Privacy statement - events

This privacy statement describes ICES policy concerning the gathering and use of information provided by individuals registering for and participating in and ICES event (including the Annual Science Conference, symposia, and training courses).

​Collection of data

Individuals are asked to provide information relevant to participation in the ICES event. This information generally includes your name, email and postal addresses, telephone numbers, education, work history, payment information, etc. Personal information collected by ICES is used for administrative and historical purposes by the ICES Secretariat and Science Programme.

We do not collect any information about you without your knowledge. 

Use of data

By registering for an ICES event, you agree that ICES may use the personal information you provide to:

  • contact you – either in response to a query or with correspondences, questionnaires, confirmations, and alerts pertaining to your registration 
  • manage and process your registration 
  • provide you with information that is relevant to you based on your interests
  • undertake statistical analysis
  • create an event participants list (including your name, institution, and country) which will be shared with event participants and may be published publicly online
  • information on allergies will be anonymised before being shared with relevant third parties, such as catering and restaurant services​

Capture and Use of Person's Image

By registering to our event you grant full permission to ICES to capture, store, use and/or reproduce your image or likeness by any audio and/or visual recording technique and create derivative works of these images and recordings in any ICES media now known or later developed, for any legitimate ICES promotional purpose. By registering for an ICES event, you waive any right to inspect or approve the use of the images or recordings or of any written copy.

Access and release

At any time, you can request to know what personal data ICES has on record for you. Furthermore, at any time before the event application deadline, you can add, modify, or delete your registration information by contacting  

Profile deletion and data retention

Personal data submitted as part of a registration, as well as a record of the registration, will be retained in our system for up to one year after the latest registration submission. Banking information will be retained for up to 10 years for auditing purposes. Your name, institution, and country will be included in the event participation list and retained in our contacts database. Participants may request the deletion of personal data at any time, however, this personal data may be kept on record for at least one additional year for auditing purposes.​​


Your personal information beyond the event participant list is protected by ICES IT systems and is only password accessible by key ICES staff members.

We do not sell or share any personally identifiable information volunteered to ICES to any third party without prior consent.  Any information provided to ICES by participants is kept with the utmost care and security, and will not be used in ways other than as set forth in this privacy policy, or in ways to which you have explicitly consented.  ICES employs a range of techniques and security measures to protect the information maintained on our system from any loss, misuse, unauthorized access or disclosure, alteration, or destruction.  

Notification of changes

Changes to this privacy policy will be posted at

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Privacy statement - events

International Council for the Exploration of the Sea (ICES) · Conseil International pour l'Exploration de la Mer (CIEM)
ICES Secretariat · H. C. Andersens Boulevard 44-46, DK 1553 Copenhagen V, Denmark · Tel: +45 3338 6700 · Fax: +45 3393 4215 ·
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