Privacy Policy

We may collect your name, email address, telephone number, country of residence, institutional affiliation, professional details, participation category, registration and transaction references, and correspondence. For authors, we may collect manuscript information, co-author details, abstracts, reviews, revisions, and presentation records. We may also receive relevant payment-confirmation details from authorized payment providers; payment-card details entered on a payment provider’s website are handled under that provider’s own privacy terms. Website and security systems may generate technical records, such as timestamps, device/browser information, and access or verification logs.

We use information to process submissions and reviews, manage registration and payment verification, arrange presentations and participant services, issue official conference communications and documents, administer the program and workshop, maintain appropriate records, respond to inquiries, protect the integrity of conference systems, and meet legal obligations. Information may also be used to investigate payment disputes, suspected fraud, document misuse, or security incidents when reasonably necessary.

Participants requesting an official invitation letter may receive a separate, personalized secure form link after registration and payment verification. The form requires email verification using a one-time code before information is submitted. Information requested may include the participant’s passport-consistent legal name, nationality, date of birth, passport details, and other information reasonably required to prepare and verify invitation and supporting documents. Access to these records is limited to authorized administrative functions and service providers with a legitimate need. Please provide requested identity details through the designated secure form, not by ordinary email. An issued document may be checked through the official AIGS 2027 document verification page.

AIGS 2027 does not sell or trade personal information. Where necessary for conference operations, information may be shared with authorized submission and review systems, payment providers, email and hosting services, publication or editorial partners, conference service providers, and professional advisers, subject to appropriate safeguards and the relevant party’s own responsibilities. Information may also be disclosed to an affected institution, financial institution, competent authority, or other appropriate recipient where legally permitted or required and reasonably necessary for a lawful inquiry, dispute, safety concern, fraud investigation, or legal process. An official conference invitation letter is issued by the AIGS 2027 Organizing Committee, not by the conference venue or host university.

Accepted research and conference participation may be reflected in conference programs, presentation listings, certificates, abstracts, proceedings, or scholarly publications, as applicable. Information made public for these purposes may include an author’s name, affiliation, research title, abstract, keywords, session details, and appropriate submission or presentation status. A submission status describes the relevant conference process and should not be interpreted as a judgment about a person’s professional standing or integrity. Public listings are limited to what is reasonably needed for a legitimate conference or publication purpose. Requests concerning factual errors, attribution, or removal of a withdrawn submission from conference-controlled public listings may be sent to support@aigs-jp.org. Independent publisher records and third-party archives may be subject to separate rules.

The conference may maintain records to verify the authenticity and current status of an invitation letter, certificate, acceptance record, or other official document. Where a document is revoked, invalid, or materially altered, the verification service may display an accurate and proportionate status to prevent improper reliance on it. Relevant records may be used to investigate suspected impersonation, document alteration, unauthorized transactions, or payment abuse, and may be shared with appropriate parties where legally justified. A good-faith complaint, lawful refund request, or payment dispute alone is not grounds for a public accusation or blacklist.

AIGS 2027 uses administrative and technical safeguards appropriate to the information and services involved, including controlled access to invitation processing and verification workflows. Secure invitation links and email verification codes are intended to reduce unauthorized access. No online system can be guaranteed completely secure. Participants should keep personalized links and verification codes private, use only official conference channels, and report suspected unauthorized access promptly to support@aigs-jp.org.

We retain personal information for as long as reasonably necessary to administer submissions, registration, payment and accounting records, official documents, academic records, security reviews, and related legal or contractual requirements. Retention periods depend on the nature of the information and the purpose for which it is held. Information that is no longer needed will be deleted, anonymized, or otherwise managed in accordance with applicable obligations. Certain scholarly publication records and legally required financial records may need to be retained longer.

You may contact the Conference Secretariat to request access to, correction of, or deletion of personal information, or to raise an objection or other privacy concern where permitted by applicable law. We may ask for reasonable identity verification before responding to a request and may retain information where a legal obligation or legitimate conference-record requirement applies. Requests may be sent to support@aigs-jp.org.

The website and services used for conference registration, submissions, security, and document verification may use cookies or similar technical features needed for navigation, sessions, preferences, and protection against misuse. Third-party platforms linked from this site may have their own cookie and privacy practices. Browser settings may allow you to restrict or remove cookies, although some forms or session-dependent features may then work incorrectly.

AIGS 2027 welcomes participants from multiple countries. Conference administration and service providers may process information in countries other than a participant’s country of residence, depending on the systems and services involved. Where cross-border handling occurs, the conference will apply safeguards and legal requirements appropriate to that processing. Participants should not assume that the location of the conference venue determines the location of every data-processing service.

The AIGS 2027 website may link to external submission platforms, publishers, payment providers, tourism resources, transport operators, and other independent websites. Their handling of personal information is governed by their respective policies. AIGS 2027 is not responsible for the independent privacy practices of third-party services, except to the extent required by applicable law.

This Privacy Policy may be updated to reflect conference administration, service changes, or legal requirements. The current version will be published on this page. Where applicable law requires further notice or consent for a material change, the necessary steps will be taken. For questions, corrections, secure invitation concerns, or privacy requests, contact the AIGS 2027 Conference Secretariat at support@aigs-jp.org. See also the Terms & Conditions and Code of Conduct.