Privacy Policy

1. Data controller and congress organisation

ICIID Lille 2026 is organised in the framework of the CPER RESIST-OMICS project, with the involvement of Université de Lille and its scientific partners.

For personal data processing relating to the organisation and management of the congress, the data controller is:

Université de Lille
42 rue Paul Duez
59000 Lille
France

The congress website, registration system and related administrative operations are managed with the assistance of:

VERT.COM SAS
13 rue du Clos des Chênes
37390 Saint-Roch
France

VERT.COM provides technical and administrative services relating to the congress website, participant registrations, abstract submissions, payment monitoring and related operations.

Where VERT.COM processes personal data on behalf of Université de Lille, it acts as a processor within the meaning of Article 28 of the GDPR.

2. Data Protection Officer

For any question concerning the processing of personal data or the exercise of your data protection rights, you may contact:

Data Protection Officer – Université de Lille
42 rue Paul Duez
59000 Lille
France
Email: dpo@univ-lille.fr

3. Personal data collected

Depending on your use of the website and your participation in the congress, the following categories of personal data may be collected:

• first name and surname;
• email address;
• postal address;
• telephone number, where required;
• institution, laboratory, department, company or organisation;
• professional position or student status;
• country;
• registration category;
• information required to determine the applicable registration fee;
• information required to determine eligibility for registration fee exemptions or financial support;
• registration reference and registration status;
• billing and invoicing information;
• payment status and transaction-related information;
• cancellation and refund information;
• abstract title and scientific content;
• author and co-author names;
• institutional affiliations;
• preferred presentation format;
• information relating to scientific review and selection;
• correspondence with the congress organisers;
• information necessary for participant badges and congress organisation;
• where applicable, information relating to accommodation, travel and reimbursement arrangements;
• technical information necessary for the operation and security of the website.

Participants are requested not to provide sensitive or confidential personal information that is not necessary for congress registration, abstract submission or congress organisation.

4. Abstract submissions and co-authors

When submitting an abstract, the submitting author may provide personal data concerning co-authors, including their names, institutional affiliations and professional information.

The submitting author should ensure that co-authors have been informed that these data are being provided for the purposes of:

• abstract submission;
• scientific review;
• selection of oral communications or posters;
• preparation of the scientific programme;
• congress organisation;
• scientific dissemination of accepted contributions.

Abstracts may be reviewed by members of the scientific committee and by other persons specifically authorised by the congress organisers to participate in the scientific selection process.

If an abstract is accepted, certain scientific information may be made public, including the names of authors and co-authors, their affiliations, the abstract title, presentation title, presentation format and scientific content.

Such information may appear on the congress website, in the scientific programme, abstract book, proceedings or other congress-related scientific materials.

5. Purposes of processing

Personal data are processed for purposes including:

• creating and managing participant accounts;
• managing congress registrations;
• determining applicable registration fees;
• determining eligibility for registration fee exemptions or financial support;
• monitoring and managing payments;
• issuing invoices and accounting documents;
• managing cancellations and refunds;
• receiving and managing abstract submissions;
• organising scientific review and selection;
• selecting oral communications and posters;
• communicating scientific decisions to authors;
• preparing the scientific programme;
• sending practical and organisational information;
• preparing participant badges;
• managing access to the congress;
• organising catering and congress logistics;
• managing invited speakers;
• managing accommodation, travel and reimbursement arrangements where applicable;
• responding to participant enquiries;
• meeting accounting, contractual, audit and public-funding obligations;
• preparing the final administrative and financial assessment of ICIID Lille 2026;
• ensuring the proper functioning and security of the website;
• preventing fraud, misuse and security incidents;
• complying with applicable legal obligations;
• establishing, exercising or defending legal claims where necessary.

Personal data collected for ICIID Lille 2026 are not sold to third parties.

They are not used for unrelated commercial marketing purposes without an appropriate legal basis.

6. Legal bases for processing

Depending on the processing concerned, personal data may be processed on one or more of the following legal bases under Article 6 of the GDPR.

Performance of a contract or pre-contractual measures – Article 6(1)(b)

This applies where processing is necessary to manage registration, congress participation, payments, cancellations, reimbursements or services directly related to participation.

