Privacy Policy & Terms and Conditions

Privacy Policy

This Privacy Policy explains how personal data is collected and used when you visit www.espncongress.org (the “Website”), register for the ESPN Congress 2027 (the “Congress”), submit an abstract or otherwise contact us. We process personal data in accordance with the EU General Data Protection Regulation 2016/679 (“GDPR”) and applicable Greek data protection law (Law 4624/2019).

1. Who is responsible for your data

The Congress is organised on behalf of the European Society for Pediatric Neurosurgery (“ESPN”) by its official Congress Secretariat:

Erasmus Conferences & Events S.A. (“Erasmus”, “we”, “us”) is the data controller for the personal data collected through the Website and the Congress registration and abstract systems. Where data is shared with ESPN (European Society for Pediatric Neurosurgery, 6 chemin de la Gravière, Case postale 71, 1211 Geneva, Switzerland) for scientific or membership purposes, ESPN processes that data as an independent controller under its own privacy policy.

2. What data we collect

• Identity and contact data: title, first and last name, email address, telephone number, postal address, country.
• Professional data: institution, department, position, specialty, ESPN membership status and, where applicable, proof of trainee, nurse or student status.
• Registration data: registration category, selected pre-congress courses, social events, invoicing details (company name, VAT number) and dietary or accessibility requirements you choose to share with us.
• Payment data: transaction details (amount, date, method, reference). Card payments are processed directly by a secure payment provider; we do not store credit card numbers.
• Abstract data: abstract content and the names, affiliations and contact details of authors and presenting authors.
• Correspondence: messages you send us by email, phone or through forms, and mailing-list subscription details.
• Technical data: IP address, browser type, device information and usage data collected through cookies (see section 10).
• Badge scanning data: if you allow your badge to be scanned at an exhibition booth or at a sponsored session or workshop, the contact and professional details linked to your badge, together with the date, time and place of the scan.
• Images: photographs and video recordings taken during the Congress (see section 7).

3. Why we use your data and on what legal basis

4. Who we share your data with

We never sell your personal data. We share it only as necessary with:

• ESPN, the organising society, for scientific programme management, membership verification and Congress reporting;
• Service providers acting on our behalf, under data processing agreements: the online registration and abstract management platform (EventsAir), the Congress mobile app provider,payment service providers, website hosting and email providers, badge and printing services;
• The Congress venue and hotels, where you book accommodation or services through us;
• Exhibitors and sponsors of the Congress, including pharmaceutical and medical device companies, only when you allow your badge to be scanned on their behalf (see section 8);
• CME/CPD accreditation bodies, to the extent required for issuing credits;
• Public authorities, where required by law (for example tax authorities or embassies for visa support you have requested).

The names, affiliations and abstracts of authors and speakers are published in the Congress programme, mobile app and abstract book.

5. International transfers

Your data is primarily processed within the European Economic Area (EEA) and Switzerland, which the European Commission recognises as providing an adequate level of protection. Where a service provider processes data outside the EEA, we ensure appropriate safeguards are in place, such as the European Commission’s Standard Contractual Clauses or an adequacy decision.

6. How long we keep your data

• Registration and attendance data: for up to 5 years after the Congress, to issue attendance certificates and handle enquiries, unless a longer period is required by law.
• Invoices and accounting records: for the period required by Greek tax law (currently at least 5 years, and up to 10 years in certain cases).
• Abstracts: published abstracts remain in the Congress archive; unsuccessful or withdrawn submissions are deleted within 12 months after the Congress.
• Mailing-list data: until you unsubscribe or withdraw your consent.

7. Photography and video

Photographs and video recordings will be taken in the public areas of the Congress and during sessions and social events. These may be used by Erasmus and ESPN on the Website, social media channels and in future promotional materials. By attending the Congress you acknowledge that you may appear in such images. If you do not wish to be photographed or featured, please inform the Congress Secretariat at the registration desk or by email at info@espncongress.org, and let the photographer know on site.

8. Badge scanning for exhibitors and sponsors

Your Congress badge carries a QR code linked to your title, first and last name, institution, department, specialty, country and email address. At exhibition booths and at sponsored sessions or workshops, your badge may be scanned either by staff of the Congress Secretariat or by staff of the exhibitor or sponsor. Scanning points will be clearly marked with the name of the company that will receive the data.

Badge scanning for this purpose is voluntary. By allowing your badge to be scanned, you agree that the company concerned receives the details above and may contact you with information about its products, services and activities. You are free to decline, and declining has no effect on your participation in the Congress, including your access to sponsored sessions and workshops.

Where the Congress Secretariat scans your badge, we pass your details only to the company indicated at the scanning point. Once a company has received your details, it processes them as an independent data controller under its own privacy policy. To stop receiving communications from a company, or to exercise your rights in relation to the details it has received, please contact that company directly. You may also contact us at info@espncongress.org regarding the scanning itself.

We do not share participant lists with exhibitors or sponsors in any other way.

9. Security

We use appropriate technical and organisational measures to protect your personal data against loss, misuse and unauthorised access, including encrypted (HTTPS) connections and access restrictions. Online payments are made on the secure payment page of the registration system; card details are handled only by the payment provider and are not stored by Erasmus.

10. Cookies

The Website uses cookies and similar technologies. Strictly necessary cookies are required for the Website to function and do not require your consent. Analytics and third-party cookies (for example embedded fonts, maps, videos or social media content) are used only with your consent, which you can give or withdraw at any time through the cookie settings on the Website or in your browser. Disabling some cookies may affect how the Website works.

11. Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased, where there is no legal reason for us to keep it;
• restrict or object to processing, including at any time to direct marketing;
• receive your data in a portable format;
• withdraw your consent at any time, without affecting processing carried out before withdrawal.

To exercise your rights, email info@espncongress.org. We will respond within one month. You also have the right to lodge a complaint with the Hellenic Data Protection Authority (1–3 Kifisias Avenue, 115 23 Athens, Greece, www.dpa.gr) or with the supervisory authority of your country of residence.

12. Fraud warning

The only official website of the Congress is www.espncongress.org. Erasmus Conferences & Events S.A. is the only official Congress Secretariat. Please be cautious of unsolicited emails or calls offering registration or accommodation and do not share personal or payment details with them. Report suspicious websites or messages to report@erasmus.gr.

13. Changes to this policy

We may update this Privacy Policy from time to time. The current version is always available on this page, with the date of the latest update shown at the top.

Terms and Conditions

These Terms and Conditions apply to the use of www.espncongress.org and to all registrations, abstract submissions and bookings for the 30th ESPN Congress, 23–26 May 2027, Hotel Savoyen, Vienna, Austria. By registering or using the Website, you accept these terms.

1. Organiser

The Congress is held under the auspices of the European Society for Pediatric Neurosurgery (ESPN). The Congress Secretariat and organiser responsible for registration, payments and logistics is Erasmus Conferences & Events S.A., 49 Chaldeias Street, 167 77 Ellinikon, Greece (“the Organiser”).

2. Registration

• Registration is made online through the official Congress registration system. A registration is confirmed only once full payment has been received; a confirmation email will then be sent.
• Participants registering at a reduced rate (ESPN member, trainee, nurse or student) may be asked to provide proof of eligibility. If proof is not provided, the applicable full fee will be charged.
• Registration is personal. Badges must be worn at all times in the Congress venue and may not be transferred or shared. Badges may be scanned on behalf of exhibitors and sponsors, by the Congress Secretariat or by the companies’ staff, only with the participant’s agreement. Details are set out in section 8 of the Privacy Policy.
• The Congress language is English. No simultaneous interpretation is provided.

3. Fees and payment

• All fees are in euros (EUR) and are subject to VAT at the applicable rate. The fee that applies is determined by the date on which full payment is received (early bird, late or onsite).
• Payment can be made by credit card (Visa, Mastercard, American Express) on the secure payment page of the registration system, or by bank transfer. Bank details are provided with the confirmation letter.
• All bank charges are the responsibility of the participant. Payments must be made net of any charges.
• Invoices are issued in the name and with the details provided at registration. Please make sure these are correct; changes after issue may not be possible.

4. Cancellation and refund policy

Cancellations must be sent in writing to info@espncongress.org.

All refunds will be made within two months after the end of the Congress. Bank charges will be deducted, and an additional handling fee of EUR 20 per refund will apply. No refunds are made for no-shows or for partial attendance.

5. Abstract submission

• Abstracts must be submitted online, in English, by the published deadline and in accordance with the abstract guidelines on the Website.
• By submitting an abstract, the submitting author confirms that all co-authors have approved the submission and agree to the publication of their names and affiliations.
• Authors grant ESPN and the Organiser the non-exclusive right to publish accepted abstracts in the Congress programme, abstract book, mobile app and on the Website.
• At least one author of each accepted abstract must register for the Congress by the published deadline; otherwise the abstract may be withdrawn from the programme.
• The decision of the Scientific Committee on acceptance and presentation format is final.

6. Programme changes and cancellation of the Congress

The Organiser and ESPN reserve the right to make changes to the programme, speakers, venue or schedule where necessary. If the Congress is cancelled or postponed due to circumstances beyond the Organiser’s reasonable control (force majeure, including natural disasters, pandemics, government restrictions, war, terrorism, strikes or similar events), the Organiser is not liable for any costs, damages or losses incurred by participants, including travel and accommodation costs. In such a case, the Organiser will inform participants of the options available as soon as possible.

7. Liability and insurance

The Organiser and ESPN accept no liability for personal injury, loss of or damage to personal property, or any other losses suffered by participants or accompanying persons during or as a result of the Congress, except where required by law. Participation is at your own risk. Participants are advised to arrange their own travel, health and cancellation insurance.

8. Visa invitation letters

Invitation letters are issued on request to registered participants for visa purposes only. They do not imply any financial support by the Organiser or ESPN. Visa refusal does not entitle the participant to a refund beyond the cancellation policy above.

9. Code of conduct and recordings

Participants are expected to behave professionally and respectfully towards all attendees, speakers, staff and partners. The Organiser may refuse entry or remove any participant who behaves inappropriately, without refund. Unauthorised photography, audio or video recording of scientific sessions and presentations is not permitted.

10. Use of the Website

The content of the Website, including texts, logos, images and graphics, is the property of ESPN, the Organiser or their licensors and may not be reproduced without permission. Information on the Website is provided with care but may be subject to change; the Organiser is not responsible for the content of external websites linked from it.

11. Personal data

Personal data is processed in accordance with our Privacy Policy.

12. Governing law

These Terms and Conditions are governed by Greek law. Any dispute shall be subject to the exclusive jurisdiction of the courts of Athens, Greece, without prejudice to mandatory consumer protection rules of your country of residence.

13. Contact