Privacy, legal notice and accessibility

1. Company name

Data protection information

2. Purpose

What do we use the data for?

This Privacy Policy sets out the terms on which we will process personal data for IATON. KAWARU collects the following personal data for the purposes indicated below:

• Managing applications: assessment by the committee, verification through an interview and selection of the 9 cases.
• Managing pre-registrations, capacity (100 places), the waiting list and accessibility and dietary needs.
• Managing sponsorship proposals.
• Operational communications: confirmation of submission, reminders, logistics notices and schedules.
• Sending the programme and the IAton 2027 Report, only to those who tick the box (2 emails at most). There is currently no newsletter and no communications about future editions.
• Capturing image and voice during the event (photos, video and live stream) and publishing them on the website and on social media, only with consent.
• Answering the information chat.
• Website security, abuse prevention and basic usage analytics.

How long do we keep your data?

Below, and in accordance with current legislation, we inform you of how long we will keep your data, which depends on the use for which it is intended:

• Requests and attached documents (applications, pre-registrations and sponsorship): until 31 December 2027, once the IAton 2027 Report has been published (17 February 2027). They are then deleted, except for data that must be kept to comply with legal obligations, and only for as long as those obligations require. The organisers delete them from the panel (deleting a request also deletes its files). The notifications for each request (with attachments) arrive in the info@iaton.cat mailbox and are kept there until the same date.
• Programme and report; image and voice: until you withdraw your consent or, at most, the period above. If you withdraw your image and voice consent, we will remove from the website the photographs and videos in which you appear and will not use them for new purposes; material already printed or published before the withdrawal (for example, the IAton 2027 Report) cannot be withdrawn retroactively.
• Website analytics: 13 months; older events are deleted automatically. Because the random value used to encrypt the IP address changes every day, identifiers can only be linked within the same day.
• Sign-in and submission attempts (to limit abuse): 7 days.
• Panel activity log: the 5,000 most recent entries. Password recovery links: valid for 60 minutes and deleted once expired.
• Backups (database and attachments): 21 days.
• Email delivery error log (date, request code and address): until the incident is resolved and, at most, 90 days.
• Chat conversations: kept by the chat provider, as data processor, on behalf of KAWARU and following its instructions; you can request their deletion at dpo@kawaruconsulting.com. Your browser keeps a local copy (see the cookie policy).

3. Legal basis

Below we explain what allows us to process your data, depending on the use for which it is intended.

• Managing applications, pre-registrations and sponsorship, and operational communications: taking pre-contractual steps (Art. 6(1)(b) GDPR).
• Programme/report and image and voice: consent (Art. 6(1)(a) GDPR).
• Needs that reveal health data: consent (Art. 6(1)(a) and 9(2)(a) GDPR).
• Security, fraud prevention and cookieless analytics: legitimate interest (Art. 6(1)(f) GDPR).

4. Recipients

Disclosure of data to third parties

The data collected for the IATON event will not be disclosed to third parties without your consent, except to service providers with which we have a service contract in force or where a law obliges KAWARU to make such a disclosure.

5. Categories of data

Types of data processed

We only process the data you give us in the forms, chat data if you use it and a minimum of technical data from the website. Fields marked with * are mandatory.

• In all forms: first name and surname*, email*, organisation or public body*, position* and acceptance of the privacy policy*. We automatically add the date and time of receipt, the page language, the address of the page you submit it from and a reference code.
• Application: field*, project name*, short description*, in production since (month and year)*, measured impact, cost and timeframes, what did not work*, the declaration that the case meets the requirements*, the anonymised project report* (at least one attached file; you may add supporting documentation) and the declaration that the attached documentation is anonymised*. Attachments: up to 5 files, 5 MB per file and 12 MB in total, in PDF, DOC, DOCX, PPT, PPTX, XLS, XLSX, PNG, JPG, JPEG, WEBP or ZIP format.
• Pre-registration: type of body*, profile*, accessibility, dietary or other needs (optional), attendance at the afterwork (optional), whether you join the waiting list and two optional, separate consents: receiving the programme and the report by email, and the use of your image and voice in the photographs, videos and live stream of the event.
• Sponsorship: type of organisation*, type of contribution* and message (optional).
• Chat (only if you open it): the messages you write, the files you attach and, if you turn on voice or the avatar, the audio you send. This content is processed by the chat service provider.
• Website technical data: as described in the cookie policy. The IP address is only used in memory to estimate approximate location and, to limit abuse, it is stored encrypted (hashed) with a random value that changes every day.
• Committee members and organisers (internal panel only): name, email, role, password stored as a hash, date of last sign-in, ratings and comments, and an activity log.
• Health data: the optional accessibility or dietary needs field may reveal health information (for example, an allergy or a disability). Only use it if you need to; by filling it in you give us your explicit consent to process that information for the sole purpose of adapting the event. We do not ask for any other special category of data. In attached documents, avoid including personal data that is not needed to assess the case.

6. Rights

You have the right to:

• Withdraw the consent given.
• Access your personal data.
• Rectify your personal data.
• Erase your personal data.
• Object to processing.
• Lodge a complaint or a request for the protection of your rights with the Spanish Data Protection Agency (AEPD) (by post: c. Jorge Juan, 6 – 28001 Madrid, Spain, or through its website: https://www.aepd.es/).
• Be informed of any security incident that may affect your rights.
• Restriction of processing.
• Data portability.

To exercise these rights, email dpo@kawaruconsulting.com. We will reply within one month. We will need to be able to identify you reasonably in order to protect your data. Withdrawing consent does not affect processing carried out before the withdrawal.

7. Accessibility

We want IAton 2027 to be usable by everyone. The site is built with semantic HTML, keyboard navigation, alternative text, sufficient contrast and support for prefers-reduced-motion.

If you find an accessibility barrier, email info@iaton.cat with the page and the problem. We will reply and, where possible, provide the information in an alternative format.

The accessibility button (bottom left) loads the BeMyVega widget only when you press it. From then on, the widget stores your preferences (contrast, text size, etc.) in your browser and the website remembers that you turned it on so that they apply on later visits.

8. Legal notice

1. General information

In accordance with Article 10 of Spanish Law 34/2002 of 11 July on Information Society Services and Electronic Commerce (LSSI-CE), users are informed of the following identifying details of the owner of the website https://iaton.cat:

• Owner: Kawaru Consulting, S.L. (“KAWARU”).
• Tax ID (NIF): B-01898261
• Registered office: Gran Via de Carles III, 82, 08028 Barcelona, Spain
• Contact email: dpo@kawaruconsulting.com. For general enquiries about the event: info@iaton.cat

Accessing, browsing and using the website makes you a user and implies acceptance of the conditions set out in this Legal Notice.

2. Intellectual and industrial property and responsibility for content

1. The intellectual property rights to the website (https://iaton.cat), its source code, design, photographs, texts, navigation structure, databases, trademarks, logos, trade names and the other elements it contains belong to KAWARU, which holds the exclusive right to exploit them in any form and, in particular, the rights of reproduction, distribution, public communication and transformation.
2. Any use of the website’s content, specifically its texts, design, works, trademarks, logos, source code and anything else capable of protection, is prohibited without the express authorisation of their owners. Any unauthorised use will be duly prosecuted by the rightful owners. Likewise, all trade names, trademarks or distinctive signs of any kind contained on the website are protected by law.
3. The owner of the website is not responsible for the content to which the links on it lead, as established in Article 17 of the LSSI-CE.
4. Users may not use the website’s content, nor copy, reproduce or distribute it, nor use it for commercial purposes, nor manipulate it or create derivative works, without first obtaining KAWARU’s consent or authorisation.

In addition, any other form of exploitation, other than that mentioned in the previous paragraph, by any means, of all or part of the content of this website will constitute an infringement of the intellectual and/or industrial property rights of the Company or of their owner, and may lead KAWARU to take any judicial or extrajudicial action available to it in the exercise of its rights.

Likewise, the information the User can access through the website may be protected by industrial, intellectual or other rights. Consequently, KAWARU will not under any circumstances be responsible for any infringements the user may commit in relation to these rights.

3. Copyright

KAWARU states that the website’s own content, programming and design are fully protected by copyright, and any reproduction, communication, distribution or transformation of those protected elements is expressly prohibited without KAWARU’s express consent.

4. Terms of use

With regard to the website, the User may view, print and partially download its content only if the following conditions are met:

• It is compatible with the purpose of the website.
• It is done solely to obtain the information contained for personal and private use. Use for commercial purposes is therefore expressly prohibited.
• No graphic, icon or image available on the website is used, copied or distributed separately from the text or other images that accompany it.

The User undertakes to use the website, its content and services in accordance with the law, this Legal Notice, good practice and public order. Likewise, the User undertakes not to use the website, its content or the services provided through it for unlawful purposes or with unlawful effects, contrary to this legal policy or harmful to the interests or rights of third parties, or in any other way that may damage, disable, make inaccessible or impair the website, its content or its services, or prevent other Users from using it normally.

The User also expressly undertakes not to destroy, alter, disable or in any other way damage the data, programs or electronic documents on the website.

All in accordance with point 2.4 above.

5. Changes to the website and terms of use

KAWARU reserves the right to modify and update the information on the website, as well as its configuration, presentation and access conditions. KAWARU also reserves the right to update this legal notice without prior notice to Users, when required by legislation or current circumstances.

6. Limitation of liability

KAWARU does not guarantee that there will be no errors or interruptions in access to the website or its content, nor that it is up to date. However, KAWARU will take all actions available to it to resolve any error, disconnection or lack of updating that may occur on the website.

Both access to the website and any unauthorised use of the information it contains are the sole responsibility of the person who carries them out. KAWARU is therefore not responsible for any consequence, damage or loss that may arise from such access or use by third parties.

Nor is KAWARU responsible for security errors or damage that may occur as a result of:

• The presence of a virus on the User’s computer used to connect to the website’s services and content.
• A browser malfunction.
• The use of outdated browser versions.

KAWARU does not guarantee the absence of viruses or other elements in the content that may cause alterations to computer systems (hardware and software) or to users’ documents or files.

7. Applicable law and jurisdiction

This legal policy is governed by Spanish law. For any dispute arising from its interpretation, the parties submit to the jurisdiction of the Courts of the city of Barcelona (Spain), provided that this is not contrary to Article 29 of the LSSI.