Privacy Policy
1. Who We Are
This Privacy Policy explains how Acavent processes personal data for the International Conference on Artificial Intelligence and the Future of Society (AIFSCONF, "the Event"). It covers the Event website, its forms, email and SMS communication, payments, on-site activities, photography, recordings and online sessions.
It applies to authors, presenters, listeners, virtual participants, booking contacts, Scientific Committee members and applicants, sponsor and partner contacts, and website visitors.
Contact: [email protected]
In summary
- We do not sell your personal data.
- We do not share registrant contact information with third parties without your consent.
- We use registration information to verify registrations and, where permitted, to tell you about similar events organized by Acavent.
- Sponsor communications happen only if you opt in.
2. Data We Collect
Submissions: names, prefixes, institutions, countries, emails and phone numbers of corresponding authors; names, institutions and optional emails of co-authors; paper title, keywords, abstract, presentation type and full-paper file; any AI-use declaration and the version of the Generative AI Author Policy shown at submission.
Submission updates: original submission ID, requester name and email, reason for the update, revised files, summary of changes, response to reviewers, any revised AI-use declaration and our outcome.
Registrations: attendee name, prefix, institution, email, phone number, address, city and country; participation type and tier; article titles; details of attending co-authors or additional listeners; and, where someone registers for another person, the booking contact's name, email, optional phone number and relationship to the attendee.
Phone numbers and SMS consent: phone numbers collected in forms, and your SMS consent where given.
Invitation letter requests: only if you request a letter — name as shown in the passport, nationality, date of birth, passport number, passport expiry date and registration email.
Pro forma invoice requests: contact name and email, institution or company billing details, optional VAT or company number, attendee names and categories, quantities, instructions, the request reference and the issued invoice record.
Payments: card details are handled by PayPal and are not stored by us. We keep payment and order records (amount, currency, status, transaction reference, invoices, receipts and payment matching) and bank transfer receipts you upload.
Feedback: for peer-review evaluation — name, paper title, optional email, ratings and comments; for conference feedback — name, email, participation mode, how you heard about the Event, ratings and comments. Each response is linked to this conference edition.
Contact, committee and partnership forms: the details and messages you send.
Newsletter: your name, email address, whether you are interested as a presenter or listener, and your consent to receive conference emails.
Website and form data: device, browser, IP address and usage data collected through cookies and similar technologies; with each submission or registration, the conference edition, traffic source, campaign and keyword, landing page and referrer, and a country derived from IP address as a fallback.
Photos and recordings: images, video and audio recorded at the Event and in online sessions.
3. Why We Use It
- To run the Event and verify registrations
- To manage peer review and publish accepted work
- To produce badges and certificates for each attendee
- To match and process submission update requests
- To prepare requested pro forma invoices and match institutional payments
- To issue invoices, receipts and invitation letters
- To send result notifications and deadline reminders by email and, with your consent, by SMS
- To improve the review process and the conference experience through feedback
- To send newsletters and information about similar events, with the option to unsubscribe at any time
- To meet legal obligations, including tax and accounting, and to prevent fraud
Legal bases (GDPR)
- Contract: registration, payment, invoices, certificates, submissions and participation.
- Legitimate interests: running and securing the Event, improving services, limited marketing of similar events to existing participants, and reasonable use of Event photos and recordings.
- Consent: SMS notifications, sponsor communications, newsletter sign-up, non-essential cookies, and any dietary or accessibility information you choose to share.
- Legal obligation: tax and accounting records and responses to lawful requests.
4. Sharing
- We never sell your personal data.
- Service providers: trusted providers of hosting, payments (PayPal), banking, email and SMS delivery, similarity screening, virtual session platforms, analytics and security process data on our behalf under contracts that protect it.
- Publications: author names, affiliations and paper details appear in the programme, Abstract Book, Proceedings and related archives.
- AI-use declarations: where required, an author's AI-use declaration accompanies the published work. Declarations are kept with the submission record, separately from contact details and confidential review records. Generative AI Author Policy
- Passport data is used only to prepare the invitation letter. It is never sent by SMS or shared with AI assistants.
- Feedback is used internally to improve our review process and events. We do not publish feedback as testimonials or add respondents to marketing lists; any public quotation requires separate permission.
- Sponsors: we share contact details only if you explicitly opt in.
- Legal and safety: we may disclose information when required by law or to protect rights and safety.
- International transfers: where data is transferred outside the EEA or UK, we use lawful safeguards such as the European Commission's Standard Contractual Clauses.
5. Retention
| Data | How long we keep it |
|---|---|
| Financial and tax records, including payment records and invoices | As required by law, up to 10 years |
| Registration, pro forma request and support records | Typically 2–3 years after the Event or your last interaction |
| Marketing contacts | Up to 3 years after your last interaction, or until you unsubscribe |
| Passport data for invitation letters | Stored encrypted and deleted TBC days after the Event |
| Published abstracts, papers and any accompanying AI-use declarations | Long term, as part of the scientific record |
| Unpublished submissions, update requests and AI-use declaration records | TBC |
| Peer-review and conference feedback | TBC |
| Photos and recordings | Kept for documentation and promotion unless you object and removal is possible |
6. Your Rights
Depending on applicable law, you may have the right to access, correct or delete your data, restrict or object to its use, receive a copy of it, and withdraw consent where we rely on consent. To exercise these rights, email [email protected].
7. Cookies
We use cookies and similar technologies to run our website, understand how it is used and, with your consent, measure and personalise advertising.
- Strictly necessary cookies keep forms and sessions working. They cannot be switched off.
- Performance and analytics cookies help us understand how visitors use the site. Data is aggregated.
- Functionality cookies remember your preferences.
- Advertising cookies are used only with your consent, including by partners such as Google, Meta and LinkedIn.
When you first visit the website, a cookie banner lets you choose which non-essential cookies to allow. You can change your choice at any time, and you can also block or delete cookies in your browser settings. Blocking some cookies may affect how the website works.
8. Security
We protect personal data with encryption in transit, access controls, staff confidentiality obligations and checks on our service providers. No online service is completely secure, but we work continuously to protect your information.
9. Children
The Event is intended for adults. People under 18 may attend only where permitted and accompanied by a parent or guardian where required. We do not knowingly collect children's data except where necessary for participation and with parental or guardian consent.
10. Updates
We may update this Privacy Policy. If changes are significant, we will take reasonable steps to tell you.