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SARA Eventos

Academic and institutional event platform for schedule coordination, activity registration, capacity control, and certificates.

Developed by: ICI Laboratories (Educational club)
Data deletion
Level 1 · Initial summary

Privacy summary

This summary provides a fast overview of how data is handled. Full legal terms and technical specifications are detailed below in the complete document.

1. What is this service

SARA Eventos is the platform within the SARA ecosystem designed for scheduling conferences, engineering symposia, workshop registrations, and physical venue capacity management.

2. Data used

SARA Account profile (UUID, name, email), degree program or affiliation, reserved itinerary sessions in My Schedule, verified attendance, and issued certificates.

3. Purposes

Manage attendee registrations, enforce real-time room capacity limits, publish conference schedules, verify physical or virtual attendance, and generate participation certificates.

4. How to contact or manage

icilaboratories@gmail.com

Table of contents (9 sections)
Level 2 · Complete document

This Privacy Policy governs the processing of personal data within SARA Eventos, the platform developed by ICI Laboratories (an independent student educational tech club) for managing academic, engineering, and institutional conferences, symposiums, and student summits (such as TecnoFIME).

This notice explains which data are used when you register for or participate in events managed through SARA Eventos.

01. Event organizers and responsibilities

ICI Laboratories is an independent student-led educational club that develops and operates the platform. The club administers and maintains its own service.

The organizing committee manages each event’s activities and receives registration and attendance data to coordinate participation, as described in section 04. To identify an organizer or ask about data processing for a particular event, include the event name when contacting us.

02. Authentication via SARA ID

SARA Eventos integrates natively with SARA ID:

  • You reserve your workshop seats and keynote sessions by logging in with your central SARA Account.
  • SARA ID provides account data such as UUID, name and email, and may include educational profile, memberships and permissions depending on the integration. Email may be personal or institutional; verification depends on the account flow.
  • Your session reservations, personalized itinerary (My Schedule), waitlist positions, and certificates are bound to your central UUID, ensuring event organizers never solicit or handle your master password.

For more information, see the SARA ID Privacy Policy.

03. Data collected and operational purposes

We collect only the information strictly required for event logistics, safety, and credential issuance:

1. Registration details

  • Identification: Full name, institutional email address, and SARA Account UUID.
  • Academic affiliation: Department, degree program, and student ID (when applicable for university credit validation).

2. Logistics and attendance

  • Personal itinerary: List of reserved workshops, keynote addresses, and panel discussions.
  • Capacity management: Waitlist placement and timestamp to prevent physical room overcrowding in university lecture halls and laboratories.

3. Verification & certificates

  • Attendance records: Validated via dynamic QR code scanning or in-room sign-in rosters.
  • Cryptographic certificate folio: Unique verification hash assigned to each completion certificate to enable public tamper-evident verification.

Processing purposes

  • Manage safe capacity limits across campus facilities.
  • Notify participants of room changes, schedule adjustments, or speaker updates.
  • Verify attendance thresholds required for participation certificates under the organizer’s criteria.
  • Produce aggregated logistical statistics to enhance future event planning.

04. What organizers receive vs. public information

What organizing committees receive

Authorized organizers and department chairs have access only to attendee lists for their own sessions:

  • Attendee name.
  • Degree program or university department.
  • Institutional contact email.
  • Verified session attendance records.

Public schedule privacy

  • The public schedule in SARA Eventos is open to all visitors to check session dates, topics, and speaker biographies.
  • No private attendee data is exposed: The public agenda never displays student names, personal emails, student ID numbers, or private internal notes.
  • Speaker profiles: Biographical details, speaker affiliations, and lecture abstracts are published only with the explicit agreement of the presenter.

05. Retention of event records

Registrations, attendance and issued certificates are used to operate the event and address participation questions. The end of an event or cancellation of a reservation does not automatically delete all associated records.

Where an event offers certificate verification, the associated records are used to confirm issuance. You can ask about retention and request cancellation of your data through the privacy procedure. The response will explain any effect on verification of your certificate.

06. Cancellation and privacy requests

If the event offers cancellation in My Schedule, you may use it to release your reservation under its stated conditions. Cancelling a reservation does not necessarily remove all historical records.

For access, rectification, cancellation or opposition, withdrawal of consent, or limits on use or disclosure, follow the privacy request procedure. Specify SARA Eventos, the event, your registered email and the data concerned. Do not send passwords or authentication codes.

The response will explain any effect on certificate verification and any justified retention or blocking. The procedure explains applicable response and implementation periods.

07. Technical security

Public access uses HTTPS and the service checks account sessions and permissions. Keep your credentials private and report suspected incidents through the privacy contact.

08. Contact information

Data controller: Pedro Antonio Ibarra Facio, operating the independent educational club ICI Laboratories. See the privacy request procedure for the common contact and exercise of rights.

For questions regarding data privacy in SARA Eventos or certificate validations:

Controller and contact

Pedro Antonio Ibarra Facio, operating under the name ICI Laboratories.

Address for notices:Los Pinos 349, colonia Miguel Hidalgo, C.P. 28110, Tecomán, Colima, México.

Privacy contact: icilaboratories@gmail.com

Last updated: October 28, 2026 · ICI Laboratories Privacy Center