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Privacy Policy

Effective Date: May 9, 2025

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1. Introduction

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The Hojan Science Forum (“we,” “our,” or “us”) respects your privacy and is committed to protecting your data. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when interacting with our website and participating in our activities.

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2. Information We Collect
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We may collect the following types of information:

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  • Personal Information: This includes your name, email address, job title, affiliation, and any other information you submit through our forms (e.g., registration, abstract submission, contact forms).
     

  • Technical Data: This may include IP address, browser type, operating system, referral source, and website interaction data collected automatically.
     

  • Cookies and Similar Technologies: We use cookies and similar technologies to enhance your experience. You can control cookie usage via your browser settings.
     

3. Use of Personal Information
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We use your information to:

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  • Register you for our events and manage your participation
     

  • Communicate with you about event updates, services, or inquiries
     

  • Review and manage submitted content, such as abstracts or presentations
     

  • Improve our website and services
     

  • Fulfill legal and compliance obligations
     

4. Legal Bases for Processing
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We process personal data under the following legal bases:

  • Your consent
     

  • The performance of a contract
     

  • Compliance with legal obligations
     

  • Legitimate interests pursued by us, provided they are not overridden by your rights
     

5. Your Rights
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Depending on your jurisdiction, you may have the following rights:

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  • Access the personal data we hold about you
     

  • Request correction of inaccurate or incomplete data
     

  • Request the deletion of your data
     

  • Object to certain data processing activities
     

  • Request restriction of processing
     

  • Request data portability
     

To exercise any of these rights, please contact us directly.

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6. Retention of Data
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We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law.

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7. Sharing of Information
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We do not sell or rent your data. We may share your information only as necessary with trusted parties under the following circumstances:

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  • Service Providers: With third-party vendors who assist in operating our website and managing event logistics, under strict confidentiality agreements.
     

  • Legal Requirements: When required to comply with applicable laws or legal processes.
     

  • Event Partner – University of Ottawa: Personal information may be shared with the University of Ottawa strictly for logistical purposes, such as issuing invitations or visa support letters to attendees. This information is shared securely and only to the extent necessary for these specific administrative functions.

 

8. International Transfers
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Your data may be processed in countries outside of your own, including Canada. In such cases, we ensure that appropriate data protection measures are in place.

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9. Security Measures
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We implement suitable technical and organizational measures to protect your data from unauthorized access, disclosure, or misuse.

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10. Children’s Privacy
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Our services are not intended for individuals under the age of 16. We do not knowingly collect data from minors.

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11. Updates to This Policy
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We may update this Privacy Policy from time to time. Any changes will be effective upon posting.

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12. Canadian Privacy Rights (PIPEDA)
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Although the Hojan Science Forum operates as a non-commercial, academic and scientific initiative, we are committed to upholding the principles of the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada.

We follow the following key privacy principles:

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  • Consent: We collect, use, and disclose personal information only with your knowledge and consent, unless otherwise permitted or required by law.
     

  • Limiting Collection: We collect only the information necessary for the purposes identified (such as event registration, communication, or visa support).
     

  • Limiting Use and Disclosure: Personal information is used only for the purposes stated at the time of collection or as otherwise required by law.
     

  • Safeguards: We implement appropriate technical and organizational measures to protect your information from unauthorized access, disclosure, or misuse.
     

  • Transparency: Our privacy practices are clearly outlined in this policy. You can contact us at any time with questions about how your data is used.
     

  • Access and Correction: You may request access to your personal data and request corrections if the information is inaccurate or incomplete.

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13. Contact
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If you have any questions or requests related to this Privacy Policy, please contact us via the contact page on our website.

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