Privacy Notice

1. Who this notice applies to

This notice explains how the Irish Division of the International Association for Dental, Oral, and Craniofacial Research (IADR) handles personal data in connection with this website and the 2026 Irish Division IADR Annual Scientific Meeting in Cork.

For personal data processed locally for the 2026 meeting, the Irish Division acts as the relevant organiser and data controller for the purposes described below. IADR International separately processes membership and other information through its own systems and website.

2. Personal data we may process

Depending on how you engage with the meeting, we may process:

• your name, email address, professional role and institutional affiliation;
• meeting registration and ticket information received through Eventbrite;
• abstract titles, author and co-author names, affiliations, abstract text and correspondence relating to submission;
• information needed to confirm eligibility for a research prize competition, including IADR membership status where relevant;
• review, judging and competition administration records;
• emails and other enquiries sent to the organising team;
• photographs or video captured during the event where you are identifiable;
• limited technical information generated by the website host for security and delivery of the website.

3. Why we use personal data

We use personal data only where needed for legitimate and defined purposes, including:

• registering attendees and administering the meeting;
• communicating essential information about the event;
• receiving, reviewing and scheduling abstracts;
• administering oral and poster prize competitions;
• preparing the scientific programme and Book of Abstracts;
• maintaining an appropriate scientific and historical record of the meeting;
• responding to enquiries and resolving administrative issues;
• meeting financial, accounting or legal obligations where applicable;
• documenting and promoting the activities of the Irish Division through appropriate event photography.

Depending on the activity, the legal basis may include performance of or steps connected with the event registration arrangement, compliance with legal obligations, the Irish Division’s legitimate interests in organising and documenting a scientific meeting, or consent where consent is specifically requested.

4. Event registration and Eventbrite

Registration and ticket payment for the 2026 meeting are handled through Eventbrite. The Irish Division receives the information needed to administer its event. Eventbrite may act as a processor for organiser-directed event data and as an independent controller for some of its own platform activities.

When you use Eventbrite, its own privacy information and terms also apply. You can review the Eventbrite Privacy Policy ↗.

5. Abstract submissions and publication

Abstracts are submitted by email to the meeting organising team. Submission data are used for abstract review, programme planning, presentation allocation and prize administration where relevant.

Submitting authors are responsible for ensuring that co-authors are aware that their names and affiliations have been included in the submission and may be published if the abstract is accepted.

6. Research prize competitions

Where an abstract is entered for a competition, relevant information may be shared with members of the organising committee and appointed reviewers or judges. Reviewers and judges should use the information only for meeting and competition purposes.

7. Event photography

Photography may take place during the Annual Scientific Meeting for documentation, the Irish Division website, social media and future meeting communications. General event photography may be carried out on the basis of the Division’s legitimate interests, with appropriate notice and an opportunity for attendees to raise concerns. For close-up or posed photographs, agreement may be sought directly where appropriate.

See the separate Event Photography Notice for more information.

8. Who we may share information with

Personal data may be shared only where necessary with:

• members of the Irish Division organising committee;
• appointed abstract reviewers, competition judges and session organisers;
• Eventbrite for registration and ticketing;
• the website hosting provider for delivery and security of the website;
• IADR International where needed for membership or organisational purposes;
• professional advisers, service providers or public authorities where required by law.

We do not intend to sell attendee or abstract-submitter personal data.

9. International transfers

Some third-party services used for event registration or IADR membership may process information outside the European Economic Area. Those providers are responsible for using appropriate legal safeguards for international transfers where required. Eventbrite describes its transfer mechanisms in its organiser data-processing terms, and IADR International describes its data practices in its Privacy Policy.

10. How long we keep information

We aim not to retain personal data for longer than necessary. Administrative abstract and meeting correspondence will normally be retained only for the period needed to run the meeting and resolve follow-up queries. Financial or accounting records may be kept for longer where required by law.

Accepted abstracts, scientific programmes, prize records and selected meeting photographs may be retained for longer, including as part of the scientific or historical record of the Irish Division, where this remains appropriate and lawful.

11. Your data protection rights

Subject to the circumstances and the legal basis used, GDPR may give you rights to access your personal data, correct inaccurate information, request erasure or restriction, object to certain processing, receive certain data in portable form, and withdraw consent where processing is based on consent.

To exercise a right or raise a concern about data handled locally for the meeting, contact IrishDivisionIADR2026@outlook.com.

You also have the right to lodge a complaint with the Data Protection Commission, Ireland ↗.

12. Website security and changes to this notice

Reasonable organisational and technical measures should be used to protect meeting data from unauthorised access, loss or inappropriate disclosure. This notice may be updated if the website, event processes or service providers change. The current version and last-updated date will be shown on this page.