1. PRIVACY POLICY
Last updated: [23rd October 2026]
1.1. Data Controller
The data controller is Milan Polymer Group A.P.S., with its registered office at via Franco Vittadini 7, 27100 Pavia (PV), tax code 96088080187, registered with the Italian RUNTS (Registro Unico Nazionale del Terzo Settore) under registration number 148389, and organizer of FRPM2027 – 21st European Meeting on Fire Retardant Polymeric Materials.
For any questions concerning the processing of personal data or the exercise of data protection rights, please contact Milan Polymer Group A.P.S., milanpolymergroup@hotmail.com.
1.2. Personal Data Collected
Depending on how you interact with FRPM2027, the following categories of personal data may be collected and processed:
name and surname;
academic or professional affiliation;
professional position or title;
postal address;
email address;
telephone number, where provided;
billing and payment information;
conference registration information;
abstract submission and scientific contribution information;
information voluntarily provided concerning dietary requirements or accessibility needs;
correspondence with the Organizing Committee;
photographs and audiovisual recordings made during conference activities;
technical information relating to the use of the website, including information collected through cookies and similar technologies.
The organizer will collect and process only personal data relevant and necessary for the purposes described in this Privacy Policy.
1.3. Purposes and Legal Bases
Personal data will be processed for the following purposes:
Information concerning dietary requirements or accessibility needs is collected solely to the extent necessary to arrange the requested assistance. Where such information reveals health data or other special categories of personal data, processing is carried out on the basis of the data subject’s explicit consent, pursuant to Article 9(2)(a) of the GDPR. Individuals are not required to disclose diagnoses or unnecessary details. Data collection complies with the principle of data minimisation (Consolidated text: Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016).
Providing such information is optional; failure to provide it may prevent the specific requested assistance from being arranged, but does not in itself preclude registration.
Consent to future communications and consent to the processing of special categories of personal data are separate and may be withdrawn at any time, without affecting the lawfulness of processing carried out before withdrawal.
Photographs and recordings are also subject to the information and conditions set out in Section 6.
1.5. Provision of Personal Data
Certain personal data are necessary to process registration and provide the services associated with participation in FRPM2027.
Failure to provide information that is necessary for these purposes may prevent registration or the provision of the relevant service.
Where the provision of information is optional, participants may choose whether or not to provide it.
1.6. Recipients of Personal Data
The data are accessible to authorized staff and collaborators, according to their respective roles, as well as to the service providers required for the organization of the congress, such as providers of registration and abstract submission platforms, hosting services, email services, technical support, accounting services, the congress venue, and catering.
Service providers processing personal data on behalf of the data controller are appointed as data processors pursuant to Article 28 GDPR, where applicable. Other recipients, including certain payment service providers, may act as independent data controllers.
Only the data strictly necessary for the provision of the service are disclosed to providers of assistance, catering or similar services.
Accepted abstracts and the authors’ professional details necessary for attribution may be made publicly available in the program, the book of abstracts, and on the official website, in accordance with the submission conditions.
Participants’ contact details are not disclosed to sponsors or exhibitors for promotional purposes without a specific legal basis and adequate prior information.
1.7. Data Retention
The data are retained for periods proportionate to their respective purposes and are subsequently deleted or anonymized, unless retention is necessary to comply with legal obligations or to protect rights in connection with specific disputes (Consolidated Text: Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR) / Article 17).
In particular:
Registration administration data and correspondence: six months after the end of the congress;
Accounting and tax records: for the periods required by applicable legislation, ordinarily ten years for records subject to this retention requirement;
Rejected or withdrawn abstracts: data will be deleted within one week of submission;
Published abstracts and attribution data: for the period necessary to preserve the congress’s scientific archive, with a review of the need to retain any ancillary personal data;
Information on dietary requirements and accessibility needs: until the service has been provided and, in any event, no later than ten days, unless specific documented needs justify longer retention;
Data used for optional communications: until consent is withdrawn and, in any event, in accordance with the review period, i.e. within one week of submission;
Photographs, recordings and technical logs: in accordance with the specific retention periods, as agreed with the data subjects.
1.8. Data Subject Rights
Under applicable data protection legislation, individuals may have the right to:
obtain confirmation as to whether their personal data are being processed;
access their personal data;
request the rectification of inaccurate or incomplete data;
request the erasure of personal data where applicable;
request restriction of processing where applicable;
object to processing based on legitimate interests;
request data portability where applicable;
withdraw consent where processing is based on consent.
Requests are addressed without undue delay and, as a rule, within one month of receipt. In the event of complexity or a high number of requests, this period may be extended by a further two months, provided that the data subject is informed within the first month.
