Privacy Policy

1) Who we are and scope

This Privacy Policy explains how Proud Pen Limited (“we,” “us,” “our”) processes personal data in connection with our publishing and academic event activities, including our websites, registration and submission forms, support channels, email communications, photography/video from events, and any related online sessions.

Organizer: Proud Pen Limited
 Company number: 12745335
 Address: 71-75 Shelton Street, Covent Garden, London, England, WC2H 9JQ
 Email (privacy): info@proudpen.com

This policy applies to attendees (presenters, listeners, virtual participants), authors, speakers, reviewers, sponsors/partners’ contacts, and website visitors.

2) Summary

  • We do not share registrant contact information with third parties without your consent.
  • Registrant information is primarily used to verify registrations and to notify you of similar events organised by Proud Pen Limited in the future.
  • Sponsor sharing happens only with your opt-in during registration.
  • We use cookies and similar technologies on our websites (see “Cookies” below).

3) Information we collect

Information you provide directly:

  • Identification and contact details (name, email, phone, postal address), affiliation/position.
  • Registration details, ticket selections, participation type (oral, poster, virtual, listener), dietary/accessibility preferences (if you choose to provide them).
  • Submissions for the scientific program (titles, abstracts, keywords, co-authors), feedback forms, testimonials.
  • Support requests and communications with us.

     

Information collected automatically:

  • Device, browser, IP address, and usage data collected via cookies, pixels, and similar technologies. See “Cookies.”

     

Publications & programs:

  • If your work is accepted, your name, affiliation and submission details may appear in programs, abstract books (ISBN), proceedings (ISSN/DOI), our websites, and post-event archives.

     

Photos, video & recordings:

  • We photograph and record our events (including venue footage and online sessions). Your image and/or voice may appear in these materials.

4) How we use your information

We use personal data to:

  • Provide, maintain, and improve our services (operate events, verify registrations, issue confirmations/invoices/certificates, manage submissions and reviews, run online sessions, and provide customer support).
  • Communicate with you about your registration, submissions, schedules, updates, security alerts, and policy changes.
  • Market our services and similar events to you (as an existing participant/contact). You can unsubscribe at any time.
  • Create and distribute event materials (programs, abstract books, proceedings) and use photos/audio-visual footage for documentation and promotion.
  • Comply with legal obligations (tax/accounting, safety) and protect our rights (fraud prevention, security, dispute handling).
  • Share your contact details with sponsors only if you opt-in at registration (you can withdraw consent at any time via the sponsor’s unsubscribe link or by contacting us).

5) Legal bases (UK/EU GDPR)

We process personal data based on:

  • Performance of a contract – to register you, take payments, issue invoices/certificates, manage submissions and participation.
  • Legitimate interests – event operations and security, improving services, limited marketing of similar events to existing participants, and reasonable use of event photos/video, balanced against your rights.
  • Consent – sponsor communications, certain cookies/analytics/advertising pixels, testimonials, and any special-category data (e.g., dietary/access needs) if collected. You may withdraw consent at any time.
  • Legal obligations – tax and accounting record-keeping, safety, responding to lawful requests.

6) Sharing of information

  • We do not sell your personal data.
  • Sponsors: shared only if you explicitly opt-in during registration. Each sponsor message includes an unsubscribe option.
  • Service providers (processors): trusted vendors for hosting, ticketing/payments, email/SMS and marketing automation, CRM, anti-plagiarism (for publications), webinar/streaming, analytics, chat/helpdesk, and security. These providers may process personal data on our behalf under contracts that protect your information and prohibit use for their own purposes.
  • Publications: names/affiliations/titles may appear publicly in programs, abstract books, proceedings, and archives.
  • Legal and safety: data may be disclosed if required by law or to protect rights, safety, and security.
  • Aggregated/de-identified data: we may share statistics (e.g., attendance by country/discipline).

7) Payments

  • PayPal: Payments can be made via PayPal. We do not store full card details. See PayPal’s privacy notice for details.
  • Bank transfer: Bank transfer is available. Bank account details are provided during checkout/invoices/confirmation (we do not list full coordinates in this policy to limit misuse).

8) International transfers

Some processors or partners may be located outside the UK/EEA. Where data is transferred internationally, we use lawful safeguards such as the UK International Data Transfer Addendum (IDTA) or the EU Standard Contractual Clauses (SCCs) to protect your information.

9) Data retention

  • Financial/tax records: retained according to legal requirements (typically up to 6 years in the UK).
  • Registration and support records: 2–3 years after the event or last interaction.
  • Marketing contacts: up to 3 years after your last interaction or until you unsubscribe.
  • Visa support documentation (if applicable): 6–12 months after the event.
  • Publications (programs, abstract books, proceedings): retained long-term as part of the scientific record.
  • Photos/video: retained for documentation and promotion unless you object and removal is feasible.

10) Your rights

Subject to applicable law, you may have the right to access, rectify, erase, restrict, port, or object to certain processing (including direct marketing), and to withdraw consent where processing relies on consent.

To exercise your rights, contact us at info@proudpen.com
 You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your rights have been violated.

11) Security

We use appropriate technical and organizational measures to protect personal data, including encryption in transit, access controls, role-based permissions, staff confidentiality obligations, and vendor due diligence. No online service is 100% secure, but we work to safeguard your information.

12) Children

Our services and events are intended for adults. Under-18s may attend only if permitted by event rules and accompanied by a parent/guardian where required. We do not knowingly collect children’s data unless necessary for participation and, in such cases, we obtain parental/guardian consent.

13) Cookies & Tracking (Cookie Policy)

We use cookies and similar technologies to operate our websites, analyze performance, and—where you consent—personalize content and ads.

13.1 What are cookies?

Cookies are small text files placed on your device by a website. They are widely used to make websites work, improve efficiency, and provide reporting information.

13.2 Types of cookies we use

  • Strictly necessary cookies: Required for core site functionality, such as remembering form entries and keeping sessions secure. You cannot opt out of these.
  • Performance & analytics cookies: Help us understand how visitors use our websites (e.g., Google Analytics). Data is aggregated and used to improve user experience.
  • Functionality cookies: Remember your preferences (such as language or region) to provide a better experience.
  • Advertising & targeting cookies: With your consent, we and our partners (e.g., Google, Meta, LinkedIn) may use cookies and pixels to deliver relevant ads and measure marketing effectiveness.

13.3 Third-party cookies

Some cookies are set by trusted third parties who provide services to us, such as analytics and advertising platforms.

13.4 How you can control cookies

When you first visit our website, you may be presented with a banner allowing you to manage cookie preferences. You can also control cookies through your browser settings:

  • Set your browser to block or delete cookies.
  • Opt out of Google Analytics via Google’s opt-out tool.
  • Manage advertising preferences through third-party platforms (Google Ads Settings, Facebook Ad Preferences, LinkedIn).

Please note: blocking cookies may impact the functionality of our website.

14) Promotional communications 

We periodically send newsletters and emails that promote our conferences, publications, and related events. You can opt out at any time using the unsubscribe link in the email. We may still send important service/transactional messages (e.g., policy updates, receipts).

15) Sensitive personal information

We do not directly collect or store full payment card details. If you provide dietary/accessibility or other special-category information, we will process it only with your consent and only as necessary to support your participation.

16) Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects the latest version. If changes are material, we will take reasonable steps to notify you.

17) Contact us

Questions or requests about this Privacy Policy or your data?

Organizer: Proud Pen Limited
Company number: 12745335
Address: 71-75 Shelton Street, Covent Garden, London, England, WC2H 9JQ
Email: info@proudpen.com