The Organizing Committee of 2026 APISWEA International Conference Committee (hereinafter referred to as "we," "us," or the "Committee") is committed to protecting your personal data. This Privacy Policy is designed to inform you clearly and transparently about how we collect, use, process, and protect your personal data when you interact with 2026 APISWEA International Conference (hereinafter, "the Conference").
Please read this policy carefully before using our services.
Organization Name: 2026 APISWEA International Conference Committee
Contact: APISWEA_conference@hotmail.com
2.1 Abstract Submission Stage
When you submit an abstract to the Conference, we collect the following information to manage the review process:
•Data Collected: Your name, job title, affiliation, email address, and the content of your abstract (title, authors, body, etc.).
•Purposes of Processing:
- To administer the review, selection, and management of abstracts.
- To communicate with you regarding the status of your abstract (acceptance, revision, or rejection).
- To schedule accepted abstracts into the Conference program.
•Legal Basis: Your explicit consent.
2.2 Registration Stage
When you register to attend the Conference, we may collect additional information to manage your participation:
Data Collected: Data provided during the abstract submission stage (if applicable), and complete registration information (e.g., billing address, dietary preferences, passport information for visa support). Payment information (e.g., credit card details) is processed directly by a third-party payment gateway and is not stored by us.
•Purposes of Processing:
- To process your registration, collect fees, and provide proof of participation.
- To produce conference badges and the list of participants (see section 2.3).
- To communicate with you during the Conference (sending guides, schedule updates, emergency alerts).
- To arrange catering and other on-site services.
- To send post-conference surveys, certificates of attendance, or thank-you letters.
•Legal Basis: Necessary for the performance of a contract with you (to provide you with conference services).
2.3 Direct Marketing
•Purposes of Processing: To send you information about future conferences, related events, or other services we offer.
•Legal Basis: Your separate, explicit consent (via an optional checkbox). You have the right to opt-out at any time by using the unsubscribe oilink in our emails or by contacting us as described in Section 6.
•Service Providers: Include conference management partner Changsha Dawning Technology Ltd and hotels (for participants requiring accommodation). These third parties process your data only on our instructions.
•Review Committee: Your abstract information will be shared solely with the committee members responsible for the review process.
•Public Information: The title, authors, and affiliations of accepted abstracts may be published publicly in the conference program, book of abstracts, or on the Conference website.
•List of Participants: The name, affiliation, and country of registered participants may be included in a list of participants distributed to all attendees and Conference sponsors. If you do not wish to be included, please contact us (Section 1) to opt-out.
•Legal Requirements: To comply with applicable laws, regulations, or valid legal processes.
•Abstract Data: Data related to rejected abstracts will be deleted or anonymized within 6 months after the review process ends. Data from accepted abstracts will be merged with registration data.
Registration Data: Core registration data will be retained for 3 years after the Conference ends for tax, audit purposes, and to inform you about future conferences. You may request erasure at any time (see Section 6).
•Right of Access: To request a copy of your personal data we hold.
•Right to Rectification: To request correction of inaccurate or incomplete data.
•Right to Erasure (Right to be Forgotten): To request the deletion of your personal data under certain circumstances.
•Right to Restriction of Processing: To request that we limit the processing of your data under certain circumstances.
•Right to Object: To object to the processing of your data under certain circumstances, including for direct marketing.
Right to Withdraw Consent: You have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
To exercise these rights, please contact us using the details in Section 1. We will respond within the timeframe required by law (generally one month).