Where processing is based on legitimate interests, the data subject may object on grounds relating to their particular situation. Rights may be exercised subject to the limitations and conditions laid down in the GDPR; in particular, the right to erasure is not absolute (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR), Article 17).
Requests concerning personal data may be submitted to Milan Polymer Group A.P.S.,[milanpolymergroup@hotmail.com.
1.9. Data Security
The organizer adopts appropriate technical and organizational measures designed to protect personal data against unauthorized access, loss, alteration, disclosure or destruction.
1.10. Changes to this Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in the organization of FRPM2027, the services used or applicable legislation.
The current version will always be made available on the official FRPM2027 website.
1.11. International transfers
Cloudflare provides the infrastructure for the Conference website and its administrative functions. Personal data may be processed or transferred outside the European Union, depending on the services and configurations used. For further information on data processing and applicable safeguards, please refer to Cloudflare’s Customer Data Processing Addendum (DPA).
Namecheap provides the conference email accounts used for correspondence, replies from participants and receipt of bank transfer confirmations. The service may process email addresses, messages and attachments. For further information on how personal data are processed, please refer to Namecheap’s Privacy.
Resend is used to send automated emails, including registration confirmations and payment instructions. For further information on data protection and data storage, please refer to Resend’s GDPR and data protection information.
Payments for FRPM2027 are processed through Stripe, which processes personal data in accordance with its applicable privacy documentation. For further information on how Stripe processes personal data, please refer to Stripe’s Privacy Policy. Further information on Stripe’s data protection practices is available in its Privacy Center.
Further information on the contractual framework governing Stripe’s services is available in the Stripe Services Agreement and the Data Processing Agreement.
1.12. Automated Decision-Making
No decisions are made based solely on automated processing, including profiling, that produce legal effects or similarly significantly affect the data subject.
2. COOKIE POLICY
Last updated: [23rd October 2026]
2.1. Cookies used
We do not currently use analytics or advertising tracking services, and we do not plan to introduce them in the future.
Strictly necessary technical cookies do not require consent.
Tools for which consent is required are activated only after the user has given their free, informed and affirmative consent. Silence, continued browsing and pre-ticked boxes do not constitute consent. (Opinion of Advocate General Szpunar delivered on 21 March 2019.)
For any questions concerning the processing of cookies, please contact Milan Polymer Group A.P.S., milanpolymergroup@hotmail.com
3. REGISTRATION & CANCELLATION POLICY
Last updated: [23rd October 2026]
Registration to FRPM2027 is subject to the terms and conditions set out below.
3.1. Registration
Registration must be completed through the official FRPM2027 registration system.
Participants are responsible for providing accurate and complete information during registration.
Registration is considered confirmed once the registration procedure has been completed and, where applicable, the registration fee has been successfully paid.
3.2. Registration Fees
Registration fees are determined according to participant category and registration period.
The applicable fee and the services included are indicated on the official registration page.
Unless otherwise stated, registration fees include participation in the scientific program and the conference materials and services specifically indicated on the registration page.
Additional activities, including social events, dinners, excursions or other optional activities, may require separate registration and payment.
3.3. Payment
Payment must be made using one of the payment methods made available through the official registration system.
Any applicable banking, transaction or payment-processing charges will be indicated during the registration process.
3.4. Cancellation and Refunds
Cancellation requests must be sent to info@frpm2027.com. The date of receipt shall determine whether the applicable deadlines have been met.
The following conditions apply:
· up to and including April 15th: 100% refund of the organization fee;
· from [April 16th] to and including May 15th: 50% refund of the organization fee;
· from June 23rd onward: no contractual refund.
Refunds will be issued within 7 days of approval of the request, using the original payment method wherever possible.
Any mandatory rights under applicable law remain unaffected, including any consumer right of withdrawal, where applicable.
3.5. Transfer of Registration
A registered participant may request the transfer of their registration to another person, subject to the approval of the Organizing Committee and any applicable conditions.
Requests for transfer must be submitted before July 13th 2027.
3.6. No-Show
Participants who do not attend the conference and who have not cancelled their registration in accordance with this policy will not normally be entitled to a refund.
3.7. Changes to the Conference Program
The organizer may make reasonable changes to the program, speakers and schedule, provided that these do not substantially affect the service purchased. Significant changes will be communicated promptly. In the event of substantial changes to the date, venue or format of the event, the safeguards set out in Section 3.8 shall apply.
3.8. Cancellation or Postponement of the Conference
In the event of cancellation of the congress, fees paid for services not provided will be refunded in full.
