Privacy Policy/Data Protection Notice

The protection of your personal data is important to us. This Data Protection Notice (the “Notice”) is intended to inform you about the terms and conditions concerning the collection, storage, and use of your personal information when you visit or use our online Platform (https://www.suscheme-sustens2.com/), provided that you are a natural person.

1.  Controller

 Email address: info@suscheme-sustens2.com

2. A few words about our website https://www.suscheme-sustens2.com/

This website hosts our platform used for the organisation and management of conferences (in person and online) as well as for educational purposes and exchange of scientific knowledge, information and ideas between engineers and other scientists interested in issues relating to sustainability and systems. In this context, the Online Store of the Website (hereinafter “Online Store”), offers registrations and passes for participation in the conferences organised by us, as well as educational material and training programs, tutorials and e-learning services, all of which have been developed by individuals with significant expertise in the industry, as well as subscription services, sponsorship opportunities, and a wide array of engineering services.

The personal data that you provide to us while browsing our Website/Platform or purchasing services as a user in our Online Store, are subject to processing and will be kept on file under the responsibility of ”SuSChemE-SUSTENS”, according to the conditions contained in this Notice.

3. What is Personal Data?

The term “personal data”, as used in this Notice, refers to any information relating to you as a natural person, either as an individual or as a professional, that can be linked to you and/or can identify you, directly or indirectly, such as, for example: full name, postal address, email address, contact telephone number, details about your subscription, etc. (hereinafter referred to as “Personal Data” or “Data”)

4. What is the Processing of Personal Data?

Processing of Personal Data refers to any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organizing, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

5. Which types of Data are we collecting about you,
and how?

5.1. As a rule, we only collect the personal data that you choose to provide to us with directly when you browse or interact with our website and Online Store. This may take place:

A) When you create a SuSChemE-SUSTENS2 account and use the registered user services.

Indicative categories of collected data: name, email address, password, usage data, your dashboard data, etc.

B) When you  apply for a SuSChemE-SUSTENS2 Membership plan as a member or an abstract reviewer.

Indicative categories of collected data: name, email address, Country,  education level, name of Organization, Job position, Industry/ Sector, chosen type of Membership plan, method of payment, confirmation on whether the payment was successful, invoicing information 

C) When you register and participate for a SuSChemE-SUSTENS2 conference (online & live event).

Indicative categories of collected data: Name, Country, email address, Organization name, job position, chosen type of participation, method of payment, confirmation on whether the payment was successful, invoicing information, image and sound data (video/ photographs), IP address, messages in the online meeting chat.  

D) When you purchase a SuSChemE-SUSTENS2 Training e-Learning Program.

Indicative categories of collected data: chosen eLearning module/subscription, price of chosen eLearning module/subscription, method of payment, confirmation on whether the payment was successful, invoicing information

E) When you fill out the application form for the training programs of SuSChemE-SUSTENS2 for the position of Instructor.

Indicative categories of collected data: Name, gender, date of birth, email address, Country, education level, working place, years of research and academic experience, uploaded CV data, title, description and chapters of proposed program.

F) When you fill out the application form for the SuSChemE-SUSTENS2 Conference Sponsorship program.

Indicative categories of collected data: name, email address, Company/ Institute name, sponsorship program/s of interest and data entered in the “tell us about your needs” box.

G) When you subscribe to our newsletter.

Indicative categories of collected data: name/surname and email address.  

H) When you communicate with us through the use of any of the Website’s “Contact Forms”.

Indicative categories of collected data: Name, email, Company/ Institute name, subject and contents of your message.

I) When you submit something during the “abstract submission” process.

Indicative categories of collected data: Title, name, email address, data relevant to your submission (topic selection, title of submission, etc.), information about your affiliation.

J) When you contact us about our services by filling out the “Contact us about our services” form.

Indicative categories of collected data: Name, email address, Company/ Institute name.

K) When you fill out any of our “Expression of interest” forms

Indicative categories of collected data: Name, email address, Company/ Institute name, areas of interest, general information data.

L) When you use the website’s “search” function.

Indicative categories of collected data: General data entered into the search box.

5.2. In addition to the abovementioned cases, the following personal data are also collected for the purposes of the Platform:

A) Website usage data and metadata are collected through the use of cookies. For more information about the collection and use of this data, please read our Website’s Cookies Policy

B) Confirmation of the success or failure of transactions, made with a debit/credit card or with an online payment method, to pay for our Online Store services. This confirmation is automatically provided to us by the banks and online payment service providers, with whom we cooperate, whose secure systems are used to carry out your online transactions with the Online Store. Please note that “SuSChemE-SUSTENS2” does not, in any case, have knowledge of your card details, and that the competent banks and online payment service Providers act as independent controllers for your personal data processed by them when you use their payment services, which operate under their sole responsibility.

