How we look after your data

Who we are

Stagioni Climate Network is a non-profit network of universities, cities and utilities based in Rotterdam, the Netherlands. We organise Stagioni 2027, the Climate Adaptation Summit, and we are the controller for the personal data described here. We process personal data under the EU General Data Protection Regulation (GDPR).

What we collect

• Registration: your name, email address, organisation, job title, pass type, invoicing details and any access or dietary needs you tell us about.
• Abstracts and speakers: author names, affiliations, contact details, your abstract and, if accepted, your poster, photo and short biography.
• Contact: what you send us by email or phone.
• Website: basic, anonymised usage statistics and the technical data your browser sends (such as IP address), kept in server logs for security.

Why we use it

We use your data to run the summit: to process your registration and payment, review abstracts, publish the programme, issue badges, arrange field visits and workshops, and send you practical information before and after the event. The legal bases are the contract with you (registration), our legitimate interest in running a safe, well-organised event, and your consent where we ask for it, for example for our newsletter.

Who we share it with

We never sell your data. We share only what is needed with the venue (Havenlab Conference Centre), our payment provider, our registration and email services, and field-visit hosts (names only). Accepted speakers and poster authors are listed publicly in the programme. All providers are bound by data processing agreements, and data stays within the European Economic Area unless suitable safeguards are in place.

Photos and recordings

Plenary sessions are recorded and photographed, and recordings are shared with Institutional and Full pass holders. Photographers avoid the quiet room, prayer room and family room. If you prefer not to be photographed, tell the registration desk when you collect your badge.

How long we keep it

We keep registration and invoicing records for seven years, as Dutch tax law requires. Abstracts that were not accepted are deleted after the summit. Newsletter subscriptions last until you unsubscribe, which you can do from any email we send.

Your rights

You can ask to see, correct, delete or export your data, object to its use or withdraw consent at any time. Email us and we will reply within one month. If you are not satisfied, you can complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Cookies

This website uses only the cookies it needs to work and anonymised statistics that do not track you across other sites. We do not use advertising cookies.

Contact

Stagioni Climate Network, Rotterdam, the Netherlands. Email programme@stagioni-demo.org or call +31 10 555 0127, Monday to Friday 9:00–17:00 CET. We may update this policy; the date at the top shows the latest version.