Compliance with a legal obligation – Article 6(1)(c)

Certain information may be processed and retained in order to comply with legal, accounting, financial, tax, audit or record-keeping obligations.

Performance of a task carried out in the public interest – Article 6(1)(e)

Université de Lille may process personal data where necessary for the performance of its public-interest missions, including higher education, scientific research, dissemination of scientific knowledge and organisation of scientific activities.

This may include the scientific evaluation and dissemination of contributions submitted to the congress.

Legitimate interests – Article 6(1)(f)

Where applicable, processing may be carried out for legitimate purposes such as technical security, fraud prevention, website maintenance and certain organisational activities, provided that the rights and freedoms of the persons concerned are respected.

Consent – Article 6(1)(a)

Consent is obtained where required for optional processing activities.

Where processing is based on consent, consent may be withdrawn at any time without affecting the lawfulness of processing carried out before withdrawal.

7. Website hosting

The ICIID Lille 2026 website is hosted by:

IONOS

The hosting provider may process technical information strictly necessary for the hosting, availability, maintenance and security of the website.

8. Registration and online payment

The registration system collects the information necessary to register participants, determine the applicable registration fee and monitor payment.

Online payments are processed through:

Monetico CIC-CMC

Payment card transactions are handled by the payment service provider.

Université de Lille and VERT.COM do not need to retain full payment card numbers or card security codes for the administrative management of congress registrations.

Information such as the following may nevertheless be retained where necessary:

• payment status;
• amount paid;
• transaction reference;
• payment date;
• refund status.

Such information is processed for administrative, financial and accounting purposes.

9. Registration fee exemptions and financial support

Certain participants may benefit from registration fee exemptions or financial support in accordance with rules established by the congress organisers.

Information concerning:

• student or professional status;
• institutional affiliation;
• registration category;
• abstract submission;
• scientific selection;
• oral or poster presentation status;

may therefore be processed in order to determine eligibility for an exemption or financial support.

10. Communications with participants

Contact information provided during registration or abstract submission may be used to send messages directly related to ICIID Lille 2026, including:

• registration confirmations;
• payment information;
• abstract submission confirmations;
• abstract selection decisions;
• programme updates;
• information concerning oral communications and posters;
• practical and logistical information;
• information concerning accommodation or travel where applicable;
• information concerning badges;
• cancellation and refund information.

These communications are necessary for the organisation and administration of the congress and are not considered unrelated commercial marketing.

11. Recipients of personal data

Personal data may be accessed, strictly within the limits necessary for their respective responsibilities, by:

• authorised members of the ICIID Lille 2026 organising team;
• authorised staff of Université de Lille;
• members of the scientific committee;
• authorised abstract reviewers;
• authorised personnel of VERT.COM;
• IONOS, where technically necessary for website hosting;
• Monetico CIC-CMC, where necessary for payment processing;
• authorised accounting and financial services;
• funding bodies, auditors or control bodies where required for the management or verification of public funding;
• competent public authorities where disclosure is required by law.

According to the information provided by VERT.COM, no other service provider has access to participant registration or abstract data for the management of ICIID Lille 2026.

12. Cookies and audience measurement

According to the technical information provided by VERT.COM, the ICIID Lille 2026 website uses:

• no audience measurement tool;
• no advertising cookies;
• no tracking cookies for advertising or profiling purposes.

No personal data are therefore collected through the website for advertising profiling or audience measurement purposes.

However, strictly necessary technical cookies or similar technical information may be generated where required for:

• operation of the website;
• account or session management;
• security;
• technical hosting;
• prevention of misuse.

Such technical processing is limited to what is necessary for the operation and security of the service.

13. Technical logs and website security

Technical information may be processed where necessary to ensure the security, availability and proper functioning of the website.

Depending on the technical infrastructure, such data may include:

• IP addresses;
• dates and times of connections;
• technical logs;
• browser or device information;
• authentication events;
• security events.

These data are used only where necessary for:

• website operation;
• technical maintenance;
• troubleshooting;
• security;
• prevention and investigation of unauthorised access or technical incidents.

14. Data retention

Personal data are not retained indefinitely.

