What you need to know
- 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.
- 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
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
How we use your data to personalise the service we offer you
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)
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.
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.
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.
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.
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 email@example.com or you can write to us at
33 Wood Lane,
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.
Complaints and contacting us
If you have any complaints concerning ACPIL’s processing of your personal data please email us at firstname.lastname@example.org or you can write to us at
33 Wood Lane,