ACBC 2027 Data Protection and Privacy Policy
The 8th Asian Chemical Biology Conference (ACBC 2027), 7-10 January 2027, The Sukosol Hotel, Bangkok, Thailand
Effective date: [TBC] October 2026
The ACBC 2027 organizers (“the organizer”) place great importance on the protection of your personal data. ACBC 2027 is hosted by the Vidyasirimedhi Institute of Science and Technology (VISTEC), together with the co-hosts Chulalongkorn University, Mahidol University, Suranaree University of Technology and the Protein Society of Thailand. This Privacy Policy explains how we collect, use, disclose and store your personal data, and your rights under the Personal Data Protection Act B.E. 2562 (2019) of Thailand (PDPA). VISTEC is the data controller for personal data collected for ACBC 2027.
1.
Collection of Personal Data
The organizer collects your personal data directly from you through the following channels:
The registration, abstract submission and hotel reservation forms on the ACBC 2027 website
Communication by email, telephone or other channels
Nominations of invited speakers by ACBC country/region representatives
2.
Types of Personal Data Collected
The organizer may collect the following personal data:
Personal information such as title, name, surname, preferred name for badge and position
Contact information such as email address, telephone number and billing address
Professional information such as institution, department, country/region, supervisor details (for students and postdocs), presentation title and abstract
Invitation letter information such as passport number and date of birth, collected only if you request an invitation letter
Hotel reservation information such as room type, arrival and departure dates, flight details and airport transfer requests
Payment information such as payment records, receipt details and tax ID. Card payments are processed by our payment provider, Omise; the organizer does not receive or store your full card details. Participants paying by bank transfer may provide a transfer slip
Dietary, accessibility and other requirements such as dietary preferences, food allergies, prayer room needs and accessibility needs (see Section 3)
Technical information such as IP address, cookie ID and website usage history (activity log)
Photographs and video recordings taken during the conference (see Section 7)
3.
Sensitive Personal Data
Some information you may provide, such as food allergies, health-related accessibility needs, or dietary or prayer requirements that indicate religious belief, may be sensitive personal data under the PDPA. The organizer collects this information only with your explicit consent, given in the registration form, and uses it only to arrange catering, facilities and support during the conference. Providing this information is optional.
4.
Purposes of Use
The organizer uses your personal data for the following purposes:
To process your registration, abstract submission and payment, and to issue receipts
To arrange your hotel booking with The Sukosol Hotel, if requested
To prepare the conference program, abstract book, participant list and name badges
To issue invitation letters for visa or travel approval, if requested
To arrange catering, the social program and any special requirements
To communicate with you about the conference before, during and after the event
To comply with legal, accounting and tax obligations
To improve the website and future ACBC conferences
5.
Methods of Personal Data Storage
The organizer stores your personal data in both physical (documentary) and electronic formats. Electronic data is stored on servers of VISTEC in Thailand and/or on servers of website, form and email service providers, which may be located outside Thailand. Where data is transferred outside Thailand, the organizer will take reasonable steps to ensure it is protected as required by the PDPA.
6.
Disclosure of Personal Data
The organizer may disclose your personal data to third parties with your consent or as permitted by law, as follows:
Within the organizing team: members of the ACBC 2027 Local Organizing Committee and staff at VISTEC and the co-host institutions, as necessary to organize the conference.
Payment provider: Omise, to process registration payments by card. Omise handles your data under its own privacy policy.
Conference hotel: The Sukosol Hotel, to process your room reservation, payment link and airport transfer, if you request a room. The hotel handles your data under its own privacy policy.
ACBC International Advisory Board and country/region representatives: names, affiliations and presentation details, for program planning and speaker coordination.
Other participants and the public: your name, institution, country/region and presentation title and abstract may appear in the program, abstract book, participant list and on the conference website.
Sponsors: the organizer does not share your contact details with sponsors without your consent.
Organizers of future ACBC conferences: your name, institution and email address, so that you can be informed about future ACBC meetings. You may opt out at any time (see Section 10).
Authorities: where required by law, regulation or court order.
7.
Photography and Videography
Photographs and video recordings will be taken during the conference and may be used on the conference website, social media, printed materials and reports of the organizer and co-hosts, for promotional, reporting and archival purposes, without compensation. If you do not wish to appear in photographs or recordings, please tell the organizers at registration or at the registration desk, and we will take reasonable steps to respect your request.
8.
Retention Period of Personal Data
The organizer will retain your personal data for as long as necessary to fulfill the purposes in this policy. Registration and hotel data will generally be deleted or anonymized within [TBC: e.g. two (2)] years after the conference. Payment and accounting records will be kept for the period required by Thai accounting and tax laws. Passport details collected for invitation letters will be deleted after the conference. Contact details shared for future ACBC conferences will be kept until you opt out.
9.
Security
The organizer uses appropriate technical and organizational measures to protect your personal data against loss, misuse, unauthorized access, disclosure or alteration. Access is limited to persons who need the data to organize the conference.
10.
Your Rights
Under the PDPA, you have the right to:
Access and obtain a copy of your personal data
Request correction of inaccurate or incomplete data
Request deletion or anonymization of your data
Object to or restrict the use of your data
Request transfer of your data to another organization
Withdraw your consent at any time, without affecting use of your data before withdrawal
File a complaint with the Personal Data Protection Committee of Thailand
To exercise these rights, or to opt out of communications about future ACBC conferences, please email acbc2027@gmail.com. The organizer will respond within the period required by law. Please note that if you withdraw consent or ask us to delete data needed for registration, we may not be able to complete your registration or hotel booking.
11.
Changes to This Policy
The organizer may update this policy from time to time. The latest version will be posted on the ACBC 2027 website with its effective date.
12.
Contact
ACBC 2027 Organizing Committee, Vidyasirimedhi Institute of Science and Technology (VISTEC), 555 Moo 1, Payupnai, Wangchan, Rayong 21210, Thailand. Email: acbc2027@gmail.com. VISTEC Data Protection Officer: [TBC: contact].
13.
Governing Law and Jurisdiction
This policy shall be governed by and construed in accordance with the laws of Thailand. Any disputes arising under or in connection with this policy shall be subject to the exclusive jurisdiction of the courts of Thailand.