Privacy Policy

Last updated: 20 August 2026

1. Who we are

The Science Summit is organised and operated by:

Science Summit Secretariat

GIVOR t/a ISC
38/39 Fitzwilliam Square West
Dublin 2
D02 NX53
Ireland

(“GIVOR”, “Science Summit”, “we”, “us” or “our”).

GIVOR is the data controller responsible for personal data processed in connection with the Science Summit, including through:

www.sciencesummitnyc.org, the public Science Summit website; and
event.sciencesummitnyc.org, the Science Summit registration and event-management platform, Convene360.

Science Summit sessions are proposed and organised by participating organisations and individuals from around the world. Once a session proposal has been approved, the organisation or individual responsible for that session is referred to in this Privacy Policy as a “Convenor”.

This Privacy Policy explains how we collect, use, share and protect personal data relating to attendees, prospective Convenors, Convenors, speakers, moderators, Youth Parliament applicants and participants, volunteers, and other individuals who interact with the Science Summit.

2. Science Summit website and Convene360

The Science Summit operates through two principal online environments:

www.sciencesummitnyc.org, which provides public information about the Science Summit, its programme, sessions, speakers and activities; and
event.sciencesummitnyc.org, which provides access to Convene360.

Convene360 is a dedicated platform developed for the organisation and operation of the Science Summit. It is used for functions including:

account creation;
participant registration;
session registration;
programme administration;
Convenor and session management;
participant communications; and
management of attendance and participation.

This Privacy Policy applies to personal data processed through both environments and, more generally, in connection with the organisation and operation of the Science Summit.

Convene360 and the Science Summit website use third-party cloud infrastructure and technology providers to support their operation, hosting, storage, communications and security.

Some of this infrastructure and some of our service providers may be located outside the European Economic Area (“EEA”), including in the United States.

International transfers of personal data are addressed in Section 13 below.

3. Personal data we collect

The personal data we collect depends on how you interact with the Science Summit.

Registration and account information

When you create an account or register through Convene360, we may collect:

first name and surname;
email address;
telephone number, where you choose to provide it;
country; and
information required to create, authenticate and secure your Convene360 account.

Professional and organisational information

We may collect:

position or job title;
professional role;
organisation or institutional affiliation;
organisation type;
organisation website or URL;
professional areas of interest; and
professional profile information, such as a LinkedIn profile, where you choose to provide it.

Participation information

We may collect information relating to:

sessions for which you register or request access;
whether you participate in person or virtually;
attendance and participation in Science Summit sessions;
communications relating to your registration or participation; and
other information reasonably necessary to administer your participation.

Speakers, moderators and other contributors

If you participate as a speaker, moderator or other contributor, we may process additional professional, biographical, photographic and programme information necessary to organise, administer and publicise your participation.

Technical and security information

When you use the Science Summit website or Convene360, we may process technical information such as:

IP address;
browser and device information;
access and security logs;
authentication information; and
information used to detect and prevent spam, fraud, automated registrations, misuse or security incidents.

We seek to collect only personal data that is adequate, relevant and reasonably necessary for the purposes for which it is processed.

4. Session proposals and prospective Convenors

Individuals and organisations may submit proposals to organise sessions as part of the Science Summit.

Before a proposal is approved, we may collect and process personal data relating to:

the person submitting the proposal;
the applicant organisation;
proposed speakers and moderators;
proposed collaborators or participating organisations; and
other individuals identified in the proposal.

This information may include:

name and contact details;
organisation and professional affiliation;
position or professional role;
professional biography or profile information;
information contained in the proposed session description;
information concerning proposed speakers, moderators or collaborators; and
communications and other information relating to the proposal.

We process this information for purposes including:

receiving and administering session proposals;
assessing the eligibility and suitability of proposed sessions;
enabling evaluation by the Science Summit Scientific Committee and other authorised reviewers where appropriate;
communicating with applicants about their proposals;
selecting and approving Science Summit sessions; and
where a proposal is approved, establishing and administering the applicant’s participation as a Convenor.

Information contained in a session proposal may therefore be made available to members of the Science Summit Scientific Committee and other authorised individuals involved in the evaluation and selection process.

Members of the Scientific Committee and other authorised reviewers are expected to use proposal information only for purposes connected with the evaluation and administration of Science Summit proposals and to treat such information appropriately and confidentially.

