Privacy notice
Effective Date: 5/1/2025
The Applied Geography Conference (AGX) is committed to protecting the privacy of individuals who register for and participate in our annual conference. This Privacy Policy outlines how we collect, use, share, and retain personal data submitted through our conference portal, hosted on Indico.
Data Collected
We collect the following information during the registration and submission processes:
- Name
- Email address
- Institutional affiliation
- Position
- Country of residence
- Dietary restrictions (for catering purposes)
- Information on accompanying participants (e.g., friends or family)
- Abstract submissions for papers, posters, panels, roundtables, and workshops
-
Names, affiliations, and contact information of co-authors, panelists, and collaborators (as provided by the submitter)
- Mailing address (only if a print journal copy is explicitly requested)
-
IP address (automatically logged for security and auditing purposes)
We do not collect or store payment information. Payments are processed externally through PayPal.
Use of Data
Personal data is used for the following purposes:
- Managing registration and conference logistics
- Communicating with participants before, during, and after the conference
- Generating conference schedules, programs, and abstract books
- Coordinating conference-related services (e.g., catering, name badges)
- Limited outreach related to AGX activities (e.g., social media or email updates)
Data Sharing
We share the following participant information with Taylor & Francis, which manages journal subscriptions related to AGX:
- Name
- Email address
- Institutional affiliation
- Mailing address (only if a print copy is requested)
We respect your privacy and do not share attendee information with conference sponsors or other third parties.
Data Retention
The Indico portal is deactivated after the conference concludes. An archive is retained securely for a period of three years, after which the data may be permanently deleted.
User Access and Deletion
Users may request access to, modification of, or deletion of their personal data prior to the archival of the portal. Once the site is archived following the conclusion of the conference, AGX is no longer able to modify or delete individual data records.
Cookies and Third-Party Tools
The Indico platform uses cookies to maintain user sessions and functionality. Additionally, Google reCAPTCHA is used to protect against spam and automated abuse.
Legal Basis
We process personal data on the basis of user consent, which is obtained during the registration and submission processes.
Jurisdiction
AGX is a nonprofit organization based in the United States. While we do not explicitly seek compliance with international regulations such as the GDPR, we take data security and privacy seriously for all users, regardless of location.
Hosting and Security
The Indico platform is self-hosted on servers maintained by AGX. Reasonable technical measures are in place to safeguard the data from unauthorized access, loss, or misuse.
Contact
For questions regarding this Privacy Policy, please contact us at:
Email: appliedgeographyconference@gmail.com
