Privacy Policy

IEEE MAPCON respects your privacy and is committed to protecting your personal information. This privacy policy describes how we collect, use, disclose, and safeguard your information when you participate in or interact with our conference website and related services at ieeemapcon.org.

This policy applies to personal data processed by IEEE MAPCON 2025, including through our website, registration systems, paper submission processes, email communications, exhibitions, sponsors, and other associated conference activities. It covers attendees, authors, visitors, sponsors, exhibitors, and any users of ieeemapcon.org.

We may collect the following types of personal data:

• Identity & Contact Information: name, job title, affiliation/institution, email address, postal address, phone number.
• Demographic Information: country, state, preferences, interests.
• Conference Participation Data: registration details, attendance records (workshops, tutorials, special sessions), paper submission information (authors, affiliations, title, abstract, etc.), presentation metadata.
• Payment & Financial Information: when you register or purchase exhibitor/sponsor booths; credit card or banking information (if applicable) handled via secure third parties.
• Device & Usage Data: IP address; browser/device type and version; operating system; page clicks; time spent on pages; referring/exit pages.
• Communications Data: correspondence, email exchanges, newsletter or update subscription preferences, feedback you may provide (survey responses, etc.).
• Cookies and Tracking: cookies, web beacons, and similar technologies used on our website to analyse usage patterns and improve functionality.

We use the collected information for purposes including:

• Facilitating registration, paper submission, review, presentation, and attendance at conference.
• Managing logistical communications (conference schedules, updates, venue details, travel/visa information).
• Sending you information about MAPCON 2025: important deadlines, program changes, sponsor opportunities, workshops, promotional or marketing communications (if you opt in).
• Improving our website and services; analysing trends; understanding how the site is used so we can improve user experience.
• Administering exhibits, sponsorships, workshops, and other sessions.
• Processing payments, refunds, and supporting financial or legal compliance.
• Ensuring security: detecting, preventing or responding to fraud, abuse, or other illegal or prohibited activities.
• Fulfilling our legal obligations or responding to lawful requests by public authorities.

Your data may be disclosed in the following scenarios:

• To third-party service providers who support our operations (registration platforms, payment gateways, email services, IT hosting, analytics) under contractual obligations to keep data secure and use only as directed.
• To IEEE and associated societies or chapters involved in organising or co‐sponsoring MAPCON (e.g. IEEE MTT-S, IEEE AP-S).
• To legal or regulatory authorities where required by law or where needed to protect the rights, safety or property of IEEE MAPCON, its participants, or others.
• To sponsors, exhibitors, and other partners only to the extent necessary for them to deliver services you request or as disclosed when you register or interact with them (e.g. sharing badges, exhibitor lists, programmes), and subject to your consent where required.
• In the event of a merger, restructuring, sale, or acquisition of assets, your information may be transferred to the successor or assign, with similar protections.

You have certain rights and choices regarding your personal data:

• You may choose not to receive marketing or promotional communications by unsubscribing or by communicating your preference to us.
• You may review, correct, or update your personal data (e.g. via your conference account, or by contacting us) if it is inaccurate or incomplete.
• You may request access to the personal information we hold about you.
• You may request deletion of your personal data, to the extent permitted by law and considering any legal or contractual obligations (e.g. conference record‐keeping).
• If applicable under your local laws (e.g. European GDPR or other data protection regulations), you may have rights such as data portability, restricting processing, or withdrawing consent.

• We use cookies and similar technologies to provide, protect and improve our services. Cookies may be used to:
  • enable basic site functionality (session cookies),
  • remember preferences,
  • analyze how users interact with our site (analytics),
  • detect and prevent fraud and security threats.
• Many browsers allow you to control cookies via browser settings. You may disable or restrict cookies, though doing so may affect certain features or your ability to use some parts of the site.

We take reasonable technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. However, no security system is perfect; we cannot guarantee absolute security of your data.

• We will retain your personal data only as long as necessary for the purposes for which it was collected (e.g. for conference operations, legal obligations, archiving proceedings).
• Certain data (like camera-ready papers submitted to IEEE Xplore, or registration records) may be retained for longer periods as part of the historical record, to fulfill commitments to publication, accreditation, or future reference.

Because MAPCON is managed and uses services that may be located in different countries, your data may be transferred to, stored, or processed in jurisdictions other than your own. When we do so, we will use appropriate safeguards to ensure your personal data is protected in accordance with this policy and applicable law.

We do not knowingly collect personal data of children under a certain age (typically under 16 or as per local law). If we become aware that we have collected data of a minor without parental consent, we will take steps to delete it.

We may update this Privacy Policy from time to time. If we make material changes, we will notify registered users by email (if possible), and/or by posting a prominent notice on the MAPCON website prior to those changes becoming effective. Please periodically check this page to stay informed of our data practices.

If you have any questions or concerns about this Privacy Policy, or wish to exercise your rights, you may contact us:

• Email: mapcon2025@ieeemapcon.org
• Phone: +91 973 993 7911
• Address: Harmon IEEE, 1st Floor, Cherian’s Square, Ambujavilasam Rd, PB77, GPO, Thiruvananthapuram, Kerala 695001

The information provided on the IEEE MAPCON 2025 website (ieeemapcon.org) is for general informational purposes only. While the Conference Organizing Committee and IEEE endeavour to keep the information accurate, complete, and up to date, we make no representations or warranties of any kind, express or implied, about the accuracy, reliability, suitability, or availability of the website or the information, materials, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event shall IEEE MAPCON 2025, its organizers, partners, or IEEE be liable for any loss or damage, including without limitation indirect or consequential loss or damage, or any loss or damage whatsoever arising from the use of, or inability to use, this website or the information provided herein.

Through this website, you may be able to link to external websites that are not under the control of IEEE MAPCON. We have no control over the nature, content, and availability of those sites. The inclusion of any external links does not necessarily imply a recommendation or endorsement of the views expressed therein.

Every effort is made to keep the website functional and accessible. However, IEEE MAPCON 2025 assumes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.