Privacy statement - meetings

This privacy statement describes ICES policy concerning the gathering and use of information provided by individuals registering for and participating in and ICES meetings (including working groups, workshops, committee meetings, etc.).

​Collection of data

ICES receives personal data relevant to participation in the ICES meeting from individuals as well as from nominating delegates. This information generally includes the participant's name, contact information, employer and, if relevant, banking information for travel cost reimbursement. Personal information collected is used for administrative and historical purposes by ICES.

Use of data

By participating in an ICES meeting, you agree that ICES may use the provided personal information to:

  • contact you – either in response to a query or with correspondences, questionnaires, confirmations, and alerts pertaining to your participation 
  • coordinate your meeting participation 
  • undertake statistical analysis, which includes sharing your participation history with ICES member countries
  • create a meeting participants list (including your name, email, institution, and country) which will be shared with meeting participants and may be published publicly online in the meeting report
Capture and Use of Person's Image
​By participating in an ICES meeting​ 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 meeting participation is pertinent to the activities of ICES and, therefore, will be retained permanently—this excludes banking information for travel cost reimbursement which is retained for up to 10 years for auditing purposes. 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 ICES officials. 

We do not sell personally identifiable information volunteered to ICES.  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 - meetings

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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