6. Are we processing personal data belonging to minors?

In general, we do not process data concerning children under the age of 15, as the services of our Platform are addressed to persons over the age of 15 who  are legally eligible to be parties to a contract within the applicable legal framework (see also our “SuSChemE-SUSTENS2” Terms of Use). If we discover that we have collected Data of a minor under 15 years of age, without a legal basis for this, we will proceed to the immediate deletion of the data. In any case, the provisions of chapters 7 and 8 of this policy shall also apply to minors.

7. For what purposes are your data processed?

We collect your Data exclusively for purposes related to the provision and promotion of our activities and services, and to maintaining the efficient day-to-day operation of our Website and Online Store.

More Specifically, your data is processed for the following purposes:

(a) To provide the Website’s and Online Store’s services to their users and members,

(b) To provide our users and members with user/customer support,

(c) To respond to your inquiries submitted through our general contact forms,

(d)To monitor the traffic to the website and our Online Store,

(e) To invoice clients of the Online Store,

(f) To disseminate SUSTENHUB’s newsletter and promotional communications to you,

(g) To review applications and choose potential instructors for our training program,

(h) To review your sponsorship applications and contact you with detailed information and customized plans

(i) To ensure the information security on our Website and Online Store,

(j) To comply with our legal and regulatory obligations.

(k) To organize our conferences and to choose speakers and abstracts to participate in them

(l) To respond to your information requests/leads regarding our services

(m) To pick the winners of the SuSChemE-SUSTENS2 conference awards

(n) To promote SuSChemE-SUSTENS2’s activities through posting of meetings’ video and photographs in social media pages. 

8. What is the legal basis for the processing of your Data by “SuSChemE-SUSTENS2”?

According to the applicable legislation (GDPR, Law 4624/2019), the processing of your personal data, for any intent and purpose, must be based on specific legal grounds.

The processing of website users’ data for the abovementioned purposes (chapter 7 of this Notice) is carried out on the following legal bases:

A) For the purposes of providing you with our Website’s and Online Store’s services (purpose “a”) and invoicing our clients (purpose “e”), the processing is carried out because it is necessary for the performance of a contract between us (specifically for the provision of our services based on the “SuSChemE-SUSTENS2” Terms of use). For the purposes of responding to your information requests/leads about our services (purpose “l”) the processing is carried out because it is necessary in order to take steps, at your request, prior to entering into a potential contract for the provision of services with you. For the picking of the winners of the SuSChemE-SUSTENS2 conference awards (purpose m), the processing is carried out because it is necessary performance of the contract between us (Terms of each Competition/ Awards).

B) Where data is processed to provide our users and members with user/customer support (purpose “b”), to respond to user inquiries (purpose “c”), monitor website traffic (purpose “d”), and to ensure the information security of our Website and Online Store (purpose “i”), the legal basis for the processing is the pursuit of legitimate interests of us and our users. More specifically, processing “b” and “c” seek to maintain efficient communication channels with our users and increase user satisfaction levels, processing “d” seeks to increase the reach of our website, and processing “i” seeks to secure the data and intellectual property of both our Website/Platform and our users, as well as of the visitors of our website.

C) For the purpose of disseminating our platform’s newsletters and similar promotional material (purpose “f”), processing is carried out, depending on your relationship with the store, on two distinct legal bases:

i. If you are already a customer of our Online Store, a participant of our events/trainings, you have a previous business relationship with us, or you have expressed your interest in our products through the relevant forms of our website, we may send the abovementioned promotional materials to your email, based on our legitimate interest as recognized by article 11 paragraph 3 of Greek Law 3471/2006, unless you have declared your opposition to receiving the relevant messages. In this case, you may declare opt-out from receiving such communications, at any time, either by selecting the “unsubscribe” option, which is included at the end of each relevant message, by changing the relevant settings in the “newsletter” section of your profile (if you are a registered user), or by informing us of your opposition by sending an email to the following email address: info@suscheme-sustens2.com .

ii. If you do not fall within the abovementioned categories of customers/users, we will send you our promotions only if you have provided us with your explicit consent to do so. Your consent can be provided by choosing the corresponding option (“join“) and clicking the relevant consent checkbox in our website’s newsletter subscription form, which is located on the footer of our website. If you wish to withdraw your consent after you have provided us with it, you may do so, at any time, either by selecting the “unsubscribe” option, which is included at the end of each relevant message, or by informing us about the withdrawal of your consent by sending an email to: info@suscheme-sustens2.com , and we will ensure that you do not receive any further promotional messages from us.

