PRIVACY POLICY

Introduction

The APAC 2025 conference will be hosted in Bengaluru, India by APAC member accreditation bodies NABCB (National Accreditation Board for Certification Bodies) and NABL (National Accreditation Board for Testing and Calibration Laboratories). The hosts have collaborated in organizing this event, and participation in the meeting requires registration through this website. The hosts of the APAC Annual Meeting 2025, and their respective parents, affiliates, and subsidiaries (collectively, “Hosts,” “we,” “us,” or “our”) are strongly committed to respecting and protecting your privacy. Please carefully read the following Privacy Policy (“Policy”). Any person accessing, browsing, or otherwise using the APAC 2025 meeting website, online service, or other service where this Policy is posted (collectively, the “Site”), either manually or via an automated device or program, shall be considered a “User.” This Policy explains the type of information that the hosts collect from our Users of the Site, what we do with that information, and with whom the Hosts share this information. The data controllers for your information include all of the above-listed Host entities, who are located in their respective offices.

User Acknowledgment of Our Privacy Practices

By accessing, browsing, or using the Site, Users acknowledge that they have read, understood, and agree to the terms and conditions of the Policy. Users agree to the collection, use, and disclosure of User information, including information collected from or about you or the device you use to access the Site (together “Information”) pursuant to the terms of this Policy. If you do not agree to these terms and conditions, please do not access, browse, or use this Site or otherwise provide Information to APAC 2025 hosts.

Information We Collect

We collect information in the following ways:

Personal Information: When you register for the conference, sign up for updates, or submit inquiries, we may collect personal details such as:

• Name
• Email address
• Phone number
• Job title and organization
• Payment details (if applicable)

Non-Personal Information: We may collect non-personal information when you visit our website, such a

• Browser type and version
• Device type
• IP address
• Pages visited on our site
• Referring website (if applicable)
• Date and time of visits

We may use cookies and other tracking technologies to collect this information and improve the website's functionality and user experience.

Additional Information: If any extra information is required for participation in APAC 2025, the user will be liable to provide it upon request.

Information You Provide

The Hosts may collect information when you use the Site or when you otherwise provide information to us. We may collect the name, phone and fax number, mailing and billing address, email address, payment card information (which is processed by third parties), and any other information provided by a User who contacts or interacts with us or any of the host representatives through the Site, via email, or otherwise, such as when a User:

• Submits a registration application.
• Purchases a product through the Site.
• Submits Information through our forms.
• Provides Information to us outside of the Site.
• Engages in any other activity through the Site in which Information is provided to us.

We may also collect information you provide about your professional expertise, including your title, company name, and/or organization(s)/association(s) to which you belong.

Automatically Collected Information

The Hosts and certain third parties that advertise or provide other services on the Site may automatically collect certain information about the computer or devices (including mobile devices) you use to access the Site when you use the Site or certain Site services or click on advertisements on the Site. Hosts and their partners and service providers may collect and analyze the information about the devices that are used to access the Site. This information may include:

• IP addresses, geo-location information, unique device identifiers, and other information about your mobile phone or other mobile device(s), browser types, browser language, operating system, and the state or country from which you accessed the Site.
• Information related to the ways in which you interact with the Site, such as referring and exit pages and URLs, platform type, the number of clicks, domain names, landing pages, pages and content viewed and the order of those pages, the amount of time spent on particular pages, the date and time you used the Site, the frequency of your use of the Site, error logs, and other similar information.

As explained further below, this information is collected passively through the use of certain electronic technologies, such as cookies, web beacons, pixels, clear GIFs, and similar technologies. We may use third-party analytics providers and technologies, including cookies and similar tools, to assist in collecting this information.

Browser Cookies:

We and certain third-party advertising partners may use “cookies.” Cookies are small pieces of information stored by your browser on your device. These cookies may be used for the following purposes:

• Enhancing User Experience: To improve or personalize your experience on the Site.
• Delivering Content: To deliver content, including advertisements, tailored to your interests.
• Security and Administrative Functions: For purposes such as maintaining security and enabling administrative features.

