Privacy Policy
This policy pursues three aims:
Our objective is not only to adhere to European regulations but to share with you our values based on mutual respect and cooperation to better serve the ICIN community.
If you have any queries about this privacy policy, please contact us at admin@icin.biz and we will do our best to answer your questions.
This privacy policy was last updated on 9 May 2009.
TYPES OF DATA COLLECTED
In general, you can browse the ICIN 2009 website without disclosing any information about yourself. However, you could belong to one of the following categories:- A visitor browsing on the ICIN website
When someone visits the ICIN website we collect standard internet log information and details of visitor behaviour patterns.
- An author submitting an abstract or related documents
We use the EDAS system to collect abstracts, final papers, posters and PowerPoint presentations. EDAS requires you to agree to their privacy policy when registering as a new user. The EDAS privacy policy is different from the ICIN privacy policy.
When registering as a new user, EDAS collects a minimum of information such as last name, organisation, country, email address and status (for statistical purposes only). Authors may also provide the same information about co-authors.
- An individual registering for the event
We collect his/her contact details which can include first name, last name, organisation, full address, telephone, fax, email address, and invoicing details. We collect information related to price paid and means of payment.
- An individual becoming a committee member
We collect his/her contact details which can include first name, last name, organisation, full address, telephone, fax and email address.
- A visitor downloading a published paper or a presentation from a previous event
We collect his/her first name, last name and email address. The visitor is asked to agree to the ICIN privacy policy.
- An individual requesting to receive information updates
We collect his/her first name, last name and email address. The individual is asked to agree to the ICIN privacy policy.
USE OF DATA
In general, the reasons for collecting data will vary with the degree of your personal involvement with the ICIN 2009 conference.
Data collected might be necessary to fulfil an administrative obligation which is the case when registering and paying online.
They might be used to provide you with information, including marketing information.
They might be used to provide you with better services.
YOUR INFORMATION MAY BE USED FOR ...
Your involvement with ICIN can be very occasional or regular.
- A visitor browsing on the ICIN website
We want to find out information such as the number of visitors to the various pages of the ICIN website, duration of the visit, frequency, etc. We collect this information in a way which does not identify you.
We use the information to help analyse use of our website. This information is then treated to evaluate visitors' use of the website and to compile statistical reports on website activity for ICIN's internal purposes.
ICIN will not (and will not allow any third party) use these statistical analytical tools to track or to collect any personally identifiable information of visitors to our website.
We will not associate any data gathered from this site with any personally identifying information from any source as part of our use of the statistical analytical tool.
ICIN will not link, or seek to link, an IP address with the identity of a computer user.
- An author submitting an abstract or related documents
We need to have him/her personally identified to interact with him/her as a contributor to the technical programme and as a potential speaker to the ICIN 2009 conference. When uploading his/her abstract, the author agrees to comply with the submission procedure and authorises committee members to access his/her abstract for review. He/she is informed of who is granted access to his/her abstract and for how long. ICIN 2009 uses the EDAS paper management system and the author must agree to the EDAS privacy policy.
Upon acceptance of his/her abstract, the author is informed that his/her final paper will have to comply with the IEEE conference proceedings electronic submission standards for IEEE Xplore®.
The author must adhere to IEEE copyright policies and procedures; more information on IEEE Intellectual Property Rights is available on:
http://www.ieee.org/web/publications/rights/index.htmlAn IEEE Copyright Form must be completed for each final paper:
http://www.ieee.org/web/publications/rights/copyrightmain.htmlAuthors receive regular updates about the event from the ICIN organising committee.
- An individual registering for the event
We need to collect personal data to process your registration and payment. For your protection, we comply with the rules applicable to the security of financial transactions that are accepted on the website.
Credit cards are processed using secure processing services. Your entry of credit card information is encrypted when transmitted in secure mode.
ICIN 2009 uses PayPal as an online payment system and the registrant must agree to PayPal privacy policy.
Should you have any difficulty with this procedure, we can be contacted on admin@icin.biz
- An individual becoming a committee member
Committee members fall into four different categories: International Advisory Board, Technical Programme Committee, Organising Committee and Honorary Committee.
When joining, we ask committee members to agree with the ICIN Governance policy which details the roles and responsibilities of committee members.
We collect personal data of committee members because they are directly involved in ICIN's strategy, definition of technical content, review and selection process of papers, technical content of the programme and ICIN's organisation.
Committee members receive regular updates about the event.