D) For the purpose of reviewing  applications in order to choose potential instructors for our training program (purpose g) and sponsorship applications (purpose h) in order to  contact you with detailed information and customized plans, the processing is carried out because it is necessary in order to take steps at the request of the data subject prior to entering into a potential contract with you. Specifically: i. in the case of purpose “g”, prior to entering into a contract to hire the applicants as instructors for our programs, and ii. in the case of purpose “h”, prior to entering into a sponsorship agreement.

E) For the purpose of organising our conferences/ meetings and choosing speakers and abstracts to participate in them (purpose k), and the promotion of SuSChemE-SUSTENS2 conference through posting of the meetings’ videos and photographs in social media pages (purpose n),the legal basis of processing is our legitimate interest of us and our community. More specifically the processing seeks to ensure that our conferences include speakers of the highest quality and are, in general, organized in a manner which contributes to constructive scientific dialogue and to the best possible conference experience for the members of our community who choose to participate in them as well as to promote the meetings and the increase of our community’s members in them.

F) In general, with regard to the use of cookies on our website, to the extent that the cookies used are not necessary for the functioning and the smooth and secure operation of our website, the lawfulness of their processing relies on your consent, which you may choose to provide to us through the options of our website’s “cookie banner”. For more information on this issue, please see our Cookies Policy.

9. Who are the recipients of your Data/Where are your data transferred?

As a rule, your data is only being processed by the competent, in each case, personnel of “ SuSChemE-SUSTENS2”, who have been duly informed about the secure processing of your personal data. 

Additionally, your data may also be transferred, where applicable and necessary, to:

1) Natural and legal persons to whom we entrust the performance of specific tasks on our behalf, such as the companies that provides us with development services and hosting services for our servers, the company who supports us with the digital distribution of our newsletters, the provider of our invoicing software, the external accounting firm with whom we cooperate, instructors of our e-learning modules, the research and scientific journals in which chosen abstract submissions are published,, and companies which may provide marketing and support services relating to the hosting of our conferences and the hosting and videoconferencing services companies for our online meetings. These persons, who act as data processors (hereinunder “Processors”) on our behalf, have been informed and committed in advance to respecting the confidentiality of your data, are aware of and follow our instructions regarding the processing of personal data, and take all appropriate measures to protect it.

2) Partner Banks and online payment service providers (i.e. Stripe), whose secure payment systems support your electronic payments to us, as well as postal and courier service companies. These partners act as independent Data Controllers for your data within the scope of the regulatory/legal frameworks governing their operations. You may find more information on the processing of your personal data by these partners in the respective Privacy Policies of these organizations.

3) The website and SuSChemE-SUSTENS2’s social media accounts visitors, regarding the promotional photos/ videos of our meetings.

4) Supervisory, auditing, independent, judicial, public and/or other official authorities and bodies within the scope of their statutory powers, and duties when the transmission, of your data, to them is required by law. As well as private individuals when the transfer of your data to them is obligatory by law or when they have a legal right to access such data.

5) Lawyers, law firms, bailiffs, experts, and expert witnesses, in cases where we need to take legal actions to safeguard our rights and interests.

6) Other users of the website/platform when the transfer of your data to them is necessary for the purposes described in chapter 7 of this Privacy Notice.

10. How do we ensure that our Processors respect your Personal Data?

The Processors, who process your data on our behalf, have agreed and contractually bound themselves to:

· Processing your personal data solely in accordance with our instructions,

· Maintaining strict confidentiality,

· Not disclosing data to third parties without our permission,

· Undertake appropriate security measures to protect your data.

· Complying with the legal framework for the protection of personal data, including the European GDPR Regulation and Greek Law 4624/2019.

11. Is your data being processed outside the European Union?

As a rule, we try not transfer your Data outside the EU, if such a transfer is not necessary to ensure the provision of our services to you.

As regards the use of partners and features provided by non-EU providers, we have ensured that, where such options are available to us, your data is stored within EU-based servers. Where this possibility does not exist, and to the extent that your data would need to be processed outside the EU to provide you with the services of the abovementioned service providers, we ensure that any such third-party transfers are covered by at least one of the legal bases and safeguards of Chapter V GDPR (such as the signing of SCCs or the existence of an active adequacy decision).

12. For how long is your data stored and when do we delete them?

As a general rule, we delete your data as soon as the processing is no longer necessary to achieve the purpose for which the data was collected or for us to comply with our legal obligations. In any case, your data will not be kept for more than 20 years. 

Data concerning your membership, will be deleted five years after the expiration of your membership period.

Data concerning your consent to receiving our newsletter are deleted as soon as you indicate that you no longer wish to receive our newsletter, by following the instructions included in Chapter 8 of this Policy.

Any personal data stored in our server security logs for information security purposes (i.e. IP address), is retained for a period of 3 days.