In the event of postponement or a substantial change to the venue or format of the event, participants may choose either to retain their registration or to receive a refund of the fees relating to services not used.
The organizer’s notice will specify the procedures and deadlines for exercising this choice. A refund will not be mandatorily replaced by a voucher.
Travel and accommodation expenses booked independently are not included in the congress fee. Any liabilities and mandatory protections provided for by law remain unaffected.
3.9. Force Majeure
The organizer shall not be liable for delays or failures to perform resulting from unforeseeable and unavoidable events beyond its reasonable control, to the extent permitted by law.
This clause does not exclude the right to a refund of amounts paid for services not provided, nor does it limit any liability that cannot be excluded by law or any liability arising from wilful misconduct or gross negligence.
3.10. Contact
For questions concerning registration, cancellation or refunds, please contact:
FRPM2027 Registration Office
info@frpm2027.com
4. ABSTRACT SUBMISSION POLICY
Last updated: [23rd October 2026]
The FRPM2027 Scientific Committee welcomes original scientific contributions within the scope of the conference.
4.1. Submission
Abstracts must be submitted through the official FRPM2027 submission system before the applicable deadline.
Authors are responsible for ensuring that all information included in the submission is accurate and complete.
4.2. Originality and Authorship
By submitting an abstract, the submitting author confirms that:
the submitted work is original or that the necessary permissions have been obtained;
the information presented is accurate to the best of the authors' knowledge;
all individuals who qualify for authorship have been appropriately included;
all authors have approved the submission;
relevant conflicts of interest have been disclosed;
the submission does not knowingly infringe the intellectual property rights of others.
4.3. Scientific Review
Abstracts will be evaluated by the FRPM2027 Scientific Committee according to scientific relevance, quality and conformity with the scope of the conference.
The Scientific Committee reserves the right to accept, reject or reassign submissions as oral or poster presentations.
The decision of the Scientific Committee concerning acceptance and presentation format is final.
4.4. Presentation
At least one author of an accepted contribution must register for and attend the conference and present the work in the format assigned by the Scientific Committee, unless otherwise agreed with the Organizing Committee.
4.5. Publication of Abstracts
The abstract submitting author declares that she/he is authorized by the co-authors to grant Milan Polymer Group A.P.S. a non-exclusive, royalty-free, worldwide license reproduce and publish the abstract in the FRPM2027 Book of Abstracts.
Any publication or dissemination of the abstract on the conference website requires the prior explicit consent of the authors.
The license does not authorize the independent commercial exploitation of the contribution, its transfer to third parties for purposes unrelated to the conference, or substantial modifications without authorization. Editorial and formatting adjustments that do not alter the scientific content are permitted.
The authors retain their rights. The license relating to the abstract does not automatically extend to slides, posters, recordings, or other materials.
The authors are informed that publication constitutes disclosure of the content and should therefore assess in advance any confidentiality requirements or patent protection considerations.
4.6. Third-Party Material
Authors are responsible for obtaining all permissions required for the use of third-party text, figures, photographs or other copyrighted material included in their submission or presentation.
4.7. Withdrawal
Requests to withdraw an abstract should be submitted to the Scientific Committee as soon as possible and, where applicable, before the date specified in the conference schedule.
4.8. Contact
For questions concerning abstract submission, please contact the FRPM2027 Scientific Committee,
info@frpm2027.com
5. CODE OF CONDUCT & INCLUSION
Last updated: [23rd October 2026]
The organizer is committed to providing a professional, respectful, inclusive and safe environment for all participants.
This Code of Conduct applies to all participants, speakers, authors, exhibitors, sponsors, organizers, staff and guests participating in activities associated with FRPM2027.
5.1. Expected Behavior
Participants are expected to:
treat others with respect and professionalism;
engage in scientific discussion in a constructive manner;
respect different opinions, backgrounds and perspectives;
follow the instructions of the Organizing Committee and conference staff;
respect the conference venue and facilities.
5.2. Unacceptable Behavior
The organizer does not tolerate:
harassment or intimidation;
discrimination;
bullying;
threatening or abusive behavior;
unwanted sexual attention or conduct;
inappropriate verbal or physical behavior;
deliberate disruption of scientific sessions or conference activities;
unauthorized recording or distribution of presentations or personal information;
any other behavior that creates an unsafe, hostile or seriously disruptive environment.
5.3. Reporting Concerns
Participants who experience or witness behavior that may violate this Code of Conduct are encouraged to contact the FRPM2027 Organizing Committee [info@frpm2027.com].
