Last updated: 22 June 2026

This Privacy Notice explains how the NATO STO Centre for Maritime Research and Experimentation, CMRE, processes personal data in connection with the UComms website, available at ucomms.net, and the associated external conference management platform provided by Ex Ordo.

CMRE processes personal data in accordance with the NATO Personal Data Protection Framework and applicable CMRE personal data protection arrangements. This notice is intended to provide clear and transparent information to website visitors, authors, reviewers, registrants and participants.

1. Data controller

The Data Controller is:

NATO STO Centre for Maritime Research and Experimentation, CMRE
Viale San Bartolomeo, 400
19126 La Spezia, SP
Italy

Conference administration contact: secretariat@ucomms.net
Personal data protection contact / data subject requests: cmre.pdpo@cmre.nato.int

2. Personal data processed and purposes

CMRE processes personal data for the following purposes.

A. Website browsing and statistics

The UComms website may use Google Analytics, subject to the user’s cookie choice, to collect statistical information about use of the website. This may include pages visited, time spent on pages, approximate geographic location, browser type, device information and related usage data.

Purpose: Website performance analysis, improvement of content and user experience.
Basis for processing: User consent, provided through the cookie banner.
Data collected: Cookies and usage data.

Analytics cookies should only be placed where the user has consented to them.

B. Displaying fonts

To ensure consistent display and visual functionality without unnecessary data transfers, Google Fonts have been configured to be hosted locally on the website’s server. This configuration prevents the transmission of visitors’ technical data (such as IP addresses) to external third-party servers.

C. Scientific submissions, reviews, registration and payments

CMRE uses Ex Ordo Ltd., based in Ireland, as a service provider for the operational management of the conference. This includes submission of abstracts or papers, peer review, programme organisation, participant registration and related payment or billing administration.

Data processed may include: first name, last name, email address, password, academic or professional affiliation, billing and payment information, submitted scientific papers, reviewer comments, review decisions and related conference administration information.

Purpose: Management of the scientific, organisational, registration and accounting aspects of UComms Conference.
Basis for processing: CMRE’s legitimate interest in organising and administering the conference and providing the services requested by authors, reviewers, registrants and participants; compliance with applicable accounting, audit and records-management requirements.
Nature of provision: Providing the required information is necessary to register for the conference, submit contributions, participate in the review process, or complete payment. If required information is not provided, participation in the relevant activity may not be possible.

3. Third-party service providers and transfers

CMRE uses third-party service providers for the operation of the website and the conference management process.

Ex Ordo Ltd. processes personal data on behalf of CMRE for conference management purposes. Data relating to the Ex Ordo platform is hosted on secure servers located within the European Union.

The use of third-party services such as Google Analytics may involve the transfer of technical data, such as IP address or device information, to Google entities or servers outside the European Union. Google Fonts have been hosted locally to prevent such third-party transfers..

4. Data retention

CMRE retains personal data only for as long as necessary for the purposes described in this notice.

Google Analytics data is retained according to the configured provider settings.
Technical data processed for font display is processed temporarily and is not retained by CMRE for this purpose.
Conference registration, attendance and administration data will be retained for the period necessary to organise and close the conference, respond to participant queries, manage certificates or proceedings where applicable, and meet audit, accounting and records-management requirements.
Payment and accounting records will be retained in accordance with applicable financial and records retention requirements.
Scientific submissions, reviews and programme records may be retained for conference records, proceedings, auditability and institutional knowledge purposes, unless deletion or anonymisation is appropriate.

5. Individual rights and requests

Individuals may request information about whether CMRE processes their personal data and may request access to, correction of, deletion of, restriction of, or portability of their personal data, where applicable and subject to limitations provided under the NATO Personal Data Protection Framework and other applicable NATO rules.

CMRE may need to verify the requester’s identity before responding to a request.

Requests should be sent to: cmre.pdpo@cmre.nato.int

Individuals who have concerns about the processing of their personal data may contact CMRE using the contact above. Concerns will be handled through the applicable CMRE/NATO personal data protection process.