During the course of organizing and conducting a conference, a variety of personal and non-personal information is collected from participants, speakers, sponsors, and other stakeholders. This information is essential for the smooth functioning of the event, as well as for meeting logistical and legal requirements. The types of information collected generally fall into several categories, and it is important for organizers to be transparent about how this data will be used. Organizers need accurate contact information, preferences, and dietary or accessibility requirements to ensure smooth operation. Collecting consent to send event updates, newsletters, or follow-up materials helps organizers stay connected with attendees.

Data Security Measures are crucial for ensuring that attendees' personal information is kept safe during a conference, whether the event is virtual, hybrid, or in-person. Below is a breakdown of key data security measures you can implement and include in your conference-related privacy policy or communications. All personal data transmitted through our platform is protected with end-to-end encryption to ensure that your information is securely sent and received. This encryption helps protect data from unauthorized access while in transit, such as during registration or when logging into virtual sessions.

We retain personal data only for as long as we have a legitimate purpose to do so. We may need to retain personal data for commercial and legal purposes, and the length of such retention will depend on the specific personal data. We keep personal data to enable your continued use of our Platform and any other products or services, and/or for as long as it is required in order to fulfill our obligations. We keep data for as long as required for the relevant purposes described in this Privacy Policy, or as may be required by law (including for tax and accounting purposes), contract, or as otherwise communicated to you. We will delete your personal data in accordance with applicable law and/or our contractual agreement. We review and update our data retention policies regularly to align with legal and organizational requirements. You have the right to request data removal at any time. Contact us if you would like to know more about data retention practices.

We may collect personal data about you from you directly, from Membership Account holders or other users of our Platform, through technology that automatically collects information from your browser or device, and from third party sources. We provide examples below. These examples are not exhaustive and we may collect personal data that is not specifically listed below, which we use consistent with this Privacy Policy. We also may provide supplemental information about our data collection or privacy practices in disclosures about specific products, services, Platform capabilities, other circumstances, or in some cases, at the time we collect personal information from you. Any personal data that we collect will be used and processed in a manner consistent with this Privacy Policy. Personal Data You Provide to Us. Personal data we may collect from you includes information you choose to submit to us by mail, phone, email, or any other means, or in connection with your access to and use of our Platform.

If you're looking to change or update a privacy policy for a conference, the process generally involves ensuring that the new policy aligns with current data protection laws, accurately reflects how personal information is handled, and is communicated clearly to participants. If there have been changes to data protection laws , update the privacy policy to reflect compliance with the latest legal requirements. Mention the participant’s rights under these laws, such as the right to access, correct, or delete personal information. Include information on how to contact the conference organizers for privacy-related concerns or to exercise data rights.