Privacy Policy

Privacy Policy

Privacy Policy for the 17^th International Conference on Gas–Liquid and Gas–Liquid–Solid Reactor Engineering (GLS-17)

1. Introduction

The Organizers of the GLS-17 Conference are committed to protecting the privacy and personal data of all attendees, authors, reviewers, and committee members. This policy explains what information we collect, how we use it, who we share it with, and your rights concerning your personal data in connection with the conference operations, including the abstract submission and review module.

By registering for the conference, submitting an abstract, or using our website, you agree to the collection and use of information in accordance with this policy.

2. Data Controller

The Organizing Chairs are the data controller responsible for the processing of your personal data related to GLS-17. Data processing is managed by the Organizing Chairs and the organizing committee.

3. Information We Collect

We collect several types of personal data for the specific purposes of conference management.

A. Data Collected During Registration and Submission (Author/Attendee)

Data Category	Purpose of Collection	Legal Basis for Processing
Identity Data	Name, Title, Gender (optional)	Necessary for Legitimate Interests (Conference operations, badging)
Contact Data	Primary Email Address, Institutional Phone Number	Necessary for Contract Performance (Registration confirmation, official communications)
Affiliation Data	Institution/University Name, Department, Country of Residence	Necessary for Legitimate Interests (Reporting global participation statistics, visa support letters)
Professional Data	Abstract Title, Author List, Research Keywords	Necessary for Contract Performance (Abstract review, program scheduling, publishing proceedings)
Payment Data	Transaction details, Invoice information (We do not store credit card details.)	Necessary for Contract Performance (Fee payment processing)

B. Data Collected for Reviewers and Committee Members

In addition to Identity and Contact Data, we collect:

Reviewer Expertise: Specific research areas (e.g., Multiphase Flow, CCUS, Catalysis, etc.) required for abstract matching.

Conflict of Interest (COI) Data: Affiliations and recent collaborations required to ensure integrity of the peer-review process.

C. Technical and Usage Data

When you use the submission portal or website, we automatically collect:

Log Data: IP address, browser type, pages visited, access times.

Cookies: Small files used for session management (e.g., keeping you logged into the submission portal).

4. How We Use Your Information

We use the collected data for the following specific purposes:

A. Core Conference Operations

Abstract Management: To assign, process, and manage the peer review of submitted abstracts (ensuring the integrity of the review process).

Program Production: To create the final conference program, abstracts, and published proceedings (online and print).

Communication: To send essential updates regarding deadlines, acceptance status, registration confirmation, and visa support letters.

Logistics: To manage catering requirements (e.g., dietary restrictions, if provided) and prepare name badges/kits.

B. Financial and Legal Requirements

Invoicing: To process registration payments and issue official receipts and invoices for institutional reimbursement.

Statutory Compliance: To comply with necessary Indian legal and regulatory obligations.

C. Promotional Use

We will use photographs taken during the conference (in which you may appear) for future promotional materials (website, brochures for GLS-18, etc.). You have the right to object to the use of your likeness by notifying the conference organizers.

5. Data Sharing and Disclosure

We are committed to minimizing data sharing. Your personal data may be shared only under the following strictly defined conditions:

Publication: Your Name, Title, Affiliation, Abstract Title, and Abstract Text will be published in the official GLS-17 program and proceedings.

Third-Party Vendors: We may share essential data (e.g., name and dietary restrictions) with third-party vendors necessary for logistics (e.g., venue, catering, and badging services). These vendors are contractually obligated to protect your data, as per our contracts, and will be destroyed on conclusion of the conference.

Legal Necessity: If required by law, court order, or governmental regulation.

We do not sell, rent, or trade your personal data to any external parties for marketing or commercial purposes.

6. Data Security and Retention

A. Security Measures

We employ robust physical, electronic, and managerial procedures to safeguard and secure the information we collect online. The abstract submission and review module is hosted on a secure server environment with access restricted via multi-factor authentication, firewalls, and regular security audits.

B. Data Retention

We will retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including legal and accounting requirements. Typically, full participant data is archived for seven (7) years following the conclusion of the conference for financial and academic record-keeping. The published content (names, affiliations, and abstracts) remains in the public domain as part of the conference proceedings.

On request from organizers of future GLS conferences, or similar conferences (similar theme or on related topics), the organizers of GLS 17 may (after internal consultation and on verifying the authenticity and standards of such conferences) share the names and email addresses only, only for promotional purposes (mailing lists) of the said conference. In case an attendee or participant or reviewer wishes to opt out of such sharing of names and email addresses, kindly let the organizers of GLS17 know about your choice.

7. Your Rights

As a data subject, you have the following rights concerning your personal data:

Right of Access: You have the right to request copies of the personal data we hold about you.

Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or incomplete.

Right to Erasure (Right to be Forgotten): You have the right to request the deletion of your personal data, subject to necessary legal and contractual obligations (e.g., financial records, or published abstract content).

Right to Object: You have the right to object to the processing of your data for specific purposes (e.g., promotional communications).

To exercise any of these rights, please contact the Conference Secretariat (details below).

8. Changes to This Privacy Policy

We may update (even though not very likely) our Privacy Policy from time to time. Such a change will be reflected (with version and date of change), by posting on the Privacy Policy page on the GLS17 website. We encourage you to review this Privacy Policy periodically for any changes.

9. Contact Information

If you have any questions about this Privacy Policy or our data handling practices, please contact the GLS-17 Conference Secretariat:

The Organizing Chairs, GLS-17: support@gls17.org

Last Update: Nov. 9, 2025