Policies

Who is responsible

The controller is the Agricultural University of Athens (AUA), Iera Odos 75, 118 55 Athens, Greece, which organises ICDAAI 2027. Contact the conference at icdaai@aua.gr and AUA's Data Protection Officer at dpo@aua.gr. AUA's general data protection policy is published at www2.aua.gr/el/info/gdpr.

What we process and why

• Visiting this website. The AUA server that hosts the site records technical data for each request — IP address, date and time, page requested and browser type — to keep the site secure and working. This site sets no cookies, uses no analytics or tracking, and loads nothing from other companies' servers: its fonts and images are served by AUA.
• The venue map. The map on the Venue page is loaded from Google Maps only when you click Show map. Until then nothing is sent to Google; once loaded, Google receives your IP address and may set cookies (Google privacy policy). Legal basis: your consent, given by the click.
• Submissions and peer review. Papers are submitted through Microsoft CMT, a service operated by Microsoft under its own privacy statement. We use what you enter there — names, affiliations, e-mail addresses, country, your submission, and for reviewers their reviews and conflict-of-interest declarations — to run the peer review, decide on acceptance, build the programme and publish the proceedings. Review is single-blind: reviewers see authors' names, authors never see reviewers' names.
• Publication. For accepted papers we pass the paper, the authors' names and affiliations and the corresponding author's e-mail address to Springer Nature, which publishes them in Lecture Notes in Networks and Systems. Names, affiliations and titles also appear in the conference programme and, for extended abstracts, in the Book of Abstracts.
• Registration and payment. When registration opens we will process your name, contact details, affiliation, registration category, invoicing and payment details to register you, issue invoices, receipts and certificates and, on request, a visa invitation letter (which includes your passport details). This notice will name the registration and payment provider before registration opens.
• Access needs and dietary requirements. These can reveal health or religious information. We use them only to make the arrangement you ask for, share them only with those who make it (for example the caterer) and delete them after the conference. Legal basis: your explicit consent.
• Photographs and recordings. See Photography and recording. We may publish selected photographs on this website and on the channels of AUA and the TALLHEDA project.
• E-mail to us. We use your message and address to reply.

Unless stated otherwise above, the legal basis is the performance of a task carried out in the public interest — the University's mission of research and its dissemination (GDPR Article 6(1)(e)) — and, for registration, the contract with you (Article 6(1)(b)). We do not sell personal data or use it for marketing.

Cookies

This website sets no cookies and stores nothing in your browser, so there is no cookie banner. The only exception is the Google map on the Venue page: it is loaded only when you click Show map, and Google may then set its own cookies. The sites we link to — Microsoft CMT, Springer and others — have their own cookie policies.

Who receives it

Microsoft (submission system), Springer Nature (proceedings), Google (only if you load the map), the future payment provider, and venue and catering staff where needed for your arrangements. Some of these companies may process data outside the European Economic Area; their privacy statements describe the safeguards they use.

How long we keep it

Submission and review data: as long as needed to publish the proceedings and answer questions about published papers, and no longer than five years after the conference. Financial records: as long as Greek tax and accounting law requires. Access needs and dietary requirements: until the end of the conference. Correspondence: up to two years after the conference. Published photographs: until you ask us to remove them.

Your rights

You can ask to access, correct or delete your data, to restrict or object to its processing, to receive it in a portable format, and to withdraw consent at any time. Write to icdaai@aua.gr or to the Data Protection Officer at dpo@aua.gr. You may also complain to the Hellenic Data Protection Authority, Kifisias 1–3, 115 23 Athens, www.dpa.gr.

