Updated on 16-12-2025
1. Introduction
Synergy Minds is committed to protecting the privacy and personal data of all participants, speakers, partners, and visitors involved in its events and digital platforms. This Privacy Policy explains how personal information is collected, used, stored, and protected in relation to Synergy Minds events, including all regional chapters (Asia, Africa, Middle East, Europe, and the Americas).
By registering for, attending, or interacting with Synergy Minds events or platforms, you agree to the practices described in this Privacy Policy.
2. Information We Collect
Synergy Minds may collect the following types of personal information:
- Personal identification details (such as name, title, affiliation, country, and contact information)
- Registration and participation details (event attendance, session selection, submissions, and feedback)
- Professional information (organization, role, research or business interests)
- Payment and billing information (where applicable, processed through secure third-party providers)
- Technical data (IP address, browser type, device information) when using our website or digital platforms
3. How We Use Your Information
Personal data collected by Synergy Minds may be used for the following purposes:
- Event registration, administration, and communication
- Providing access to event content, materials, and updates
- Managing speakers, submissions, exhibitions, and competitions
- Issuing certificates, invoices, and official correspondence
- Improving event quality, services, and participant experience
- Reporting, analytics, and internal performance evaluation
- Marketing and promotional communication related to Synergy Minds events (where consent is provided)
4. Legal Basis for Processing
Synergy Minds processes personal data based on one or more of the following legal grounds:
- Consent provided by the data subject
- Performance of a contract (event registration and participation)
- Compliance with legal obligations
- Legitimate interests related to event organization, promotion, and improvement
5. Data Sharing and Disclosure
Synergy Minds does not sell or rent personal data to third parties. Personal information may be shared only with:
- Authorized event partners, service providers, and vendors involved in event delivery
- Payment service providers for secure transaction processing
- Authorities or regulators where required by law
All third parties are required to handle personal data in accordance with applicable data protection laws and confidentiality obligations.
6. Data Storage and Security
Synergy Minds implements appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, or alteration. Personal data is stored only for as long as necessary to fulfill the purposes outlined in this policy or to comply with legal requirements.
7. International Data Transfers
As an international event series, Synergy Minds may process and store personal data across different countries. Where data is transferred internationally, appropriate safeguards are applied to ensure data protection in accordance with applicable regulations.
8. Media, Photography, and Recordings
Synergy Minds events may involve photography, video, or audio recordings for documentation, promotional, and educational purposes. Participants may appear in such materials. If a participant does not wish to be recorded, they should notify the organizers in advance.
9. Your Rights
Depending on applicable data protection laws, participants may have the right to:
- Access their personal data
- Request correction or update of inaccurate data
- Request deletion of personal data, subject to legal and contractual obligations
- Withdraw consent for data processing where applicable
- Object to or restrict certain types of data processing
Requests related to personal data rights may be submitted through official Synergy Minds communication channels.
10. Cookies and Website Analytics
Synergy Minds websites may use cookies or similar technologies to improve functionality and user experience. Users may manage cookie preferences through their browser settings.
11. Policy Updates
Synergy Minds reserves the right to update or amend this Privacy Policy at any time. Any changes will be published on the official website and will take effect upon publication.
12. Contact Information
For questions, concerns, or requests related to this Privacy Policy or personal data handling, please contact the Synergy Minds organizing committee via the official communication channels.