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Privacy Policy

Credit: Valentino Mastrella

International Association for Bear Research and Management (IBA) – 2026 Conference
Last updated: 5th November, 2025

Who We Are

The International Association for Bear Research and Management (IBA) is a nonprofit organisation based in the United States. This Privacy Policy applies to the IBA 2026 Conference website (the “Site”), which supports ticket sales, membership verification, abstract submission and field trip registrations for the upcoming conference in Italy. The conference is hosted and coordinated by Rewilding Apennines, Rewilding Europe and the Abruzzo Lazio e Molise National Park with official endorsement from IBA (International Association for Bear Research and Management).

Contact details:

  • IBA (International Association for Bear Research and Management) – the legal data controller responsible for determining the purpose and means of data processing (conference registration, membership verification, etc.).
    Email: [email protected]
  • Rewilding Apennines, Rewilding Europe and the Abruzzo Lazio e Molise National Park – the legal data processors responsible for operational coordination within Italy, including on-site management and local communications.
    Email: [email protected]

If you are located in the European Union, you may also contact our appointed EU representative or Data Protection Officer via the same address.

Overview

This Privacy Policy explains how we collect, use, and protect personal information provided through this Site, including when you:

  • Purchase conference tickets or banquet dinner tickets
  • Register as a conference delegate, presenter, exhibitor, or sponsor
  • Interact with IBA membership data (via Neon CRM integration)
  • Use our Site, which includes Google Fonts and Google Analytics for functionality and performance

We comply with applicable US privacy laws and the EU General Data Protection Regulation (GDPR) for visitors and participants from the European Union and European Economic Area.

What Personal Data We Collect

Depending on your interaction with the Site, we may collect:

  • Identity and Contact Information: Name, organisation, email address, phone number, billing and shipping addresses, and country of residence.
  • Registration and Ticket Information: Conference registration details, banquet selections, dietary preferences (if provided), ticket quantities, and transaction details.
  • Payment Information: Payments are processed securely through Stripe (Italy). We do not store or have access to your full payment card details. Stripe’s privacy policy governs their use of payment data.
  • Membership Information: When you verify membership status, limited data (e.g., member ID, name, email) is retrieved from Neon CRM, IBA’s membership management platform, to confirm eligibility for member pricing or access.
  • Technical and Usage Information: We use Google Analytics to understand how visitors use our Site (e.g., pages viewed, time on site, country). IP addresses are anonymised for EU visitors where possible.
  • Cookies and Consent Preferences: We use Complianz to manage cookie consent and privacy preferences in compliance with GDPR and ePrivacy Directive requirements. Visitors can manage or withdraw consent at any time via the on-site privacy settings banner.
How We Use Your Information

Your data is used for legitimate and transparent purposes, including:

  • Processing and managing conference registrations and ticket purchases
  • Verifying membership status for discounted pricing
  • Communicating event updates, confirmations, or logistical details
  • Providing customer service or responding to inquiries
  • Complying with accounting, tax, or legal obligations
  • Analysing site usage to improve our online experience (using aggregated and anonymised data)

We will only use your personal information for the purpose for which it was collected, unless we reasonably need to use it for another compatible purpose.

Legal Bases for Processing

If you are located in the EU or EEA, we process your personal data under one or more of the following legal bases:

  • Contractual necessity: to process registrations, payments, and participation in the conference.
  • Legitimate interests: to manage the event, improve our services, and communicate with attendees.
  • Legal obligation: to comply with financial, accounting, or reporting duties.
  • Consent: for analytics cookies and marketing communications, where applicable.
Sharing and Disclosure

We may share your data only with trusted partners as necessary to provide the services described:

  • Stripe (Italy): payment processor for secure transactions.
  • Neon CRM: for validating IBA membership details.
  • Google Fonts & Google Analytics: for site functionality and traffic measurement.
  • Complianz: for managing cookie consent.
  • Conference vendors or service providers: such as venue logistics, badge printing, or catering, but only to the extent necessary to fulfil event services.

We do not sell, rent, or trade your data to third parties for marketing purposes.

International Data Transfers

As a US-based organisation hosting an event in Italy, data may be transferred between the United States, Italy, and other countries where our vendors operate. For transfers outside the EU/EEA, we rely on Standard Contractual Clauses or equivalent legal safeguards to protect your data in accordance with GDPR.

Data Retention

We keep your personal information only as long as needed:

  • Registration and transaction records: retained for up to 7 years for legal and accounting compliance.
  • Membership verification data: retained only as long as needed to verify eligibility.
  • Analytics data: retained in anonymised or aggregated form only.
  • Marketing and consent preferences: until you withdraw consent.

When no longer needed, data is securely deleted or anonymised.

Your Rights

You have the following rights:

  • Access to your personal data
  • Correct inaccurate data
  • Request deletion (“right to be forgotten”)
  • Restrict or object to certain processing
  • Withdraw consent at any time (via Complianz settings or by contacting us)
  • Data portability
  • Lodge a complaint with your local supervisory authority

To exercise any of these rights, please email [email protected].

Data Security

We employ appropriate technical and organisational measures to safeguard your information, including encryption of payment data via Stripe, SSL/TLS security on the website, restricted administrative access, and periodic system reviews.

Cookies and Tracking

Our Site uses cookies to improve performance and understand visitor behaviour.

  • Essential cookies: required for checkout and account functionality.
  • Analytical cookies: used by Google Analytics (with anonymised IPs).
  • Functional cookies: for remembering user preferences.
  • Consent cookies: managed through Complianz, allowing users to accept, reject, or customise cookies at any time.

You can adjust your cookie preferences anytime via the “Privacy Settings” link in the footer.

Children’s Privacy

This website and conference registration services are intended for adults (18+). We do not knowingly collect data from minors. If we become aware that personal data has been provided by a child without parental consent, we will delete it promptly.

Updates to This Policy

We may update this policy from time to time to reflect operational, legal, or regulatory changes. The revised version will be posted on this page with an updated “Last revised” date.

Contact Us

For privacy questions, concerns, or requests, please email [email protected].