Where a proposal contains personal data relating to another individual, such as a proposed speaker, moderator or collaborator, the person submitting the proposal should ensure that they are entitled to provide that information and, where appropriate, that the individual has been informed that their information has been provided to the Science Summit.

If a proposal is approved, relevant information may subsequently be used to:

establish the applicant as a Science Summit Convenor;
create and administer the approved session;
coordinate speakers and participants;
manage the session through Convene360; and
publish appropriate information about the session as part of the Science Summit programme.

If a proposal is not approved, we will retain personal data relating to the proposal only for as long as reasonably necessary for the selection process, associated administration, record-keeping and legitimate follow-up, after which it will be deleted or anonymised in accordance with our retention practices.

5. Science Summit Youth Parliament

The Science Summit may invite applications from high school students, university students and other young people to participate in the Science Summit Youth Parliament.

As part of the application and selection process, we may collect personal data including:

name;
email address and contact details;
country of residence;
age or age range and, where necessary, date of birth;
school, university or other educational institution;
level or field of study;
academic, scientific or professional interests;
responses to application or selection questions;
motivation for participating in the Youth Parliament;
information about relevant activities, experience or achievements; and
other information voluntarily provided as part of the application.

We use this information to:

receive and administer Youth Parliament applications;
assess applicants and select participants;
communicate with applicants regarding the selection process;
organise and administer the Youth Parliament;
coordinate selected participants;
facilitate online or in-person participation;
communicate information concerning the Science Summit and Youth Parliament; and
where appropriate, document and communicate Youth Parliament activities.

Applications may be reviewed by authorised members of the Science Summit team and, where applicable, authorised reviewers involved in the Youth Parliament selection process.

Selection for the Science Summit Youth Parliament does not constitute an offer of financial support, reimbursement or other monetary benefit.

The Youth Parliament may take place online or in person depending on the format of the relevant Science Summit programme, funding available and other operational considerations.

Where an in-person Youth Parliament takes place, selection does not imply that the Science Summit will cover travel, accommodation, visas, meals, insurance or other participation costs unless expressly confirmed otherwise in writing.

Young participants and minors

Some Youth Parliament applicants and participants may be under 18 years of age.

Where we process personal data relating to minors, we take appropriate measures having regard to their age, the nature of the activity and applicable data protection law.

Where parental or guardian consent, authorisation or notification is required by applicable law or reasonably necessary for participation in a particular activity, we may request contact details and appropriate consent or authorisation from a parent or legal guardian.

We seek to collect only the personal information reasonably necessary for the application, selection and participation process and encourage applicants not to provide unnecessary sensitive or highly personal information.

Where a selected participant who is a minor is invited to participate in person, additional parental or guardian authorisations, emergency contact information or other information reasonably necessary for safeguarding, travel or participation arrangements may be requested separately.

Personal data relating to Youth Parliament applicants who are not selected will be retained only for as long as reasonably necessary for the selection process, associated administration, record-keeping and legitimate follow-up, after which it will be deleted or anonymised in accordance with our retention practices.

6. Volunteers and expressions of interest

Individuals interested in volunteering with the Science Summit may contact us directly by email.

There is currently no separate online volunteer application form.

Where you contact us about volunteering, we may process personal data contained in your email or subsequently provided by you, such as:

your name and email address;
other contact details;
organisation, school, university or professional affiliation;
relevant skills, interests or experience;
availability; and
any other information you choose to include in your communication.

We use this information to:

respond to your enquiry;
assess potential volunteering opportunities;
communicate with you about volunteering; and
where you become a volunteer, organise and administer your participation.

Please do not include sensitive or unnecessary personal information in an initial volunteering enquiry.

Providing an expression of interest does not guarantee that a volunteering opportunity will be available or offered.

7. How we use personal data

We use personal data for purposes connected with organising, operating and participating in the Science Summit.

Registration and participation

We may use your information to:

create and manage your Science Summit account;
register you for the Science Summit;
administer your participation;
manage access to sessions;
manage in-person and virtual attendance;
maintain and administer the Science Summit programme;
provide registration confirmations and operational information;
respond to enquiries; and
provide participant support.

Session administration

We may process information to enable the Science Summit and the relevant Convenor to organise and administer sessions for which participants register.

