Privacy Policy

1. Who we are

This website, apcnscon2027.com, is run by the Neurosurgical Society of Vijayawada (NSV), the organiser of NSSAPCON 2027. We decide how and why your personal data is used, so we are the “data fiduciary” under the Digital Personal Data Protection Act, 2023. This policy is also published in line with the Information Technology Act, 2000 and the rules made under it.

We collect only what we need to run the conference, and we never sell your data.

2. What we collect

When you register

• Title, full name, email address and mobile number
• Registration category (PG / resident or Neurosurgeon) and designation
• Institution or hospital, city and state
• Medical council registration number and NSSAP membership status, if you give them
• GST number, if you want it on your receipt
• Payment details we receive from the payment partner: amount, status, date and transaction reference (never your card or bank details)

When you submit an abstract

• Presenting author’s title, name, designation, institution, email address and mobile number, and whether the presenter is a PG
• The abstract itself: title, scientific area and text
• Any PDF or Word file you attach to the abstract, stored privately and seen only by the organising committee

When you write to us or visit the website

• The content of emails you send us
• Basic technical data that web servers record automatically, such as IP address, browser type and the pages requested, kept in short-lived server logs for security

We do not ask for any health information about you, and abstracts must not contain information that could identify a patient.

3. How we use it

• To register you for the conference, take your payment and send your confirmation and receipt
• To check your registration category and print your badge and certificate
• To review abstracts, tell authors the result and publish accepted abstracts in the programme and abstract book
• To send you practical information about the conference (programme, venue, changes)
• To answer your questions and handle cancellations, refunds and transfers
• To keep accounts and meet our legal and tax obligations

We will not send you marketing from other organisations. We may tell past delegates about future meetings of the society; you can ask us to stop at any time.

4. Consent and legal basis

We process your data on the basis of the consent you give when you submit a form, and for the specific purposes listed above. You can withdraw your consent at any time by writing to us. Withdrawing consent does not affect anything done before, but we may then be unable to keep your registration or abstract active. We may also keep data where the law requires it, for example accounting records.

5. Who we share it with

We share personal data only with people and services that need it to run the conference:

• Members of the organising and scientific committees, and our conference manager, Adtru, who work on registrations and abstracts
• Abstract reviewers, who see the abstract content they are asked to review
• The venue and our event suppliers, only as far as needed (for example, delegate names for badges)

We also use these service providers, who process data on our behalf and under our instructions:

• Supabase: Secure database that stores registrations and abstracts, and staff sign-in
• Netlify: Hosting of this website
• Google (Gmail): Sending confirmations, receipts and conference updates
• Razorpay or Cashfree: Processing online payments (card, UPI, net banking)

Our database is hosted on servers in Singapore. Where data is processed outside India, we use providers with strong security commitments, and we follow any restrictions the Government of India places on such transfers.

We may disclose data if the law requires it, for example to a government authority or court with lawful authority to ask.

6. Payments

Online payments are handled by Razorpay or Cashfree, which are regulated payment aggregators. You enter your card, UPI or net banking details on their secure pages, and they process them under their own privacy policies and the security standards of the card networks (PCI DSS). We never receive or store your full card number, CVV, UPI PIN or banking password. We only receive the payment status, amount and a transaction reference.

7. Cookies

The public pages of this website do not use advertising or tracking cookies. A cookie is set only when committee staff sign in to the staff area, to keep them signed in. The payment partner’s checkout may set its own cookies needed for a secure payment. The venue page shows a map from Google Maps; Google may set its own cookies when the map loads, under Google’s privacy policy. If we add analytics in the future, we will update this policy first.

8. How long we keep it

• Registration and abstract records: until the conference work is complete, and no longer than two years after the conference
• Payment and accounting records: for as long as Indian tax and accounting law requires (currently up to eight years)
• Accepted abstracts published in the programme or abstract book: these stay part of the conference record
• Emails and server logs: deleted or anonymised when no longer needed

After these periods we delete your data or remove anything that identifies you.

9. Security

Data travels to and from this website over an encrypted (HTTPS) connection. It is stored in a secured database that is not publicly accessible; only authorised committee staff can view it after signing in, and their access is limited to what their role needs. If a breach of personal data ever happens, we will inform affected people and the Data Protection Board of India as the law requires.

10. Your rights

You can ask us to:

• Tell you what personal data we hold about you and how we use it
• Correct or complete inaccurate data
• Erase your data, where we no longer need it or are not required by law to keep it
• Stop sending you updates about future meetings
• Name another person to exercise these rights for you in case of death or incapacity

Write to apcnscon2027@gmail.com from the email address you registered with, so we can verify the request. We respond within 30 days.

11. Grievance officer

If you have a concern about how your data is handled, contact our grievance officer:

Dr G. Rajesh Kumar, Conference Secretary, NSSAPCON 2027
Email: apcnscon2027@gmail.com

We will acknowledge your complaint within 48 hours and resolve it within 30 days. If you are not satisfied with our response, you may approach the Data Protection Board of India.

12. Changes to this policy

We may update this policy, for example when payment or email services change. The date at the top shows the latest version. See also our Terms and Conditions.