For example, cookies may store your preferences for specific types of information, ensuring you don’t need to re-enter them each time you use the Site. Most web browsers automatically accept cookies, but you can manage cookie preferences through your browser settings. You may choose to:

• Accept all cookies.
• Be notified when a cookie is issued.
• Disable cookies entirely.

Please note, disabling cookies may limit certain personalized services or features on the Site.

Web Beacons, Pixels, and Clear GIFs:

We and our advertising partners may use web beacons, pixels, and clear GIFs. These are transparent image files that help us track user interactions with the Site. For instance, we may collect data on:

• The number of views for a web page.
• Whether and when an HTML email was opened.
• Links clicked within an email or how many times an email was forwarded.

Unlike cookies, these technologies do not place files on your device. However, when used in conjunction with cookies, they help us understand how visitors interact with the Site and advertisements. This information allows us to enhance the Site and measure the effectiveness of communications.

Information from Third Parties:

We may obtain additional information about you from third parties, including:

• Marketers
• Partners
• Researchers
• Data brokers
• Clearinghouses

We may combine this third-party information with the data we collect from you or derive from our services. This combination helps us improve our services and better understand your needs.

Aggregate or De-Identified Data:

We may aggregate or de-identify information collected through the Site or other means to ensure it does not identify you personally. Such aggregated or de-identified data is not subject to the restrictions of this Policy, and we may disclose or use it for any purpose without limitation.

Manage Cookie Preferences

You have control over how cookies are used while accessing our website. Most web browsers provide tools to manage your cookie preferences. Here's how you can manage cookies:

• Accept All Cookies: You can allow all cookies to enhance your experience by enabling features like personalization and faster access to frequently visited pages.
• Notification of Cookies: Set your browser to notify you whenever a cookie is issued. This allows you to decide whether to accept or reject each cookie.
• Disable Cookies: You can block all cookies through your browser settings. However, this may impact your browsing experience, as some features or services may not function correctly without cookies.

How to Adjust Preferences:

To manage your cookie settings, refer to the help section of your browser or visit its official website. Common browsers, such as Chrome, Firefox, Safari, and Edge, provide detailed instructions on enabling, disabling, or clearing cookies.

By customizing your cookie preferences, you can ensure your online experience aligns with your privacy needs while still enjoying the features of the website.

How We Use the Information

The Hosts collect and use the information provided by Users for various purposes, including but not limited to:

1. Service Delivery:

• To fulfill the purposes for which the information was provided (e.g., conference registration, updates, or inquiries).
• To provide products, services, or information requested by Users.
• To process and confirm purchases or event registrations.
• To notify Users of their account status or transactions.

2. User Engagement and Communication:

• To respond to Users’ questions, comments, or feedback.
• To notify Users about new features, products, services, special offers, or updates that may be of interest.
• To administer sweepstakes, contests, or promotional events.

3. Personalization and Advertising:

• To customize content, including advertisements, to suit User preferences and interests.
• To analyze and enhance the effectiveness of marketing strategies and promotional campaigns.

4. Analytics and Improvement:

• To perform research and analytics aimed at improving the website's performance, usability, and overall User experience.
• To monitor site performance and gather insights for marketing or promotional strategies.

5. Legal and Security Purposes:

• To enforce legal terms governing the use of the website.
• To establish, exercise, or defend legal rights when necessary for our legitimate interests or those of others.
• To prevent fraud and other prohibited or illegal activities.
• To ensure compliance with applicable laws, procedures, and regulations.

6. Aggregated or De-Identified Data:

• To create de-identified or aggregated data for research, marketing, or promotional purposes.
• To share such data with third parties, including advertisers, event promoters, sponsors, or partners, for legitimate purposes.

Legal Bases for Use of Your Information

We process your information in accordance with applicable legal requirements based on the following:

1. Contractual Necessity:

• To perform our obligations under a contract with you or to take steps at your request before entering into a contract (e.g., event registration or service provision).

