Privacy Policy

Effective Date: January 1, 2025

1. Introduction

The Engine for Conference Handling and Organization ("echo," "we," "our," or "us") is committed to protecting the privacy of users of our Conference Management Portal ("the Portal"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Portal.

2. Information We Collect

2.1 Personal Information:

  • Name, email address, and contact information
  • Professional affiliation and credentials
  • ORCID identifier (if provided)
  • Account credentials

2.2 Abstract and Submission Data:

  • Abstract titles, content, and associated materials
  • Author and co-author information
  • Keywords and categories
  • Figures, tables, and supplementary files
  • Presentation preferences

2.3 Usage Information:

  • IP addresses and browser information
  • Access times and dates
  • Pages viewed and actions taken within the Portal
  • Session information

3. How We Use Your Information

We use the collected information to:

  • Process and manage abstract submissions
  • Facilitate the peer review process
  • Communicate about submissions and conference activities
  • Create conference programs and proceedings
  • Maintain historical records of conference presentations
  • Improve our services and user experience
  • Ensure compliance with conference policies
  • Generate anonymized statistics and reports

4. Data Storage and Security

4.1 Location: All data is stored on secure Microsoft Azure servers located in the United States.

4.2 Security Measures: We implement industry-standard security measures including:

  • Encryption of data in transit and at rest
  • Secure access controls and authentication
  • Regular security audits and updates
  • Limited access to personal information on a need-to-know basis

4.3 Data Breaches: In the event of a data breach, we will notify affected users in accordance with applicable laws.

5. Data Retention and Deletion

5.1 Abstract Data: Once submitted, abstract data becomes part of the conference's permanent scientific record and cannot be deleted. However, abstracts may be withdrawn prior to final acceptance.

5.2 Withdrawal Process: Authors may request to withdraw their abstracts before the withdrawal deadline. Withdrawn abstracts will be marked as such but will remain in our system for record-keeping purposes.

5.3 Account Information: You may request updates to your personal information at any time. Account deletion requests will be honored, but submitted abstract data will be retained.

5.4 Archival Period: We maintain abstract and conference data indefinitely for historical and research purposes.

6. Information Sharing and Disclosure

6.1 Conference Purposes: We share information with:

  • Peer reviewers (abstracts only, author-blinded when applicable)
  • Conference organizers and committee members
  • Session chairs and moderators

6.2 Publications: Accepted abstracts will be published in conference proceedings and may be made publicly available.

6.3 Third Parties: We do not sell or rent personal information. We may share information with:

  • Service providers who assist in Portal operations
  • Legal authorities when required by law
  • Professional organizations for credentialing purposes (with consent)

7. International Data Transfers

As our servers are located in the United States, your information will be transferred to, stored, and processed in the United States. By using the Portal, you consent to this transfer and acknowledge that data protection laws in the United States may differ from those in your country.

8. Your Rights and Choices

8.1 Access and Correction: You have the right to access and correct your personal information.

8.2 Communication Preferences: You may opt-out of non-essential communications.

8.3 Data Portability: You may request a copy of your submitted data in a structured format.

8.4 Complaints: You have the right to lodge a complaint with applicable data protection authorities.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain user sessions
  • Remember user preferences
  • Analyze Portal usage and performance
  • Ensure security

You can control cookie settings through your browser, but disabling cookies may limit Portal functionality.

10. Children's Privacy

The Portal is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

11. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to:

  • Know what personal information is collected
  • Know whether personal information is sold or disclosed
  • Say no to the sale of personal information
  • Access personal information
  • Request deletion of personal information (subject to retention requirements)
  • Equal service and price, even if privacy rights are exercised

12. GDPR Compliance

For users in the European Economic Area, we process personal data based on:

  • Consent (for optional services)
  • Contract performance (for abstract submission services)
  • Legitimate interests (for improving our services)
  • Legal obligations

EU users have rights including access, rectification, erasure (where applicable), restriction, portability, and objection.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on the Portal and updating the effective date. Your continued use after changes constitutes acceptance of the revised policy.

14. Contact Information

For privacy-related questions or to exercise your rights, contact us at:

echo - Engine for Conference Handling and Organization
Data Protection Officer
Email: privacy@echo-conference.org

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