1. Introduction
The Nepal Health Research Council is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you register for, participate in, or submit a presentation to the 12th National Summit of Health and Population Scientists in Nepal.
By registering for the Summit or submitting a presentation, you consent to the data practices described in this policy.
2. Information We Collect
We collect information that you provide directly to us and information about your use of our services.
A. Personal Information You Provide:
- From All Registrants: Full name, email address, institutional affiliation (e.g., university, organization), job title, professional designation, and payment details.
- From Submitters (Oral/Poster Presentations): In addition to the above, we collect your abstract, biography, photograph, presentation slides, poster PDF, and any other supporting materials.
B. Information Collected Automatically:
When you interact with our Summit website or platform, we may automatically collect technical information such as your IP address, browser type, operating system, and access times. This data helps us understand user behaviour and improve our services.
3. How We Use Your Information
We use the collected information for the following legitimate purposes:
- To Process Your Registration: To create your account, process your payment, and confirm your attendance.
- To Manage Abstract Submissions: To administer the blind or open peer-review process, communicate with you regarding your submission status (e.g., conditional acceptance, request for revisions, final confirmation), and schedule your presentation.
- To Operate the Summit: To provide you with access to the Summit venue/platform, send you critical updates, login instructions, and logistical information.
- To Share and Promote Summit Content: To publish the Summit agenda, abstract book, and proceedings, which will include the names, affiliations, and abstracts of confirmed presenters. To record (audio/video) and photograph presentations for post-event access, archival, and promotional purposes on NHRC's websites, social media, and other channels.
- To Ensure a Safe Environment: To enforce our Code of Conduct and take action against any disruptive or abusive behaviour.
- For Communication: To send you important administrative messages and, with your consent where required by law, information about future NHRC conferences, grants, or publications.
4. How We Share Your Information
NHRC respects your privacy and does not sell your personal data. We may share your information in the following limited circumstances:
- Your submission materials (with identifying information removed during review, if applicable) will be shared with the Summit's scientific review committee for evaluation.
- As a confirmed presenter, your name, affiliation, biography, abstract, and presentation materials will be shared with Summit attendees and may be made publicly available in the Summit program, abstract book, and on the official NHRC website.
- We engage trusted third-party vendors to perform services such as payment processing, abstract management, event registration, and IT support. These providers are contractually bound to handle your data securely and only on our instructions.
- We may disclose your information if required to do so by Nepalese law or in response to a valid legal process.
5. Data Retention
We will retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. For example, presentation recordings and abstracts may be retained indefinitely for archival and scholarly purposes, while financial transaction data will be kept for the period required by Nepalese financial regulations.
6. Your Rights
Depending on applicable law, you may have the following rights regarding your personal data:
- The right to access the personal information we hold about you.
- The right to request the correction of inaccurate or incomplete data.
- The right to request the deletion of your personal data ("right to be forgotten").
- The right to object to or restrict certain types of processing.
- The right to withdraw your consent at any time, where processing is based on consent. To exercise any of these rights, please contact us using the details provided in Section 8.
7. Security of Your Information
We implement appropriate technical and organizational security measures designed to protect your personal information from unauthorized access, alteration, disclosure, or destruction.
8. Contact Us If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:
- Nepal Health Research Council (NHRC)
- Ramshah Path, Kathmandu, Nepal P.O.Box 7626
- Call : +977-1-5327460 Email: summit@nhrc.gov.np