Authors

• Originality. Submissions must be original and not published or under review elsewhere. Posting a preprint is allowed; say so when you submit. Reuse of your own published text must be cited.
• Similarity checks. Submissions are checked for plagiarism; papers with substantial unattributed overlap are rejected.
• Authorship. Every author must have contributed substantially and approved the submission. The author list cannot change after acceptance without the agreement of all authors and the Programme Chairs, and not at all after the camera-ready deadline.
• Generative AI. AI tools cannot be authors. Any use must be disclosed, and the authors are fully responsible for the content. AI-written text reproduced without human verification, and photorealistic AI-generated or manipulated images, are not permitted.
• Research ethics and data. Report ethical approval and consent for research involving people or animals, and respect the rights of farmers and others whose data you use. State where the data and code can be found, or why they cannot be shared.
• Presentation. Each accepted paper must be registered and presented by one of its authors, in person or online. Papers not presented are not included in the proceedings.
• Licence. Authors of accepted papers sign Springer's licence to publish. Open access is available from Springer for a fee.

Reviewers

Keep submissions confidential and do not use their content before publication. Do not upload manuscripts or reviews to generative AI tools. Declare conflicts of interest — for example the same institution, recent co-authorship, a supervisory or close personal relationship — and decline those papers. Reviews should be specific, constructive and courteous.

Organisers

Papers submitted by chairs or committee members are handled by a chair without a conflict of interest and receive no advantage. Decisions rest on the reviews and the scope of the conference.

Concerns and misconduct

Report concerns about a submission or a published paper to icdaai@aua.gr. We investigate following the COPE guidance and may reject or withdraw a paper before publication. After publication, corrections and retractions are handled with Springer.

How to cancel

Write to icdaai@aua.gr with your name and registration reference. The date we receive your e-mail is the date of cancellation.

Refunds

• Cancelled by 1 March 2027: full refund, minus an administration fee of €30.
• Cancelled between 2 and 31 March 2027: 50% refund.
• Cancelled from 1 April 2027, or not attending without notice: no refund.

Refunds are paid within 30 days to the original payment method; charges for international transfers are deducted.

Author registrations

An author registration secures the paper's place in the programme and the proceedings. If it is cancelled, another author of the paper must register by the camera-ready deadline, 1 March 2027, or the paper is withdrawn. After 1 March 2027 author registrations are not refunded, because the paper has gone to production; if you can no longer travel, you can present online instead (fee differences are not refunded).

Substitutions and visas

You can transfer your registration to a colleague free of charge until 5 April 2027; for an author registration, the substitute must be a co-author. If your visa is refused, send us the official refusal before the conference and we will refund your fee minus the €30 administration fee, or convert it to an online registration.

If the conference changes

If ICDAAI 2027 is cancelled, registration fees are refunded in full. If circumstances beyond our control prevent an in-person meeting, the conference may move online, and in-person registrations are refunded the difference from the online fee. Changes to speakers, sessions or timings do not entitle you to a refund. We are not liable for travel, accommodation or other costs, so we recommend travel insurance.

Compliance status

This website is partially compliant with WCAG 2.1 Level AA (EN 301 549), because of the limitations listed below. It works with a keyboard, screen readers and browser zoom; every image has a text alternative; and text meets the AA contrast ratios.

Known limitations

• Third-party services — the Google map, the Microsoft CMT submission site and Springer's pages — are not under our control. The venue address is always given as text next to the map.
• The Call for Papers PDF is tagged for screen readers but has not been tested with every assistive technology. All its information is also on the Call for Papers page.

At the venue

The conference takes place in the AUA Conference Amphitheatre on the University campus. Confirmed access information — step-free routes, lifts, accessible toilets and seating — will be published with the final programme. Reserved seating at the front of each session room will be available. TBC

Participation support

Tell us what you need when you register, or by e-mail at least four weeks before the conference, and we will do our best to arrange it: live captioning, a sign-language interpreter, presentation materials in advance, a quiet room, dietary requirements, or assistance moving between rooms. Remote participants can ask questions in writing as well as by voice in every session.

Feedback and enforcement

If you meet a barrier on this site or at the conference, write to icdaai@aua.gr. We aim to reply within five working days. If you are not satisfied with our reply, you can contact the Greek Ombudsman (www.synigoros.gr).