Privacy Policy

Individual paper proposals: the forms request names, email addresses, institution or affiliation, the country associated with that affiliation, professional position and telephone number. They also request the proposal title, selected agora, language, abstract, keywords, presentation format, short professional biography, CV and submission declarations.

Co-author records include names, email addresses, affiliations and associated countries, together with the designated corresponding and presenting authors.

Interest Group panel proposals: information includes the Interest Group, panel title and description, format and language; conveners' names, email addresses and telephone numbers; and the roles, names, contact details, affiliations and associated countries of proposed chairs and speakers.

Speaker biographies and CVs, individual contributions, co-authorship details, the panel selection process, membership confirmations and a statement about geographical, gender and institutional diversity are also requested.

Membership and optional Prize consideration: information may include current ESIL membership, an optional membership number and, where applicable, willingness to join. If Early-Career Scholar Prize consideration is requested, the forms collect each author's relevant eligibility route, academic status, applicable programme or degree details and applicable enrolment, oral defence or degree award dates, together with membership confirmation and the date of joining ESIL.

Enquiries: the Contact form requests your name, email address, enquiry category and message, with an optional reference number. Email correspondence contains the information you choose to send. Please provide only information relevant to your enquiry and do not send personal access links or passwords.

Operational records include submission references, submission and update times, verification and access events, the declarations made, review status and correspondence. We keep limited technical and security records needed to operate and troubleshoot the website, together with delivery records for operational emails.

Please limit biographies, CVs and free-text fields to relevant professional or submission information. Avoid unnecessary details about other people or sensitive information, such as health, religious beliefs or sexual orientation. Describe panel diversity without disclosing more personal information than the selection process requires.

We do not rely on unnecessarily supplied sensitive information when making selection decisions. We restrict access and remove it where it is unnecessary. If a specific purpose requires special-category data, we explain that purpose and establish an applicable legal basis and condition under Article 9 GDPR before using it.

Your information may be supplied by a submitting author, corresponding author, Interest Group convener or primary panel contact. The submission declarations require the submitter to confirm that the listed authors or participants have approved the information provided. That approval does not replace our responsibility to explain our processing or your data protection rights.

When we receive your information indirectly, we provide you with this policy and explain the source and categories of your information within a reasonable period, no later than one month after receipt.

If we contact you or disclose your information earlier, we provide that information at the latest on first contact or first disclosure, as applicable. We use your supplied contact details for this privacy notice without granting access to another person's submission.

Managing proposals and academic selection: we process submission information to receive and organise proposals, check completeness and authorship requirements, assess contributions, communicate outcomes and develop the programme. Our legal basis is legitimate interests under Article 6(1)(f) GDPR: conducting a fair, effective academic selection process and organising the conference programme.

Membership and Prize eligibility: we use the relevant information to check applicable requirements and administer a requested Prize candidature. Our legal basis is legitimate interests in applying the published eligibility rules consistently. Prize consideration is optional and is assessed separately from academic selection.

Support, verification and security: we use contact and operational information to answer enquiries, verify the designated contact's email, provide authorised access, send submission messages, prevent misuse and resolve technical problems. Our legal basis is legitimate interests in providing dependable support and protecting the website, submissions and the people concerned.

Legal obligations and claims: we process information to respond to valid data protection requests and meet binding legal requirements under Article 6(1)(c) GDPR. Where necessary to establish, exercise or defend legal claims, we rely on our legitimate interests. These purposes do not justify keeping all submission information indefinitely.

Where processing relies on consent, we request it separately for the stated purpose. If non-essential cookies are introduced, consent will be requested through the website’s cookie controls before they are activated. Acknowledging this policy does not provide consent for every use of your data or for unrelated marketing. Submission and support messages are operational communications.

Fields marked as required are needed for the relevant submission or enquiry. Without them, we may be unable to process your request. Optional fields and Prize consideration are identified separately. CV information is collected with the submission and consulted only after the abstract has been assessed, to support balanced panel composition.

No account is required. The corresponding author or primary panel contact receives a personal secure link for access and any permitted editing. Being named as an author, speaker or chair does not automatically provide access to the complete submission.

Keep personal links confidential. You can exercise your privacy rights even if you are not the designated submission contact.

Academic selection is carried out by the relevant reviewers and programme committee. We do not make decisions producing legal or similarly significant effects solely through automated processing, including profiling. Automated form checks support the process but do not replace academic assessment.

Information is shared only as needed with authorised UCP conference staff, designated reviewers and programme committee members, and relevant ESIL or Interest Group representatives for selection, membership and Prize administration. Biographies and CVs are made available according to the applicable review stage. Access is limited to the responsibilities of each recipient.

Technical providers may process information on our behalf for hosting, website maintenance, file storage, security and email delivery under appropriate data protection arrangements. We may also disclose relevant information to professional advisers or competent authorities where necessary and lawfully permitted or required.

For selected contributions, we intend to publish names, affiliations, contribution or panel titles and short professional biographies in the conference programme and website. We rely on legitimate interests in presenting the academic programme and identifying its contributors.

We will inform contributors before publication and consider relevant objections. CVs, personal contact details and unsuccessful submissions are not published. Any publication of abstracts or wider reuse will be explained separately before it occurs.

We retain submission materials and related correspondence for up to 12 months after the conference, then delete or anonymise them unless a documented legal obligation or specific claim requires longer retention.

We remove CVs earlier once they are no longer needed for selection, programme composition or resolution of a related query. Routine enquiries are retained for up to 12 months after the last substantive response.

Technical access and security logs are retained for up to 90 days unless needed to investigate a specific incident. Temporary verification and access records are deleted when their operational purpose ends, subject to necessary security evidence.

Backup copies expire through the normal backup cycle. A limited public programme archive may remain available for the historical record, with its content reviewed for continuing relevance.

Some suppliers or authorised recipients may access information from outside the European Economic Area. Where this constitutes an international transfer, we use an applicable adequacy decision or appropriate safeguards, such as European Commission Standard Contractual Clauses, with additional measures where necessary.

You may contact our Data Protection Officer for information about the safeguards and how to obtain a copy, subject to necessary redactions.

During this Call for Papers phase, the website uses only strictly necessary technologies, as described in our Cookies Policy at https://esil2027.com/cookies-policy/. That policy explains their purposes and durations.

If optional technologies are introduced, the policy will be updated and the required consent obtained before activation. You may contact us to exercise your privacy rights independently of any cookie choices.

We apply technical and organisational measures appropriate to the information and risks, including restricted access and secure handling of submissions. No online system is entirely risk-free. If you believe a personal access link or submission has been accessed without authorisation, contact the conference team promptly and avoid forwarding the link.

Subject to the conditions of applicable data protection law, you may request access to, correction or deletion of your personal data and restriction of processing. You may object to processing based on legitimate interests on grounds relating to your particular situation.

Where applicable, you may receive data in a portable format. If processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing.

Contact the Data Protection Officer using the details above. We may request information reasonably necessary to verify your identity. Requests are normally answered within one month; if a permitted extension is necessary, we will explain it within that month. These rights have conditions and exceptions, which we will explain where relevant to your request.

You may lodge a complaint with the Portuguese supervisory authority, Comissão Nacional de Proteção de Dados (CNPD), through https://www.cnpd.pt/, or with another competent supervisory authority under the GDPR. You do not have to contact us before making a complaint.

We will update this policy when the website, processing or applicable requirements change. The date above identifies the current version. Where a change materially affects how your information is used, we will provide appropriate notice before introducing that change and obtain consent where required.