Privacy Policy

1. Who We Are

This Privacy Policy explains how Proud Pen ("we", "us", "our") processes personal data in connection with the International Conference on Aging, Longevity, and Population Health (the "Event"), including this website, its forms, email communications, support channels, online sessions and photography or video at the Event.

It applies to authors, presenters, listeners, virtual participants, Scientific Committee members and reviewers, sponsor and partner contacts, and website visitors.

Contact: [email protected] · Organizer address — to confirm

2. Summary

• We do not sell your personal data.
• We do not share registrant contact details with third parties without your consent.
• We use registration information to administer your participation and, where permitted, to tell you about similar events organised by Proud Pen.
• We do not share your contact details with sponsors unless you have given separate consent.
• We use cookies and similar technologies, as described in section 9.

3. Data We Collect

Submissions: titles, abstracts, keywords, paper files, names, institutions and email addresses of authors and co-authors, phone numbers, SMS preferences, any AI-use declaration and the version of the author AI policy displayed at submission.

Submission updates: original submission ID, reason for the request, revised files, change summary, response to reviewers, any revised AI-use declaration and the outcome of our check.

Registrations: attendee name, institution, email, phone number, address, participation type and fee tier; where someone registers on another person's behalf, the booking contact's name, email, optional phone number and relationship to the attendee; for presenters who choose a speaker listing, that choice and any photo provided.

Payments: payment and order records (amount, currency, status, transaction reference, invoices and receipts) and bank-transfer receipts. Card details are handled by PayPal and are not stored by us.

Pro forma invoice requests: contact name and email, institution or company billing details, optional VAT or company number, attendee names and categories, requested items, instructions, request reference and the issued invoice record.

Invitation letters: only if you request a letter — name as shown in your passport, nationality, date of birth, passport number and passport expiry date.

Feedback: for peer-review feedback, your name, paper title, optional email, ratings and comments; for conference feedback, your name, email, participation details, ratings and comments. Each response is linked to this Event.

Other contacts: messages sent through the contact, committee application and partnership forms, and newsletter subscriptions (name, email address and participation type).

Technical data: device, browser, IP address and usage data from cookies and similar technologies; with each form, the source or campaign, landing page, referrer and a country derived from your IP address.

Event recordings: photographs, video and recordings of sessions in which you may appear.

4. How We Use Your Data

• To administer the Event, including submissions, peer review, registration and online sessions
• To publish accepted work in the Abstract Book, proceedings and related archives
• To produce badges and certificates for each attendee
• To list presenters who agree to it on the Speakers and Home pages of the conference website
• To match and process submission update requests
• To prepare requested pro forma invoices and match institutional payments
• To issue invoices, receipts and invitation letters
• To send result and deadline notifications by email and, with your consent, by SMS
• To improve the review process and the conference experience using feedback
• To send newsletters and information about similar events; you can unsubscribe at any time
• To use Event photographs and video for documentation and promotion
• To meet legal obligations and protect against fraud and security risks

5. Legal Bases

• Contract — registration, payment, invoices, certificates, submissions and participation
• Legitimate interests — Event operations and security, service improvement, limited marketing of similar events to existing participants, and reasonable use of Event photography and video
• Consent — speaker listings and photos on the website, SMS notifications, sponsor communications, non-essential cookies, newsletter sign-up from the website and any dietary or accessibility information you choose to provide
• Legal obligation — tax and accounting records and lawful requests

6. Sharing Your Data

• Service providers — hosting, payment processing (PayPal), email and SMS delivery, similarity screening, online session platforms, analytics and security, under contracts that protect your data.
• Publication — author names, affiliations and paper titles appear in the programme, Abstract Book, proceedings and related archives.
• Speaker listings — presenters who choose a listing appear publicly on the conference website with their name, institution, country, paper title, presentation type and any photo provided. Applicable AI-use declarations may accompany published work; see the Generative AI Author Policy.
• Sponsors — only with your separate, explicit consent, which you can withdraw at any time. The registration form does not share your details with sponsors.
• Legal and safety — where required by law or to protect rights and security.
• Aggregated statistics — non-identifiable information, such as attendance by country.

Passport data is used only to produce your invitation letter and is never sent by SMS. Feedback is used internally to improve quality; it is not published as testimonials or added to marketing lists without separate permission. AI-use declaration records are kept separately from contact and reviewer records.

7. Payments

Card payments and PayPal-account payments are processed by PayPal; we do not store full card details. Bank transfers are available, and bank details are provided in the registration form and on invoices.

8. International Transfers

Some service providers may be located outside the UK or the European Economic Area. Where data is transferred, we use lawful safeguards such as Standard Contractual Clauses or equivalent mechanisms.

9. Cookies

We use strictly necessary cookies to run the website; performance and analytics cookies to understand how it is used; functionality cookies to remember preferences; and, with your consent, advertising cookies from partners such as Google, Meta and LinkedIn. You can manage your choices through the cookie banner on your first visit or through your browser settings. Blocking some cookies may affect how the website works.

10. Retention

• Financial and tax records: as required by law, up to 10 years
• Registration and support records: typically 2–3 years after the Event or your last interaction
• Submissions and submission update requests: accepted work is kept as part of the publication record; other submission records Retention period — to confirm
• Pro forma invoice requests: issued invoices are kept with financial records; requests that do not lead to an invoice Retention period — to confirm
• Marketing contacts: up to 3 years after your last interaction, or until you unsubscribe
• Passport data for invitation letters: stored encrypted and deleted Number of days — to confirm days after the Event
• Speaker listings and photos: removed when you withdraw consent, and otherwise Retention period — to confirm
• Feedback responses: Retention period — to confirm
• AI-use declarations and policy versions: kept with the submission record for as long as that record is retained
• Published work: kept long-term as part of the scientific record
• Photographs and video: kept for documentation and promotion unless you object and removal is feasible

11. Your Rights

Depending on applicable law, you may have the right to access, correct, delete, restrict or transfer your data, to object to processing including direct marketing, and to withdraw consent at any time. To exercise your rights, contact [email protected]. You may also complain to your data protection authority.

12. Security

We use appropriate technical and organisational measures, including encryption in transit, access controls and vendor checks. No online service is completely secure, but we work continuously to protect your information.

13. Children

The Event is intended for adults. We do not knowingly collect children's data unless necessary for participation, and in that case only with a parent's or guardian's consent.

14. Changes to This Policy

We may update this policy. The "Last updated" date shows the current version, and we will take reasonable steps to notify you of material changes.