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Privacy and Personal Data Protection Policy

The Foundation for Science and Technology, I.P. (FCT), as an administrative entity with a mission of excellence in promoting scientific and technological research and innovation in all areas of knowledge, is committed to respecting the principles of data protection and strengthening the legal protection of individuals who hold personal data.

This commitment also includes a concern for the accessibility of information, promoting clear, inclusive and understandable communication for all people, regardless of their individual characteristics or access conditions.

In the context of the Portuguese Science Summit 2025, organized by FCT and NOVA University Lisbon (NOVA), the entities guarantee the privacy and protection of personal data, in accordance with best practices and applicable legislation, including the General Data Protection Regulation (GDPR). This commitment covers data collected through access to and use of the event's official website - accessible at https://encontrociencia.pt - and the mobile app - available at https://app.encontrociencia.pt -, both of which focus on publicizing the Portuguese Science Summit 2025 and supporting the registration process for participants.

In this context, the purpose of this Privacy Policy is to inform you, in an accessible and transparent manner, about:

  • How FCT and NOVA process the personal data collected;
  • The purpose of these treatments;
  • Categories of data subjects;
  • The types of data processed and with whom they can be shared;
  • Data retention periods;
  • And the forms of contact available so that all users can know and exercise their rights.

Joint Data Controllers

The Foundation for Science and Technology, I.P. (FCT) and NOVA University Lisbon (NOVA) share joint responsibility for the processing of personal data within the scope of the Portuguese Science Summit 2025, based on an agreement that defines their respective responsibilities. 

The FCT headquarters are located at Av. D. Carlos I, 126, 1249-074 Lisboa. For any questions, please call +351 21 392 4300.

NOVA, legal person no. 501559094, has its headquarters at Campus de Campolide, 1099-085 Lisboa. For any questions, please call +351 210 496 457.

Data Protection Officers

The joint data controllers have appointed the following Data Protection Officers (DPOs), who can be contacted directly via the email addresses below:

To clarify any doubts or to exercise any rights relating to the processing of personal data under this Privacy Policy, data subjects should contact the FCT EPD.

How Personal Data is Collected

Within the scope of the Portuguese Science Summit 2025, personal data may be collected directly or indirectly:

Data provided directly by the data subject:

  • When registering for the event, the online form asks for information such as name, contact details and additional relevant data;
  • During registration on the website and mobile application, by voluntarily filling in fields such as name, e-mail address and telephone number;
  • During physical access to Nova SBE's facilities (Carcavelos Campus), collecting data such as name and contact details, ensuring security and access control;
  • Food services (catering), according to the schedule the event, with the collection of food preferences or dietary restrictions;
  • While browsing the website and mobile application, data such as IP address, browsing history and usage preferences may be collected to improve the user experience;
  • Capturing images and sound during the event, including photographs, videos, interviews and audio recordings, for the purposes of documentation and institutional dissemination;
  • Recording plenary sessions for live transmission (streaming), which may include the image and voice of the participants.

Data provided through third parties:

  • During registration carried out by member organizations, with data collection from representatives and other participants;
  • Through partner entities, under collaboration protocols, which can collect or access images, videos and audio recordings taken at the event;
  • In recordings of plenary sessions, used for streaming, which may include the presence of identifiable persons.

Categories of Data Subjects

Data collection may cover the following categories of people:

  • Members of partner organizations (legal representatives, contact points, communication and marketing managers, directors, employees and service providers);
  • Members of member organizations (representatives and other registered persons);
  • People registered on the website and mobile application;
  • Participants registered for the event;
  • Speakers;
  • Third parties represented in exhibitors and sponsors;
  • Volunteers;
  • Media professionals (journalists).

Categories of Personal Data Processed

The personal data collected belongs to the following categories:

  • Civil identification: full name and surname;
  • Contact information: personal, professional or institutional e-mails;
  • Academic and professional data: function, position or activity carried out in the institutional or professional context;
  • Browsing and tracking data: IP address, unique identifiers, security logs, session and usage cookies;
  • Authentication information: username, password and associated digital profiles;
  • Physical data: image and voice captured during the event, in photographs, videos or sound recordings.

Use of images and records

Images and voice recordings of participants may be used exclusively for the purposes of promoting and publicizing the Portuguese Science Summit 2025 on digital channels and social networks managed by FCT. Use will respect the principles of proportionality, purpose and transparency, ensuring the right to information and objection, under the terms of the legislation in force.

Cookies and Tracking Technologies

The Portuguese Science Summit 2025 website and mobile app may use cookies and similar technologies to improve the user experience. Only essential cookies will be used by default, and any analytical, functional or third-party cookies will require explicit consent from the user. For more information, see the Portuguese Science Summit 2025 Cookie Policy.