Reports will be handled with appropriate discretion and confidentiality, subject to applicable legal obligations.
5.4. Response to Violations
The organizer may take appropriate action in response to violations of this Code of Conduct.
The Organizing Committee may take appropriate measures in response to violations of this Code of Conduct. Such measures shall be proportionate to the seriousness of the conduct and the specific circumstances and may include a warning, restriction of access to specific activities, or exclusion from the conference.
Except where urgent safety concerns require immediate action, the person concerned shall be informed of the essential facts underlying the allegations and given an opportunity to provide clarification. All decisions shall be reasoned and documented.
Any decision to withhold a refund following exclusion from the conference shall be assessed on a case-by-case basis, taking into account the seriousness of the breach and the specific circumstances, in accordance with applicable law. A refund shall not be automatically withheld for every violation.
Serious incidents may also be referred to the appropriate authorities where required by law.
5.5. Accessibility and Inclusion
FRPM2027 is committed to enabling broad and equitable participation.
The Organizing Committee will make reasonable efforts to accommodate accessibility requirements communicated in advance.
Participants requiring specific assistance are encouraged to indicate their needs during registration or contact the Organizing Committee before the conference.
5.6. Scope
This Code of Conduct applies to the scientific program, poster sessions, exhibition areas, social events, receptions, excursions and other activities officially associated with FRPM2027.
6. PHOTOGRAPHY & MEDIA POLICY
Last updated: [23rd October 2026]
Photography and audiovisual recording may take place during FRPM2027 for documentation, scientific communication and promotion of the conference.
6.1. Photography and Media Policy
Official photographs and video recordings may be taken during the congress. The purposes, channels of dissemination, legal bases, and retention periods are specified in a privacy notice made available before filming or photography takes place.
General footage of the event and individual images intended for promotional purposes are handled separately. For close-ups, interviews, or other uses requiring authorization, specific consent and/or a release form will be obtained, in accordance with applicable law.
Registration for or participation in the congress does not constitute general authorization for the use of a person's image. Refusal to grant optional authorizations shall not affect participation in the congress.
Individuals who do not wish to be photographed or filmed may notify to the FRPM2027 Organizing Committee [info@frpm2027.com]. The organizer shall put practical arrangements in place to inform photographers and handle such requests.
6.2. Presentations and Recording
Speakers remain responsible for ensuring that their presentations do not contain confidential information or material for which they do not hold the necessary rights or permissions.
Official recordings of presentations and the publication of related materials are governed by specific agreements with the speakers, which specify the content that may be used, the channels of dissemination, the duration, and the limits of the authorization.
Acceptance of an abstract does not automatically constitute authorization to record or disseminate the presentation.
6.3. Social Media
Participants are welcome to share information about FRPM2027 through social media, provided that they respect the privacy, intellectual property rights and reasonable requests of speakers and other participants.
Before sharing photographs, recordings or presentation materials depicting identifiable individuals or unpublished scientific material, participants should obtain the appropriate permission.
6.4. Contact
Questions concerning photography, recording or media use may be addressed to:
FRPM2027 Organizing Committee [info@frpm2027.com]
7. INTELLECTUAL PROPERTY & COPYRIGHT
Last updated: [23rd October 2026]
FRPM2027 respects the intellectual property rights of authors, speakers, exhibitors, sponsors and other rights holders.
7.1. Authors' Rights
Authors retain the intellectual property rights in their scientific work, including research results, figures, data, presentations and posters, unless otherwise agreed.
Submission of an abstract does not transfer ownership of intellectual property rights to FRPM2027 or Milan Polymer Group A.P.S.
7.2. Abstracts and Conference Materials
By submitting an abstract, authors grant FRPM2027 a non-exclusive, royalty-free licence to reproduce and publish the abstract for conference-related purposes, including:
the official conference program;
the abstract book;
the FRPM2027 website; email info@frpm2027.com
conference-related digital or printed materials.
7.3. Presentations and Posters
Presentations and posters remain the property of their respective authors.
No participant may reproduce, distribute, publish or commercially exploit another participant's presentation, poster or other scientific material without the appropriate authorization.
7.4. Third-Party Material
Authors and speakers are responsible for obtaining any necessary permissions for copyrighted material belonging to third parties and included in their presentations, posters or other contributions.
7.5. FRPM2027 Materials
The FRPM2027 name, logo, website content, program design and other materials produced specifically for the conference may not be reproduced or used for commercial purposes without prior authorization from Milan Polymer Group A.P.S..
7.6. Contact
For questions concerning intellectual property or copyright, please contact:
FRPM2027 Organizing Committee
info@frpm2027.com