Privacy Policy

1 Information We Collect

Depending on how you interact with INCPT–AIIMS 2026, the information collected may include:

• Personal details: Name, designation, institution, professional affiliation and other details submitted during registration.
• Contact information: Email address, telephone number and correspondence details.
• Registration information: Registration category, workshop selection, abstract or presentation details, and information required for participation.
• Payment-related information: Transaction references, payment status and related records where applicable. Payment information may be handled by the relevant payment service provider.
• Conference records: Attendance information and details required to issue delegate badges, certificates or other participation records.
• Website information: Basic technical or usage information that may be collected through server logs, cookies or similar technologies, depending on the website configuration.
• Enquiry information: Details you provide when contacting the Conference Secretariat by email, phone or a website form.

Please provide only information that is relevant and necessary for the purpose for which it is requested.

2 How We Use Your Information

Information may be used for legitimate conference-related purposes, including:

• Processing and managing conference registrations.
• Preparing delegate lists, badges, QR codes and entry or attendance records where applicable.
• Communicating registration confirmations, event updates, workshop schedules and venue-related information.
• Managing abstract submissions, presentations and scientific programme participation.
• Issuing certificates of attendance or participation where applicable.
• Responding to questions, requests and complaints.
• Managing sponsorship, exhibition and other conference-related arrangements.
• Maintaining appropriate administrative, financial and conference records.
• Operating, maintaining and improving the website and related services.
• Meeting applicable legal or regulatory requirements.

3 Registration Platforms and Third-Party Services

Certain conference activities may use third-party services, such as online registration forms, payment processors, website hosting, email delivery or QR-code and badge-management tools.

Where such services are used, the information required for the relevant activity may be processed by the service provider in accordance with its own terms and privacy practices. Information will be shared only as appropriate for the relevant conference purpose, subject to applicable requirements.

INCPT–AIIMS 2026 does not control the independent privacy practices of external websites or service providers. Please review their applicable policies before submitting information through their services.

4 Sharing and Disclosure of Information

Personal information is not intended to be sold for commercial purposes. Information may be disclosed where reasonably necessary:

• To authorised conference personnel for registration and event administration.
• To service providers supporting registration, communication, hosting, payments or conference operations.
• Where required by applicable law, a lawful request or a competent authority.
• Where necessary to protect the rights, safety or security of participants, organisers or the conference, subject to applicable requirements.

Any information shared with a service provider should be limited to what is reasonably necessary for the relevant service.

5 Data Retention

Personal information may be retained for as long as reasonably necessary to administer the conference, maintain registration and attendance records, issue certificates, respond to queries, resolve disputes and meet applicable legal, accounting or record-keeping requirements.

When information is no longer required for these purposes, it should be securely deleted, anonymised or otherwise handled in accordance with applicable requirements and the relevant retention arrangements.

6 Data Security

Reasonable measures are intended to be used to protect personal information against unauthorised access, disclosure, alteration or loss. Access to registration and administrative information should be limited to persons who require it for their authorised responsibilities.

However, no website, electronic transmission or storage method can be guaranteed to be completely secure. Users should take care when submitting information online and avoid sending passwords or unnecessary sensitive information by email.

7 Cookies and Website Technologies

The website or its hosting and embedded services may use cookies or similar technologies to support functionality, improve usability or understand website performance, depending on the configuration.

You may be able to manage cookies through your browser settings. Disabling certain cookies may affect some website functions. Any non-essential tracking technologies, where used, should be managed in accordance with applicable requirements.

8 External Links

This website may contain links to external websites or services, including registration platforms, payment services and mapping providers. These external services operate independently and may have their own privacy policies and terms of use.

INCPT–AIIMS 2026 is not responsible for the content or privacy practices of external websites. Please review their policies before providing personal information.

9 Your Choices and Privacy Requests

If you wish to enquire about personal information you have submitted, request correction of inaccurate details or raise a privacy concern, please contact the Conference Secretariat using the details below.

Requests will be considered and handled in accordance with applicable law, the nature of the request and any legitimate record-retention requirements. Additional information may be requested to verify a request where reasonably necessary.

10 Children’s Privacy

Conference registration and related services are intended for participants and professionals engaging with the conference. The website is not specifically directed at children. Where information relating to a child is required for a legitimate conference-related purpose, it should be submitted by an appropriately authorised parent or guardian, where applicable.

11 Updates to This Privacy Policy

This Privacy Policy may be revised to reflect changes in conference operations, website functionality, service providers or applicable requirements. Updated versions will be published on this page with a revised effective date where appropriate.

Visitors are encouraged to review this page periodically.

12 Consent and Applicable Requirements

Information should be collected and processed for the purposes explained in this policy and in accordance with applicable requirements. Where consent is the appropriate basis for processing, it should be obtained and managed as required by law.

This policy is intended to explain the conference’s privacy practices; it does not limit any rights or obligations that apply under relevant law.