Privacy Policy

Depending on how you interact with Nexora, we may process the following categories of personal data:

We process personal data only for specific, explicit, and legitimate purposes. Depending on the service used, these purposes may include:

• Creating and managing user accounts
• Processing conference and event registrations
• Calculating and processing applicable VAT and other taxes
• Managing participant attendance and event access
• Processing abstract, paper, and presentation submissions
• Supporting scientific review and evaluation processes
• Communicating registration confirmations and important event updates
• Issuing tickets, badges, QR codes, certificates, invoices, and receipts
• Processing payments through authorized payment providers
• Providing customer support and responding to inquiries
• Maintaining the security and integrity of the platform
• Detecting and preventing fraud, abuse, and unauthorized access
• Improving the functionality, performance, and usability of the Website
• Complying with applicable legal, regulatory, accounting, tax, and administrative obligations

Where the GDPR applies, Nexora processes personal data on one or more legal bases under Article 6 GDPR, depending on the specific processing activity.

• Performance of a contract: for account services, event registration, participation, payments, pricing and other services requested by you.
• Compliance with legal obligations: where processing is required by applicable law, including accounting, tax, regulatory, or legal requirements.
• Consent: where processing requires your consent, such as certain optional communications or non-essential cookies.
• Legitimate interests: where necessary for purposes such as platform security, fraud prevention, service improvement, and administration, provided that our interests do not override your fundamental rights and freedoms.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Nexora seeks to collect and process only personal data that is adequate, relevant, and necessary for the purposes for which it is processed. We also take reasonable steps to keep personal data accurate and up to date and may request users to correct information when necessary.

Nexora does not sell personal data. Personal data may be disclosed only where necessary for legitimate and specified purposes, including to:

• Authorized personnel and teams responsible for operating Nexora
• Relevant conference organizers and scientific committees
• Reviewers where necessary for scientific evaluation and review
• Payment processors and financial service providers
• Hosting, cloud infrastructure, security, and technical service providers
• Email and communication service providers
• Professional advisers, auditors, or legal authorities where legally required
• Competent public authorities where disclosure is required by law

Where third parties process personal data on behalf of Nexora, we seek to ensure that appropriate contractual and technical safeguards are in place as required by applicable data protection law.

Nexora operates internationally and may use service providers or work with conference organizers located outside the European Economic Area (EEA). Where personal data is transferred to a country outside the EEA, Nexora will apply the transfer mechanisms and safeguards required by applicable data protection law.

Depending on the circumstances, such safeguards may include an applicable European Commission adequacy decision, Standard Contractual Clauses (SCCs), or another lawful transfer mechanism recognized under the GDPR.

The GDPR requires appropriate safeguards when personal data is transferred to third countries in circumstances where an adequacy decision does not apply.

Nexora retains personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, provide the requested services, meet contractual obligations, resolve disputes, maintain appropriate business records, or comply with legal, tax and regulatory obligations.

Different categories of data may therefore be retained for different periods. When personal data is no longer required, it will be deleted, anonymized, or otherwise securely disposed of where appropriate.

Nexora may use cookies and similar technologies to operate the Website, maintain secure sessions, remember user preferences, improve functionality, and, where permitted, analyze website usage.

Non-essential cookies or similar technologies may require user consent depending on their purpose and the applicable legal requirements.

• Strictly necessary cookies for essential website functionality
• Preference cookies used to remember selected settings
• Analytics or measurement technologies where applicable
• Security-related technologies used to protect accounts and services

You may manage cookie preferences through the cookie controls provided by the Website and, where applicable, through your browser settings.

Nexora implements appropriate technical and organizational measures designed to protect personal data against unauthorized access, accidental loss, destruction, alteration, disclosure, or other unlawful processing.

• Encrypted connections using appropriate transport security
• Authentication and access control mechanisms
• Role-based access restrictions where appropriate
• Security monitoring and logging
• Secure handling of user and event data
• Backup and recovery procedures where appropriate
• Technical and organizational measures designed according to the risks involved

No method of transmitting or storing information can be guaranteed to be completely secure. Nexora therefore continuously evaluates and improves its security measures according to applicable requirements and identified risks.

Where the GDPR applies, you may have the following rights, subject to the conditions and limitations established by applicable law:

• Right to information: to receive clear information about how your personal data is processed.
• Right of access: to request access to personal data held about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of personal data in circumstances provided by law.
• Right to restriction: to request restriction of processing in certain circumstances.
• Right to data portability: to receive certain personal data in a structured, commonly used, and machine-readable format.
• Right to object: to object to certain processing, including processing based on legitimate interests and direct marketing where applicable.
• Right to withdraw consent: where processing is based on consent.
• Rights regarding automated decision-making: where applicable, you may have rights concerning decisions based solely on automated processing that produce legal or similarly significant effects.

The availability and scope of these rights depend on the circumstances and applicable law.

If you believe that your personal data has been processed in violation of applicable data protection law, you have the right to lodge a complaint with a competent data protection supervisory authority.

As Nexora is established in Germany, the competent German supervisory authority may depend on the location of the relevant establishment and the circumstances of the processing.

Nexora supports conferences and scientific events across different countries and disciplines, including medicine, healthcare, engineering, artificial intelligence, computer science, technology, and other scientific fields.

A specific conference may involve an independent Organizer, scientific committee, venue, payment provider, or other service provider. Where these parties independently determine the purposes and means of processing, they may have separate data protection responsibilities and may provide additional privacy information.

Nexora's services are primarily intended for adults and professional or academic participants. We do not knowingly seek to collect personal data from children where such collection is not appropriate or legally permitted. If you believe that a child has provided personal data to Nexora without appropriate authorization, please contact us so that the matter can be reviewed.

The Nexora Website may contain links to third-party websites, payment services, accommodation providers, conference venues, scientific resources, or other external services. These third parties operate under their own privacy policies and terms. Nexora is not responsible for the privacy practices of third-party services that it does not control.

Nexora may update this Privacy Policy from time to time to reflect changes in our services, processing activities, applicable legal requirements, or data protection practices. The latest version will be published on this page together with the applicable revision date.