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Privacy policy
Slide
Privacy policy

Privacy Policy

1st International Congress on Military Health Research

1. Purpose

This Privacy Policy describes how personal data collected through the website of the 1st International Congress on Military Health Research are processed, namely in connection with website browsing, registration for and participation in the Congress.

The processing of personal data is carried out in accordance with Regulation (EU) 2016/679 of 27 April 2016 — General Data Protection Regulation (GDPR) — and with all other applicable national legislation on the protection of personal data.

2. Data Controller

The controller responsible for processing the personal data collected in connection with the Congress is:

GENERAL STAFF OF THE ARMED FORCES

through the

Military Health Education, Training and Research Unit (UEFISM)

Military Health Campus

Azinhaga dos Ulmeiros

1649-020 Lisbon

For matters related to the organisation of the Congress:

Email: congressointernacional@uefism.emgfa.pt

For matters specifically related to the protection of personal data or for the exercise of rights provided for under the GDPR, the Data Protection Officer may be contacted:

Data Protection Officer: Chief of Joint Staff – LtGen Valente Marques

3. Personal Data Collected

In connection with the use of the website and registration for the Congress, the following personal data may be processed, as applicable:

  • name;
  • email address;
  • institution or organisation;
  • indication of membership of the Armed Forces;
  • NII, NIM or NIP number, where applicable;
  • information required to validate registration;
  • proof of payment, where applicable;
  • information relating to participation in the Congress;
  • consents or authorisations provided by the participant;
  • the participant’s image, under the terms set out in this Policy;
  • technical data associated with use of the website, namely IP address, browser, device and technical logs required for the security and operation of the platform.

Participants are requested not to include in documents submitted through the website any personal information that is not necessary for the intended purpose.

4. Purposes of Processing

The personal data collected may be processed for the following purposes:

  • receiving, managing and validating registrations;
  • verifying military or civilian status, where necessary for the application of the relevant registration conditions;
  • identifying the participant;
  • confirming and managing payments;
  • administrative and logistical organisation of the Congress;
  • communicating with participants;
  • sending confirmations, schedules, programme changes and logistical information;
  • managing meals and other activities included in the Congress;
  • issuing certificates or proof of participation;
  • responding to requests for information;
  • complying with legal, administrative, accounting or tax obligations;
  • ensuring the security, operation and maintenance of the website;
  • producing statistics relating to the Congress, preferably in aggregated or anonymised form;
  • institutional and scientific promotion of the Congress, in accordance with the applicable rules governing the use of images.

The data will not be processed for purposes that are incompatible with those for which they were collected.

5. Lawful Bases for Processing

The processing of personal data necessary for the management and organisation of the Congress may be based, depending on the specific purpose:

  • on the performance of tasks carried out in the public interest or in the exercise of official authority;
  • on compliance with legal obligations applicable to the data controller;
  • on the need to take steps relating to registration and participation in the Congress;
  • on legitimate interests, where this constitutes a legally applicable basis;
  • on the consent of the data subject, where the processing specifically depends on such consent.

The presentation of the Privacy Policy in the registration form is intended to ensure that participants are informed of the conditions governing the processing of their personal data.

Whenever processing depends on consent — namely certain promotional uses of a participant’s image — consent will be requested separately and may be withdrawn at any time, without affecting the lawfulness of processing carried out prior to its withdrawal.

6. Identification of Members of the Armed Forces

The indication of membership of the Armed Forces and, where necessary, the corresponding NII, NIM or NIP may be used to confirm the participant’s status and apply the corresponding registration conditions.

These details will be used solely for the purposes of validating and managing participation, and access to them will be restricted to persons who require such information to perform those functions.

7. Proof of Payment

Where payment of a registration fee is required, participants may be asked to submit proof of payment.

The proof of payment will be used solely to:

  • confirm that payment has been made;
  • associate the payment with the relevant registration;
  • carry out the applicable administrative, financial or accounting procedures.

Participants are advised not to include, or wherever possible to conceal, any banking or personal information on the proof of payment that is not necessary to confirm the payment.

8. Photographs, Video and Image Rights

During the Congress, photographs and video footage may be captured for the purposes of documenting, communicating and institutionally promoting the event.

This may include general images of the venue, sessions, speakers, audience or groups of participants intended for institutional coverage and reporting on the Congress.

Where the use of a participant’s image for promotional purposes depends on consent, a specific and separate option will be provided in the registration form.

