Privacy Policy

The 15th International Conference on Palaeoceanography Organising Committee ("we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our services, including submitting information for visa application assistance and conference organisation.

1. Data We Collect

We collect the following types of personal data to assist with visa applications and organise the conference:

  • Full name

  • Contact details (e.g., email address, phone number)

  • Passport details (e.g., passport number, expiration date, date of issue, and nationality)

  • Job title, company/organization, and professional details

  • Dietary preferences or special accommodations (if applicable for the conference)

  • Any additional information required for visa applications or conference participation

2. How We Use Your Data

We process your personal data for the following purposes:

  • Visa Applications (including passport details):

    • To allow us to obtain approval letters for e-Conference visa applications from the Ministry of Internal Affairs and Ministry of External Affairs.

  • Conference Organisation (excluding passport details):

    • To manage your conference registration and participation.

    • To arrange travel, accommodation, or special requirements (if applicable).

    • To send event-related communications, such as agendas, schedules, or updates.

  • Legal and Administrative Purposes (excluding passport details):

    • To comply with legal and regulatory obligations.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: You provide explicit consent when submitting your details for visa assistance and conference participation.

  • Legitimate Interest: To facilitate conference organisation and ensure the event meets participants’ needs.

  • Legal Obligation: Where required to comply with laws or regulations (e.g., for visa applications or tax reporting).

4. How We Protect Your Data

We implement appropriate technical and organizational measures to safeguard your data, including:

  • Secure data collection through encrypted forms (HTTPS).

  • Restricted access to personal data, limited to authorised personnel.

  • Secure storage solutions, including multi-factor authentication and encryption of electronic records.

5. Data Sharing

We do not sell or rent your personal data to third parties. However, we may share your data with:

  • Visa Authorities and Government Agencies: To assist with processing visa applications.

  • Conference Vendors and Partners (excluding passport data): For travel arrangements, venue management, or accommodation (e.g., hotels, travel agencies, catering providers).

  • Service Providers (excluding passport data): Third-party services (e.g., payment processors) that assist in delivering our services. These providers are contractually obligated to comply with GDPR and protect your data.

  • Squarespace: Our website is built using Squarespace, which hosts the forms you use to submit your data. Squarespace processes your data on our behalf in compliance with GDPR. You can learn more by reviewing Squarespace’s Privacy Policy.

6. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

  • Visa-related data: Retained until your visa application is processed and completed, or as required by legal obligations.

  • Conference-related data: Retained until the conference concludes and for a limited period afterward to address queries or legal requirements.

  • General data: Retained in accordance with applicable legal or regulatory retention periods.

Once your data is no longer needed, we securely delete it.

7. Your Rights

Under GDPR, you have the following rights:

  • Access: Request a copy of the personal data we hold about you.

  • Correction: Request corrections to your personal data if it is inaccurate.

  • Deletion: Request the deletion of your personal data (subject to legal obligations).

  • Objection: Object to the processing of your personal data for specific purposes.

  • Data Portability: Request a copy of your data in a structured, machine-readable format.

To exercise these rights, contact us at icp15.2025@gmail.com.

8. Squarespace Privacy Policy

Our website and forms are hosted on Squarespace. As part of their services, Squarespace processes your data on our behalf in compliance with GDPR. For information on how Squarespace handles your data, please refer to Squarespace’s Privacy Policy and Cookie Policy.

9. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

  • Address: Indian Institute of Science, Department of Earth Sciences, IISc Campus, Malleshwaram, Bengaluru, Karnataka 560012

  • Email: icp15.2025@gmail.com