We delete the Data collected by Cookies in accordance with our Cookies Policy.

Once the abovementioned time periods expire, your data will be irreversibly deleted.

13. Is your data safe?

We are committed to safeguarding your Personal Data. We have taken appropriate organizational and technical measures to ensure the security and protection of your Data from any form of accidental or unlawful processing. 

Specifically, your password is saved in cryptographed form, specifically and only for the authentication of your account entrance.

These measures are reviewed and modified at regular intervals and also on an ad-hoc basis when necessary.

14. Specific Information about Video Recording and Photos in SuSChemE-SUSTENS2’s conference

During our – in-person and online- conferences, photos and video recordings may be recorded of the event, which will also be livestreamed.

Part of this material may be published on our social media platforms and made available to the public who visit our pages, for the purpose of promoting our events and activities.

Throughout both the video recording and the photography of the event, we make every effort to collect only the minimum amount of personal data necessary to fulfill our stated purposes. Any image data that may include you and is collected during the recording of the event will be retained for a period of 10 years.

If you wish to exercise your right to object to being photographed or recorded, and to express your desire not to appear in such material, please:

A) for online events, submit your request via email prior to the start of the event, or

B) for in-person events, inform our staff at the reception desk upon arrival so that they may direct you to areas of the venue that are not captured by cameras.

10 years maximum

15. Which rights do you possess in regard to your personal data?

You have the right to access your personal data.

This means that you have the right to be informed by us on whether we are processing your Data. If we are processing your Data, you can request to be informed about the purpose of the processing, the type of your Data we hold, who we give it to, how long we store it for, whether automated decision-making is taking place, and on how to exercise your remaining data protection rights, such as the right to rectification, the right of erasure, and the right of restriction of processing and the right to file a complaint with the Data Protection Authority.

You have the right to rectify inaccurate personal data.

If you find that there is an error in your Data, you may submit a request for us to correct it (e.g., correcting your name or updating a change of email address).

 You have the right ask for the deletion of your personal data/right to be forgotten.

You may ask us to delete your Data if it is no longer necessary for the processing purposes listed above or if you wish to withdraw your consent, where your consent is used as the sole legal basis for the processing.

You have the right to restrict the processing.

You may ask us to restrict the processing of your Data for as long as your objections to the processing are pending or if part of the processing is no longer necessary to fulfil the purposes for which your Data was collected.

You have the right to object to the processing of your Data.

You may object to the processing of your Data where it is carried out in the pursuit of our legitimate interests, and we will stop processing your Data if there are no other compelling and legitimate grounds that override your rights and interests.

You have the right to portability of your Data.

You may request to receive the Data you have provided to us in a readable form or request us to transfer it to another controller directly, when the processing is based on your consent or is necessary for the performance of a contract between us.

You have the right to withdraw your consent.

In cases where the processing of your data, for a specific purpose, is based solely on your prior consent to the processing, you have the right to withdraw your consent at any time.

16. How can you exercise your rights?

To exercise your rights, you may send us a request either to our postal address ( Karaiskaki Str no 54, (PC 15341)  Agia Paraskevi, Greece), or to our e-mail address (info@suscheme-sustens2.com) with the title “Exercise of the right of access/ correction/ deletion/ portability/ restriction/ objection/ consent
withdrawal” and the description of your request. From our part, we will examine your request and reply to you as soon as possible.

17. When will you receive a response to your request?

We will respond to your Requests free of charge and without delay. We aim to always respond to your requests within one (1) month of receiving them. However, if your Request is complex or there is a large number of pending Requests, we will let you know within the first month if we need an extension of two (2) additional months within which to respond to you.

If your Requests are manifestly unfounded or excessive, in particular because of their repetitive nature, our Platform may impose a reasonable fee, taking into account the administrative costs of providing the information or performing the requested action, or refuse to follow up on your request.

18. Right to lodge a complaint

If you believe that: a) your request has not been adequately and/or lawfully fulfilled, or b) your personal data protection rights are being violated by any processing carried out by us, you have the right to lodge a complaint with the Hellenic Data Protection Authority-HDPA (postal address: 1-3 Kifisias Ave,P.C. 115 23, Athens, website: https://www.dpa.gr/, tel: 210 6475600, e-mail: contact@dpa.gr) or the competent data protection authority of your country of residence (within the EU).

19. How will you be informed about potential updates to this Data Protection Notice?

We will update this Data Protection Notice whenever necessary. If there are significant changes to this Notice or to the way we use your Personal Data, we will notify you either by posting an announcement in a prominent place within our website before the changes take effect or by any other appropriate means. We encourage you to periodically read this Notice to keep updated on how your Data is being protected.

Day of Publication: 03 June 2025