1. About this policy
This policy concerns the website and arrangements for the 43rd Pico Group International Conference. It explains the personal information associated with registration, delegate enquiries and participation. The Organising Committee is your contact for questions about conference data and can direct requests to the relevant Pico office.
2. Information you provide
Depending on the arrangements you request, information may include:
- Your name, office, role and contact details.
- Registration details, attendance choices and billing information.
- Hotel preferences, arrival and departure details, and transfer requests.
- Dietary or accessibility requirements you choose to share.
- Messages and information you send to the Organising Committee.
Please provide only information relevant to your request. Avoid sending identity documents or detailed medical information by email unless the Committee has explained why they are needed and how to provide them securely.
3. How information is used
Conference information is used to manage registrations and confirmations, coordinate accommodation and transport, arrange requested assistance, administer delegate fees and respond to enquiries. Contact details also support essential conference updates and access to conference services.
Where an activity requires your consent, the relevant request should explain the purpose and the choices available to you.
5. Website and external services
Registration opens an embedded form hosted by EventsHub at eventshub.app. Information entered into that form is submitted to that service. Review the privacy information supplied with the form before submitting your details.
This website loads fonts from Google Fonts. External services receive technical information, such as your IP address and browser details, when your browser connects to them. Embedded services may also use cookies or similar technologies under their own policies. You can manage cookies through your browser settings; restricting them may affect those services.
Links to hotel, travel and conference app services take you to services with their own privacy practices. Review their notices when you use them.
6. Security and retention
Personal information should be accessible only to people who need it for the relevant conference arrangements. Retention requirements depend on the record, the service provider and applicable administrative, accounting or legal obligations. Contact the Committee to confirm the retention period and deletion arrangements for your information.
7. Your privacy choices
You can contact the Committee to request access to your information, correct inaccurate details, ask about deletion or raise a concern. Depending on applicable law, you may also have rights to object to or restrict processing, withdraw consent, or complain to a data protection authority.
Requests may require verification of your identity. If you withdraw information needed for an arrangement, the Committee can explain how this affects the services available to you.
8. The conference mobile app
The 43rd Pico Group International Conference mobile app ("the app") is available on Google Play and the App Store for registered delegates. This section explains the personal information the app itself handles, in addition to the arrangements described above.
Signing in
Delegate accounts are created by the Organising Committee — you cannot register through the app. You sign in with the email address and password issued to you. If you have forgotten your password, the app can send a reset link to that address.
Information the app holds
Your delegate profile. Your name, badge name, job title, business unit, email address and confirmation number are shown in the app so you can access your digital check-in pass and appear in the delegate directory. Your name, job title and business unit are visible to other signed-in delegates; your email address is not.
Messages. If you use the in-app messaging feature, the messages you send and receive are stored so that your conversations remain available to you during the conference. Messages are visible only to you and the delegate you are writing to, and to the Organising Committee where required to address a report of misuse.
Notification token. If you allow notifications, your device provides an anonymous token that lets us deliver conference announcements and message alerts. We store this token together with your delegate reference so notifications reach the right person. It does not identify you personally and is not used for advertising. You can withdraw this at any time in your device settings.
Where this information is held
The app stores this information using Google Firebase (Firebase Authentication and Cloud Firestore), acting as our data processor. Notifications are delivered through the Expo push notification service. All information sent between the app and these services is encrypted in transit.
What the app does not collect
The app does not collect your location, does not access your camera, photos, contacts or calendar, contains no advertising, and includes no analytics or tracking of how you use it.
Live translation
Where live translation is offered during conference sessions, captions are provided by Wordly and are generated from the speaker's microphone at the venue. The app displays these captions only — it does not record, transmit or process any audio from your device.
Your choices
You can decline notifications, or turn them off later in your device settings, and continue to use the rest of the app. You can choose not to use the messaging feature. To request access to, correction of, or deletion of the information held about you, contact the Organising Committee at conference@pico.com.
9. Contact and updates
For privacy questions or requests, email the Organising Committee at conference@pico.com with the subject “Data privacy enquiry”. Include enough information to identify your registration and explain your request.
Updates to this policy will appear on this page with a revised date. Please revisit it when reviewing your conference arrangements.