Privacy Policy

Last updated: 14 April 2026.

Privacy Notice on the Processing of Personal Data pursuant to Article 13 of Regulation (EU) 2016/679 (“GDPR”)

1. Data Controller

The Data Controller is ASK Service, with registered office at Via XX Settembre 67, 19038 Sarzana (SP), Italy, email: info@askservice.it.

2. Categories of Personal Data Processed

In connection with the use of this website and the related services, the Data Controller may process the following categories of personal data:

  • identification and contact data, such as first name, last name, email address, telephone number, organization/company, and professional role;
  • data necessary for registration and access to the restricted area, including username, encrypted password, and technical authentication logs;
  • data contained in the files and abstracts uploaded by users in the restricted area;
  • browsing data and technical data strictly necessary for the operation of the website and for system security;
  • any additional data voluntarily provided by the user through forms, email, or other contact channels.

Important: users are required not to upload personal data that are unnecessary, nor patient-identifying data or special categories of personal data, unless this is expressly required and handled on the basis of an appropriate legal basis and adequate safeguards.

3. Purposes of Processing

Personal data are processed for the following purposes:

  1. to enable browsing of the website and ensure its proper technical operation;
  2. to manage registration for the congress/masterclass;
  3. to create and manage the user account for access to the restricted area;
  4. to allow the upload, receipt, organization, and evaluation of abstracts and related attachments;
  5. to allow organizers and authorized persons to review applications and submitted materials;
  6. to manage communications relating to the event, registration, abstract selection, and related administrative requirements;
  7. to comply with legal, tax, administrative obligations, or requests from competent authorities;
  8. to protect the security of the website, systems, and processed data.

4. Legal Basis for Processing

The processing of personal data is based, as applicable, on:

  • the performance of pre-contractual measures taken at the request of the data subject and/or the performance of a contract or services requested by the data subject;
  • compliance with legal obligations to which the Data Controller is subject;
  • the legitimate interest of the Data Controller in the organizational management of the event, system security, prevention of abuse, and protection of its rights;
  • the consent of the data subject, where required for specific additional purposes.

5. Nature of the Provision of Data

Providing data marked as mandatory is necessary in order to:

  • register on the website and/or for the event;
  • access the restricted area;
  • upload abstracts and files;
  • receive service communications related to the event.

Failure to provide the necessary data may make it impossible to complete registration, access the restricted area, or use the available services.

6. Methods of Processing

Processing is carried out by means of paper-based tools and, primarily, electronic and telematic means, in accordance with the principles of lawfulness, fairness, transparency, data minimization, and confidentiality.

The Data Controller adopts appropriate technical and organizational measures to ensure a level of security appropriate to the risk, in order to prevent unauthorized access, loss, disclosure, alteration, or destruction of data.

7. Recipients of the Data

Personal data may be disclosed, within the limits of the purposes indicated above, to:

  • duly authorized internal staff of the Data Controller;
  • members of the scientific committee, organizing committee, or persons in charge of evaluating abstracts;
  • IT service providers, hosting providers, website maintenance providers, email management providers, technical support providers, and software platforms used to deliver the service;
  • administrative, tax, or legal advisors, to the extent necessary;
  • public bodies or authorities, where required by law or lawfully requested.

Depending on the circumstances, such parties will process the data either as data processors or as independent data controllers.

8. Transfer of Data to Non-EU/EEA Countries

Data are processed primarily within the European Economic Area.

Should certain services, for technical or organizational reasons, involve the transfer of data to countries outside the EU/EEA, the Data Controller ensures that such transfer will take place in compliance with the applicable legislation and subject to appropriate safeguards, such as adequacy decisions, standard contractual clauses, or other instruments provided for by the GDPR.

9. Data Retention Period

Personal data will be retained for the period strictly necessary to achieve the purposes for which they were collected and, in particular:

  • registration and account data: for the duration of the account and, thereafter, for a period of 12 months, unless retention is necessary for protection purposes or to comply with legal obligations;
  • data relating to event registration: for the time necessary to manage the event and the subsequent administrative and tax obligations;
  • uploaded abstracts and attachments: for the time necessary for selection, scientific management, and organizational archiving of the event, and in any case for no longer than 12 months, unless further documentary or legal needs apply;
  • technical logs and security data: for the period strictly necessary to ensure security, continuity of service, and protection of the Data Controller’s rights.

After this period, the data will be deleted or anonymized, unless further retention is required by law or necessary for the protection of rights.

10. Rights of the Data Subject

The data subject may exercise, in the cases provided for by applicable law, the following rights:

  • obtain confirmation as to whether or not personal data concerning them are being processed;
  • access their personal data;
  • request rectification or updating of inaccurate data;
  • request erasure of data, where permitted;
  • request restriction of processing;
  • object to processing, where the conditions are met;
  • receive the data in a structured, commonly used, and machine-readable format, where applicable;
  • withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing carried out before the withdrawal;
  • lodge a complaint with the competent Data Protection Authority.

Requests may be sent to: info@askservice.it.

11. Cookies and Other Technical Tools

The website uses only technical and session cookies, strictly necessary for the operation of the site, user authentication, management of the restricted area, and service security.

In the absence of profiling cookies or other tracking tools for commercial/marketing purposes, prior consent is not required for the installation of technical cookies. This privacy notice nevertheless remains applicable.

If, in the future, analytics cookies not equivalent to technical cookies, profiling cookies, or other additional tracking tools are installed, the website will be updated with a specific notice and, where necessary, with consent collection mechanisms.

12. Data Uploaded by Users and Responsibility for Content

Users who upload abstracts, attachments, or other documents in the restricted area are responsible for the content transmitted and undertake to:

  • upload only materials relevant to the purposes of the congress;
  • avoid entering excessive or unnecessary data;
  • avoid including patient-identifying data, unless this is lawful, strictly necessary, and properly anonymized or pseudonymized;
  • comply with confidentiality obligations, professional ethical rules, and the applicable personal data protection legislation.

The Data Controller reserves the right to remove materials that do not comply with the purposes of the event or with these rules.

13. Changes to this Privacy Notice

The Data Controller reserves the right to update or amend this privacy notice at any time, including as a result of legal, organizational, or technological changes. The updated version will be published on this page with an indication of the date of the latest update.