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Privacy Policy

This Privacy Policy is designed in accordance with the requirements of the EU General Data Protection Regulation (GDPR) as our primary compliance framework. It also takes into other applicable data protection laws to ensure a high standard of personal data protection.

This Privacy Policy applies to all processing of personal data carried out by the European Alliance for Innovation n. o., as described in Section 2 – Scope of this Privacy Policy. It aims to meet or exceed the level of protection required under the GDPR.

In the Privacy Policy, you will find the following sections:

Who We Are
Scope of This Privacy Policy
Compliance Framework
What Data We Collect
Why We Process Your Data and Lawful Bases
Cookies & Similar Technologies
Who We Share Your Data With
Transfer of Personal Data Outside the EEA and UK
Your Privacy Rights
Children´s Privacy
Automated Decision Making & Profiling
Security
Changes to This Privacy Policy

1. Who We Are

European Alliance for Innovation n. o., Farská 1306/25, 949 01 Nitra, Slovakia, Company ID (IČO): 50642588, acts as the controller of your personal data within the meaning of the EU General Data Protection Regulation (GDPR) (hereinafter referred to as the “EAI”, “we”, or “us”).

For any questions or requests regarding this Privacy Policy or the processing of your personal data, you can contact us at:

Email: privacy@eai.eu

Postal address: European Alliance for Innovation n. o., Farská 1306/25, 949 01 Nitra, Slovakia

2. Scope of This Privacy policy

This Privacy Policy applies to all visitors and users of our websites and services, including members, partners, sponsors, academics, researchers, editors, speakers, authors, reviewers, organizers, conference participants, and event attendees.

It covers all personal data collected, stored, and otherwise processed in compliance with the EU General Data Protection Regulation (GDPR), through:

visiting and using our websites and online platforms;
registration for, managing, and organizing conferences and related events;
publishing, providing, and archiving publications;
conducting marketing activities, including newsletters, promotional communications, and campaigns; and
any other online or offline interactions with us.

This Policy applies regardless of the form or medium in which such interactions occur and covers both automated and manual processing of personal data.

All our websites, refer to this Privacy Policy, which is available at https://eai.eu/eai-privacy-policy/

3. Compliance Framework

Our privacy program is designed to meet the requirements of the EU General Data Protection Regulation (GDPR) as our primary standard. Given that the GDPR establishes a high level of protection for personal data, our policies and practices are based on it as a baseline for meeting other applicable local requirements. Where local laws impose additional or different obligations, we supplement our GDPR-based approach to ensure full compliance with all relevant regulations.

4. What Data We Collect

Categories of Personal Data

We may collect and process the following categories of personal data, as necessary for the purposes described in Section 5. this Privacy Policy. The types of data listed below may include, but ate not limited to:

Identity and Contact Information – first name, last name, position, academic degree, company name, affiliation, country, email address, phone number, signature and social media profiles

Account and Login Information – first name, last name, affiliation, email address, area of interest, biography, social media profiles, preferences, photo, homepage, notification settings, and submissions.

Communications and Interactions – content of messages sent to us, including by email.

Marketing Communication Data – marketing subscriptions and areas of interest.

Public Relations Materials – photographs and video recordings.

Professional and Publication Data – publication metadata, and plagiarism check results.

Technical Data – IP address, URL requests, date and time of request, domain, request processing time, request validity, browser user agent, and referrer.

Cookies and Tracking Technologies Data– IP address, device identifiers, browser information, usage data, user preferences, visit history, interactions, location data, and settings.

Billing Information – first name, last name, affiliation, email address, billing name, billing address, postal code, billing country, billing email address, and bank account details.

Payment Information – limited to non-sensitive details; full payment card data is never stored.

Sources of Personal Data

We collect your personal data only to the extend necessary for the purposes described in this Privacy Policy. The data may be obtained from the following sources:

Directly from you – for example, when you provide information via forms, registrations, submissions, emails, phone calls, or in person.
Through your use of our websites and online platforms – for example, via cookies, analytics tools, and tracking technologies that collect IP addresses, device identifiers, and usage data (see Section 6.).
From your organization – for example, through bulk registrations or when your organization coordinates your participation as a speaker or author, or attendee.
From event organizers, editors, and other authors – for example, when they submit your details for conference programs, editorial processes, or collaborative publications.
From publicly available sources – for example, professional websites, institutional profiles, or publication databases, for purpose such as editorial review and speaker verification.

5. Why We Process Your Data and Lawful Bases

Lawful processing

We process your personal data only we have a valid lawful basis under GDPR. These lawful bases, as defined in Article 6 of the GDPR, may include:

contract performance,
legal obligation,
legitimate interests,
public interest,

Contract Performance (Art. 6(1)(b) GDPR)

We process personal data when it is necessary to perform a contract or to take steps at your request before entering a contract. This includes negotiating, entering, and fulfilling agreements for services, conference participation, sponsorship, or other relationships.

Without your personal data, we cannot enter into or fulfill these contractual obligations.

Legal Obligation (Art. 6(1)(c) GDPR)

We process personal data when required to comply with legal obligations, such as accounting, tax, or reporting requirements. You are required to provide accurate and up to date personal data where necessary to meet these obligations. Failure to provide such data may prevent us from fulfilling our legal duties.

Legitimate Interest (Art. 6(1)(f) GDPR)

We may process personal data when we have a legitimate business or organizational interest that does not unfairly override your rights. Examples include improving our services, preventing fraud, analyzing website usage, or sending information about similar services you might be interested in.

You have the right to object to the processing of your personal data based on legitimate interests at any time by contacting privacy@eai.eu.

