Last Updated: October 26, 2025

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1. Introduction

This Privacy Policy explains how the APS Global Physics Summit 2026 HONG KONG Organizing Committee ("we," "us," or "our") collects, uses, discloses, and safeguards your personal data when you register for and participate in the APS Global Physics Summit 2026 HONG KONG (the "Event").

Your privacy is of paramount importance to us. By submitting your registration, you acknowledge that you have read and understood the practices described in this policy.

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2. Information We Collect

We collect information that you provide directly to us during the registration process. This may include:

• Personal Identifiers: Your full name, job title, and company/institution affiliation.

• Contact Information: Your email address and phone number.

• Event-Specific Information: Your registration type (e.g., Attendee, Speaker, Poster Presenter), invoice/details, dietary preferences (if catering is provided), and the abstract/content of your presentation or poster submission.

• Technical Data: When you visit our registration page, we may automatically collect information through cookies and similar technologies, such as your IP address, browser type, and operating system, to analyze website traffic and optimize functionality.

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3. How We Use Your Information

We use the collected data for the following specific purposes:

• Primary Purposes:

  • To process your event registration and confirm your payment status.

  • To communicate with you about the Event, including sending registration confirmations, invitations, schedule updates, critical announcements, and post-event surveys.

• Secondary Purposes:

  • I agree to receive marketing communications from the APS Global Physics Summit 2026 HONG KONG Organizing Committee about future related events, seminars, or services.

  • I agree to have my name, affiliation, and presentation title/abstract included in the digital or physical attendee list or conference program, which will be shared with other participants and Event partners.

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4. How We Share Your Information

We do not and will not sell your personal data. We may only share your information in the following circumstances:

• Service Providers: We engage trusted third-party vendors to perform functions on our behalf, such as payment processing, online form management, email distribution, and venue management. These providers are contractually bound to handle your data securely and only according to our instructions.

• Legal Obligations: We may disclose your information if required to do so by law, regulation, or a governmental authority.

• With Other Participants (Limited Information): If you have provided consent in Section 3, limited details (e.g., name, affiliation, and presentation title) may be shared in the attendee list or conference program.

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5. Data Storage and Security

We implement appropriate technical and organizational security measures designed to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Your data will be retained only for as long as necessary to fulfill the purposes outlined in this policy, or as required for legitimate legal and archival purposes related to the Event.

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6. Your Data Protection Rights

You have the following rights regarding your personal data:

• Right of Access: To request a copy of the personal data we hold about you.

• Right to Rectification: To request correction of any inaccurate or incomplete data.

• Right to Erasure (Right to be Forgotten): To request the deletion of your personal data under certain conditions.

• Right to Restriction of Processing: To request that we temporarily or permanently stop processing all or some of your personal data.

• Right to Data Portability: To receive your data in a structured, machine-readable format.

• Right to Object: To object to our processing of your personal data.

To exercise any of these rights, please contact us using the details provided in Section 8.

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7. Cookies

Our registration website may use "cookies" to enhance your user experience. You can set your browser to refuse all cookies, but please note that some parts of the site may not function properly as a result.

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8. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your information, please contact us at:

• Email: [email protected]

• Mailing Address: 2/F, Pao Siu Loong Building, HKU, HK

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9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically to stay informed about how we are protecting your information.