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Academic Conferences Privacy Policy

Privacy Policy

We, Academic Conferences and Publishing International Limited (ACPIL), use your personal data to provide our conference and publishing services to you or to communicate with you as a supplier of goods or services used in our conference and publishing business. We have described how we collect, store and use your data in this Privacy Policy.

Personal data as described in this Privacy Policy, is personal data which identifies you or which could be used to identify you such as your name and contact details. It may also include information about how you use our websites and mobile applications.

What you need to know

1) Who is responsible for your data

Academic Conferences and Publishing International Limited is responsible for your data. Our registered address is 33 Wood Lane, Sonning Common, RG4 9SJ. We are registered as a company in England and Wales under company number 6233418. We are the data controller of the data which we collect from you, and as such we control the ways your personal data are collected and the purposes for which your personal data are used.

2) Personal data we collect about you

Depending on how you use our services and our websites, we might collect the following kinds of information about you:

Your name and contact details (email address, address, telephone number) When you make an enquiry about a conference or publication

When you submit a contribution to a conference or a journal

When you enter a competition

When you fill in forms on our website

When you are a prospective or confirmed supplier

Information about participation in a conference When you register to attend a conference

 

When you make a submission to a conference, a competition or to a publication

Information about other services you have bought from us When you book a conference dinner, or order books, for example
Information about other individuals accompanying  you to a conference or co-authors in a publication When you register for a conference with other people

When you make a submission to a conference, a competition or to a publication with co-authors

Communication we have with you (emails,  telephone calls, messages sent to us through our social media platforms, feedback) When you get in touch with us

When you respond to our requests for feedback

Information about you, information about your interests

See more information below under the heading ‘How we use your data to personalise the service we offer you’

When you fill in forms on our website

When you get in touch with us

When you respond to our requests for feedback

When you opt in to receiving messages from us

Payment card details

Your card details are stored and protected in accordance with best industry practice

When facilitating payment by card

Sensitive personal data

Certain kinds of personal data, such as data about your racial or ethnic origin, your physical or mental health, your religious beliefs or alleged commission or conviction of criminal offences, are special categories of personal data which by law require additional protection. We limit the circumstances in which we collect sensitive personal data of this kind, but we do collect and process it when for example:

  • You have informed us that you need wheelchair access to the conference
  • You have requested special assistance
  • You have requested a special meal type which implies or suggests your religion (e.g. a halal meal) or a health issue (e.g. a gluten-free meal).

By providing any sensitive personal data, you explicitly agree that we may collect it and use it to provide services to you.

3) How we use your personal data

We can only use your personal data if we have a proper reason for doing so. According to the law, we can only use your data for one or more of these reasons:

  • To fulfil a contract we have with you, or
  • If we have a legal duty to use your data for a particular reason, or
  • When you consent to it, or
  • When it is in our legitimate interests.

Legitimate interests are our business or commercial reasons for using your data, but even so, we will not unfairly put our legitimate interests above what is best for you.

In the table below, we have set out the different ways in which we use your personal data and the reasons we rely on for using that data.

What we use your personal data for Legal grounds for using it Our legitimate interests
·         To provide services to you

·         Communicating with you and to send you information about your submission to a conference or publication and to send you information about your registration to a conference or payment of a publication fee

 

·         Fulfilling contracts

·         Our legitimate interests

·         With your consent

·         Keeping our records up to date, working out which of our products and services may interest you

·         Developing products and services and what we charge for them

·         Identifying or defining types of customers for new products of services

·         Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

·         To communicate with you and manage our relationship with you

·         To personalise and improve your customer experience

·         To inform you about our news and offers what we think you might be interested in

(See more detail below under the heading ‘How we use your data to personalise the service we offer you’)

·         Fulfilling contracts

·         Our legitimate interests

·         With your consent

·         Keeping our records up to date, working out which of our products and services may interest you

·         Developing products and services and what we charge for them

·         Identifying or defining types of customers for new products of services

·         Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

·         To detect, investigate and seek to prevent fraud and financial crime

·         To manage risk for us and our customers

·         To obey laws and regulations which apply to us and the way we deliver our services

·         To respond to complaints and to seek to resolve them

·         Fulfilling contracts

·         Our legitimate interests

·         Our legal duty

·         With your consent

·         Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

·         Identifying ways to improve the way we deliver services to our customers

·         To run our business in an efficient and proper way

·         To fulfil our administrative purposes including accounting, billing and audit

