Privacy Policy

ACAVENT ("we", "us", "our") processes personal data in connection with the International Conference on Women in Leadership (the "Event"), held in Paris, France, on 26–28 March 2027.

This policy applies to attendees, presenters, authors, speakers, Scientific Committee members, sponsor contacts and website visitors. It covers the conference website, its registration and submission forms, our support channels, email communications, online sessions, and photography and video taken at the Event.

Contact: [email protected]

• We do not sell your personal data.
• We do not share registrant contact details with third parties without your consent.
• We use registration information to administer your participation and, where permitted, to tell you about similar events we organise.
• We do not share your contact details with sponsors unless you have given separate consent.
• We use cookies and similar technologies, as described in section 13.

Information you give us. Your name and title, contact details, institution or affiliation, country, registration preferences, and any dietary or accessibility requirements you choose to tell us about. For submissions: paper titles, abstracts, keywords, full papers, co-author names and affiliations, and any AI-use declaration. For support requests: the content of your message and anything you attach to it.

Information collected automatically. Device and browser information, IP address, and usage data collected through cookies and similar technologies when you visit the website.

Information published as part of the Event. The names, affiliations and paper details of accepted authors appear in the programme, the Abstract Book, the proceedings, the conference website and related archives.

Audio and visual recordings. Photography, video and recordings made at the Event may capture participants' images and voices.

Records of requests. Submission update requests, pro forma invoice requests and invitation-letter requests, including the passport details required to produce a letter.

• To operate the Event and administer your participation
• To verify registrations and issue confirmations, invoices, receipts and certificates
• To manage submissions and the peer-review process
• To run online sessions
• To match and process submission update requests and pro forma invoice requests
• To produce invitation letters
• To provide customer support
• To create and distribute the programme, Abstract Book and proceedings
• To document the Event and to use photographs and footage in our promotional material
• To send you information about similar future events we organise
• To meet legal obligations, including tax, accounting and safety requirements
• To protect our rights, prevent fraud, maintain security and handle disputes
• To share your contact details with sponsors, where you have opted in

• Contract — registration, payments, invoicing, certificates, submissions and participation.
• Legitimate interests — running the Event, security, improving our services, limited marketing to existing participants, and the use of Event photography and video, balanced against your rights.
• Consent — sponsor communications, certain cookies, analytics, advertising pixels, testimonials, and any special-category information such as dietary or accessibility requirements.
• Legal obligations — tax and accounting records, safety, and lawful requests from authorities.

Sponsors. Your contact details are shared with sponsors only where you have explicitly opted in during registration. Sponsor messages include an unsubscribe option.

Service providers. We work with providers for hosting, ticketing and payments, email and SMS delivery, marketing automation, customer relationship management, similarity screening, webinar and streaming services, analytics, chat and helpdesk, and security. They act under data processing contracts that prohibit them from using your data for their own purposes.

Publication. Author names and affiliations are publicly visible in the programme, Abstract Book, proceedings and archives. Applicable AI-use declarations may accompany published work.

Legal and safety. We disclose information where required by law, or to protect rights, property and security.

Aggregated data. We may share aggregated or de-identified information, such as attendance by country.

We do not sell personal data.

Card payments and PayPal-account payments are processed by PayPal. We do not store full card details, and PayPal's own privacy notice applies to those payments.

Bank transfers are handled through Revolut. The account details are provided at checkout, on invoices and in confirmation emails rather than published here, to prevent misuse.

Where data is transferred outside the European Economic Area or the United Kingdom, we protect it using the European Commission's Standard Contractual Clauses or equivalent safeguards. Contact us if you would like further detail about a specific transfer.

• Financial and tax records — up to 10 years, as required by law
• Registration and support records — typically 2–3 years after the Event or your last interaction
• Marketing contacts — up to 3 years after your last interaction, or until you unsubscribe
• Visa and invitation-letter documentation — 6–12 months after the Event
• Published work — retained long term as part of the scientific record
• Photographs and video — retained long term for documentation and promotion, unless you object and removal is feasible

Depending on applicable law, you may have the right to access your data, to have it corrected or erased, to restrict or object to its processing including direct marketing, to receive it in a portable form, and to withdraw consent where processing relies on it.

To exercise any of these rights, contact [email protected]. You may also complain to your data protection authority.

We use appropriate technical and organisational measures, including encryption in transit, access controls, role-based permissions, confidentiality obligations on our staff, and due diligence on the vendors we use.

No online service is completely secure, but we work continuously to protect your information.

The Event is intended for adults. Anyone under 18 may attend where the Event rules permit it and, where required, when accompanied by a parent or guardian. Where we need to collect a child's data, we do so only with the consent of a parent or guardian.

13.1 What cookies are

Cookies are small text files placed on your device when you visit the website. They allow the site to work, make it more efficient, and provide us with reporting on how it is used.

13.2 The categories we use

• Strictly necessary — required for core functionality, including form memory and session security. These cannot be switched off.
• Performance and analytics — help us understand how the website is used, in aggregate, through services such as Google Analytics, so that we can improve it.
• Functionality — remember preferences such as language and region.
• Advertising and targeting — set only with your consent, by us and by partners including Google, Meta and LinkedIn, to deliver relevant advertising and measure how well it performs.

13.3 Third-party cookies

Some cookies are set by the trusted vendors who provide our analytics and advertising services, and are governed by those providers' own privacy notices.

13.4 Managing your choices

The cookie banner shown on your first visit lets you set your preferences. Your browser settings also allow you to block or delete cookies. You can opt out of Google Analytics using Google's own opt-out tool, and manage advertising preferences through Google Ads Settings, Facebook Ad Preferences and LinkedIn. Blocking some cookies may affect how the website works.

We send periodic newsletters and emails about our conferences and related events. Every marketing email includes an unsubscribe link, and you can unsubscribe at any time.

Service messages continue regardless of your marketing preferences, because they form part of administering your participation. These include submission results, registration confirmations, receipts, invitation letters and notices of changes to this policy.

We do not collect or store full payment card details.

Where you provide dietary, accessibility or other special-category information, we process it only with your consent and only as far as is necessary to support your participation.

We update this policy from time to time. The "Last updated" date at the top shows the current version, and we take reasonable steps to notify you of material changes.

For any question about this policy, or to make a data request, contact [email protected].