2" below】).
• Zoho Mail (Zoho Corporation B.V.) — the human-staffed mailboxes used for correspondence (info@, registration@, abstracts@, sponsors@, admin@); routed through Zoho's EU data centres, though Zoho documents that authorised support personnel may access mailbox data from outside the EEA, including India.
• Resend (Plus Five Five, Inc.) — delivery of transactional/system email (account confirmation, registration received, abstract decisions, payment confirmation) via Resend's HTTP API; established in the United States, EU–US Data Privacy Framework certified, with Standard Contractual Clauses (Article 46 GDPR) as a further safeguard.
• Jakub Pożarycki (sole proprietorship) — development, maintenance and administration of the application (Poland).
• Cloudflare Turnstile (Cloudflare, Inc.) — anti-bot verification on the account sign-up form; processes limited technical data (including IP address) on Cloudflare's global network.

The Owner uses infrastructure and IT service providers, some of which are established or have personnel outside the EEA. Depending on how a given service is configured, Data may be transferred to a third country or may be subject to remote access from outside the EEA — most notably Resend (United States, transactional email) and Zoho's documented support access, which may originate from India. Such transfers are carried out on the basis of the appropriate mechanism under Chapter V GDPR — in particular an adequacy decision, the EU–US Data Privacy Framework, or Standard Contractual Clauses together with a transfer impact assessment and supplementary measures where required. Details of each provider, including a link to its own privacy policy, are set out in Section vii.

Payment data

Payments are handled by external providers — Stripe Payments Europe, Ltd. (Dublin, Ireland) and PayPro SA / Przelewy24 (Poznań, Poland). With respect to payment data, including card details, these providers act as independent data controllers, not as the Owner's processors; their own privacy policies govern that processing. The Owner never receives or stores card data — it receives only confirmation of whether a payment succeeded, together with the billing details you provide for invoicing.

Retention time

Unless specified otherwise in this document, Personal Data is processed and stored for as long as required by the purpose it was collected for, and may be retained longer where required by a legal obligation or based on the User's consent. The specific retention periods applied to each category of Data are set out in Section vii.

This Website uses one strictly-necessary cookie and no other cookies of any kind. It runs no analytics, advertising, tag-management or social-media tools, sets no tracking or profiling cookies, and therefore displays no cookie consent banner. The complete inventory is below.

Cookie inventory

• Session cookie (sign-in) — Set by this Website (first party, iccsh2027.org). Purpose: keeping a signed-in User's session active so that the account, registration and abstract pages can be used. Category: strictly necessary. It is not set for visitors who are not signed in, carries no analytics or advertising identifier, and expires when the session ends. Legal basis: Article 173(3) of the Polish Telecommunications Law and Article 6(1)(b)/(f) GDPR — no consent is required for a cookie strictly necessary to provide a service requested by the User.

No other cookies are set by this Website or by any third party through it. There are no analytics cookies, no advertising cookies, no A/B testing cookies and no social-media cookies. The Website uses no local storage or similar techniques for tracking purposes.

Third-party requests made by your browser

Two external services are contacted directly by your browser when you use this Website. Neither sets a cookie on this Website, but each necessarily receives your IP address and basic request headers, because that is how any web request works. Both are disclosed here for completeness:

• Google Fonts (fonts.googleapis.com, fonts.gstatic.com) — The Website loads its typefaces from Google's font service. Your browser requests the font files directly from Google, which receives your IP address, user-agent string and the referring page. No cookie is set by this Website for this purpose and the fonts are not used to identify you. Google's privacy policy: https://policies.google.com/privacy.
• Cloudflare Turnstile (Cloudflare, Inc.) — The account sign-up form is protected against automated abuse by Cloudflare Turnstile, which runs a challenge in your browser and receives limited technical data, including your IP address and browser characteristics. It is used solely for anti-abuse verification, not for advertising or profiling. See Section vii for the full provider entry.

How to control cookies

Because the only cookie used is strictly necessary, there is nothing to opt in or out of on this Website. You can still block or delete cookies in your browser settings at any time; if you block the session cookie, you will not be able to stay signed in and account, registration and abstract functions will not work.

If this Website ever introduces analytics, advertising or any other non-essential cookie or tracking technology, it will be added to the inventory above, a consent mechanism will be presented before that technology loads, and this policy will be updated beforehand.

Data concerning Users is processed to allow the Owner to provide its Service and comply with its legal obligations. The legal basis under Article 6(1) GDPR for each activity is as follows:

• Account — creating and operating your user account — performance of a contract for the provision of electronic services (Article 6(1)(b) GDPR).
• Congress registration — registering you for the Congress, including specialization and institution as part of providing the professional medical-registration service — performance of a contract (Article 6(1)(b) GDPR).
• Abstract submission — receiving, reviewing and, where accepted, publishing your abstract — performance of a contract (Article 6(1)(b) GDPR).
• Co-authors' data provided by the submitter — being able to deliver the event with the participation of the listed co-authors — legitimate interest (Article 6(1)(f) GDPR).
• VAT invoices — issuing and retaining invoices — compliance with a legal obligation under tax law (the VAT Act and the Tax Ordinance) (Article 6(1)(c) GDPR).
• Contact form — responding to your enquiry — legitimate interest (Article 6(1)(f) GDPR).
• Transactional email — sending service messages such as account confirmation, registration received, abstract decisions and payment confirmation — performance of a contract (Article 6(1)(b) GDPR).

The Owner does not process Personal Data for marketing purposes and does not carry out profiling or automated decision-making.

Hosting and infrastructure

These services host the Data and files needed for this Website to run, and provide the infrastructure on which it operates.

