This Privacy Policy explains how personal information is collected, used, disclosed, and protected in connection with scientific conferences, workshops, symposia, and related events (collectively, the “Conference”). By registering for or participating in the Conference, you agree to the practices described in this Policy.

1. Information We Collect

We may collect the following categories of personal information:

a. Registration and Contact Information

  • Full name, title, affiliation/organization
  • Email address, phone number, postal address
  • Country, professional role, and areas of interest

b. Professional and Academic Information

  • Institutional affiliation
  • Abstracts, posters, papers, biographies, and presentations
  • Session participation, speaker details, and committee roles

c. Payment and Billing Information

  • Registration fees, invoices, and payment confirmations
  • Limited payment details processed securely by third‑party payment processors (we do not store full credit/debit card numbers)

d. Event Participation Data

  • Attendance records (in‑person or virtual)
  • Session check‑ins, certificates of participation
  • Continuing education or credit information (where applicable)

e. Technical and Usage Information

  • IP address, browser type, device information
  • Log data from conference websites, apps, and virtual platforms
  • Cookies and similar technologies (see Section 6)

f. Images, Audio, and Video

  • Photographs, audio, and video recordings captured during the Conference
  • Recordings of presentations, panels, and Q&A sessions

2. How We Use Information

We use personal information for the following purposes:  

  • To process registrations and manage Conference participation.
  • To communicate important updates, schedules, and materials.
  • To administer payments, refunds, and financial records.
  • To review abstracts, manage programs, and publish proceedings.
  • To issue certificates and verify attendance.
  • To operate virtual platforms and mobile applications.
  • To improve Conference content, logistics, and user experience.
  • To comply with legal, regulatory, and contractual obligations.

3. Legal Basis for Processing (Where Applicable)

Depending on applicable law, we process personal data based on one or more of the following legal grounds:

  • Performance of a contract (e.g., conference registration)
  • Consent (e.g., marketing communications, recordings)
  • Legitimate interests (e.g., conference operations and improvement)
  • Compliance with legal obligations

4. Information Sharing and Disclosure

We may share personal information with:

  • Conference organizers and partners involved in program delivery
  • Service providers such as event management platforms, virtual meeting tools, payment processors, and IT support
  • Publishers and indexing services for abstracts, proceedings, or recordings (as applicable)
  • Sponsors and exhibitors, but only where you have provided consent or where permitted by law
  • Authorities or regulators if required by law or to protect legal rights

We do not sell personal information.

5. International Data Transfers

Scientific conferences are often international. Your information may be transferred to and processed in countries other than your own. We take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection laws.

6. Cookies and Tracking Technologies

Conference websites and applications may use cookies and similar technologies to:

  • Enable essential site functionality
  • Analyze usage and performance
  • Personalize content and improve user experience

You can manage cookie preferences through your browser or platform settings.

7. Data Retention

We retain personal information only for as long as necessary to:

  • Fulfill the purposes outlined in this Policy
  • Maintain academic and administrative records
  • Comply with legal, accounting, or reporting requirements

Retention periods may vary depending on the type of information and applicable obligations.

8. Data Security

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, loss, misuse, or alteration. While we strive to protect your data, no method of transmission or storage is completely secure.

9. Your Rights

Subject to applicable law, you may have the right to:

  • Access and obtain a copy of your personal information
  • Request correction or updating of inaccurate data
  • Request deletion or restriction of processing
  • Object to certain processing activities
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with a data protection authority

Requests can be made using the contact details below.

10. Recordings, Photography, and Media Use

The Conference may be recorded or photographed for educational, archival, and promotional purposes. By attending or participating, you acknowledge that your image, voice, and likeness may be included in such materials unless you notify the organizers in advance where opt out options are available.

11. Third Party Links and Platforms

The Conference may use or link to third party websites, virtual platforms, or applications. This Privacy Policy does not apply to third party services, and we encourage you to review their privacy practices separately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted with an updated revision date. Material changes will be communicated where required by law.

13. Contact Information

For questions, requests, or concerns about this Privacy Policy or data protection practices, please contact:

Zestera Conference
Email: info@zesteraconferences.com

Last updated: 15-12-2025