Refusal to provide such authorisation will not prevent registration for or participation in the Congress.

Where the processing of a participant’s image is based on consent, that consent may subsequently be withdrawn through the contacts indicated in this Policy, without affecting any lawful use carried out prior to withdrawal.

9. Speakers, Moderators and Other Programme Participants

For the purposes of presenting and promoting the scientific programme, professional information relating to speakers, moderators, Chairs and other participants may be published, including:

  • name;
  • photograph;
  • position or role;
  • institution or affiliation;
  • professional biography;
  • participation in sessions, panels or other Congress activities.

This information will be used to present the participants and for the scientific and institutional promotion of the Congress.

10. Communications Relating to the Congress

The email address provided during registration may be used for communications directly related to participation, including:

  • registration confirmation;
  • programme information;
  • schedules;
  • changes;
  • logistical instructions;
  • payment information;
  • certificates and Congress documentation.

The sending of these communications is inherent to the management of participation and does not, in itself, constitute commercial communication.

Any promotional communications that are not directly related to the Congress will only be sent where there is an appropriate legal basis.

11. Recipients and Service Providers

Personal data may be processed by staff members or departments involved in organising the Congress, only to the extent necessary for the performance of their respective duties.

External service providers may also be used, namely in the areas of:

  • website hosting and maintenance;
  • information technology;
  • registration management;
  • communications;
  • administrative support;
  • accounting;
  • event production and logistics.

Whenever these entities process personal data on behalf of the data controller, they must do so in accordance with the controller’s instructions and be subject to the legally applicable confidentiality and security obligations.

Data may also be disclosed to public authorities or other entities where there is a legal obligation to do so.

Personal data will not be sold, rented or commercially transferred to third parties.

12. Data Retention

Personal data will only be retained for the period necessary for the purposes that justified their collection and for any additional periods required by applicable law.

In particular:

  • registration data will be retained for the period necessary for the preparation, organisation and administrative closure of the Congress;
  • financial or accounting data will be retained for the periods required by law;
  • data processed on the basis of consent will be retained for as long as the consent remains valid or for as long as necessary for the stated purpose, without prejudice to other legal grounds for retention.

Once the applicable retention period has expired, the data will be securely deleted or anonymised.

13. Security and Confidentiality

Appropriate technical and organisational measures are adopted to protect personal data against:

  • unauthorised access;
  • loss;
  • alteration;
  • improper disclosure;
  • destruction;
  • unlawful or unauthorised processing.

Access to the data is restricted to persons and entities that require it to perform functions relating to the organisation and running of the Congress.

14. Rights of Data Subjects

Under the GDPR and other applicable legislation, data subjects may exercise, where applicable, the following rights:

  • right of access;
  • right to rectification;
  • right to erasure;
  • right to restriction of processing;
  • right to object;
  • right to data portability;
  • right to withdraw consent, where consent is the legal basis for processing.

The exercise of these rights may be subject to the limitations provided for under applicable law, particularly where the retention or processing of data is necessary to comply with a legal obligation or for the performance of tasks carried out in the public interest.

To exercise your rights, you may contact:

congressointernacional@uefism.emgfa.pt

or the Data Protection Officer at: cemc@emgfa.pt

Information necessary to confirm the identity of the applicant may be requested before the request is processed.

15. Complaints

If you believe that the processing of your personal data breaches applicable legislation, you may contact the Data Protection Officer.

You also have the right to lodge a complaint with the competent supervisory authority in Portugal:

Comissão Nacional de Proteção de Dados — CNPD

16. Cookies and Technical Data

The website may use cookies and similar technologies that are necessary for its operation, security and performance.

If cookies or third-party services are used for analytics, marketing, embedded content or other purposes that are not strictly necessary, they will only be activated under the legally applicable conditions and, where required, following the user’s prior consent.

Detailed information about the cookies actually used should be provided in a Cookie Policy or in the corresponding consent management panel.

17. External Websites

The website may include links to websites operated by other entities.

This Policy does not apply to processing activities carried out on such external websites, and users are therefore advised to consult the respective privacy policies.

18. Changes to the Privacy Policy

This Policy may be updated whenever relevant changes occur in the organisation of the Congress, the website’s functionalities, the data processing activities carried out or the applicable legislation.

The most recent version will remain permanently available on this website.

Last updated: September 2026.

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