Privacy Policy

Information We Collect

Depending on how you interact with us, we may collect the following information:

• Full name
• Email address
• Telephone or WhatsApp number
• Country of residence
• Job title, profession and institutional affiliation
• Postal and billing address
• Registration category and participation format
• Payment and transaction details
• Invoice and tax information
• Abstracts, biographies, photographs and presentation details
• Accommodation preferences and travel-related information
• Passport information provided for invitation or visa-support letters
• Dietary, accessibility or other special requirements
• Communications and enquiries submitted to the Conference Secretariat
• Feedback, survey responses and testimonials
• Any other information voluntarily provided by the participant

We may also automatically collect certain technical information when visitors use our websites, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages visited
• Referral source
• Date and time of access
• Website interaction and usage information
• Cookie and analytics identifiers

Sensitive and Special Information

Participants may voluntarily provide information relating to dietary needs, accessibility requirements, health-related support, passport details or other sensitive matters.

Such information will be used only for the purpose for which it was provided and will be shared only with authorized staff or service providers who need it to fulfil the requested service.

Participants should not provide unnecessary medical, identity or confidential information.

How We Collect Information

We may collect personal information through:

• Event registration forms
• Abstract submission forms
• Accommodation booking forms
• Contact and enquiry forms
• Visa or invitation-letter requests
• Email, telephone and WhatsApp communications
• Payment transactions
• Surveys and feedback forms
• Event attendance and participation records
• Cookies and website analytics tools
• Sponsors, institutions or authorized representatives registering on behalf of participants
• Publicly available professional or academic sources, where appropriate

How We Use Personal Information

We may use personal information to:

• Process registrations and confirm participation
• Review abstracts and organize scientific programs
• Manage oral, poster, virtual and recorded presentations
• Issue invoices, receipts and payment confirmations
• Arrange accommodation and related event services
• Prepare invitation and visa-support letters
• Provide event schedules, access details and logistical updates
• Communicate program, venue or format changes
• Issue participation and presentation certificates
• Publish approved names, affiliations, biographies, photographs and abstracts
• Operate virtual and hybrid event platforms
• Provide participant support and respond to enquiries
• Maintain event, financial and administrative records
• Improve our websites, services and participant experience
• Conduct internal reporting, analysis and future event planning
• Protect the security and integrity of our systems
• Prevent fraud, misuse and unauthorized access
• Comply with legal, tax, accounting and regulatory requirements
• Send promotional communications where permitted or consent has been provided

Legal Bases for Processing

Depending on the circumstances and applicable law, we process personal information on one or more of the following grounds:

• Contractual necessity: To process registration, payment, accommodation and participation services.
• Legal obligation: To comply with tax, accounting, financial, regulatory or lawful authority requirements.
• Legitimate interests: To administer events, improve services, maintain security, communicate with participants and operate our organization.
• Consent: For optional promotional communications, photographs, testimonials or sensitive information where consent is required.
• Vital or public interests: Where processing is reasonably necessary to protect health, safety or legal rights.

Where processing is based on consent, consent may be withdrawn at any time. Withdrawal does not affect processing that occurred before consent was withdrawn.

Payment Information

Online payments may be processed by third-party payment providers such as PayPal, Stripe, banks or other authorized payment services.

Magnus Group does not normally receive or store complete payment-card numbers, card security codes or online banking credentials.

Payment providers process information according to their own terms and privacy policies.

We may retain limited transaction information, such as:

• Participant name
• Amount paid
• Payment date
• Transaction reference
• Payment method
• Invoice details
• Refund or payment status

Sharing of Personal Information

We do not sell or rent personal information.

We may share information with service providers where reasonably necessary to deliver an event or fulfil a participant request, including:

• Payment processors and banks
• Hotels and accommodation providers
• Conference venues
• Virtual event and video-conferencing platforms
• Website hosting and technology providers
• Email and communication providers
• Printing, certificate and production suppliers
• Event coordinators, reviewers and scientific committee members
• Travel, logistics and transportation providers where applicable
• Legal, accounting and professional advisers
• Government, immigration, tax or regulatory authorities where required by law

Service providers are expected to use personal information only for the services they provide and to protect it appropriately.

Abstracts, Programs and Public Information

Where a participant submits an abstract, biography, photograph, presentation title or professional details, some information may be published in:

• Event websites
• Conference programs
• Abstract books
• Speaker or committee pages
• Promotional materials
• Social media
• Event applications
• Conference archives

Published information may include name, affiliation, country, biography, photograph, presentation title, abstract and professional role.

Participants should not submit confidential, proprietary or patient-identifiable information for publication.

Photography, Video and Event Recordings

Photographs, videos or recordings may be created during in-person, virtual or hybrid events for event documentation, educational purposes, reporting, archival use, website and social-media communication, and future event promotion.

Participants with specific concerns about photography or recording should contact the Conference Secretariat in advance.

Reasonable efforts may be made to accommodate requests, although exclusion from incidental crowd or venue images cannot always be guaranteed.

Marketing Communications

Where permitted, we may send information about current and future events, registration opportunities, abstract deadlines, speaker invitations, sponsorship or exhibition opportunities, and related academic and professional activities.

Recipients may unsubscribe from promotional communications at any time by using the unsubscribe link in the email, contacting us directly, or requesting removal from promotional mailing lists.

Unsubscribing from marketing does not prevent us from sending necessary transactional or administrative messages relating to an existing registration, payment, presentation or event.

Cookies and Website Analytics

Our websites may use cookies and similar technologies to enable essential website functions, remember preferences, maintain website security, measure website traffic, understand visitor behaviour, improve website performance, and support advertising or marketing activities where used.

Cookies may include strictly necessary, preference, analytics, functional and marketing cookies.

Where required by applicable law, non-essential cookies will be used only after consent has been provided.

Visitors may manage or disable cookies through browser settings or available cookie-preference controls. Disabling some cookies may affect website functionality.

International Data Transfers

Magnus Group operates internationally, and personal information may be processed or stored in countries other than the participant’s country of residence.

Information may be transferred to service providers, venues, hotels, payment processors or technology platforms located in different countries.

Where required by applicable law, reasonable contractual, organizational or technical safeguards will be used to protect international data transfers.

Data Storage and Security

We use reasonable administrative, technical and organizational measures to protect personal information against unauthorized access, misuse, loss, alteration, disclosure and destruction.

Access to personal information is restricted to authorized personnel and service providers who require it for legitimate business or event-related purposes.

However, no website, internet transmission or electronic storage system can be guaranteed to be completely secure.

Data Retention

Personal information is retained only for as long as reasonably necessary for the purposes described in this Policy or as required by law. Retention periods may vary depending on the type of information:

• Registration and participation records may be retained for event administration, reporting and historical reference.
• Financial, invoice and payment records may be retained as required by tax, accounting and legal obligations.
• Abstracts, programs, speaker details and event records may be retained as part of the permanent event archive.
• Passport details used for invitation letters should be retained only as long as reasonably necessary for that purpose, unless longer retention is legally required.
• Accommodation and special-requirement information may be deleted or restricted after the relevant service has been completed.
• Marketing information may be retained until the individual unsubscribes or objects to processing.
• Enquiries and communications may be retained for administrative and dispute-resolution purposes.

Information that is no longer required will be deleted, anonymized or securely restricted where reasonably practicable.

Data Breaches

If a personal-data breach occurs, Magnus Group will assess the nature and potential impact of the incident.

Where required by applicable law, affected individuals and relevant regulatory authorities will be notified.

Your Privacy Rights

Depending on the participant’s location and applicable law, individuals may have the right to:

• Request access to personal information
• Request correction of inaccurate or incomplete information
• Request deletion of personal information
• Request restriction of processing
• Object to certain processing
• Withdraw consent
• Request a copy of information in a portable format
• Opt out of marketing communications

These rights may be subject to legal, contractual, archival or administrative limitations. We may request reasonable proof of identity before responding to a privacy request.

Information Relating to Minors

Our websites and event services are intended primarily for adult professionals, academics, researchers and students.

Information relating to a minor should be submitted only by, or with the authorization of, a parent, legal guardian or responsible institution.

Where we become aware that information relating to a minor has been collected without appropriate authorization, reasonable steps will be taken to review or delete it.

Third-Party Websites and Services

Our websites may contain links to third-party websites, payment platforms, hotels, virtual platforms or external services.

These third parties operate under their own privacy policies and terms.

Magnus Group is not responsible for the privacy practices, security or content of independent third-party services. Participants should review the applicable third-party policies before providing personal information.

Automated Decision-Making

Magnus Group does not ordinarily use solely automated decision-making that produces legal or similarly significant effects for participants.

Automated tools may be used for routine purposes such as email delivery, website analytics, spam prevention or registration processing.

Changes to This Privacy Policy

This Privacy Policy may be updated when necessary to reflect changes in legal or regulatory requirements, event operations, technology, service providers or data-processing practices.

The latest version will be published on the relevant event website with an updated effective date. Material changes may be communicated to registered participants where reasonably necessary.

Contact Us

For questions, privacy requests or concerns relating to personal information, contact the Conference Secretariat:

• Email: traditional-med@magnusconference.com
• Phone: +1 (702) 988-2320
• WhatsApp: +1 (434) 264-7183

Organizer: Magnus Group, 150 South Wacker Drive #2400, Chicago, IL 60606, USA.