ICWS 2027

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IWCSPP 2027

13th Int'l Working Conference on Stored Product Protection

Privacy Policy

The Organizing Secretariat of the 13th International Working Conference on Stored Product Protection (IWCSPP 2027) (“we,” “our,” or “the Conference”) values your privacy and is dedicated to protecting the personal data of our delegates, keynote faculty, researchers, sponsors, and attendees. This Privacy Policy outlines how your personal information is collected, processed, stored, and protected during your participation in the conference.

1. Information We Collect

When you register for the conference, submit a research abstract, book an exhibition stall, or contact our secretariat, we collect the following categories of personal information:

  • Delegate Identification: Full name, academic title (e.g., Dr., Prof.), affiliation/institution, department, and country of residence.
  • Contact Information: Official/academic email address, telephone/mobile number, and mailing address.
  • Scientific Contributions: Co-author details, paper titles, research tracks, abstracts, and uploaded presentation manuscripts.
  • Transaction Identifiers: Pass category, quantity of delegates, coupon codes, and transaction/order reference IDs generated by Cashfree Payment Gateway (we do not store your full credit card or debit card numbers on our servers).
  • Visa Assistance Information: Passport details, nationality, and date of birth (only if specifically requested by international participants for Indian Conference Visa clearance documentation).

2. How We Use Your Data

Your personal data is used solely for standard academic and conference organization purposes, including:

  • Processing and confirming your registration pass and issuing your official Conference Badge and GST-compliant Tax Invoice.
  • Coordinating peer review, editorial evaluation, and symposium session scheduling for abstract submissions.
  • Facilitating official communications, logistics alerts, badge distribution, and emergency venue notices.
  • Generating entrance passes and facilitating on-site digital check-ins via QR codes at the HITEX Exhibition Centre in Hyderabad.
  • Providing Government of India nodal clearances and personalized invitation letters for international delegate visa processing.

3. Payment Gateway & Security

All online payments on iwcsppbookings.in are processed via Cashfree Payment Gateway using end-to-end 256-bit SSL encryption.

  • Payments are collected in USD ($) as specified for international and domestic delegate categories.
  • Your financial information (card numbers, CVV, Net Banking credentials, UPI PIN) is handled directly by Cashfree’s PCI-DSS compliant secure infrastructure. The conference secretariat does not hold, access, or log raw card details.

4. Data Sharing & Third Parties

We do not sell, rent, or trade your personal data. Your information is only shared under the following operational requirements:

  • Payment Providers: Cashfree Payments India Pvt. Ltd., solely to authorize and settle your delegate ticket fees.
  • Scientific Publishing Partners: Author names, affiliations, and abstracts will appear in the official printed and digital Conference Proceedings and Abstract Book.
  • Regulatory Authorities: Relevant details may be shared with the Ministry of External Affairs (MEA) and Ministry of Home Affairs (MHA), Government of India, strictly for international visa security clearances where applicable.
  • Venue Operations: Attendee rosters for catering, badge printing, and security access control at the HITEX Exhibition Centre.

5. Data Retention & Badge Security

We retain your registration and transaction records for the duration required by applicable financial, taxation, and statutory record-keeping regulations. Abstract submissions remain archived in the official conference repository to preserve academic record integrity. QR codes embedded on delegate badges contain uniquely hashed tokens strictly for event access authentication.

6. Your Rights

As a registered participant or researcher, you have the right to:

  • Request confirmation of the personal data held about you in our database.
  • Request corrections or updates to your affiliation, title, or contact details prior to badge and program printing deadlines.
  • Withdraw optional marketing or non-critical announcement subscriptions at any time.

7. Updates to This Policy

The organizing secretariat may periodically update this policy to reflect modifications in event logistics, statutory guidelines, or payment regulations. The latest version will always be published on this page with the effective revision date.

8. Contact the Secretariat

For any questions, data modification requests, or visa clearance inquiries regarding this Privacy Policy, please contact:

Organizing Secretariat – 13th IWCSPP 2027
HITEX Exhibition Centre, HITEC City, Hyderabad – 500084, Telangana, India
Email: secretariat@iwcspp2027.org / admin@iwcsppbookings.in
Phone: +91 40 2459 1234