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Privacy and Personal Data Protection Policy

Symposia is a conference management system for events organized and/or managed by GERAD and CIRRELT. When you use Symposia's services as a participant to an event it hosts, some personal information about you is collected. This personal information is collected exclusively within the context of the event activities and GERAD and CIRRELT do not reveal or share this information with any third party.

1. Consentment

When you create your Symposia profile as a user, we ask to confirm that you have read and consent to our Privacy and Personal Data Protection policy. If you do give your consentment, your Symposia profil will not be created and you will not be able to use Symposia's services.

How to revoke your consentment

If after having given your consentment, vous change your mind and do not consent to this policy, you can at any time delete your Symposia profile using the function provided in your profile page. You can also contact us at the following coordinates to ask us to delete your profile:

GERAD – HEC Montréal
3000, ch. de la Côte-Sainte-Catherine
Montréal (Québec) H3T 2A7 CANADA
email: info@gerad.ca


CIRRELT – Université de Montréal
Pavillon André-Aisenstadt
CP 6128, Succursale Centre-ville
Montréal (Québec) H3C 3J7 CANADA
email: info@cirrelt.ca

2. Personal Data Collected

2.1 Participant Profile

Registration as an attendee, submission of a presentation proposal and activities as an evaluator for any event hosted on Symposia requires the creation of a participant profile.

When creating your participant profile, the following information is collected:

  • Email address
  • given and family names
  • professional affiliation
  • language
  • street address, city, country and postal code (optional)
  • phone number (optional).

Once created, your participant profile allows you to participate to any other Symposia-hosted event (current or upcoming) by simply authentifying using your email address and chosen password. You will also be able to consult your registration history, presentation history and also access the presentation evaluations that have been assigned to you.

Your participant profile is always accessible to modify your personal information. Also, you can use the "Delete my profile" function at any time, which will delete all nominal information that concern you.

2.2 Credit Card Payment

When registering to attend and event, Symposia can collect the credit card information you provide to pay the registration fees. The information is:

  • Credit card number
  • expiration date
  • name of cardholder.

The credit card number you provide is stored temporarily, until the transaction has been processed, after which only the last 4 digits of the card number are preserbed, in case we later need to reference the transaction.

2.3 Submission of presentations

When submitting a presentation proposal for an event, Symposia collected information related to the presentation. This information is:

  • The title of the presentation
  • abstract of complete text of the scientific article
  • for each author of the article: given and family names, email address and professional affiliation.

3. Publication of presentation information

Only the passive information related to a presentation can be published on Symposia's web site. This passive information consists of the given and family names, email addresses and professional affiliations of the article authors.

Participation to an event and submission of a presentation proposal grant the right to Symposia to store and keep the aforementioned passive information, which it may publish within the context of the event.

4. Protection of private data

We take reasonable measures and follow best practices from the industry to ensure the personal data on users we collect is not lost, hijacked, revealed or modified in an unintended way.

All connections with the Symposia web site are encrypted with the SSL protocol, using a 2048 bit encryption key.

Passwords are stored using a SHA-2 hashing algorithm. Credit card numbers transiting through the Symposia system are encrypted using the AES-256 algorithm.

5. Use of cookies

Here are the 2 cookies created and used by Symposia:

  • _symposia2_session: unique session identifier, which allows to store session-related data, such as referer, redirect page, etc...This cookie is set to expire at the end of the participant session. Terminating your web browser program will cause the cookie to be erased from the participant's computer.
  • public_locale: identifier of the language used on the Symposia web site. Its value can be either "en" or "fr". This cookie is set to expire after 1 year and it meant to remember your language preference between visits.

6. Modification of this privacy policy

We may update this policy from time to time to reflect changes made in the Symposia web application or to ensure conformity with the laws.

Should significative changes be made to Symposia that would impact the way personal data is collected and used, we will notify of these changes through email all participants that have a Symposia profile.

7. Questions and comments

For any comment or inquiry regading this privacy policy, please contact us by email at info@gerad.ca or info@cirrelt.ca. You can also write to us by conventional mail at:

GERAD – HEC Montréal
3000, ch. de la Côte-Sainte-Catherine
Montréal (Québec) H3T 2A7 CANADA


CIRRELT – Université de Montréal
Pavillon André-Aisenstadt
CP 6128, Succursale Centre-ville
Montréal (Québec) H3C 3J7 CANADA