Privacy Policy

1. Overview

This Privacy Policy applies to VDO Technologies, a brand of Show Ease Technologies LLP, and to the information collected through our websites, conference microsites, registration portals, abstract management systems, membership portals, enquiry forms and related digital services.

By using our website or submitting information through our platforms, you agree to the practices described in this Privacy Policy.

2. Information We May Collect

We may collect personal and professional information such as name, email address, phone number, organization, designation, city, country, billing details, membership details, conference registration details, workshop selections, abstract or e-poster submission details, faculty profile information and any message submitted by you.

For payment-related workflows, we may collect transaction references, invoice details, order IDs, payment status and billing information. We do not intentionally store complete card numbers, CVV, banking passwords or sensitive payment authentication credentials on our own systems.

3. How We Use Your Information

We use information to respond to enquiries, process registrations, manage delegate records, issue confirmations, manage scientific submissions, coordinate faculty and reviewer workflows, provide event updates, generate badges or certificates, provide technical support, improve our services and comply with applicable business, accounting or legal requirements.

4. Payment Information

Payments made through our platforms may be processed by authorized payment gateway providers, banks, payment aggregators or other approved service providers. Payment authentication and settlement are generally handled by the respective payment service provider according to its own secure processing environment.

We may receive limited payment status information such as successful, failed, pending, refunded or cancelled transaction status for the purpose of registration confirmation and reconciliation.

5. Sharing of Information

We may share necessary information with conference organizers, associations, event secretariats, authorized payment gateway providers, technology vendors, email or WhatsApp communication providers, logistics teams, onsite registration teams, auditors, legal advisors or government authorities where required.

We do not sell personal information to advertisers or unrelated third parties.

6. Cookies and Website Analytics

Our websites may use cookies or similar technologies to improve browsing experience, remember preferences, support security, measure website traffic and understand how users interact with our pages. You may manage cookie preferences through your browser settings.

7. Data Security

We use reasonable technical and organizational measures to protect information from unauthorized access, misuse, loss or alteration. However, no internet-based system can be guaranteed to be completely secure, and users are encouraged to use secure devices and networks while submitting information.

8. Data Retention

We retain information for as long as required for event operations, reporting, accounting, compliance, dispute resolution, archival records or legitimate business requirements. Event-specific data retention periods may vary based on the requirements of the organizing association or institution.

9. Access, Correction and Removal Requests

You may request access, correction or removal of your information by contacting us. Certain information may need to be retained where required for invoices, payment reconciliation, conference records, statutory requirements or dispute resolution.

10. Third-Party Links

Our websites may contain links to third-party websites, payment gateways, conference partner websites or service platforms. We are not responsible for the privacy practices, security or content of third-party websites.

11. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will be posted on this page with the updated date.

12. Contact

For privacy-related questions or requests, please contact VDO Technologies using the contact details given below.