Public Interest (Art. 6(1)(e) GDPR)

We may process personal data when necessary for tasks carried out in the public interest, such as organizing scientific conferences, publishing research, or other activities that advance education and knowledge for the public good.

You can object to processing based on public interest at any time by contacting privacy@eai.eu.

Consent (Art. 6(1)(a) GDPR)

In some cases, we process personal data based on the consent you expressly grant to us. When we process personal data based on your consent, we indicate that to you at the point and time of collection. You can withdraw your consent at any time. The withdraw does not affect the processing of personal data before its withdrawal.

The next section references these lawful bases for all types of personal data and all our processing activities.

Why Your Personal Data Are Processed, the Lawful Basis, and Retention Periods

We process your personal data for specific purposes. For each purpose, we specify the lawful basis under GDPR and how long we retain your data:

Purpose of Processing	Lawful Basis	Categories of Personal Data	Retention Period
Use of analytical, marketing, and third-party cookies to measure performance and improve user experience	Consent	Cookies and Tracking Technologies Data	Until withdrawal of consent or according to the terms of the cookie providers
Automated user profiling for personalized marketing and remarketing campaigns	Consent	Cookies and Tracking Technologies Data	Until withdrawal of consent
Ensuring safety, performance, and security of websites, platforms, and online services	Legitimate interest	Technical Data Varies depending on purpose	Varies depending on purpose, in accordance with the Cloudflare policy
Publication of information about members of EAI’s governing bodies	Legal obligation	Identity information	Duration of mandate + 5 years
Administration of EAI Fellow/Member Class	Contract performance Public interest	Identity Information	5 years
Membership database (Lisperator)	Legitimate interest	Identity and Contact Information	3 years after last seen
Sending invitations to committee chairs, members, and speakers	Legitimate interest	Identity and Contac Information	Duration of event + 5 years
Managing disclosure of committee members, agenda announcements, accepted papers, keynote speakers	Contract Public interest	Identity Information	Duration of conference website´s existence
Account creation, login, and user profile management	Legitimate interest	Account and Login Information	Until account deletion, max. 5 years from last activity
Processing of registration forms and participation details for conferences	Contract performance	Identity and Contact Information Billing Information Payment Information	10 years
Subscription management and sending of newsletters	Consent	Marketing Communication Data	Until unsubscribed, max. 1 year after the last email was opened
Sending information about professional/self-realisation by email to the EAI community (contacts with an existing relevant relationship)	Legitimate interest	Marketing Communication Data	Until unsubscribed, max. 1 year after termination of the contractual or other relationship
Handling sponsorship/supplier’s enquiries, applications, agreements, and related payments	Contract performance	Identity and Contact Information Billing Information Payment Information	10 years
Managing contracts with suppliers, sponsors, and institutional partners	Contract performance	Identity and Contact Information	10 years
Maintaining contact details of employees or representatives of suppliers/sponsors	Legitimate interest	Identity and Contact Information	10 years
Submission and review of book proposals, proceedings proposals, and conference proposals	Contract performance Public interest	Identity and Contact Information Account and Login Information	1 year
Processing support forms and service-related communications	Legitimate interest	Identity and Contact Information Communications and Interactions Data	1 years after closure of request
Sending verification links, confirmation messages, and service notifications	Legitimate interest	Account and Login Information	Until account deletion
Managing submissions, peer reviews, editorial processes	Public Interest	Identity and Contact Information Account and Login Information	Duration of registration
Managing editorial processes	Contract Public interest	Identity information	Duration of website´s existence
Publications publishing, providing and archiving	Contract Public interest	Identity Information	Depending on license, usually for the of platform
Official registration, identification	Public interest	Professional and Publication Data	In accordance with the operator’s rules
Processing registration fees, invoicing	Contract performance	Billing Information	10 years
Internal project and task tracking via systems like Redmine and Asana	Legitimate interest	Identity and Contact Information	1 year
Gathering and processing feedback from participants or users	Consent	Identity and Contact Information Marketing Communication Data	1 year
Managing conference submissions and reviews via EasyChair or similar tools	Legitimate interest	Identity and Contact Information	1 year
Managing social media profiles	Legitimate interest	Identity and Contact Information Account and Login Information	Duration of profile´s existence
Publishing photos/videos from conferences	Consent	Public Relations Materials	Until consent is withdrawn, max. duration of website´s existence
Managing copyright forms	Contract performance	Identity Information	10 years after publication
Managing plagiarism checks	Public interest	Professional and Publication Data	Not stored
Complying with accounting/tax obligations	Legal obligation	Billing Information Payment Information	10 years
Establishment, exercise or defence of lawful claims	Legal obligation Legitimate interest	Varies depending on purpose	1 year after expiration of limitation period / in accordance with law

6. Cookies & Similar Technologies

We use cookies and similar technologies to enhance your experience on our websites. These technologies help us store essential information, analyze usage, and provide personalized content and advertisements.

With your consent, we may collect information about your browsing behavior across our website and, in some cases, across other websites. This information is used to create a profile of your interests, allowing us and our partners to display personalized advertisements relevant to you (behavioral advertising).

You have the right to withdraw your consent to such processing at any time by adjusting your cookie preferences through our cookie management tool.

Each of our websites has its own Cookie Policy, accessible via the cookie banner or the Cookie Policy section, where you can find detailed information about the types of cookies, purposes, and retention periods.

7. Who Do We Share Your Data With

We may share personal data with the following categories of recipients:

Website Hosting and Management Providers

for operation, maintenance, and technical support of websites and online services.

Some providers may be located outside the EU/EEA (e.g., USA). Transfers are based on Standard Contractual Clauses (SCCs) approved by the European Commission.

Email and Marketing Service Providers

for sending newsletters, registration confirmation, and marketing communications.