PRIVACY POLICY

Delivery and Shipping Policy

At GEOPAQ, we strive to provide a seamless experience for all attendees, from registration to event participation. Below are the details of our Delivery Policy:

Registration Confirmation and Ticket Delivery:

• Digital Tickets and Passes: Upon completing your registration, you will receive a digital ticket or event pass via email. This ticket will include all the necessary details to access the event.
• Access Instructions: The confirmation email will also contain instructions for event entry, including badge pick-up information (if applicable) and venue access details.
• Event Updates: You will receive email updates leading up to the event with important information such as session schedules, speaker announcements, and any changes to event logistics.

Delivery Timeframe:

• Immediate Delivery: Your event ticket and confirmation email will be delivered immediately after successful registration.
• Final Event Information: A final confirmation email will be sent one week before the event containing last-minute details, such as attendee guidelines and final updates about the event.

International Attendees:

• International attendees are encouraged to bring a printed copy or have a digital copy of their confirmation email available on their mobile device for quick check-in at the venue.
• Any special requirements, such as visa invitation letters or event-specific information, will be communicated via email before the event.

Event Day:

• Entry: On the day of the event, attendees will check in at the registration desk to receive their badges and event materials.
• In-Person Merchandise: If merchandise (such as event materials or promotional items) is available, it will be sold on-site at the event venue and not shipped in advance.

Sustainability Commitment:

In line with our commitment to sustainability, we encourage the use of digital tickets and discourage the printing of physical items. By promoting digital access, we aim to reduce paper waste and ensure a more eco-friendly event experience.

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Refund and Cancellation Policy

GEOPAQ is committed to providing a transparent and fair process for handling refunds and cancellations. The following terms outline the procedures and conditions applicable to all registrations for Bioinspired Frontiers 2025:

Refund Conditions:

• Full Refund: Attendees are eligible for a full refund if cancellation is requested prior to June 30th, 2025. An administrative fee of $250 will be applicable.
• Partial Refund: Cancellations made between July 1st and July 31st, 2025 will be eligible for a partial refund of 50% of the total registration fee.
• No Refund: Cancellations made after August 1st, 2025 are non-refundable.

Cancellation Process:

• To request a cancellation and refund, attendees must submit a written request to support@geopaq.com with the subject line "Event Cancellation Request".
• The cancellation request must include the attendee’s registration number, full name, and a brief explanation for the cancellation.
• Upon receipt of the cancellation request, GEOPAQ will process the refund in accordance with the applicable policy and notify the attendee of the status of the request.

Non-Refundable Items:

• Certain fees, including but not limited to transaction fees or special promotional discounts applied at the time of registration, may be non-refundable. These non-refundable items will be clearly communicated during the registration process.

Transfer of Registration:

• Attendees who are unable to attend the event may transfer their registration to another individual within the same ticket category, subject to approval by the event organizers. Transfer requests must be made in writing to support@geopaq.com with the subject line "Event Registration Transfer Request" at least 7 calendar days before the event date.
• All transfers must be confirmed by GEOPAQ and are subject to availability. Transfers are not permitted after the 7-day window.

Force Majeure:

• GEOPAQ shall not be held liable for any delays or cancellations arising due to force majeure events, including but not limited to natural disasters, pandemics, government restrictions, or other circumstances beyond our reasonable control. In such cases, the event will be rescheduled, and the refund or transfer policy will apply accordingly.

Privacy Policy: Data Sharing and Confidentiality

At GEOPAQ, we are committed to ensuring the confidentiality and protection of the personal data you provide in connection with your participation in our conferences and related services. This Privacy Policy outlines how we handle, process, and safeguard your data, particularly in relation to data sharing and confidentiality, in compliance with applicable data protection regulations.

1. Information We Collect

We collect personal information that may include:

• Personal Details: Name, email address, phone number, job title, organization, and country.
• Payment Information: Billing address, credit card details (processed through third-party services).
• Event Participation: Registration information, session preferences, and attendee feedback.
• Other Information: Any additional information you voluntarily provide through surveys, interactions with our team, or participation in online platforms related to the event.

2. Use of Collected Information

We use the collected information for the following purposes:

• To facilitate event registration, payment processing, and attendance management.
• To provide event-related information, including schedules, speakers, and other important updates.
• To communicate with you regarding event updates, promotional materials, or new events.
• To gather feedback for the improvement of future events.

3. Data Sharing

We may share your information under the following circumstances:

• Internal Stakeholders: Data is shared with relevant internal teams at GEOPAQ who are involved in event management, customer service, and marketing, in accordance with this policy.
• External Stakeholders: We may share information with trusted third-party service providers, including but not limited to event partners, payment processors, and IT service providers, solely for the purpose of facilitating event management and delivery. These third parties are required to protect your data and comply with our confidentiality and data protection requirements.
• Sponsors and Exhibitors: Your contact information may be shared with event sponsors or exhibitors.
• Legal Compliance: We may share your data as required by law, regulation, or legal process, or to protect our rights, safety, and the rights of others.

4. Confidentiality and Data Security

We take reasonable measures to protect your personal data from unauthorized access, alteration, or destruction. These measures include:

• Encryption of sensitive data (such as payment details) during transmission.
• Restricted access to your data by employees or contractors on a need-to-know basis.
• Secure storage and regular security audits.

5. Data Retention

We retain personal data for as long as necessary to fulfil the purposes outlined in this policy or as required by law. Data related to event participation will be kept for a period of time to facilitate communications about future events, industry updates, and follow-up surveys.

6. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: You may request access to the personal data we hold about you.
• Rectification: You may request corrections to any inaccurate or incomplete personal information.
• Erasure: You may request the deletion of your personal data under certain circumstances.
• Opt-out of Marketing: You may opt-out of receiving marketing communications by following the instructions in the emails or by contacting us directly.
• Portability: You may request a copy of your data in a structured, commonly used format for transfer to another service provider.

To exercise any of these rights, please contact us at support@geopaq.com.

7. International Transfers of Data

As our company operates internationally, your personal data may be transferred to and stored in countries outside of your home country. These transfers will be made in compliance with applicable data protection laws to ensure adequate protection of your data.

8. Children’s Privacy

Our conferences and services are not directed at individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected information from someone under 16, we will take steps to delete that information.

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with the revised Effective Date. We encourage you to periodically review this policy for any updates.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Company Name: GEOPAQ

Email: support@geopaq.com

Phone: +91 8121011141

Website: www.geopaq.com