For participants, speakers, authors, delegates and other Event participants
Effective from: May 2026 | Last updated: May 2026
1. Scope and Purpose
This Privacy Policy explains how SCON Conferences LLP may collect, use, share and protect personal information reasonably required to administer conferences, academic meetings, paper presentations, workshops and related Events.
Because Events may involve participants and service providers in different countries, information may be processed in another country where a Participant, Event or provider is located.
2. Personal Information We May Collect
- Identification and identity-verification information.
- Contact information.
- Professional and academic information.
- Registration, attendance and participation information.
- Payment and transaction information reasonably required for Event transactions.
- Visa-support and travel-related information reasonably required for invitation or participation documentation.
- Accessibility information voluntarily provided for reasonable support arrangements.
- Technical information reasonably required for virtual or hybrid Event access and administration.
3. How We Use Personal Information
Information may be used to:
- process registration and payment;
- administer submissions and academic review;
- issue invitations, badges and certificates;
- arrange presentation schedules and Event access;
- communicate Event updates and operational information;
- maintain Event security;
- comply with tax, accounting and legal requirements;
- respond to complaints, disputes and legitimate requests; and
- improve future Events.
4. Required and Optional Processing
Some information is reasonably necessary to provide registration and Event services, such as information required to identify a Participant, process payment, issue a certificate, prepare an invitation or provide Event access.
Where processing is based on consent or another optional basis, the Organizer will provide the applicable notice or choice where required by law. Where consent is the applicable basis, a Participant may withdraw consent subject to applicable legal and operational limitations.
Withdrawal of consent does not affect processing already carried out lawfully before withdrawal.
5. Academic and Professional Information
Abstracts, papers, biographies, presentation titles, presentation materials and related academic information may be processed for Event administration, review, programme preparation, proceedings, archives, documentation and reasonable promotion, subject to the applicable Terms & Conditions and any Event-specific notice.
Participants should ensure that submitted material does not unlawfully disclose another person’s private information and that appropriate permissions and rights have been obtained.
6. Payment Information
Payment transactions may involve banks, card networks, payment gateways and other payment processors. These providers may process transaction information under their own applicable terms and privacy notices.
Participants should use designated payment channels and should not send unnecessary payment credentials or sensitive financial information by ordinary email.
7. Visa and Immigration Information
The Organizer may process information reasonably required to prepare visa-support documentation for eligible Participants with confirmed registration.
An invitation or participation letter is not immigration or legal advice, financial sponsorship, employment authorization or a guarantee of visa or entry permission.
8. Accessibility Information
Where accessibility support is requested, the Organizer may process information reasonably necessary to discuss requirements with the venue or relevant service provider and consider reasonable arrangements.
Participants should contact contact@sconconferences.com as early as possible when support is required.
9. Photography, Audio, Video and Recordings
Photography, audio recording, video recording or livestreaming may take place in public Event areas and during sessions. Participants may appear incidentally in photographs or recordings used for documentation, archives, reporting and reasonable promotion.
Participants who do not wish to appear prominently in promotional material should contact contact@sconconferences.com before the Event. The Organizer will make reasonable efforts to respect the request, although exclusion from background or crowd images cannot always be guaranteed.
Use of submitted or presented academic material and related recordings is also governed by the Intellectual Property provisions of the applicable Terms & Conditions.
10. Sharing with Service Providers and Other Parties
Where reasonably necessary, information may be shared with payment processors, reviewers, venues, hotels, production providers, Event platforms, technology providers, professional advisers, government authorities and other service partners involved in delivering or regulating the Event.
Categories of providers may include registration systems, payment services, email and communication providers, cloud or hosting providers, virtual-event platforms, venues and hotels, certificate or proceedings providers, academic reviewers and professional advisers.
Third parties may process information under their own applicable terms and privacy practices.
11. International Processing
Because the Event is international, information may be processed in another country where a Participant, Event or service provider is located.
The Organizer will apply reasonable safeguards appropriate to the information and the circumstances and will comply with applicable legal requirements governing such processing.
12. Data Security
The Organizer will apply reasonable technical and organizational safeguards designed to protect personal information against unauthorized access, misuse, alteration, disclosure or loss.
No method of transmission, storage or processing can be guaranteed to be completely secure. Participants should use appropriate care when transmitting sensitive information and should communicate through designated channels.
Where a personal-data incident occurs, the Organizer will assess and handle the incident in accordance with applicable law and its operational procedures, including any required notifications.
13. Data Retention
Personal information will be retained only for as long as reasonably necessary for the purpose for which it was collected, Event administration, contractual obligations, accounting and tax requirements, dispute resolution, legal claims, security, or other applicable legal obligations.
Different categories of information may therefore be retained for different periods. When information is no longer reasonably required, it will be deleted, anonymized or otherwise handled in accordance with applicable requirements and legitimate operational needs.
14. Communications
Operational registration and Event messages may be necessary to provide the service, including confirmations, schedules, access information, programme updates and other Event-related communications.
Promotional communications will be managed in accordance with applicable law and available opt-out rights.
Privacy or communication preferences may be managed by contacting contact@sconconferences.com, subject to applicable legal and operational requirements.
15. Participant Privacy Rights
Subject to applicable law and the circumstances of the processing, Participants may have rights concerning their personal information, including rights to request information about processing, correction or updating, deletion or erasure where applicable, withdrawal of consent where consent is the applicable basis, and grievance redressal.
Requests should be submitted to contact@sconconferences.com with sufficient information for the Organizer to identify the relevant Participant and request.
The Organizer may need to verify identity before responding to a request and may retain information where required or permitted by law.
16. Third-Party Platforms and Independent Services
Virtual-event platforms, payment processors, hotels, venues, technology providers and other independent service providers may process Participant information in connection with their services.
Unless the Organizer expressly sells a service as part of the registration package, the Organizer is not responsible for independent bookings or services arranged directly between a Participant and a third party.
Participants should review the privacy notices of third-party providers where appropriate.
17. Complaints and Grievances
Privacy complaints or requests may be sent to contact@sconconferences.com. The Organizer will ordinarily acknowledge a complaint within three business days and aim to provide a substantive response within 15 business days, subject to the complexity of the matter and applicable law.
Participants retain any rights available under applicable consumer, data-protection, banking or other mandatory laws.
18. Updates to this Privacy Policy
This Privacy Policy may be updated for future Events or registrations. The applicable version will ordinarily be the version communicated or made available at the relevant time, except where an update is required by law or necessary to address circumstances affecting Event delivery or information processing.
19. Relationship with Terms & Conditions
This Privacy Policy should be read together with the applicable SCON Conferences LLP Terms & Conditions and any Event-specific privacy notice. The Terms & Conditions govern registration, participation, cancellation, intellectual property, recording, liability and other contractual matters; this Privacy Policy addresses the collection and handling of personal information.
20. Contact
For any privacy question or to exercise any right described above, contact the SCON Conferences secretariat:
Email: contact@sconconferences.com
Phone: +1 775 243 6888
Website: sconconferences.com