Privacy Policy

ScholarSummit Events – Privacy Policy

Effective Date: July 1, 2022
Last Updated: June 26, 2022

1. Introduction

ScholarSummit Events (“we,” “us,” “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website, register for events, or interact with us.

2. Information We Collect

2.1 Registration Data: Name, title, organization, email address, phone number, postal address, professional role, dietary preferences, and payment details.
2.2 Abstract & Presentation Data: Biographical information, presentation title, abstract text, and uploaded files.
2.3 Technical Data: IP address, browser type/version, device identifiers, operating system, referral URLs, and usage statistics.
2.4 Marketing & Communication: Newsletter sign-up preferences, click-through or open rates, event feedback.
2.5 Cookies & Tracking: Session cookies, persistent cookies, and similar tracking technologies to optimize website functionality and analytics.

3. How We Use Your Data

3.1 Event Administration: To process your registration, deliver tickets/e-materials, and provide customer support.
3.2 Communications: To send confirmations, updates, newsletters, surveys, and promotional offers (with your consent).
3.3 Program Management: To review abstracts, schedule sessions, and publish materials.
3.4 Analytics & Improvement: To analyze site use, measure campaign effectiveness, and improve our services.
3.5 Legal Compliance: To meet regulatory obligations, respond to lawful requests, and defend legal rights.

4. Legal Basis for Processing
   • Consent:When you opt in for marketing communications or provide data voluntarily.
   • Contractual Necessity:To fulfill event registration and service delivery.
   • Legitimate Interests:For fraud prevention, security, direct marketing (where not overridden by your rights), and site performance analysis.
   • Legal Obligation:To comply with tax, accounting, or other statutory requirements.

5. Data Sharing & Disclosure

5.1 Service Providers: Payment gateways, email platforms (e.g., Mailchimp), CRM systems, web-hosting, and analytics services. All processors adhere to confidentiality and security standards.
5.2 Sponsors & Exhibitors: If you opt in, your name, affiliation, and contact may be shared with sponsors for networking purposes.
5.3 Legal Requirements: When required by law, court order, or governmental authority.
5.4 Business Transfers: In connection with merger, acquisition, or sale of assets, subject to confidentiality and notice.

6. Cookies & Similar Technologies

• We use first- and third-party cookies for authentication, preferences, analytics (e.g., Google Analytics), and targeted marketing.
• You can manage cookie preferences via your browser settings or our cookie-banner controls.

7. Data Retention

• Registration & Payment Records:Retained for 7 years for accounting and audit purposes.
• Abstracts & Presentations:Retained indefinitely (unless you request deletion), to support digital archives.
• Analytics Data:Anonymized or aggregated after 2 years.
• Marketing Data:Retained until you unsubscribe or withdraw consent.

8. Your Rights

(Subject to legal exceptions, you may exercise:)

• Access:Request a copy of your personal data.
• Rectification:Correct inaccurate or incomplete data.
• Erasure (“Right to be Forgotten”):Delete data when no longer needed.
• Restriction:Limit processing in certain circumstances.
• Portability:Receive data in a structured, machine-readable format.
• Objection:Object to processing based on legitimate interests or direct marketing.
• Withdraw Consent:At any time for consent-based processing.

To exercise these rights, email privacy@scholarsummit.org. We will respond within 30 days.

9. International Data Transfers

We may transfer data to service providers or partners in countries outside India. All transfers are protected by appropriate safeguards, such as Standard Contractual Clauses or ensuring the recipient complies with similar data-protection standards.

10. Security Measures

We implement industry-standard technical and organizational safeguards:

• Encryption in transit (HTTPS/TLS) and at rest
• Access controls and authentication
• Regular security audits and vulnerability assessments
• Staff training on data protection and confidentiality

11. Children’s Privacy

Our services are not directed to individuals under 18. We do not knowingly collect data from minors. If you believe we have inadvertently done so, please contact us to request deletion.

12. Third-Party Links

Our website may link to external sites. We are not responsible for their privacy practices. Please review each site’s Privacy Policy before providing personal information.

13. Changes to This Policy

We may update this Privacy Policy. We will notify registrants via email and post the new policy on our website with a revised “Last Updated” date. Continued use constitutes acceptance of the changes.

14. Jurisdiction & Dispute Resolution

This Privacy Policy is governed by the laws of India. Any disputes will be subject to the exclusive jurisdiction of courts in Hyderabad, Telangana, India.

Contact Us
Data Protection Officer
ScholarSummit Events
Email: privacy@scholarsummit.org
Address: 12 Innovation Park, Hyderabad, Telangana, India