Security and anti-spam

To protect the account sign-up form against automated abuse (bots and spam accounts), the Website uses a privacy-preserving human-verification service.

Technical maintenance and data management

The Owner engages an external IT processor to develop, maintain and administer the application. This processor acts only on the Owner's documented instructions under a data-processing agreement (Article 28 GDPR).

Contacting the User

Transactional emails — such as account confirmation, registration received, abstract decisions and payment confirmation — are sent through Resend, an email-delivery provider. Correspondence you send to the Owner's own mailboxes (info@, registration@, abstracts@, sponsors@, admin@) is handled separately, through Zoho Mail. There is no newsletter and no marketing email.

Handling payments

Payments are processed by external providers acting as independent data controllers. The Owner does not receive or store card data; it only learns whether a payment succeeded.

Retention periods

Personal Data is kept only as long as necessary for the purpose it was collected for, or as required by law. The periods applied are:

Account data

you may delete your account at any time; an account left inactive for 【DECYZJA: account inactivity period before a deletion notice is sent】 receives an advance notice and, absent renewed activity (and unless a registration, abstract or claim linked to it is still open), is deleted 【DECYZJA: notice period between the deletion notice and anonymisation】 later. After deletion, a minimal record of the deletion itself is kept for 1 year.

Registration data

3 years after the Congress (limitation period for claims).

VAT invoices

5 years from the end of the tax year in which the invoice was issued (Article 70 of the Tax Ordinance).

Abstracts and attachments

published Book of Abstracts entries are kept indefinitely, in line with the licence granted; the underlying source files and attachments are kept only for 1 month (30 days) after the end of the Congress; where an abstract is not accepted, the submitter's and co-authors' contact data is kept only for 1 month (30 days) after the end of the Congress.

System logs

12 months.

Contact-form messages

1 year.

Legal basis of processing

The Owner may process Personal Data relating to Users if one of the following applies:

• Users have given their consent for one or more specific purposes.
• provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
• processing is necessary for compliance with a legal obligation to which the Owner is subject;
• processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
• processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Further information about retention time

Unless specified otherwise in this document, Personal Data shall be processed and stored for as long as required by the purpose they have been collected for and may be retained for longer due to applicable legal obligation or based on the Users' consent.

Therefore:

• Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
• Personal Data collected for the purposes of the Owner's legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.

The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to fulfil a legal obligation or upon order of an authority. Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

The rights of Users based on the General Data Protection Regulation (GDPR)

Users may exercise certain rights regarding their Data processed by the Owner.

In particular, Users have the right to do the following, to the extent permitted by law:

Users are also entitled to learn about the legal basis for Data transfers abroad including to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.

Details about the right to object to processing

Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.

Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time, free of charge and without providing any justification. Where the User objects to processing for direct marketing purposes, the Personal Data will no longer be processed for such purposes. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.

How to exercise these rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Such requests are free of charge and will be answered by the Owner as early as possible and always within one month, providing Users with the information required by law. Any rectification or erasure of Personal Data or restriction of processing will be communicated by the Owner to each recipient, if any, to whom the Personal Data has been disclosed unless this proves impossible or involves disproportionate effort. At the Users' request, the Owner will inform them about those recipients.

This section applies to Users in Switzerland, and, for such Users, supersedes any other possibly divergent or conflicting information contained in the privacy policy.

Further details regarding the categories of Data processed, the purposes of processing, the categories of recipients of the personal data, if any, the retention period and further information about Personal Data can be found in the section titled "Detailed information on the processing of Personal Data" within this document. the section titled "Detailed information on the processing of Personal Data" within this document.

The rights of Users according to the Swiss Federal Act on Data Protection

Users may exercise certain rights regarding their Data within the limits of law, including the following:

• right of access to Personal Data;
• right to object to the processing of their Personal Data (which also allows Users to demand that processing of Personal Data be restricted, Personal Data be deleted or destroyed, specific disclosures of Personal Data to third parties be prohibited);
• right to receive their Personal Data and have it transferred to another controller (data portability);
• right to ask for incorrect Personal Data to be corrected.

How to exercise these rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Such requests are free of charge and will be answered by the Owner as early as possible, providing Users with the information required by law.

Legal action

The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Website or the related Services. The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.

Additional information about User's Personal Data

In addition to the information contained in this privacy policy, this Website may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.

System logs and maintenance

For operation and maintenance purposes, this Website and any third-party services may collect files that record interaction with this Website (System logs) or use other Personal Data (such as the IP Address) for this purpose.

Information not contained in this policy

More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document. contact us.

Changes to this privacy policy

The Owner reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within this Website and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom. Should the changes affect processing activities performed on the basis of the User's consent, the Owner shall collect new consent from the User, where required.

Plain definitions for the legal terms used throughout this policy.

Personal Data (or Data)

Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.

Usage Data

Information collected automatically through this Website (or third-party services employed in this Website), which can include: the IP addresses or domain names of the computers utilized by the Users who use this Website, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.

User

The individual using this Website who, unless otherwise specified, coincides with the Data Subject.

Data Subject

The natural person to whom the Personal Data refers.

Data Processor (or Processor)

The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller, as described in this privacy policy.

Data Controller (or Owner)

The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of this Website. The Data Controller, unless otherwise specified, is the Owner of this Website.

This Website (or this Application)

The means by which the Personal Data of the User is collected and processed.

Service

The service provided by this Website as described in the relative terms (if available) and on this site/application.

European Union (or EU)

Unless otherwise specified, all references made within this document to the European Union include all current member states to the European Union and the European Economic Area.

Strictly-necessary session cookie

A small technical cookie used solely to keep a signed-in User's session active. It is strictly necessary to provide the Service, has no tracking or analytics purpose and does not require consent. This Website uses no other cookies.