Privacy Policy

Last Updated: March 2026

Your privacy is important to us. This Privacy Policy explains how the 1st International Conference on Igala Studies ("we", "us", or "our") collects, uses, discloses, and protects your personal information when you visit our website at https://igalaconference.org.ng and use our services.

1. Information We Collect

1.1 Information You Provide to Us

We collect information you voluntarily provide when you:

• Register for an account: Name, email address, institution, country, phone number, academic title
• Register for the conference: Registration category, dietary preferences, accessibility requirements, payment information (processed securely by Paystack)
• Submit a paper: Paper title, abstract, keywords, co-author information, uploaded files
• Create a support ticket: Subject, description, uploaded files
• Contact us: Name, email, message content
• Update your profile: Profile photo, bio, expertise, research interests, social media links

1.2 Information Collected Automatically

When you visit our website, we automatically collect:

• Usage data: Pages visited, time spent, links clicked, referring website
• Device information: IP address, browser type, operating system, device type
• Cookies and similar technologies: See our Cookie Policy section below

2. How We Use Your Information

We use your information for the following purposes:

2.1 Conference Management

• Process your registration and payment
• Manage paper submissions and reviews
• Communicate important conference updates and deadlines
• Generate certificates of attendance and participation
• Create conference program and schedule

2.2 Account Management

• Create and manage your user account
• Verify your identity
• Provide customer support
• Send password reset and account verification emails

2.3 Communication

• Respond to your inquiries and support tickets
• Send important notices about the conference
• Send newsletters and updates (with your consent)
• Conduct surveys and gather feedback

2.4 Improvement and Analytics

• Analyze website usage to improve user experience
• Monitor and prevent security issues
• Debug and fix technical problems
• Generate aggregate statistics about conference participation

3. Legal Basis for Processing (GDPR Compliance)

If you are in the European Economic Area (EEA), our legal basis for collecting and using your information depends on the specific context. Generally, we collect information:

• To fulfill a contract: When you register for the conference or submit a paper
• With your consent: For marketing communications and optional profile information
• For legitimate interests: To improve our services, ensure security, and communicate important updates
• To comply with legal obligations: When required by law

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information in the following circumstances:

4.1 With Your Consent

We may share your information when you have given us explicit permission (e.g., publishing your paper in the repository).

4.2 Public Directories

If you choose to appear in our public directories (members directory, attendance list), your name, institution, and country may be visible to other users. You can control these settings in your profile.

4.3 Service Providers

We share information with trusted third-party service providers who assist us in operating our website and conducting our conference:

• Paystack: Payment processing (see their Privacy Policy)
• Google: Optional Google login (see their Privacy Policy)
• Email service providers: For sending conference communications
• Hosting providers: To store our website data

4.4 Legal Requirements

We may disclose information if required to do so by law or in response to valid requests by public authorities.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account information: Retained until you delete your account
• Conference records: Retained for historical and archival purposes
• Payment records: Retained for accounting and tax purposes (typically 7 years)
• Support tickets: Retained for customer service improvement

6. Your Rights and Choices

6.1 Access and Update

You can access and update your personal information at any time by logging into your account and visiting your profile page.

6.2 Privacy Settings

You can control your visibility in public directories through your profile privacy settings. Options include:

• Public profile: Visible to everyone
• Private profile: Hidden from public view
• Show/hide on members directory
• Show/hide on attendance list

6.3 Communication Preferences

You can opt out of marketing communications by:

• Clicking the "unsubscribe" link in our emails
• Updating your notification preferences in your profile
• Contacting us directly

6.4 Data Deletion

You may request deletion of your account and personal data by contacting us. Note that some information may be retained for legal or archival purposes.

6.5 For EEA Residents

If you are in the EEA, you have additional rights under the GDPR, including:

• Right to access your data
• Right to rectification
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent

To exercise these rights, please contact us at privacy@igalaconference.org.ng.

7. Cookies and Tracking Technologies

7.1 What Are Cookies?

Cookies are small text files stored on your device that help us provide and improve our services.

7.2 Types of Cookies We Use

• Essential cookies: Required for website functionality (login, session management)
• Analytics cookies: Help us understand how visitors use our site (Google Analytics)
• Preference cookies: Remember your settings and preferences

7.3 Managing Cookies

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• SSL/TLS encryption for all data transmission
• Secure password hashing
• Regular security updates and patches
• Access controls and authentication
• Regular backups

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. Our servers are located in Nigeria, and we use service providers that may store data in various locations. By using our services, you consent to such transfers.

10. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from minors without parental consent. If you become aware that a minor has provided us with personal information, please contact us.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page with an updated effective date. We encourage you to review this policy periodically.

12. Third-Party Links

Our website may contain links to third-party websites (e.g., payment processors, social media platforms). We are not responsible for the privacy practices of these websites. We encourage you to read their privacy policies.

13. Donor and Sponsor Privacy

We may acknowledge donors and sponsors in conference materials and on our website. If you wish to remain anonymous, please indicate your preference when making your donation or sponsorship.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

By using our website, you acknowledge that you have read and understood this Privacy Policy.