Privacy Policy

1. Information We Collect

When you register for the conference, we may collect the following information:

• Full name and salutation
• Email address
• Mobile number
• Medical Council registration number and state (for doctors)
• Membership number (for IAE Karnataka members)
• Membership category (Doctor / Sonographer)
• Payment reference (UTR number) for non-member registrations

2. How We Use Your Information

The data you submit is used exclusively for the following purposes:

• To process and confirm your conference registration
• To issue your unique Registration ID and entry pass
• To send you conference-related communications such as event updates, schedule details, venue information, and important announcements
• To send your registration receipt and confirmation email
• To verify your identity at the registration desk on the day of the event
• For internal record-keeping and post-event certification (where applicable)

We do not use your data for marketing by external agencies, newsletters unrelated to the conference, or any form of solicitation beyond event-related communication.

3. Data Sharing & Third Parties

We do not sell, trade, rent, or otherwise share your personal information with any third party for marketing, advertising, or commercial purposes.

Your information is accessible only to the authorized organizing committee of 75th AOHK Annual Conference 2026 and the technical team that manages the registration platform. Data is never disclosed to:

• Marketing agencies or advertisers
• External sponsors for promotional use
• Social media platforms or data brokers
• Any other third party not directly involved in conducting the conference

We may disclose information only if required by law, court order, or a competent government authority — and only to the extent strictly necessary to comply with such obligation.

4. Data Storage & Security

Your information is stored on secure servers with restricted access. We take reasonable administrative, technical, and physical safeguards to protect your data against unauthorized access, alteration, disclosure, or destruction.

• Access to registration data is limited to authorized personnel only
• Payment references (UTR numbers) are stored for verification purposes only
• Screenshots of payment, if uploaded, are stored securely and used solely for payment reconciliation

5. Communications You Will Receive

By registering, you agree to receive the following from us:

• Registration confirmation email with your Registration ID
• Event reminders and pre-conference updates
• Logistics details (venue map, schedule, accommodation guidance where applicable)
• Post-event thank-you communication and certificate (if eligible)

You may opt out of non-essential communication at any time by writing to us at the contact details below.

6. Your Rights

You have the right to:

• Request a copy of the personal information we hold about you
• Request correction of any inaccurate or incomplete data
• Request deletion of your registration record, subject to legitimate operational and legal retention requirements

To exercise any of these rights, please contact the conference organizing team using the details below.

7. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact: