Privacy policy

This policy explains how [Organizer legal name] processes personal data for ICMLADS 2027 — across the website, registration and submission forms, support, email, event photography and video, and online sessions. For any privacy matter, contact support@icmlads.org.

It applies to attendees, authors, speakers, committee members, reviewers, sponsor and partner contacts, and website visitors.

We do not share your contact information without your consent. We use your data mainly to manage your participation and to notify you of similar future events. Sharing with sponsors only happens if you opt in during registration. We use cookies and similar technologies as described below.

• You provide — Name, email, phone, postal address, affiliation or position; registration and ticket details; participation type; dietary and accessibility preferences; submissions; and support requests.
• Collected automatically — Device, browser, IP address and usage data via cookies and similar technologies.
• Publications & programme — If accepted, your name, affiliation and submission details may appear in the programme, Abstract Book, proceedings, website and post-event archives.
• Photos & recordings — We photograph and record the event, including online sessions; your image or voice may appear.

We use personal data to operate the event, verify registrations, issue documents, manage submissions and reviews, run sessions and provide support; to communicate updates; to market similar events to existing participants; to create event materials; to meet legal obligations and protect rights; and to share with sponsors only if you opt in.

• Contract — To register you, take payment, issue documents and manage participation.
• Legitimate interests — Event operations and security, service improvement, limited marketing, and reasonable use of event media — balanced against your rights.
• Consent — Sponsor communications, certain cookies, testimonials, and any special-category data; withdrawable at any time.
• Legal obligations — Tax and accounting records, safety, and lawful requests.

We do not sell personal data. Sharing with sponsors happens only on opt-in. We use trusted processors under protective contracts and disclose data where required by law. Names, affiliations and titles may appear publicly in conference materials. Aggregated, de-identified statistics may be shared.

Card and PayPal payments are processed by our payment providers; full card details are not stored by us. Bank-transfer details are provided during checkout. Please also see the providers’ own privacy notices.

Where data is transferred outside the EEA/UK, we use lawful safeguards such as the European Commission Standard Contractual Clauses or equivalent.

• Financial and tax records: as required by law, for example up to 10 years.
• Registration and support records: typically 2–3 years after the event.
• Marketing contacts: up to 3 years after last interaction or until you unsubscribe.
• Visa-support documents: typically 6–12 months after the event.
• Publications: retained long-term as part of the scientific record.
• Photos and video: retained for documentation and promotion unless you object and removal is feasible.

Subject to law, you may access, rectify, erase, restrict, port or object to certain processing, including direct marketing, and withdraw consent where processing relies on it. Contact support@icmlads.org to exercise your rights. You may also complain to your local data-protection authority.

We apply appropriate technical and organisational measures, including encryption in transit, access controls, role-based permissions, staff confidentiality and vendor due diligence. No online service is completely secure, but we work continuously to protect your data.

The event is intended for adults. Under-18s may attend only where event rules permit and, where required, accompanied by a parent or guardian.

We use strictly necessary, performance and analytics, functionality and, with consent, advertising cookies. A first-visit banner lets you manage preferences, and browser controls also apply. Blocking some cookies may affect functionality.

We may update this policy. The “Last updated” date shows the latest version, and material changes are notified where reasonable.

For questions or requests about this policy or your data: support@icmlads.org · [Organizer legal name and address].