1. General provisions
1.1. This Policy sets out the procedures and conditions for processing personal data when using https://sport-health.ru, the participant account and related services of the International Scientific Congress ‘Sport, People and Health’ (the Website and the Congress).
1.2. The personal data controller is the International Public Organisation for the Promotion of Science and Sport ‘Sport, People and Health’ (МОО «Спорт, Человек, Здоровье»), Primary State Registration Number (OGRN) 1117800001274, Taxpayer Identification Number (INN) 7814160983, Tax Registration Reason Code (KPP) 781401001.
- Registered address: Office 406, 61 Vyborgskaya Embankment, Saint Petersburg, 197342.
- Postal address: Office 24, Building A, 8 Malaya Morskaya Street, Saint Petersburg, 191186.
- Email for enquiries about personal data: info@sport-health.ru
1.3. This Policy has been prepared in accordance with the legislation of the Russian Federation on personal data and information.
1.4. This Policy applies to processing organised by the Controller. Third-party websites accessed through external links operate under their own rules.
2. Processing principles
The Controller processes personal data lawfully and fairly, solely for purposes specified in advance; does not combine incompatible purposes; collects only the data necessary; maintains data accuracy; limits retention periods; and takes measures to protect the data.
3. Categories of data subjects
The Controller may process data relating to:
- Website visitors and participant account users;
- registered and prospective Congress participants;
- authors, co-authors, speakers and reviewers of scientific materials;
- representatives of partners, sponsors and the media, and volunteers;
- the Controller’s employees and representatives;
- other individuals who contact the Controller.
4. Purposes, data categories and grounds for processing
4.1. Access to the participant account
The purpose is to create an account, send a one-time link, maintain a session, prevent abuse and ensure security.
The data processed comprises the email address, user identifier, email verification status, session and one-time link data, locale, record creation and update dates, and the minimum technical information necessary.
The grounds are the user’s request, performance of the User Agreement, consent where required by law, and ensuring Website security.
4.2. Registration and participation in the Congress
The purpose is to receive and review the registration form, arrange participation, generate a registration code, maintain communication and manage application statuses.
The data processed comprises form of address, full name, email address, telephone number, country, city, organisation, position, academic degree and/or title, selected scientific section, participation type and format, package and additional services, intention to submit materials, registration status, comments and action dates.
The grounds are separate consent to personal data processing, steps taken at the user’s request and performance of the participation terms.
4.3. Scientific materials
The purpose is to receive, store, check, review and revise materials, and to include the presentation paper in the Congress Proceedings and the Congress scientific programme.
The data processed comprises registration details, title, language, presentation format, scientific section, files and their metadata, statuses, comments, decisions and version history. For co-authors, the data processed may include full name, email address, organisation, role and authorship order.
The grounds are the author’s/co-author’s consent and the rules for submitting and publishing the presentation paper in the Congress Proceedings.
4.4. Participation packages and proof of payment
The purpose is to compile the selected services, provide bank details for an external bank transfer, receive proof of payment, carry out a manual check and record the decision.
The Website does not accept bank cards or process payments. The data processed comprises selected items, prices and currency, order statuses, declared amount and payment reference, the participant’s comment, the uploaded receipt or payment document, file name, type and size, the reviewing staff member’s decision and processing history. The document may contain payer details provided by the bank.
The grounds are performance of the participation terms, legal requirements and the user’s consent where required by law.
4.5. Partnership enquiries and other enquiries
The purpose is to receive and review an enquiry and contact the applicant. The data processed comprises the organisation, contact person’s name, email address, telephone number, participation format of interest, preliminary estimate and comment. The grounds are the applicant’s consent and steps taken at their request.
4.6. Service messages
The purpose is to send one-time links, confirmations, status notifications, requests for clarification and reminders related to Website use and participation. The data processed comprises the email address, display name, event type and technical delivery history.
Service messages are not advertising mailings. Advertising and marketing messages are sent only where a separate lawful basis exists.
4.7. Administration and security
The purpose is to control access, audit actions, prevent abuse, investigate incidents and respond to lawful requests. The data processed comprises identifiers, roles, action dates and types, and the minimum technical information necessary.
4.8. Analytics on public pages
The purpose is to assess visits to public pages and interest in information about the Congress. Yandex Metrica, counter No. 113240456, is enabled only after the visitor separately selects “Allow analytics”. Declining analytics does not prevent use of the Website or participation in the Congress.
Technical information about the browser, device and visit is processed, including the IP address, cookie and local storage identifiers, visit time, public page addresses and predefined actions. This information is not fully anonymous. The Website sends page addresses without query parameters or fragments.