Personal data relating to participant accounts, registrations, abstract submissions and administrative payment information are retained by VERT.COM until completion of the final administrative and financial assessment of ICIID Lille 2026.

Once this assessment has been completed, personal data that are no longer necessary will be deleted or anonymised.

Certain information may nevertheless be retained for a longer period where required by:

• accounting legislation;
• tax legislation;
• contractual obligations;
• audit requirements;
• public-funding requirements;
• archiving obligations;
• management of disputes or legal claims.

Accounting records, invoices and financial supporting documents may therefore be retained for the statutory periods required by applicable law.

Accepted abstracts and associated author information may also be retained for a longer period where they form part of:

• the scientific programme;
• an abstract book;
• congress proceedings;
• institutional archives;
• the public scientific record of ICIID Lille 2026.

Technical information and strictly necessary technical cookies are retained only for the period necessary for their technical or security purpose.

15. International transfers

Personal data are processed in accordance with the GDPR.

If a service involved in hosting, payment processing or technical operation results in personal data being transferred outside the European Economic Area, such transfer must comply with Chapter V of the GDPR.

Where applicable, such transfers must rely on an appropriate legal mechanism, such as:

• an adequacy decision adopted by the European Commission;
• Standard Contractual Clauses approved by the European Commission;
• another mechanism permitted by the GDPR.

16. Data security

Appropriate technical and organisational measures are implemented to protect personal data against:

• accidental or unlawful destruction;
• loss;
• alteration;
• unauthorised disclosure;
• unauthorised access.

Access to personal data is restricted to authorised persons who require such access for the performance of their duties.

Service providers processing personal data are required to comply with applicable confidentiality and data protection requirements.

Where applicable, personal data breaches are handled in accordance with Articles 33 and 34 of the GDPR.

17. Your rights

Under the GDPR and applicable French data protection legislation, and subject to the conditions applicable to each right, you may have the right to:

• obtain information concerning the processing of your personal data;
• access your personal data;
• request correction of inaccurate or incomplete data;
• request deletion of your personal data;
• request restriction of processing;
• object to certain processing;
• obtain data portability where applicable;
• withdraw your consent at any time where processing is based on consent;
• define instructions concerning the use of your personal data after your death, where provided for under French law.

Certain rights may be restricted where data must continue to be retained in order to comply with legal, accounting, public-funding, contractual or archival obligations.

18. How to exercise your rights

To exercise your rights or ask a question concerning the processing of your personal data, you may contact:

Data Protection Officer – Université de Lille
Email: dpo@univ-lille.fr

or by post:

Data Protection Officer
Université de Lille
42 rue Paul Duez
59000 Lille
France

Additional information may be requested where necessary to verify the identity of the person making the request and protect personal data against unauthorised disclosure.

19. Right to lodge a complaint

If you consider that the processing of your personal data does not comply with applicable data protection legislation, you have the right to lodge a complaint with the French data protection supervisory authority:

Commission nationale de l’informatique et des libertés (CNIL)
www.cnil.fr

You may also contact the Data Protection Officer of Université de Lille so that your request can be examined.

20. Automated decision-making

ICIID Lille 2026 does not use solely automated decision-making producing legal or similarly significant effects on participants.

In particular, scientific decisions concerning the selection of abstracts for oral communications or poster presentations are made as part of a scientific review and selection process.

21. Photographs and recordings during the congress

Photographs, audio recordings or video recordings may be produced during ICIID Lille 2026 for scientific, institutional or communication purposes.

Where such processing takes place, participants will be appropriately informed about its purposes and the exercise of their rights.

Consent will be obtained where required by applicable law.

22. Changes to this Privacy Policy

This Privacy Policy may be updated where necessary to reflect changes relating to:

• congress organisation;
• website functionality;
• service providers;
• processing activities;
• applicable legislation or regulatory requirements.

The most recent version will be published on this page together with the date of the latest update.

23. Contact

For questions relating to congress registration, abstracts, payments, cancellations, reimbursements or practical organisation, please use the contact details provided on the ICIID Lille 2026 website.

For questions specifically concerning personal data protection or the exercise of GDPR rights:

Data Protection Officer – Université de Lille
dpo@univ-lille.fr