Who we are
Eurasia Conferences organises international academic conferences. We are registered in India at 8-3-222/8/45A, F-72, 2nd Floor, Madhura Nagar, Hyderabad, Telangana 500038, and our correspondence address is 124 City Road, London EC1V 2NX, United Kingdom. We decide how and why your personal data is used, so we are responsible for it under this policy.
This policy covers eurasiaconferences.com, our conference websites, your participant account at my.eurasiaconferences.com, our blog, and the conferences we run. For questions about your data, write to [email protected].
What we collect
We collect only what we need to run conferences and publish your work:
- Account details: your name, email address, the password you set for your Eurasia Conferences account (stored only in hashed form), country and affiliation.
- Registration details: your registration category, title, institution, contact details and any invoice details you give us.
- Dietary and access needs: only if you choose to tell us. These can reveal health or religious information, so we use them only, with your consent, to make arrangements, and share them with the venue only as far as needed.
- Abstracts: the abstract, its title, and the names, affiliations and email addresses of all authors.
- Payment records: the amount, date, method and reference of each payment. Online payments are handled by PayPal, including card payments made through PayPal; we never see or store your full card number.
- Visa support details: if you ask for a visa support letter, the passport details and nationality the letter needs.
- At the conference: attendance, certificates issued, and photographs or recordings of sessions.
- Messages: what you send us by email, the contact form or social media.
- Professional details from public sources: when we invite researchers to speak, serve on a scientific committee or take part in a conference, we may use professional details they have made public, such as their name, position, institution, field and work email address. Anyone we contact can ask us to stop.
- Technical data: IP address, browser and device information, and the cookies our websites need to work, such as the one that keeps you signed in. We do not use advertising cookies. Some of our conference websites and our blog load fonts from an external font service, which receives your IP address when the page loads. Our contact form may use a security check from an external provider to stop spam, which receives your IP address and browser details.
Co-authors and colleagues. When you submit an abstract or a group registration, you give us other people’s details, and you confirm that they know and agree. We use co-authors’ details to review and publish the abstract, register its DOI, and contact them about the abstract when needed, for example if the presenting author does not reply. We do not send co-authors news emails unless they register with us or sign up themselves.
How we use it
- To run the conference (our contract with you): handling your registration, review of your abstract, the programme, badges, certificates and visa support letters. Without this data we cannot register you.
- To publish your work (our contract with you): accepted abstracts whose presenting author registers appear in the programme and the abstract book with the authors’ names and affiliations, and each is registered with a DOI.
- To take and record payments (contract and legal obligation): invoices, receipts and the accounting and tax records the law requires us to keep.
- To keep you informed: emails about conferences you have registered for or submitted to (contract), and news of future Eurasia Conferences events in your field (our legitimate interest, or your consent where the law requires it). You can unsubscribe from news at any time with the link in our emails, or by writing to [email protected].
- To invite researchers (legitimate interest): to speak, serve on a scientific committee or take part in our conferences, using the professional details described above. Anyone we contact can ask us to stop.
- To promote our conferences (legitimate interest): photographs and recordings of sessions, as set out in our terms and conditions. You can ask us not to use images of you.
- To protect our business (legitimate interest and legal obligation): preventing fraud and misuse, keeping our systems secure, and establishing or defending legal claims.
Where we rely on consent, you can withdraw it at any time; this does not affect what we did before. We do not make decisions about you by automated means alone.
Published abstracts and certificates
When an abstract is published, its title, text, authors and affiliations become part of the scholarly record. The DOI metadata is registered with Crossref and is openly available. Because the record must stay stable for others to cite it, we do not remove or change a published abstract or its authors once it has been published, except to correct an error we agree with you, or to retract it with a notice where there is a proven problem such as plagiarism or fabricated data.
Certificates carry a verification link. Anyone with the link can confirm the name on the certificate, the conference and the type of participation.
International transfers
We are based in India and run conferences in several countries, and our service providers work in different countries. Your data may therefore be processed outside the country where you live, including in India, the European Union, the United Kingdom and the United States. Where the law requires it, these transfers are protected by contractual safeguards such as standard contractual clauses, or by another mechanism the law recognises, such as the EU–US Data Privacy Framework for providers certified under it.
How long we keep it
- Account details: while your account is open. You can ask us to close it at any time.
- Registration, invoice and payment records: for as long as tax and accounting law requires.
- Visa support details: until one year after the conference.
- Abstracts that are not accepted or not presented: until one year after the conference.
- Messages: up to 24 months.
- Photographs and recordings: for as long as we use them to report on and promote our conferences.
- Technical logs: for up to 12 months, unless needed to investigate misuse.
- Published abstracts and certificate records: permanently, as part of the scholarly record.
- Professional details from public sources: until you ask us to stop contacting you; we then keep only enough to make sure we do not contact you again.
- Mailing list: until you unsubscribe; we then keep your email address only to make sure we do not write to you again.
Security
We protect your data with encrypted connections, hashed passwords and access limited to the people who need it. If a security incident affects your data, we will act to contain it and tell you and the authorities where the law requires it. No system is completely secure, so keep your password private and tell us at once at [email protected] if you think your account has been misused.
Your rights
Depending on where you live, you may have the right to ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, to withdraw consent, to receive your data in a portable form, and, under Indian law, to nominate someone to exercise your rights if you die or cannot act. You can always stop our news emails with the unsubscribe link or by writing to us.
To use these rights, write to [email protected] from the email address on your account. We may ask you to confirm your identity, and we aim to reply within 30 days. Some requests have limits: we cannot delete records the law requires us to keep, or remove published abstracts from the scholarly record.
If you are not satisfied with our reply, you may approach the Data Protection Board of India. If you live in another country, you may also have the right to complain to the data protection authority there.
Other websites
Our pages link to other websites, such as venues, payment providers and government visa pages. Their own privacy policies apply, and we are not responsible for them.
Changes to this policy
We may update this policy as our services or the law change. We will post the new version here with a new date, and tell registered participants by email about any change that significantly affects them.
Last updated 9 November 2026.