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Event Privacy Policy

At AISA-GISS, we take your privacy seriously. Registering to attend the event represents an agreement between you and AISA-GISS, and we are committed to handling your data responsibly and transparently. We distinguish between two categories of personal data:

  • “Ordinary” personal data (e.g. name, email, contact details, job title).

  • “Sensitive” personal data (e.g. personal photographs, dietary needs, accessibility requirements).

 

Ordinary Personal Data:
By registering, you agree that:

  • Your “ordinary” personal data may be shared with other delegates attending in person or online for networking, learning, and the exchange of ideas. This information will appear on the AISA-GISS Event Platform.

  • Delegate information will be stored securely in the registration system for 1 year to enable ongoing connections after the event. 

  • Non-attendees do not have access to your personal data. AISA-GISS may use your data for essential event related communication (via email, post, or other methods). ​

 

Sensitive Personal Data:
AISA-GISS handles sensitive personal data with extra care. AISA-GISS will take all necessary measures to comply with the provisions of the law as regards processing of participants’ personal sensitive data. In this regard, AISA-GISS shall only process sensitive personal data, including personal photographs, dietary needs, and accessibility requirements, where such processing is strictly necessary and in accordance with the provisions of the Data Protection Act No. 3 of 2021. This includes, but is not limited to, obtaining explicit consent from the data subject for specified purposes, or where processing is necessary for reasons of public interest, or for the establishment, exercise, or defense of a legal claim. Or for the purposes of preventive or occupational medicine, or for the provision of health or social care. Where sensitive personal data is processed for reasons of public interest, adequate measures to safeguard the rights and freedoms of the participants shall be put in place.

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Photographs (Optional Upload):

  • Delegates may upload a personal photo for networking purposes.

  • Uploaded photos will remain on our registration platform for 1 year only.

  • By uploading, you agree that AISA-GISS may save your photo for this purpose.

 

Photography and Video at AISA-GISS:

  • Photos and videos will be taken throughout the event for storytelling, education, news, and promotion.

  • Consent will be requested during registration. Images may appear in AISA’s educational, news, or promotional materials (print, electronic, and social media).

  • If a participant is named, only first names will be used.

  • Photos/videos may be cropped, edited, or adapted for use.

  • Participants waive rights to inspect or approve materials.

  • Participants also waive any rights to royalties or other compensation.

  • Participants may request that their image or video be removed by contacting AISA-GISS. Further, participants reserve the rights to access, rectify, and erase their personal data. All photography and video materials are the property of AISA-GISS.

  • Event learning materials (presentations, slides, resources) may not be copied, drawn, or reproduced without written permission.

Event Cancellation Policy

  • All cancellations to the event must be in writing. 

  • No-shows will not be refunded.

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Refunds:

  • For cancellations received 31 days or more before the event, a refund will be issued less a US$25 administration fee.

  • For cancellations received within 30 days of the event, no refund is available.

  • In cases of emergency (death in the family, illness, extraordinary circumstances), a substitute participant from the same school may attend in the registrant’s place, provided this is communicated to the organizing committee

  • Approved refunds will be processed to the original paying bank account.

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Event changes:

  • Program topics and speakers may change without prior notice.

  • If the organizing committee needs to cancel or reschedule the event, all paid registrants will receive a full refund of their registration fees.

  • The organizing committee is not responsible for any airfare, hotel, or other costs incurred by registrants. AISA-GISS strongly advises registrants to take out travel insurance to safeguard themselves from any unforeseen changes or cancellation of travel arrangements. While many airlines and hotels now offer very favorable cancellation terms to individual tourists, we strongly advise you to take out travel insurance.

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