This may include:

managing registrations;
managing attendance and access;
communicating with registered participants;
providing session information, updates and access instructions;
providing materials relating to the session; and
appropriate follow-up relating to the session.

Speakers, moderators and Convenors

We may process personal data to:

coordinate speakers and moderators;
manage Convenor participation;
publish programme, session and speaker information;
administer session logistics; and
communicate regarding Science Summit activities.

Science Summit communications

We may send communications necessary or relevant to your participation, including:

registration confirmations;
programme information;
session information;
schedule changes;
access details;
event notices; and
relevant follow-up information.

Where permitted by applicable law, we may also provide information about future Science Summit activities.

Where consent is required by applicable law for a particular communication, we will request that consent separately. You may withdraw your consent at any time.

Security and administration

We may process information to:

maintain the security and integrity of the Science Summit website and Convene360;
authenticate users;
prevent spam, fraud, abuse and automated registrations;
investigate technical or security incidents;
maintain appropriate administrative and security records; and
comply with applicable legal and regulatory obligations.

8. Legal bases for processing

We process personal data only where we have an appropriate lawful basis under applicable data protection law.

Depending on the processing activity, this may include:

Performance of a contract or steps taken at your request

Where processing is necessary to provide registration, access, participation or other services requested by you, or to take steps at your request in connection with a session proposal, Youth Parliament application or other participation process.

Legitimate interests

Where processing is necessary for legitimate interests pursued by GIVOR or, where appropriate, another party, provided those interests are not overridden by your rights and freedoms.

These legitimate interests may include:

organising and administering the Science Summit;
receiving, reviewing and selecting session proposals;
enabling the Scientific Committee to evaluate proposed sessions;
administering and selecting Youth Parliament applicants;
assessing volunteering enquiries;
enabling Convenors to organise and administer approved sessions;
communicating with participants about sessions for which they have registered;
maintaining the security and effective operation of Convene360 and the Science Summit website;
improving Science Summit services;
managing relationships with participants, speakers, volunteers, Convenors and participating organisations; and
documenting and communicating the activities and impact of the Science Summit.

Legal obligations

Where processing is necessary for GIVOR to comply with an applicable legal or regulatory obligation.

Consent

Where we rely on your consent for a particular processing activity, including certain optional communications or other uses of personal data.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Vital interests

In exceptional circumstances, we may process personal data where necessary to protect the vital interests of an individual, for example in connection with a serious health or safety emergency.

9. Session Convenors and participant information

Once a session proposal is approved, the relevant organisation or individual becomes a Science Summit Convenor and may be provided with access to functionality within Convene360 necessary to manage its session.

Science Summit Convenors are located around the world.

When you register for, request access to or participate in a session organised by a Convenor, relevant registration information relating to you may be made available to that Convenor through Convene360.

Depending on the information you have provided and the functionality available to the Convenor, this may include:

your name;
email address;
telephone number, where provided;
organisation;
position or job title;
country;
organisation website or URL;
LinkedIn profile, where provided; and
attendance format.

Convenors are provided access to participant information for purposes connected with organising, administering and delivering their sessions.

These purposes may include:

managing registrations and attendance;
managing access;
communicating with registered participants;
providing session information and materials;
coordinating participation; and
appropriate follow-up relating directly to the session.

Convene360 may enable Convenors to communicate directly with participants registered for their sessions.

Access to Science Summit registration information does not, by itself, constitute consent for a Convenor to add participants to unrelated marketing databases or general promotional mailing lists.

If a Convenor wishes to process participant information for additional purposes, including general direct marketing, that Convenor is responsible for establishing an appropriate lawful basis and complying with applicable data protection, privacy and electronic communications laws.

Depending on the circumstances and the purposes for which it processes personal data, a Convenor may act as an independent data controller in relation to personal data it receives or processes.

10. Information about Convenors at registration

At general Science Summit registration, participants are informed that sessions may be organised by independent Convenors from around the world and that relevant registration information may be made available to the Convenor of a session for which they register.

Individual session information identifies the relevant Convenor so that participants can understand which organisation is responsible for organising the session they choose to attend.

The registration notice may state, for example:

Sessions are organised by Convenors worldwide. When you register for a session, relevant registration information is shared with its Convenor to manage your participation and related communications. See our Privacy Policy for details.