Purposes of processing personal data

The main purpose of the personal data collected and processed in the context of the Portuguese Science Summit 2025 is to manage institutional communication and events, ensuring registration, participation, security, accessibility and monitoring of associated activities.

In addition, the data may be used for public and institutional dissemination purposes, as well as for statistical purposes, being irreversibly anonymized for this purpose, so as not to allow the direct or indirect identification of the data subjects.

Legal grounds for treatment

The processing of personal data within the scope of the Portuguese Science Summit 2025 complies with the principles of lawfulness, fairness, transparency and limited storage, as provided for in the General Data Protection Regulation (GDPR). Processing is considered lawful on the following grounds:

  • Article 6(e) and (c) of the GDPR - Processing is necessary:
    • For the exercise of functions in the public interest, e;
    • To fulfill the legal obligations to which FCT is subject, namely the mission to "promote scientific and technological culture and the dissemination and diffusion of scientific and technical knowledge", as stipulated in article 3, paragraph 2, point g) of Decree-Law no. 55/2013, of April 17.
  • Article 6, point f) of the GDPR - With regard to the image and voice data of the participants, the respective processing is considered necessary for the pursuit of the legitimate interests of FCT and NOVA, namely the dissemination of the Portuguese Science Summit 2025 through digital media, such as photographs, videos and audio recordings, as well as on the Foundation's social networks and institutional channels.

Legitimate interest aims to:

  • Strengthen the reach and public visibility of the Portuguese Science Summit 2025;
  • To make it easier for a wider audience to access the content, moments and sharing experienced during the event;
  • Promote interaction and involvement between participants and the scientific community, contributing to a culture of science that is open, inclusive and accessible to all.

If special category (sensitive) data is processed, such as food preferences or dietary restrictions, this will be done on the basis of the explicit consent of the data subject, in accordance with Article 9(2)(a) of the GDPR, and exclusively for the purposes of logistical planning and food safety during the event.

When processing is based on consent, the data subject has the right to withdraw it at any time, without this compromising the lawfulness of the processing carried out up to that date.

Rights of Data Subjects

Individuals who hold personal data have the right to exercise the following rights with the FCT, under the terms of the law, with the respective limitations:

  • Right of access - To know if your data is being processed and to obtain information about this processing.
  • Right to rectification - Correct incorrect data or complete incomplete data.
  • Right to erasure - Request the deletion of data in certain situations.
  • Right to restriction of processing - Restrict the processing of data in certain situations.
  • Right to portability - Receive your data in a structured digital format and/or request direct transfer to another controller.
  • Right to object - To object to the processing of your data, for reasons related to your personal situation, including for profiling purposes.
  • Right to complain - Submit a complaint to the National Data Protection Commission (CNPD) via www.cnpd.pt, if you consider that your rights are being violated.

FCT undertakes to respond to requests related to the exercise of the rights of data subjects within a maximum period of 30 days, in accordance with Article 12 of the GDPR, except in cases legally provided for that justify an extension.

Subcontracting and Security

 Personal data may be shared with third parties who provide services essential to the organization of our events, including technology providers, logistics and venue management, catering services, security and image and sound capture.

All recipients only process data in accordance with our instructions and are bound by confidentiality and security obligations under the terms of the GDPR.

FCT and NOVA apply strict security standards, such as encryption, anonymization and access control, to ensure the confidentiality and integrity of personal data.

International transfer

Data is not transferred outside Portugal.

Retention of Personal Data

Personal data collected within the scope of the Portuguese Science Summit 2025 will be kept only for the time strictly necessary for the purposes justifying its processing, in accordance with the legally applicable deadlines. Once this period has elapsed, the data will be securely deleted or anonymized, ensuring the confidentiality, integrity and rights of the data subjects.

In particular, the personal data processed for the purpose of registering for the event will be kept by NOVA for a period of 1 (one) year after the conclusion of the event. As far as the FCT is concerned, data subjects may request further clarification regarding the purposes and respective retention periods or criteria.

Notification and complaint

For questions or complaints, you can contact FCT through the FCT Contact Page(https://www.fct.pt/contactos) or directly to the National Data Protection Commission - CNPD(https://www.cnpd.pt).

Updates to the Privacy Policy

This policy may be updated. Please check the updated Privacy Policy regularly on the Portuguese Science Summit 2025 website(https://encontrociencia.pt). Changes take effect on the date they are published online.

Digital Accessibility

This policy has been updated to improve digital accessibility, focusing on the structuring of information and the use of descriptive links. Following the AMA guidelines and Success Criterion 2.4.4 of WCAG 2.0(https://www.w3.org/TR/UNDERSTANDING-WCAG20/navigation-mechanisms-refs.html), ensuring that hyperlinks clearly indicate their destination, benefiting all users, including those who use assistive technologies.