·         To improve our services

·         To protect our business interests

·         Fulfilling contracts

·         Our legitimate interests

·         Our legal duty

·         Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

·         Identifying ways to improve the way we deliver services to our customers

·         To develop and manage our brand, products and services

·         To test new products and services

·         Fulfilling contracts

·         Our legitimate interests

·         Our legal duty

·         Being efficient about how we fulfil our contracts, provide our services and fulfil our legal duties

·         Identifying ways to improve the way we deliver products and services to our customers

 

4) How we use your data to personalise the service we offer you

We use the data we collect about you from different sources to try to understand more about you and your preferences, so that we can personalise the service we offer to you. We use information collected from the submissions or registrations you have made. We do not use Cookies, which are small pieces of information stored on your device by the web browser of your device. We also use data from third parties (see ‘Sharing your data’ below). We use the information from these different sources to help us communicate with you. We use information about where you are, for example, to inform you about conferences we are running in your region

5) Marketing: How to manage the marketing messages you receive

We may send you marketing communications by email if you have indicated that you are happy to receive such emails [or if you have made a submission to a conference or submitted a paper to a journal and you have not told us that you no longer wish to receive marketing emails]. Our marketing communications include information about our new and existing conferences and publications.

You can also opt out of receiving marketing emails by clicking on the unsubscribe link which we include in all our marketing emails.

Please note that if you tell us that you do not wish to receive marketing emails, you will still receive service emails which are necessary for example to confirm your registration or to update you on the status of your submission to a conference or a journal. We will use the email address you give us to update you on the status of a submission or a registration.

Please note that if you ask us to stop sending marketing emails, we will keep a note of your personal information and your request so that we can make sure you are excluded from the emails when they are sent out.

 

6) How long we keep your data

We keep your data only for as long as we need it. How long we need data depends on what we are using it for, whether that is to provide services to you, for our own legitimate interests (described above) or so that we can comply with the law.

We will actively review the information we hold and when there is no longer a customer, legal or business need for us to hold it, we will either delete it securely or in some cases anonymise it.

7) How we protect your data

We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction.

We use technical measures such as encryption and password protection to protect your data and the systems they are held in. We also use operational measures to protect the data, for example by limiting the number of people who have access to the databases in which our registration and paper processing information is held.

We keep these security measures under review and refer to industry security standards to keep up to date with current best practice.

8) Sharing your data

We do not share your personal data with any third party for their marketing purposes, nor do we sell any of your personal data. We do however share some of your personal data with, or obtain personal data from, the following categories of third parties:

Your contact details are shared with participants attending the same conference as you. These are distributed on paper at the conference and are not made available electronically.

Your contact details are included on papers published in Conference Proceedings and other academic publications you have consented to be included in.

If your contact details are publically available on an academic institution website, or an academic journal website we may contact you to inform you about a product or service we think you may be interested in. We will always provide an opportunity for you to say that you do not wish to communicate with us.

Your credit and debit card information: In order to process payments and prevent and detect fraud, we process payment card data through our payment card and fraud management services providers.

10) Your rights

You are entitled to request copies of all personal data held by us and to amend, correct or delete such data.

If you gave us your consent to use your data, e.g. so that we can send you marketing emails, you can withdraw your consent. Information about how to stop receiving marketing communications is set out above under the heading ‘Marketing: How to manage the marketing messages you receive’. Please note that even if you withdraw your consent, we can still rely on the consent you gave as the lawful basis for processing your data before you withdrew your consent.

You can object to our use of your data where we rely on our legitimate interests to do so. We explained the legitimate interests we rely in the table above under the heading ‘How we use your personal data’.

To raise any objections or to exercise any of your rights, you can send an email to us at data.protection@academic-conferences.org or you can write to us at ACPIL, 33 Wood Lane, Sonning Common, RG4 9SJ.

When you get in touch, we will come back to you as soon as possible and where possible within one month. If your request is more complicated, it may take a little longer to come back to you but we will come back to you within two months of your request. There is no charge for most requests, but if you ask us to provide a significant about of data for example we may ask you to pay a reasonable admin fee. We may also ask you to verify your identity before we provide any information to you.

11) Complaints and contacting us

If you have any complaints concerning ACPIL’s processing of your personal data please email us at data.protection@academic-conferences.org or you can write to us at ACPIL, 33 Wood Lane, Sonning Common, RG4 9SJ.