Global Frontiers: ICEAHIM is committed to protecting your personal data. We use your personal data to provide our conference and publishing services and to communicate with you as a supplier of goods or services utilized in our conference and publishing business. This Privacy Policy outlines how we collect, store, and use your data. Personal data, as defined in this Privacy Policy, includes any information that identifies you or could potentially identify you, such as your name and contact details. It may also encompass information regarding your usage of our websites and mobile applications.

What You Need to Know

Who is responsible for your data?
Global Frontiers: ICEAHIM is responsible for your data. Our registered address is 1102 28^th Avenue South, Moorhead, MN 56560, USA. We are registered as a company in Minnesota under company number 1368087100051. We act as the data controller for the data we collect from you, which means we determine how your personal data is collected and the purposes for which it is used.

Personal data we collect about you:
Depending on how you engage with our services and websites, we may collect the following types of information about you:

• • • Contact Information:
      Your name and contact details (email address, postal address, telephone number) are collected when you:
      • Make an inquiry about this conference or publication.
      • Submit a contribution to the conference.
      • Enter a competition.
      • Complete forms on our website.
      • Engage with us as a prospective or confirmed supplier.
    • Conference Participation Information:
      Information collected when you register to attend the conference or submit materials for the conference.
    • Purchases Information:
      Information regarding other services you have purchased from us, such as conference dinners
    • Accompanying Individuals:
      Information about other individuals accompanying you to a conference or co-authors for a publication is collected when you register or submit materials on behalf of others.
    • Communications:
      Records of communication we have with you, including emails, telephone calls, messages through social media platforms, and feedback received.
    • Interests and Preferences:
      Information regarding your interests is gathered through various interactions, such as filling out forms, contacting us, or opting in to receive communications.
    • Payment Card Details:
      Your card details are processed in accordance with industry best practices when facilitating payment by card.
    • Sensitive Personal Data:
      Certain categories of personal data, such as data about your racial or ethnic origin, physical or mental health, religious beliefs, or alleged criminal offenses, require additional protection. We collect and process this sensitive data only in specific circumstances, such as:
      • When you indicate a need for wheelchair access to a conference.
      • When you request special assistance or specific meal types related to health or religious needs.

By providing any sensitive personal data, you explicitly consent to our collection and use of that data for the provision of services.

How We Use Your Personal Data

We may only use your personal data if we have a legitimate reason to do so. Under the law, we can use your data for one or more of the following reasons:

• • • To fulfil a contract, we have with you.
    • If we have a legal obligation to use your data for a specific reason.
    • When you provide your consent.
    • When it serves our legitimate interests.

We will not unfairly prioritize our legitimate interests over your rights. The table below outlines the different ways we use your personal data and the legal grounds for doing so:

How We Use Your Data to Personalize Our Services

We leverage the data we collect from various sources to gain a better understanding of your preferences, allowing us to personalize our services. This includes information gathered from your submissions or registrations. Please note that we do not use cookies, which are small pieces of information stored on your device by your web browser. We also utilize data from third parties (see ‘Sharing Your Data’ below).

Marketing Communications

We may send you marketing communications by email if you have indicated your consent or if you have submitted a paper to the conference and have not opted out of receiving such communications. Our marketing emails contain information about our conference. You can opt out of receiving marketing emails by clicking the unsubscribe link provided in all our marketing communications.

Please note that if you opt out of marketing emails, you will still receive essential service emails related to your registration or submission status. We will retain a record of your request to ensure you are excluded from future marketing communications.

Data Retention

We retain your data only if necessary for the purposes we have outlined above, whether to provide services, fulfil our legitimate interests, or comply with legal obligations. We actively review the information we hold, and when there is no longer a valid business, customer, or legal need to retain it, we will securely delete or anonymize the data.

Data Protection Measures

We implement technical and operational measures to protect your personal data against unauthorized access, unlawful use, accidental loss, corruption, or destruction. This includes encryption, password protection, and restricted access to our databases that contain registration and paper processing information. We regularly review our security measures and adhere to industry security standards to maintain best practices.

Sharing Your Data

We do not share your personal data with any third party for their marketing purposes, nor do we sell your personal data. However, we may share some of your personal data with or obtain personal data from the following categories of third parties:

• • • Conference Participants: Your contact details are shared with other participants attending the same conference, distributed on paper at the event but not made available electronically. They may also be included in Conference Proceedings or other academic publications you consent to be included in.
    • Publicly Available Information: If your contact details are publicly available on an academic institution or journal website, we may reach out to inform you about products or services we believe may interest you, providing an opportunity for you to decline communication.
    • Payment Processing: To process payments and prevent fraud, we share your credit and debit card information with our payment card and fraud management service providers.

Your Rights

You are entitled to request copies of all personal data we hold about you and to amend, correct, or delete such data. If you have provided consent for us to use your data, such as for marketing communications, you can withdraw that consent at any time. Instructions for opting out of marketing communications are outlined above.

You may also object to our use of your data based on our legitimate interests. To exercise any of your rights or raise objections, please contact us at data.security@globalfrontiersICEAHIM.org or write to us at:

Global Frontiers: ICEAHIM
1102 28^th Avenue South

Moorhead, MN 56560.

We will respond to your request as soon as possible, and within one month where feasible. If your request is complex, it may take longer, but we will get back to you within two months.

While most requests are free, we may charge a reasonable administrative fee for extensive data requests. We may also ask you to verify your identity before providing information.

Complaints and Contacting Us

If you have any complaints regarding Global Frontiers: ICEAHIM’s processing of your personal data, please contact us at data.security@globalfrontiersICEAHIM.org or write to us at:

Global Frontiers: ICEAHIM
1102 28^th Avenue South

Moorhead, MN 56560