The recorded events are interest in registration, a successful request for an email containing a sign-in link, submission of a partnership enquiry, download of the information letter and clicks on contact details. Requesting an email does not mean that registration has been completed. Form contents, full names, email addresses, telephone numbers, scientific materials and participants’ personal identifiers are not included in analytics events.
The counter operates only on selected public pages at https://sport-health.ru for visitors who are not signed in. The participant account, staff areas, sign-in via a link, consent invitations and the scientific material submission page are excluded. Session Replay, click maps, automatic goals, form-field collection, e-commerce and advanced data matching are disabled.
The basis is the visitor’s prior voluntary consent, given through a separate action in the cookie settings. The choice, the time it was saved and the settings version are stored in the browser for 180 days. The choice can be changed or consent withdrawn through “Cookie settings” at the bottom of the page. The analytics rules and withdrawal procedure are set out at https://sport-health.ru/cookies.
5. Processing operations and methods
The Controller may collect, record, organise, accumulate, store, update, retrieve, use, disclose to authorised persons, block, delete and destroy data, using automated means and, where necessary, non-automated means.
The data subject is normally the source of the data. Information about co-authors may be provided by the corresponding author where a lawful basis exists.
6. Data recipients
Access is granted only to persons who need the data to perform their tasks. The Controller may engage providers of Website hosting and technical support, secure file storage, business email and service message delivery to process data. These parties process only the necessary amount of data, for purposes specified by the Controller, under contracts and subject to confidentiality and security requirements.
Authorised employees, Organising Committee members and reviewers receive access within the scope of their duties. Data is provided to public authorities only in the cases and manner prescribed by law.
When analytics is allowed, technical information is sent to Yandex Metrica. The counter uses a restricted mode with Website cookies; advertising tools and the transfer of contact details for advanced data matching are disabled. Information about the data used by the service: https://yandex.ru/support/metrica/ru/code/data-collected.
7. Data localisation and cross-border transfer
When collecting personal data of Russian Federation citizens online, the Controller ensures that its initial recording, organisation, accumulation, storage, updating and retrieval use databases located in the Russian Federation.
Cross-border transfer may take place only after the requirements of Russian Federation legislation have been met and a lawful basis exists. If the processing methods change, this Policy is updated before the relevant transfer begins.
8. Retention periods and destruction
Data is retained no longer than necessary for the stated purposes:
- account and registration data — during use of the participant account and the preparation and holding of the Congress, and thereafter until the related organisational and legal obligations have been fulfilled;
- scientific materials and peer-review information — during review, programme preparation and publication, and after publication for as long as necessary to verify authorship and fulfil publishing obligations;
- order and proof-of-payment information — for the periods prescribed by accounting and tax legislation;
- enquiries — until correspondence has concluded and for a reasonable period thereafter to protect the parties’ rights;
- technical logs — for the period necessary for security, incident investigation and compliance with legal requirements.
- the analytics preference in the browser — 180 days; cookie lifetimes and details of analytics data deletion are set out in the Cookie Policy. Withdrawal stops subsequent collection and does not, in itself, delete statistics already sent; enquiries about processing are handled under Section 10.
Once the purpose has been achieved, the mandatory retention period has expired or the grounds for processing no longer apply, data is deleted, destroyed or anonymised unless further retention is required by law.
9. Public disclosure of data
The Controller does not publish personal data solely on the basis of ordinary processing consent. Publishing a full name, organisation, position, academic title, photograph, authorship information or other data in the public domain requires separate consent to processing personal data that the data subject has authorised for dissemination.
10. Data subject rights
The data subject may obtain information about processing; request correction, blocking or destruction of data where grounds exist; withdraw consent; object to processing where provided for by law; and challenge the Controller’s actions in accordance with Russian Federation legislation.
Requests should be sent to info@sport-health.ru or to the postal address: Office 24, Building A, 8 Malaya Morskaya Street, Saint Petersburg, 191186. The request must describe the action sought and provide information enabling the applicant to be identified. The Controller may request reasonable proof of identity without collecting excessive data.
11. Data protection
The Controller applies the necessary legal, organisational and technical measures, including access controls, action logging, training of authorised persons, secure transmission, backups, vulnerability monitoring and incident response.
12. Cookies
The Website uses necessary cookies for secure sign-in, maintaining the session and saving settings. Optional analytics is enabled only after separate consent has been given. Detailed information, retention periods and instructions for changing the choice are published in the Cookie Policy at https://sport-health.ru/cookies.
13. Changes to the Policy
The Controller may update this Policy. A new version applies from its publication date at https://sport-health.ru/privacy unless it states otherwise. Where a change requires new consent, the relevant processing begins only after that consent has been obtained.
14. Contact details
- Email for personal data enquiries: info@sport-health.ru
- Postal address: Office 24, Building A, 8 Malaya Morskaya Street, Saint Petersburg, 191186.