1. Introduction
This Privacy Policy describes how personal data is processed through the eers.adalia.ac.ma platform.
EERS is an independent academic initiative coordinated and administratively supported by ADALIA Institute.
EERS is committed to respecting users' privacy and seeks to align its practices with internationally recognized privacy and data protection standards, including:
- the EU General Data Protection Regulation (GDPR),
- the French Data Protection Act (Loi Informatique et Libertés),
- and internationally recognized cybersecurity and privacy best practices.
By accessing or using the platform, users acknowledge and agree to the practices described in this Privacy Policy.
2. Data we collect
Personal data may be collected through the EERS platform only to the extent reasonably necessary for the organization and operation of conferences, scientific activities, submissions, registrations, peer-review processes, networking activities, and related academic, organizational, and administrative operations.
Depending on the user's role (participant, speaker, author, reviewer, partner, sponsor, committee member, or visitor), collected data may include:
- Full name
- Professional title and affiliation
- Email address
- Billing and invoicing information
- Registration and participation details
- Submission and peer-review related information
- Communication preferences
- Technical and usage-related data necessary for platform security and operation
Sensitive personal data is not intentionally collected unless voluntarily provided by the user and strictly necessary within the context of conference participation or accessibility requirements.
3. Purpose of Processing
Personal data may be processed for the following purposes:
- Managing registrations and conference participation
- Processing abstract, paper, and scientific submissions
- Organizing peer-review and scientific evaluation processes
- Communicating with participants, authors, reviewers, speakers, and partners
- Managing schedules, programs, and event logistics
- Processing payments and issuing invoices
- Maintaining platform security and integrity
- Preventing fraud, abuse, or unauthorized access
- Improving platform functionality and user experience
- Complying with organizational, administrative, accounting, or legal obligations
- Promoting and documenting EERS activities
Data shall not be processed for unrelated commercial purposes.
4. Legal basis for processing
Depending on the context and applicable law, EERS may process personal data on the basis of:
- user consent,
- legitimate institutional and organizational interests,
- necessity relating to conference participation and event administration,
- compliance with legal obligations,
- or participation in scientific, academic, or professional activities voluntarily initiated by the user.
5. Payment Processing
Online payments are securely processed through Revolut Business, Stripe, or other authorized payment providers.
EERS does not store complete payment card information on its own servers.
Payment processing services operate under their own legal terms, privacy policies, and compliance standards.
6. Data sharing
Personal data is never sold, rented, or transferred to third parties for advertising or commercial marketing purposes.
Data may only be shared when reasonably necessary with:
- technical hosting and infrastructure providers,
- payment processing providers,
- scientific committees and reviewers involved in evaluation processes,
- authorized collaborators or service providers directly involved in conference operations,
- professional service providers supporting EERS activities,
- or competent legal and regulatory authorities where required by law.
All reasonable efforts are made to ensure appropriate confidentiality and security safeguards.
7. International data transfers
As EERS operates internationally, personal data may be processed or accessed in jurisdictions different from the user's country of residence.
Where international data transfers occur, EERS seeks to implement reasonable safeguards consistent with the GDPR and internationally recognized privacy and security standards.
8. Data retention
Personal data is retained only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, including:
- conference and event management,
- scientific documentation and archiving,
- accounting and legal obligations,
- institutional reporting,
- and legitimate academic or organizational purposes.
Certain conference-related records may be archived for historical, scientific, institutional, or academic continuity purposes where legally permissible.
9. Security measures
EERS implements reasonable administrative, organizational, and technical security measures intended to protect personal data against unauthorized access, disclosure, alteration, loss, misuse, or destruction.
Such measures may include:
- secured infrastructure,
- restricted administrative access,
- authentication controls,
- encrypted communications where applicable,
- monitoring and cybersecurity protections.
However, no online platform or electronic transmission system can guarantee absolute security.
10. User Rights
Subject to applicable law, including the GDPR and the French Data Protection Act (Loi Informatique et Libertés), users may request:
- access to their personal data,
- correction of inaccurate or incomplete information,
- deletion of certain personal data,
- restriction or objection to specific processing activities,
- withdrawal of consent where processing is based on consent,
- and export of their data where technically feasible.
Requests relating to personal data rights may be submitted by email to: eers@adalia.ma
To facilitate the processing of requests, users are encouraged to specify the subject line of their email as follows:
- "GDPR Access Request"
- "GDPR Rectification Request"
- "GDPR Deletion Request"
- "GDPR Objection Request"
- "GDPR Data Portability Request"
Requests should include sufficient information to reasonably verify the identity of the requester and identify the data concerned.
EERS may request additional proof of identity where necessary to protect personal data against unauthorized access or disclosure.
11. Data Controller
For the purposes of applicable data protection laws, including the GDPR, the data controller for personal data processed through the eers.adalia.ac.ma platform is ADALIA Institute, acting as the organizational and administrative coordinator of the EERS initiative.
EERS is an independent academic and scientific initiative organized by an international network of researchers, reviewers, experts, and contributors, and does not constitute a separate legal entity.
For any privacy-related request or data protection inquiry, users may contact eers@adalia.ma.
12. Cookies and technical data
The platform may use essential technical cookies or similar technologies necessary for:
- authentication,
- session management,
- security,
- fraud prevention,
- platform functionality,
- and performance monitoring.
EERS does not use invasive advertising or third-party behavioral tracking technologies for commercial advertising purposes.
Additional cookie-related information is available on our Cookies page.
13. Scientific and academic content
Conference submissions, abstracts, papers, speaker profiles, biographies, and related scientific or academic materials may contain personal or professional identification information voluntarily provided by contributors.
By participating in EERS activities, contributors acknowledge that certain professional and academic information may be publicly displayed, published, archived, or disseminated within the framework of conference operations, scientific communication, proceedings, institutional documentation, or promotional activities related to EERS.
Authors and contributors retain ownership of their intellectual property rights, subject to the limited usage rights granted to EERS as described in the applicable Terms of Use and Legal Notice.
14. Applicable law
This Privacy Policy shall be governed and interpreted in accordance with French law and applicable European Union data protection regulations.
Any dispute relating to the interpretation or application of this Privacy Policy shall fall under the jurisdiction of the competent French courts, subject to mandatory legal provisions applicable to international users and consumers.
15. Changes to this policy
EERS reserves the right to modify or update this Privacy Policy at any time in order to reflect:
- legal or regulatory developments,
- technological changes,
- operational requirements,
- or improvements to privacy and security practices.
Updated versions become effective upon publication on the platform.
16. Contact
For any privacy-related request, inquiry, or concern, users may contact:
ADALIA Institute
20 rue Mohammed Kamal
Casablanca, Morocco
eers@adalia.ma