As part of the general registration process, participants are required to accept the Science Summit Terms and Conditions and acknowledge that they have read this Privacy Policy.

11. Other recipients of personal data

We may share personal data where reasonably necessary with organisations or individuals that support the operation of the Science Summit, including:

members of the Scientific Committee and other authorised proposal reviewers;
authorised Youth Parliament reviewers;
cloud hosting and storage providers;
IT and security providers;
communications and email service providers;
event venues;
production and audiovisual suppliers;
event-management suppliers;
professional advisers, including legal, accounting and insurance advisers;
public authorities or regulators where required by law;
emergency or medical services where necessary; and
other suppliers assisting GIVOR with the organisation and operation of the Science Summit.

Where a service provider acts as a processor on behalf of GIVOR, we require appropriate contractual, confidentiality and security protections in accordance with applicable data protection law.

We do not sell Science Summit participant personal data.

12. Technology providers and infrastructure

The Science Summit website and Convene360 use third-party technology and cloud infrastructure providers to support their operation.

These may include providers of:

application hosting;
data storage;
cloud infrastructure;
communications;
security and anti-abuse services;
backup and recovery;
website functionality; and
other technical services necessary to operate the Science Summit.

Some of our technology and service providers may process or make personal data accessible from locations outside the EEA, including the United States..

We periodically review our technology arrangements and require appropriate data protection and security safeguards where personal data is processed by service providers on our behalf.

13. International transfers

The Science Summit is a global initiative involving participants, speakers, Convenors, Scientific Committee members, Youth Parliament applicants and participants, volunteers, partners and service providers located throughout the world.

As a result, personal data may be transferred to, stored in or accessed from countries outside the EEA.

This may occur, for example:

where technology infrastructure or a service provider is located outside the EEA;
where an authorised Scientific Committee member, Youth Parliament reviewer or other authorised reviewer accesses information from outside the EEA; or
where you register for a session organised by a Convenor located outside the EEA and relevant registration information is made available to that Convenor.

Where a transfer of personal data outside the EEA is subject to Chapter V of the General Data Protection Regulation (“GDPR”), GIVOR will use an appropriate transfer mechanism as required by applicable law.

Depending on the destination, recipient and circumstances, this may include:

a European Commission adequacy decision;
Standard Contractual Clauses approved by the European Commission;
another appropriate safeguard recognised under applicable data protection law; or
where legally permitted, an applicable derogation for a specific transfer.

Where required, GIVOR may implement supplementary contractual, technical or organisational safeguards having regard to the circumstances of the transfer.

You may contact us for further information about safeguards applicable to transfers of your personal data.

14. Security and anti-abuse technologies

GIVOR implements technical and organisational measures designed to protect the Science Summit website, Convene360 and personal data processed in connection with the Science Summit.

Convene360 uses security and anti-abuse technologies, including Google reCAPTCHA, to help protect registration forms and the platform against spam, automated registrations, fraud and malicious activity.

The use of such services may involve processing of technical information by the relevant provider, such as IP address, browser or device information and interaction data.

Where third-party services process personal data independently, their own privacy terms may also apply.

15. Cookies and similar technologies

The Science Summit website and Convene360 may use cookies and similar technologies.

Cookies that are strictly necessary for the operation, security and functionality of our services may be used without consent where permitted by applicable law.

Where required by law, we will request your consent before using non-essential cookies or similar technologies, including certain analytics or advertising technologies.

You may accept or reject non-essential cookies and, where available, modify or withdraw your preferences using the cookie-preference controls provided on the Science Summit website.

Further information about specific cookies and technologies, their providers, purposes and duration may be made available through the relevant cookie-management mechanism.

16. Photography, filming and recordings

Science Summit sessions and related activities may be photographed, filmed, streamed, recorded or otherwise documented.

Where applicable, photographs, audio and video recordings may be processed for purposes including:

documenting Science Summit activities;
reporting;
education;
editorial communications;
institutional communications;
public information; and
promotion of the Science Summit and related activities.

Subject to the applicable Science Summit Terms and Conditions and other relevant arrangements, recordings or authorised photographs relating to a Convenor’s own session may also be made available to that Convenor for appropriate institutional, educational, editorial, communications or promotional purposes.

