This privacy policy applies to the NUMRAD26 and supplements the general EPFL privacy policy
The NUMRAD26 Organizers: Francesca Bettinelli, Giacomo Mossinelli, Matteo Raviola, Sébastien Riffaud, Eliott Van Dieren, Tommaso Vanzan, Li Zeng, Fabio Zoccolan.
Contact email: numrad@epfl.ch
Who is responsible for the processing of your personal data and for which purposes?
The Ecole polytechnique fédérale de Lausanne (EPFL) is the data controller and processes your personal data to ensure an adequate organization, follow-up, communication and promotion of NUMRAD26, which will take place from June 2nd to 6th on the EPFL campus.
The NUMRAD26 Organizers are responsible for the complete organization of the summer school, the communication with the speakers and participants before and after the end of the event, refund of expenses of invited participants, as well as communication and promotion of the event.
The purpose of the processing of your personal data is handling registration and attendance, reporting on the event, as well as event follow-up actions, such as sharing presentations among participants and feedback collection. It includes, in particular, lists and mailing lists for contacts, invitations, participants, reports, minutes, distribution of reports, feedback on reports, meeting follow-up, follow-up actions, pictures, presentations, audio and/or video recording of speakers and participants, news and publications.
Your personal data will not be used for any automated decision-making including profiling.
Legal basis for data processing
The NUMRAD26 Organizers process your personal data in accordance with the Swiss Federal Act on Data Protection (hereinafter “FADP”) as well as, where applicable, the Regulation (EU) 2016/679 of the European parliament and of the Council of 27 April 2016 on the protection of natural persons with regards to the processing of Personal Data and on the free movement of such data (General Data Protection Regulation, hereinafter “GDPR”). The processing of your personal data is based on your consent. By registering to the event, you are consenting to the processing of data that is necessary to the organization of and your participation to the event. A separate consent for additional purposes is asked for in the registration form, in particular for sharing and diffusing photos and videos during the event and on our website for future editions, including the attendee’s name and affiliation.
What data we collect about you
Identification data: first name, last name, job title, organization, e-mail address, dietary restrictions and food allergies (if any) for organizing meals.
Please note that there will be photos and audio and/or video recordings taken during the event based on the prior consent of the speakers and the participants. These photos/videos may be published by the NUMRAD26 Organizers for communication/education purposes. During registration, participants indicate their preference to opt-in or opt-out from the above recording/publishing activities. Practically, we may take photos and audio and/or video recordings but will ensure that each person consented in the registration form, else the recording will be immediately deleted. If you opt out, please sit in back rows, and do not participate in the group picture.
Who accesses your data and to whom is it disclosed?
Access to your data is granted only to NUMRAD26 Organizers who are involved in the organization of the event. Where necessary, we may also share your information with service providers for the purposes of organizing the conference.
For visibility/education purposes, personal data (pictures, video or audio recording) are diffused to a wider public (intranet or Internet). If you do not agree with your image or voice being recorded and published, please use the possibility to opt out during registration or by contacting the organizer at any stage and explicitly specifying your request.
List of participants/speakers is shared among participants/speakers who gave their consent during registration.
We will never sell your personal data for marketing purposes.
Data Security and Data transfers
In order to protect your personal data, a number of technical and organizational measures have been put in place.
Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorized access, taking into consideration the risk presented by the processing and the nature of the data being processed.
Organizational measures include restricting access to the data to authorized persons with a legitimate need to know for the purposes of this processing operation.
How long we keep your data
Personal data is kept as long as follow-up actions to the event/conference are necessary with regard to the purpose(s) of the processing of personal data as well as for the meeting and its related management.
Data necessary for logistics purposes (refund of expenses, transport, etc.) are kept according to the rules set in the ETH Act and in the EPFL financial regulation.
Photos, audio and video recordings are stored at EPFL for 2 years, and a selection is published indefinitely on the summer school website in the “past editions” page. Within this time, the files to be used for communication purposes and/or be archived for historical purposes shall be selected. The remaining files shall be deleted.
Data protection rights and Contact
Please refer to the EPFL privacy policy.
The NUMRAD26 Organizers
EPFL, September 17th 2025