Data Collection Policy

ICEEA-2026 & ICETS-2026 Conference

Last Updated: November 27, 2025

This Data Collection Policy outlines what data we collect, why we collect it, how it &apos stored, and how long we retain it for the International Conference on Earth and Environment in Anthropocene (ICEEA-2026) and 18th International Congress on Environmental &apos Territorial Studies (ICETS-2026).

1. Types of Data Collected

1.1 Registration Data

Personal Identifiers:

  • Full name
  • Title/Salutation
  • Date of birth
  • Gender
  • Nationality
  • Passport/ID number (for international participants)

Contact Information:

  • Email address (primary & secondary)
  • Phone number (mobile & office)
  • Mailing address
  • City, State, Country
  • Postal/ZIP code

1.2 Professional & Academic Data

  • Current institutional affiliation
  • Department and designation
  • Educational qualifications (degrees, institutions, years)
  • Research areas and specialization
  • Professional memberships
  • Publications list (if provided)
  • ORCID ID or Researcher ID
  • LinkedIn profile (optional)

1.3 Submission Data

  • Abstract title and content
  • Full paper manuscript (if submitted)
  • Keywords and theme selection
  • Co-author information
  • Supplementary materials (figures, tables, datasets)
  • Presentation type preference (oral/poster)
  • Revision history and reviewer comments

1.4 Financial Data

  • Registration category and fee amount
  • Payment method
  • Transaction ID and timestamp
  • Billing address
  • Invoice details
  • Refund requests and processing
  • Note: Credit card information is processed by third-party payment gateways; we do not store card details

1.5 Event Participation Data

  • Session attendance records
  • Workshop/training registrations
  • Networking event participation
  • Dietary preferences and restrictions
  • Special accommodation needs
  • Emergency contact information
  • Travel and accommodation details (if booked through us)

1.6 Technical & Website Data

  • IP address and geolocation
  • Browser type and version
  • Device type and operating system
  • Login credentials (username/password - encrypted)
  • Session duration and activity logs
  • Pages visited and click patterns
  • Cookies and tracking data
  • Download history (conference materials)

1.7 Multimedia Data

  • Photographs during conference events
  • Video recordings of presentations
  • Audio recordings (with consent)
  • Profile pictures uploaded by participants
  • Presentation slides and posters

2. Purpose of Data Collection

2.1 Conference Management

  • Process and manage registrations
  • Create conference program and schedule
  • Assign sessions and presentation slots
  • Issue badges, certificates, and credentials
  • Manage accommodation and logistics

2.2 Academic & Research Purposes

  • Facilitate peer review process
  • Publish conference proceedings
  • Create abstract books and programs
  • Enable collaboration and networking
  • Analyze research trends in the field

2.3 Communication & Support

  • Send conference updates and reminders
  • Provide technical support
  • Answer queries and requests
  • Share post-conference materials
  • Notify about future events

2.4 Legal & Compliance

  • Comply with university regulations
  • Meet tax and financial reporting requirements
  • Maintain audit trails
  • Support visa applications
  • Handle disputes and legal matters

2.5 Quality Improvement

  • Analyze website usage patterns
  • Improve user experience
  • Collect feedback for future events
  • Measure conference success metrics

3. Data Storage and Security

3.1 Storage Infrastructure

  • Primary Servers: Hosted in secure data centers in India
  • Backup Systems: Automated daily backups with geo-redundancy
  • Cloud Storage: Encrypted cloud storage for large files and media
  • Database: SQL databases with encryption at rest

3.2 Security Measures

Technical Security:

  • SSL/TLS encryption (256-bit)
  • Firewall protection
  • Intrusion detection systems
  • Regular security audits
  • DDoS protection
  • Malware scanning

Access Control:

  • Role-based access control
  • Two-factor authentication
  • Password complexity requirements
  • Access logs and monitoring
  • Limited staff access
  • NDA for staff members

3.3 Data Encryption

  • Data in transit: TLS 1.3 encryption
  • Data at rest: AES-256 encryption
  • Password storage: Bcrypt hashing
  • Sensitive data: Additional encryption layer

4. Data Retention Period

Data TypeRetention PeriodReason
Registration dataConference + 2 yearsAdministrative purposes
Published papersPermanentAcademic archive
Financial records7 yearsLegal/tax compliance
Email communicationsConference + 1 yearSupport and reference
Website analytics26 monthsIndustry standard
Photographs/videosPermanent (with consent)Promotional/archival
Login credentialsUntil account deletionAccess management

* Participants may request early deletion of certain data types, subject to legal and contractual obligations.

5. Data Sharing and Third Parties

We share data with:

  • Partner Institutions: CIIEMAD and IPN Mexico (conference organizers)
  • Publishers: Springer and Scopus (for accepted papers only)
  • Payment Processors: Secure payment gateways (PayPal, Stripe, Razorpay)
  • Email Service Providers: For conference communications
  • Analytics Providers: Google Analytics (anonymized data)
  • Cloud Service Providers: AWS, Azure (encrypted data)

All third parties are bound by data protection agreements and cannot use data for other purposes.

6. Your Data Rights

✓ Access

Request a copy of all data we hold about you

✓ Correction

Update or correct inaccurate information

✓ Deletion

Request erasure of your personal data

✓ Portability

Receive your data in machine-readable format

✓ Restriction

Limit how we process your information

✓ Objection

Object to certain types of processing

To exercise any of these rights, email: datarights@iceea2026.com with subject line Data Rights Request

7. Data Breach Protocol

In the unlikely event of a data breach:

  • We will notify affected individuals within 72 hours
  • We will report to relevant authorities as required by law
  • We will take immediate action to contain and remediate the breach
  • We will provide guidance on protective measures
  • We will conduct a thorough investigation and implement preventive measures

8. Contact Information

For data collection inquiries, contact:

Data Protection Officer

Department of Geology

Central University of Karnataka

Kadaganchi, Kalaburagi - 585367, India

Email: datarights@iceea2026.com

Phone: +91-XXXX-XXXXXX

Website: www.iceea2026.com

Important: This policy is designed to be transparent about our data practices. If you have any concerns or questions, please contact our Data Protection Officer.

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