The Science Summit may also document and communicate Youth Parliament and volunteer activities where appropriate.

Where specific consent is required by applicable law for a particular use, that consent will be obtained separately.

Additional consent or authorisation may be required where photographs or recordings involve minors.

17. Data retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and for related legitimate, legal, contractual or administrative purposes.

When determining appropriate retention periods, we consider factors including:

the nature of the personal data;
the purpose for which it was collected;
whether you are a prospective Convenor, Convenor, attendee, speaker, moderator, Youth Parliament applicant or participant, volunteer or other participant;
whether a session proposal or Youth Parliament application was successful;
the duration of the Science Summit programme and related administration;
applicable legal and regulatory requirements;
contractual obligations;
security and audit requirements; and
whether information may be required for the establishment, exercise or defence of legal claims.

Where personal data is no longer required, we will delete it, anonymise it or otherwise cease processing it, subject to applicable legal requirements.

Convenors that process participant information for their own purposes are responsible for applying appropriate retention periods to that processing.

18.Data security

GIVOR implements appropriate technical and organisational measures designed to protect personal data against:

unauthorised or unlawful access;
accidental loss;
destruction;
alteration;
unauthorised disclosure; and
other unlawful processing.

Access to personal data within Convene360 is restricted according to operational requirements and user permissions.

Convenors are provided access to participant information associated with their sessions in accordance with the permissions and functionality provided through Convene360.

Members of the Scientific Committee, Youth Parliament reviewers and other authorised reviewers should have access only to the information reasonably necessary for the relevant evaluation or administration process.

Although we take appropriate measures to protect personal data, no electronic transmission, storage or information system can guarantee absolute security.

19.Your data protection rights

Subject to the conditions and limitations provided by applicable law, you may have the right to:

request access to personal data we hold about you;
request correction of inaccurate or incomplete personal data;
request deletion of your personal data;
request restriction of processing;
object to processing based on legitimate interests;
object at any time to processing for direct marketing purposes;
receive certain personal data in a structured, commonly used and machine-readable format where the right to data portability applies;
request transmission of eligible personal data to another controller;
withdraw consent at any time where processing is based on consent; and
lodge a complaint with a competent data protection supervisory authority.

These rights are not absolute and may be subject to conditions or exemptions under applicable law.

We may request appropriate information to verify your identity before acting on a request.

Where a request relates to personal data concerning a minor, additional identity or authority verification may be required.

20. Children and young people

Most Science Summit activities are intended for professional, academic, scientific, institutional, policy and related audiences. However, certain Science Summit initiatives, including the Science Summit Youth Parliament, are specifically designed to involve students and young people, some of whom may be under 18 years of age.

Where we knowingly collect or process personal data relating to minors, we take appropriate measures having regard to the individual’s age, the nature of the activity and applicable data protection and safeguarding requirements.

Where parental or guardian consent, authorisation or notification is required, we will implement appropriate arrangements for the relevant activity.

We do not knowingly request that minors provide personal data that is not reasonably necessary for their application, selection or participation.

21.Complaints and supervisory authority

GIVOR is established in Ireland and processes personal data in accordance with the GDPR and applicable Irish data protection legislation.

If you have concerns about how we process your personal data, we encourage you to contact us so that we can address the matter.

You also have the right to lodge a complaint with a competent data protection supervisory authority.

In Ireland, the supervisory authority is the Data Protection Commission.

You may also be entitled to contact the data protection supervisory authority in the EEA Member State in which you habitually reside or work, or where you believe an infringement of data protection law has occurred.

22.Third-party websites and services

The Science Summit website and Convene360 may contain links to websites, platforms or services operated by independent third parties, including Convenors and other participating organisations.

GIVOR is not responsible for the privacy practices of independent third parties.

We encourage you to review the privacy information provided by those organisations before providing personal data directly to them.

23.Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

the Science Summit;
Convene360;
the Youth Parliament or other Science Summit programmes;
our processing activities;
our technology, hosting or service providers;
our operational arrangements; or
applicable law or regulatory guidance.

The current version of this Privacy Policy will be published on the Science Summit website together with the date of the latest update.

Where a change materially affects how we process personal data, we will take appropriate steps to bring the change to the attention of affected individuals where required by law.

24. Contact us

The data controller is: