Scientific Conference On-Line Abstract and Registration System

Privacy Policy

We respect your privacy and take great care to safeguard information in our possession.

Why we ask for personal information

The information you provide when submitting an abstract, or registering for a conference:

  • To identify you and to ensure that your information is processed quickly and securely. We need to know your Username and password in order to verify that you are the correct person to receive correspondence. The Username you choose does not have to match the name on your correspondence, and it is not revealed to unauthorized third parties.
  • As part of the verification process, to ensure you are the authorized recipient of a receipt, or other correspondence.
  • To enable physical delivery of mail to you by post.
  • To establish and maintain an efficient, responsible commercial relationship with you, and to provide ongoing service with minimal disruption.
  • To better understand your requirements and preferences related to the conference.
  • To ensure effective operation of the Service, we may need to collect on behalf of or share personal information to the client within the conference.

We will not, as a general policy, disclose your personal information to an unaffiliated third party. We may do so in certain limited circumstances, in which case we will make sure that any contracted third party (i.e., hotel, publisher or web service provider) is aware of the confidentiality and privacy obligations that apply to your personal information. These circumstances include:

  • Specific circumstances as described above or elsewhere in the Terms and Conditions,
  • Disclosure to an agent or contractor acting on our behalf, such as a contracted hotel specific to the conference, or our service provider.
  • Where we reasonably believe that disclosure may help to prevent commission of a crime, such as the theft of your identity, or an emergency situation.

Your personal information is stored on our secure servers and except as set out above, is not available to anyone outside of Scolars.com or, Conference Organizers, and authorized suppliers. We have strict and comprehensive security controls to protect against the unauthorized access to, or use, alteration, destruction or disclosure of your information.

All employees of Scolars.com are responsible for maintaining the confidentiality of your personal information. If, at any time, you feel your privacy has been compromised, or if you have any questions, concerns or comments about our Privacy Policy, please contact us at (604) 873-1152.

Information Sharing

Scolars.com acts on behalf of the client(s) when collecting delegate information through our websites. The information is used for the sole purpose of a particular conference or event. The information collected through our websites becomes the property of our client in charge of an individual conference or event. Scolars.com does not circulate personal delegate information to any third parties. The exception to this only occurs when necessary to facilitate hotel reservations upon request by the individual, or unless the individual has agreed to distribute their information.

All information collected is to fulfill only the purpose for which it is being used. When submitting an abstract it is understood that the abstract will be published, and the author's names and affiliations will be published in accordance with standard academic practice. We do not disclose email addresses, phone numbers of fax numbers when publishing abstracts.

Confidentiality and Security

Scolars.com uses well-established technology to protect the security of your personal information. We restrict our employees' access to personally identifiable information about you to those individuals who need to know that information to conduct our business. In addition, we maintain physical, electronic and procedural safeguards that comply with federal standards to protect the confidentiality and security of personally identifiable information.

Credit Card Security

Protecting customer information is a priority for Scolars.com. To guard your information, our website uses Secure Sockets Layer (SSL). SSL encrypts your credit card number and other information. In addition, we use a secure payment portal, so that your encrypted credit card information is given directly to our bank, and is never seen by any Scolars.com staff, and is not saved anywhere on our servers. The bank processes the transactions and provides us with a confirmation of its completion, but not your credit card number.

Children's Privacy

Scolars.com will never knowingly request or collect personal information from any person under 14 years of age without prior verifiable parental consent. If we become aware that an individual is under the age of 14 and has submitted any information to Scolars.com for any purpose without prior verifiable parental consent, then we will delete his or her information from our files.

Consent to the Use of Information

In submission of a conference registration, abstract, or hotel reservation, the individual is giving consent to the collection and specified uses of their information. This applies to information submitted electronically, or by fax or mail. Should an individual choose not to submit any necessary information vital to complete their registration, hotel reservation, or abstract, they will not be considered a participant. If the previously stated purposes of the information are changed, the individual will be contacted to secure consent before their information is used for the revised purpose(s).

Encryption

Encryption is a way of "scrambling" electronic information for transmission. 128-bit encryption is the strongest, most secure form of encryption that is generally available in Internet browsers on the market today.

Most areas require 128-bit encryption. Your browser may use symbols such as a key or a padlock icon to show you when you are in a secure area. For more information about the encryption capabilities of your browser, use the browser's HELP menu.

In general, if your browser's encryption level is not high enough, you will not be able to access our conference registration site.

Firewalls

Scolars.com Registration and Abstract Management systems are Web-based. This means that all your mail and personal information are stored on our computers and viewed by you using a Web browser. By storing your data and messages on our servers, we keep the information securely behind our firewall. Please remember, any information that moves outside our secure website may not be secure.

The Use of Cookies

Scolars.com uses session cookies to manage your interactive session. A cookie is an identification tag that our server gives to your Web browser when you enter our secure registration system. We use that ID to maintain the state of your transaction as you move from one page to another. This information is stored in a safe and secure database

We use cookies in order to improve your registering experience. When you visit Scolars.com, your cookie helps us keep track of your requirements. If you have saved your information with us, your cookie allows us to recognize you when you return to our website and provides you with access to your account information. We also use cookies to monitor and maintain information about your use of our website. If you have not saved your information in the system, we may monitor and maintain information about your use of our website in a manner that does not identify you. In either case, this information helps us serve you better by improving our website design, by providing an easier and smoother means for our delegates to register.

Your Role

We are committed to maintaining the security of your information, and you play an important role in helping us meet this obligation. Never reveal your username and password to anyone. You may change your password on any of our systems at any time. If you believe that your password has been compromised in some way, we urge you to log in and set a new password immediately. If you think your file has been accessed by an unauthorized third party, contact us immediately at 604 873-1152.

Without limiting the disclaimers of liability set out in these Terms and Conditions, we and our service providers will not be responsible for any damages you may incur if you communicate confidential information to us over the Internet or by regular e-mail, or if we communicate such information to you, at your request.

Any information that is no longer relevant, or that we are not required for legal or audit purposes to maintain, may be destroyed. Additional Information

This policy replaces all previous disclosures we may have provided about our information practices. We reserve the right to change this policy, and to apply any changes to information previously collected, as permitted by law. If our information practices change in the future, we will notify you by posting the policy changes on our website.

Except as expressly noted, this policy relates only to personally identifiable information and does not affect our information practices with respect to other information.

The examples contained in this Privacy Policy are illustrations only, and are not intended to be exhaustive.