Privacy policy
Last updated: 2026-11-06
1. Who is responsible
For the data of the people who have an account on this platform (organisers), the controller is:
My Conference
Portugal
E-mail: info@my-conference.net
If you registered, submitted an abstract or reviewed for an event that runs on this platform, the controller of that data is the organiser of that event, not us. We store it on the organiser's behalf and only follow their instructions (see the data processing terms). Please address your requests to the organiser.
2. What we collect about our account holders
| Data | Why | Basis |
|---|---|---|
| Name, e-mail address, language, password (stored only as a hash) | Create and run your account; send you the messages the service needs (e-mail confirmation, password reset, event ready, plan and deletion notices) | Contract |
| The terms you accepted and when; the network address (IP) used to create the account; technical logs (IP address, browser, errors) | Security, preventing abuse and bots, proving what you accepted | Legitimate interest (and legal obligation where it applies) |
| Your events: name, address, plan, validity, usage counters (registrations, submissions, storage) | Provide the service, apply the limits of the plan, warn you before limits and deadlines | Contract |
| A log of administrative actions (who changed a plan, a state, when an event was created or deleted) | Security and support; accountability | Legitimate interest |
| Purchases: plan, amount, dates, and what the payment provider gives us about the payer (name, e-mail, country, tax data you entered, a reference to the payment). We never receive card numbers. | Apply the plan, support, accounting and tax duties | Contract; legal obligation |
| Messages you send us | Answer you | Legitimate interest; contract |
We do not use your data for advertising, we do not sell it, and we do not send marketing e-mail.
3. Cookies
We use only the cookies the site needs to work: a session cookie (it keeps you signed in and remembers your language) and a security cookie against forged requests. We do not use analytics or advertising cookies. On the sign-up and sign-in pages we use Cloudflare Turnstile, which runs in your browser to tell people from bots and may process your IP address and browser signals.
4. Who receives data
- Contabo GmbH (Germany): hosts the servers where the platform runs, in the European Union.
- Cloudflare: DNS and the Turnstile check described above. Its companies are in the United States; transfers rely on the safeguards the law requires (standard contractual clauses or an adequacy decision).
- The payment provider (when payments are open): processes your payment and, if it acts as merchant of record, is an independent controller for the payment data it collects. Its own privacy policy applies.
- The mail servers of the people we write to.
- Authorities, when the law obliges us.
5. How long we keep it
- Account data: while your account exists. To close it, write to us; we delete what we are not obliged to keep.
- Events: following the life of the plan: active, then read-only for twelve months, then deleted; a copy is kept for 30 days after deletion and then removed.
- Purchase records: for as long as accounting and tax law require.
- Technical logs: short periods, then they are overwritten or deleted.
6. Security
Every event has its own database, files and system user, separate from the others; connections are encrypted (HTTPS); passwords are stored as hashes; access to administration is limited and its use is logged; requests that look abusive are limited. No system is perfectly secure: if a breach affects your data we will tell you as the law requires.
7. Your rights
You may ask us for access to your data, its correction or deletion, to restrict or object to its use, and to receive it in a usable format. Write to info@my-conference.net. You also have the right to complain to the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (cnpd.pt), or to the authority of your country.
8. Children
The service is not meant for people under 16 and we do not knowingly collect their data.
9. Changes
If we change this policy in a way that matters to you we tell you by e-mail. The date of the last change is at the top.