2. Legitimate Interests:

• To operate and manage our business and the website effectively.
• To ensure website security and prevent fraud.
• To provide customer service and process payments.
• To analyze and improve our offerings and business strategies.
• To comply with legal obligations and defend our legal rights.

3. Consent:

• In cases where your consent is required, we will process your information based on your explicit agreement.

4. Compliance with Legal Obligations:

• To ensure adherence to applicable laws and regulations governing our activities, services, and data practices.

How We Use Your Information

The Hosts use the information collected for various purposes to ensure a seamless experience for seminar participants. These include:

1. Seminar Registration and Access

• Processing registrations for the seminar.
• Providing access to seminar materials, sessions, and related resources.

2. Communication and Updates

• Sending updates regarding the seminar schedule, venue, or changes.
• Responding to inquiries and customer support requests.

3. Improvement of Services

• Enhancing the content, usability, and functionality of the seminar website or app.
• Conducting analytics and research to improve future events.

4. Promotional and Marketing Activities

• Sending promotional emails or updates (only if you have opted in).
• Informing participants about upcoming seminars, workshops, or events.

5. Security and Compliance

• Ensuring the security and integrity of seminar-related platforms.
• Complying with applicable legal or regulatory requirements.

We use your information only for the stated purposes and will seek your explicit consent if any additional usage is necessary.<

How We Share Your Information

The Hosts may share your information in specific situations to facilitate the seminar experience or as required by law. These situations include:<

1. With Your Consent

• o Information may be shared when you provide explicit consent for a specific purpose.

2. With Third-Party Service Providers

• Engaging trusted vendors and agents for:

• Seminar-related communication and marketing.
• Payment processing and registration services.
• Delivery of seminar materials or event logistics.

3. For Advertising and Analytics

• Sharing non-personal or aggregated data with third-party analytics providers to:

• Understand user behavior on the seminar website.
• Deliver targeted advertisements for related events or services.

4. For Legal and Compliance Purposes

• Disclosing information when necessary to:

• Comply with legal obligations or court orders.
• Protect the rights, safety, or property of the Hosts, participants, or others.

5. With Relevant Third Parties

• Occasionally sharing data with organizations offering valuable products or services aligned with the seminar’s themes or interests.

Your information will only be shared with trusted entities and in compliance with applicable laws. We do not sell your personal data to third parties.

How We Protect Your Information

We prioritize the security of your personal data and implement the following measures:

1. Encryption

• Sensitive data is encrypted to protect it during transmission and storage.

2. Access Control

• Access to personal information is restricted to authorized personnel only.

3. System Monitoring

• Regular monitoring of our systems helps detect and prevent unauthorized access or potential security breaches.

Please note, however, that no method of transmission over the Internet or electronic storage is 100% secure. While we make every effort to protect your information, we cannot guarantee absolute security.

How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. However, your data may be shared under the following circumstances:

1. With Service Providers

• We collaborate with trusted third-party service providers to assist with:

• Payment processing.
• Email communications.
• Website hosting and maintenance.

• These providers are bound by confidentiality agreements and may use your information only for the intended purposes.

2. For Legal Compliance

• Personal information may be disclosed if required by law, regulation, legal process, or government request.

3. Protection of Rights

• Data may be shared to protect the rights, safety, and property of our users, partners, or the public.

Your Choices

We respect your rights and offer the following choices regarding your personal information:

1. Opting Out of Communications

• o You can unsubscribe from promotional emails at any time by following the link provided in the email or contacting us directly.

2. Access and Correction

• o You have the right to access, correct, or update your personal information. For assistance, contact us at [Insert Contact Email].

3. Data Deletion

• o If you wish to request the deletion of your personal information, please contact us at [Insert Contact Email].
• o Please note, we may retain certain data as necessary to fulfill our obligations or comply with legal requirements.

Online Analytics and Tailored Advertising

Online Analytics

We may use third-party web analytics services, such as Google Analytics, to enhance your experience on our Site. These service providers use the technologies described earlier to help us analyze user interactions with the Site. For instance, they help us understand user behavior, the sources of traffic, and how users navigate our Site.

