Privacy Policy

Welcome to the registration portal. We highly value the protection of your personal information. This Privacy Policy is designed to explain how we collect, use, store, share, and protect your personal data when you use this conference registration system.

Please read this Privacy Policy carefully and ensure you fully understand it before submitting your registration information. By clicking "Agree," "Submit," or proceeding with your registration, you acknowledge that you have read, understood, and agreed to the terms of this policy.

1. What Information We Collect and How We Collect It

To complete your conference registration, provide conference services, and fulfill legal obligations, we may collect the following categories of information:

1.1 Information You Actively Submit:

• Basic Identity Information: Full name, gender, type of identification document (e.g., national ID card, passport), identification number, nationality.
• Contact Information: Mobile phone number, email address, mailing address.
• Conference-Specific Information: Company/affiliation, job title, arrival/departure dates, accommodation preferences, dietary restrictions (e.g., allergies, vegetarian/vegan needs).
• Payment Information: If a registration fee is required, we may collect invoice billing details and tax identification number. The actual payment processing (e.g., credit card numbers, bank account details) is typically handled by third-party payment platforms; we do not store your complete sensitive payment data.

1.2 Information We Collect Automatically During Your Use:

• Device and Log Information: IP address, browser type, operating system, access times, and your clickstream activity on this website. This is primarily used for network security, troubleshooting, and statistical analysis of site traffic.
• Credential Information: When you check in at the event, we may verify your identification document or scan the mobile e-ticket/QR code associated with your registration.

2. How We Use Your Information

We use your information for the following purposes:

• Core Conference Functions: To confirm your registration status, send confirmation notices, arrange accommodation and catering, compile attendee directories (subject to your separate consent), and issue admission credentials.
• Communication: To send you important conference-related information, such as schedule updates, logistical changes, and emergency notifications.
• Payment and Invoicing: To process your registration fee payment and issue/receipt invoices.
• Security and Safety: To verify your identity, prevent impersonation, and ensure the overall security of the event venue.
• Compliance and Auditing: For internal data analysis, audit trails, and record-keeping to comply with applicable legal and regulatory requirements.

3. How We Share Your Information

We strictly protect your personal information and will only share it with third parties in the following necessary circumstances:

• Event Execution Partners: We may share necessary registration details (such as name, contact information, accommodation needs) with hotels, catering suppliers, and venue management to facilitate the services you requested.
• Payment Processors: To process payments, we share necessary order information with payment service providers like payment gateways, card networks, or banks.
• Legal Requirements: We may disclose your information if required by law or in response to valid requests by public authorities (e.g., to address public health or safety issues).

Important Note: We do not sell your personal information to any advertisers or other unaffiliated third parties.

4. Your Rights Regarding Your Personal Information

In accordance with applicable data protection laws (such as the GDPR), you have the following rights concerning your personal data:

• Right of Access and Portability: You can request access to the personal information we hold about you or request a copy for transfer purposes.
• Right to Rectification: If you believe the information we hold is inaccurate or incomplete, you can request that we correct or update it.
• Right to Withdraw Consent: If you have previously consented to specific processing activities (like receiving marketing communications or being listed in the attendee directory), you have the right to withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing based on consent before its withdrawal.
• Right to Erasure (Right to be Forgotten): You can request the deletion of your personal data when:
  • The data is no longer necessary for the purposes for which it was collected.
  • You withdraw consent and there is no other legal ground for processing.
  • The data has been unlawfully processed.

How to Exercise Your Rights: Please send your request via email to [Privacy Affairs Dedicated Email] or call us at [Customer Service Phone Number]. We will respond to your request within a reasonable timeframe, typically within 30 days.

5. Data Storage and Security

• Storage Location: Your personal information is stored on servers located in [Country/Region, e.g., the European Union / the United States / Singapore]. If cross-border data transfer is necessary (e.g., for inviting international speakers), we will ensure appropriate safeguards are in place.
• Retention Period: We will retain your information for [Specify period, e.g., 3 years] following the conclusion of the conference to comply with financial audit, tax, and potential legal dispute resolution requirements. After this period, your data will be securely deleted or anonymized.
• Security Measures: We implement appropriate technical and organizational security measures, including SSL encryption, access controls, and firewalls, to protect your data against unauthorized access, alteration, disclosure, or destruction.

6. Information from Minors

If you are under the age of 18 (or the applicable age of majority in your jurisdiction), you must obtain consent from your parent or legal guardian before registering for the conference. We do not knowingly collect or process information from minors without valid parental consent.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal/regulatory reasons. If we make material changes (e.g., changes in the purpose of processing), we will notify you via email or through a prominent notice on our website.