This Privacy Policy outlines how the Organizing Committee of the 13th International Conference on Advanced Vibrational Spectroscopy (ICAVS13) and the 5th International Conference on Enhanced Spectroscopy (ICES5), collectively referred to as ICAVS-ICES, will collect, use, and protect your personal information. The conference is hosted by Xiamen University and will take place in Xiamen, China, from 30th November to 5th December 2025.
1. Scope
1.1 This Privacy Policy applies to all personal data collected, used, or shared in relation to ICAVS-ICES, including data collected through the official conference website (https://icavs.xmu.edu.cn/), registration platform, and mobile applications.
1.2 This Privacy Policy does not apply to third-party services accessed through the conference website or app. Any information provided to third-party service providers is subject to their respective privacy policies.
2.1 Registration Information
When you register for ICAVS-ICES, we will collect the following information:
- Personal Details: Name, Gender, Country/Region of Nationality, Country/Region of Residence, Passport Number, Contact Details (Email Address).
- Professional Information: Organisation Name, Type of Organization, Position, Department, Bill Address, Industry Sector, Job Function, Level of Responsibility.
We will use this information to:
- Administer your attendance at the conference, including registration, accommodation arrangements, travel arrangements, health and safety, event security, and other operational aspects.
- Send essential event communications.
- Provide updates about future conferences and related events (if you consent).
2.2 Visa Invitation Letter
If you require a visa invitation letter, we will collect additional information, including:
- Name as printed on passport, Date of Birth, Visa Application Office, Estimated Date of Arrival, Estimated Date of Departure.
This information will be used solely for generating the visa invitation letter.
2.3 Marketing and Updates
If you subscribe to our mailing list, we will collect:
- Name, Company, Email Address.
We will use this information to keep you informed about the latest news, activities, and services related to ICAVS-ICES.
2.4 Additional Information
We may request special category personal data related to health and/or disability to facilitate reasonable adjustments for the safe operation of the event (e.g., special dietary requirements).
3. Rationale for Processing Your Personal Data
Processing your personal data is necessary to:
- Facilitate your attendance at ICAVS-ICES.
- Ensure the smooth operation of the conference and related activities.
4. How We Collect Your Information
We primarily collect personal information directly from you through:
- Email or written correspondence.
- Telephone or in-person interactions.
- Registration on the conference website or app.
- Hotel bookings or event-related activities.
We may also obtain information from third-party sources (e.g., your employer) to update or supplement the data collected.
5.1 Sharing
We will not share your personal information with any other company, organization, or individual except under the following circumstances:
- With your explicit consent or authorization.
- When required by law, legal procedures, or administrative/judicial requirements.
- To protect the interests, property, or safety of participants or the public.
- To provide core services or fulfill contractual obligations.
- To resolve disputes or enforce agreements.
We may share your personal information with affiliated companies or third-party service providers (e.g., suppliers, service providers) to ensure the smooth completion of services. These parties will act as data processors and are not authorized to use your information for any other purpose.
5.2 Transfer
We will not transfer your personal information except with your explicit consent, as required by law, or to comply with contractual obligations. In the event of a merger, acquisition, or asset transfer, the successor entity will be required to adhere to this Privacy Policy.
5.3 Public Disclosure
We will only publicly disclose your personal information under the following circumstances:
- With your explicit consent.
- When required by law or administrative/judicial authorities.
6. Protecting Your Personal Information
We have implemented appropriate technological and organizational measures to protect your personal information. We require third-party service providers to maintain secure and reliable data storage environments. If you suspect any unauthorized access or leakage of your personal information, please contact us immediately.
7. Retention of Your Personal Information
Your personal information will be stored within the territory of China and deleted after the event concludes. The data may be transferred to the conference organizers for archival purposes.
8. Managing Your Personal Information
You can access, correct, delete, or withdraw your consent to the processing of your personal information through your registered account on the conference website. If you wish to exercise any of these rights, please contact us at icavs@xmu.edu.cn.
9. Updates to This Privacy Policy
This Privacy Policy may be updated from time to time. We will notify you of significant changes through the conference website or other appropriate means.
10. Contact Us
If you have any questions or concerns regarding this Privacy Policy, please contact us at icavs@xmu.edu.cn. We will respond within 15 calendar days. If you are not satisfied with our response, you may file a complaint with the relevant authorities.
Note that this privacy policy is written in both Chinese and English. In the event of any inconsistency between the Chinese and English versions, the Chinese version of the privacy policy shall prevail.
Last Updated: 2025.02.24