The information collected, including your IP address, may be directly disclosed to or collected by these service providers. They use this data to evaluate your usage and improve our Site's functionality.

For specific advertising purposes, we also utilize Google Analytics. If you prefer to prevent Google Analytics from using your data for analytics, you can opt-out by installing the Google Analytics Opt-out Browser Add-on.

Data Protection Measures

In line with India's data protection and privacy laws, we take steps to ensure any third-party service providers that receive your data adhere to proper safeguards to protect it. These providers are required to comply with the standards set forth in this policy, ensuring your information remains secure.

Do-Not-Track Disclosure Requirements

If we transfer any of your information to third-party processors, we will ensure that appropriate safeguards are in place to protect your data as per applicable laws. For further information on these safeguards, please contact us as outlined in the “How to Contact Us” section below.

Data Subject Rights and Your Choices

Depending on your location, particularly under Indian privacy laws and the guidelines from accreditation bodies such as NABCB and NABL, you have certain rights regarding your personal data:

1. Access and Correction

• You may request access to, or correction of, inaccuracies in your personal data by contacting us directly.

2. Data Deletion

• If you wish to have your data deleted, please reach out to us. While we will honor requests for data deletion as per applicable laws, some data may need to be retained to fulfill legal obligations, or for the purpose of maintaining the integrity and accuracy of our systems.

3. Opt-Out Options

• You have the option to opt-out of tailored advertising and certain analytics services by following the mechanisms provided by the respective service providers, such as Google Analytics.

Your Legal Rights

Under applicable Indian laws and regulations, you have certain legal rights regarding your personal data. You may exercise the following rights by contacting us via email at any time:

1. Access to Information

• You have the right to request access to or a copy of the personal information we hold about you.

2. Direct Marketing Opt-Out

• You can request that we cease processing your information for direct-marketing purposes, including profiling for such purposes.

3. Updating Information

• You have the right to request updates to your information if it is out of date or incorrect.

4. Data Deletion

• You may request the deletion of certain personal information we hold about you.

5. Restriction of Processing

• You may ask us to restrict the way we process and disclose certain information.

6. Data Portability

• You have the right to request the transfer of your data to a third-party provider.

7. Revocation of Consent

• o If we are processing your information based on your consent, you have the right to revoke that consent at any time.

We will evaluate all requests and respond within the timelines stipulated by applicable laws. However, some information may be exempt from such requests in cases where we need to continue processing for legitimate purposes or to comply with legal obligations. To process these requests, we may need to verify your identity.

Linked Internet Websites

Our Site may include hyperlinks to third-party websites or applications, including advertisements. These third-party sites may have different privacy policies. We are not responsible for the content or privacy practices of these sites, and we explicitly disclaim any liability related to the collection, use, or disclosure of your information by these third parties. We encourage you to read their privacy policies carefully before providing any personal information.

Children’s Privacy Protection

The Site is not intended for children under the age of 13. We do not knowingly collect personal information from individuals under 13. If we learn that we have inadvertently collected personal information from a child under 13, we will take steps to delete that information. For children aged 13-16, we may process data only with parental consent in compliance with Indian law.

If you believe we have collected data from a child under 13 or from a child aged 13-16 without consent, please contact us immediately so we can take appropriate action.

Security

We implement security measures to protect the information we store, tailored to the sensitivity of that information. However, no method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee its absolute security.

In the event of a data breach that compromises your information, we will notify you in accordance with applicable Indian laws. Notifications will be sent using the email addresses we have on record for you. We recommend that you take appropriate measures to protect yourself, such as using strong passwords and being cautious with sharing your personal information.

Amendments to Privacy Policy

We may update this Privacy Policy periodically. The "Effective Date" of the most recent update will be noted at the end of the Policy. We encourage you to review the Privacy Policy regularly to stay informed about how we collect, use, and disclose your information. Continued use of our Site signifies your acknowledgment and acceptance of any changes made to this Policy.

How to Contact Us

If you have any questions about this Privacy Policy or need further assistance regarding your rights, please contact us:
Email: apac2025@qcin.org