Established: 2 March 2026
This Privacy Policy describes how we collect, use, store, and protect personal data in connection with the organization and operation of 4th International Conference on Press-in Engineering (ICPE2027) (the “Conference”). International Press-in Association (IPA), located in Japan, serves as the data controller for all personal data processed for the purposes of organizing and operating the Conference. Because the Conference will take place in the Netherlands, we process personal data in accordance with the EU General Data Protection Regulation (GDPR).
0. Roles, Contacts, and EU Representative
Data Controller: International Press-in Association (IPA)
Address: 5F, Sanwa Konan Bldg, 2-4-3 Konan, Minato-ku, Tokyo 108-0075, Japan
Email: tokyo@press-in.org
EU Representative (Article 27 GDPR): [To be designated prior to the opening registration].
Contact details will be updated here and in the website imprint once appointed.
Data Protection Officer (DPO) / Privacy Contact: Not mandatory under GDPR for IPA; however, privacy inquiries can be directed to the above email address.
1. Purposes of Processing
• To register and manage participation in the Conference.
• To process payments and issue confirmations or receipts.
• To handle academic submissions and prepare the conference program.
• To communicate important updates and respond to inquiries.
• To operate and secure the website and related services.
• To comply with legal and administrative obligations.
• To document the event through photography and video, and to publish selected content on the Conference website, social media, or post-event materials (only with appropriate consent where required).
• To provide on-site services such as accessibility support or dietary arrangements were requested by participants.
2. Categories of Personal Data We Collect
• Identification and contact details (e.g., name, affiliation, country/region, email).
• Registration and participation information (e.g., ticket type, attendance status, workshops).
• Payment-related information processed by third-party payment services (we do not store full card details).
• Submission and academic content (e.g., abstracts, papers, presentation materials).
• Preferences you choose to provide (e.g., dietary requirements, accessibility needs).
• Photo and video content captured by official photographers and videographers, where applicable.
• Technical information collected automatically (e.g., IP address, device/browser information, essential cookies).
3. Legal Bases for Processing
We rely on the following legal bases under GDPR:
• Performance of a contract (e.g., registration and participation management).
• Compliance with legal obligations (e.g., accounting and tax record-keeping).
• Consent where required (e.g., non-essential cookies, optional newsletters, use of identifiable photos/videos, and publication of attendee lists).
• Legitimate interests (e.g., site security, fraud prevention, essential analytics and service improvement), balanced against your rights and freedoms.
4. Cookies and Tracking Technologies
We use essential cookies necessary for core functionality. Non-essential cookies (such as analytics) are used only with your prior consent, which you can manage at any time via the cookie banner or settings. For details on cookie types, retention, and vendors, please refer to our Cookie Policy available via the website footer.
5. Data Sharing and Processors
We share personal data with service providers acting as data processors on our instructions, bound by GDPR-compliant data processing agreements (DPAs). These include:
• Registration platform provider (to be confirmed; located in the Netherlands/EU) .
• Payment service provider (e.g., Adyen, Mollie, Stripe—final choice to be confirmed).
• Academic submission/review system:Editorial Manager (operated by Aries Systems, an Elsevier company).
• Website hosting, security, and email/communication service providers.
A list of current processors and sub-processors will be maintained and made available upon request and/or published on the website once finalized.
6. International Data Transfers
Where personal data is transferred outside the EU/EEA, we implement appropriate safeguards such as the European Commission’s Standard Contractual Clauses (SCCs) and conduct transfer impact assessments where required. Hosting within the EU/EEA is preferred for core services; any exceptions will be disclosed.
7. Data Retention
We retain personal data only for as long as necessary for the purposes set out in this Policy or as required by law:
•Registration and participation records may be Retained for up to 3–5 years after the conference to support future conference coordination, participant communication, academic administration, and organizational record-keeping. Participants may request deletion of their personal data at any time, unless retention is required by law.
•Financial and transaction records may be retained on an ongoing basis for accounting, tax, audit, compliance, and long-term organizational record-keeping purposes, unless a longer period is prohibited by applicable law.
• Abstracts, papers, and program records: retained for the academic record and citation purposes on an ongoing basis; if you submit a paper or abstract, it may be preserved in the conference proceedings archive.
• Newsletter and other consent-based communications: retained until you withdraw consent or unsubscribe.
• Photos and videos: retained and used for archival and promotional purposes, unless you object or withdraw consent where consent was the legal basis.
8. Your Rights
Under GDPR, you have the right to request access, rectification, and erasure of your personal data; to restrict or object to processing; and to data portability (for data you provided). Where processing is based on consent, you may withdraw your consent at any time without affecting the lawfulness of processing before withdrawal. You also have the right to lodge a complaint with a supervisory authority in the EEA; for the Netherlands, this is the Dutch Data Protection Authority.
9. Event Photography and Recording
Official photographers and videographers may capture images and footage during the Conference. We avoid focusing on individuals without permission, and we will seek consent when using identifiable images in publications where consent is the legal basis. If you wish to opt out of photography where feasible, please inform staff at registration so that we can provide a visible indicator. Certain sessions may be recorded for documentation or on-demand viewing; notices will be posted at the venue and on the website.
10. Security Measures
We implement appropriate technical and organizational measures to protect personal data, including access controls, encryption in transit where applicable, and security monitoring proportionate to risk.
11. Children’s Data
The Conference is intended for professionals and adult participants. We do not knowingly collect personal data from children under the age applicable in their jurisdiction without appropriate parental or guardian consent.
12. Updates to This Policy
We may update this Policy from time to time to reflect changes in our processing or legal requirements. The latest version will always be available on our website with the effective date indicated above.
13. Contact
International Press-in Association (IPA)
Address: 5F, Sanwa Konan Bldg, 2-4-3 Konan, Minato-ku, Tokyo 108-0075, Japan
Email: tokyo@press-in.org
EU Representative (Article 27 GDPR): To be designated prior to the opening of participant registration.