- A visitor downloading a published paper or a presentation from a previous event
You clearly express your personal interest in the event and you are provided with the opportunity to receive further information about the upcoming event. You are required to agree to the ICIN privacy policy.
However, please note that this opportunity is balanced by an opt-out option which can be activated when receiving any promotional or marketing material.
- An individual requesting to receive information updates
Personal data are collected to provide you with the service requested. However, whenever you want to cancel information updates, you can do so by notifying us on admin@icin.biz or by activating the opt-out option which is included in each electronic message you receive.
SHARING OF INFORMATION
Personal data are not disclosed to third parties other than for administrative purposes (e.g. suppliers for postal mailings, accounting services for registration and payment procedures, committee members for the reviewing process).
However, we might send, on a very occasional basis, information to the ICIN database (former participants to ICIN events) on behalf of third parties as part of mutual agreements. These electronic messages will include an opt-out option.
ICIN 2009 was granted Technical Co-sponsorship from the IEEE Communications Society. This requires an opt-in ICIN 2009 attendee list, including e-mail addresses, to be communicated to the IEEE Communications Society. This mailing list will be used only for IEEE membership and/or event promotions.
SURVEYS
We may request information from you via surveys.
Your participation in these surveys is completely voluntary, and you have the choice whether or not to disclose information. Survey information will be used for purposes of improving our knowledge of the ICIN community and of its needs and requirements.
COOKIES & OTHER TECHNOLOGIES
When you visit the ICIN website, our server automatically records your IP address.
We use IP addresses to help us administer the ICIN website and to collect demographic information for marketing and aggregation purposes.
You may allow 'cookies' which will provide us with similar information. Cookies are text files placed on your computer. Cookies collect standard internet log information and visitor behaviour information in an anonymous form.
The information generated by the cookies about your use of the ICIN website (including IP address) is transmitted to admin@icin.biz.
Our sole objective is to improve our service and gather aggregated data about the use of the ICIN website.
INDIVIDUAL PARTICIPATION & ACCESS
We aim to keep our information about you as accurate as possible. If you would like to review or change the details that we hold about you, please contact us at admin@icin.biz.
You can be provided with your complete personal data within a reasonable delay.
Data can be updated or removed at your personal request. However, before sending you any personal data, we will ask you to provide proof of your identity. If you are not able to provide proof of your identity, we reserve the right to refuse to send you the personal data.
DISCLOSURE
Your personal data are not communicated to other organisations. Therefore, if you receive promotional and marketing material from other organisations, your personal data will not have been disclosed by us.
GENERAL WEB SERVER SECURITY
Registration and payment information are stored in electronic and paper formats for administrative and invoicing purposes and in compliance with applicable accounting legislation.
We will use our best endeavours to protect the quality and integrity of your personal data.
Anyone (organisers, committee members) who is granted access to your personal data is obliged to respect your privacy and the confidentiality of your personal data.
ICIN 2009 uses EDAS, Vertical Response, PayPal and IEEE Xplore® systems; you can check their privacy policies at the following addresses.
EDAS: http://edas.info/doc/privacy.html
Vertical Response: http://www.verticalresponse.com/
PayPal: https://www.paypal.com/uk/cgibin/webscr?cmd=p/gen/ua/policy_privacy-outside
IEEE Xplore®: http://ieeexplore.ieee.org/Xplore/guesthome.jsp
LINKS TO THIRD PARTIES
The ICIN Web site contains links to other websites.
We are not responsible for the terms or privacy practices of such other sites even if you access them using ICIN's website. You should read their terms and privacy policy carefully before using them.
If you access the ICIN website from a third-party site, we are not responsible for either the terms or privacy practices of that third-party site. We strongly recommend that you check the policy of that third-party site and contact the third-party if you have any concerns or questions.
Our website includes links to a third-party web server for online payments.
RECOMMEND THIS SITE
A user may recommend the ICIN website to a friend, partner or colleague. If the recipient of the message does not want to receive any promotional and marketing information about the event, he/she should contact us immediately on admin@icin.biz.
NOTIFICATION OF CHANGES
The present privacy policy may be amended at any time; information about the change will be posted on the home page of the ICIN website.
CONTACT US
Should you have any complaint about the use made of your personal data, please contact us at admin@icin.biz. We will ensure that we are in compliance with this privacy policy and with applicable laws.
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Registered office ICIN Events Limited Oakley House Tetbury Road Cirencester Glos GL7 1US UK |
Correspondence address ICIN Events Limited Old Orchard Fields Road Chedworth GL54 4NQ UK Tel: +44 1285 720645 Fax: +44 1285 721053 |
