We care about your privacy

Effective Date: May 1, 2025

Advent Session ("we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use our web and mobile applications in connection with events organized by affiliated organizations.

1. Information We Collect

• Name, title, country, and sex
• Photo and contact details (email, telephone)
• Emergency contact name and phone number
• Medical conditions and allergens
• Meal preferences
• Employer information for job letter generation (employer name, address, recipient)
• Passport number, booking details, and passport biodata scan

We also collect for administrative users:

• Email address
• IP address and user agent (for login sessions and logs)

2. How We Use Your Information

• Facilitating event participation (e.g., meals, travel, support)
• Supporting administrative tasks like attendance and reporting
• Generating travel/job letters
• Maintaining secure login sessions

3. How We Share Your Information

We do not sell or share your personal data, except:

• With third-party service providers for functionality (e.g., Sentry)
• When required by law or legal process

4. Data Retention

Data is retained by the organizing entity and may be used after the event for reporting. Participants are informed of this in their invitation letter.

5. Participant Access and Control

Participants may update their data through a secure link until the profile is finalized (typically at the start of the conference).

6. Data Security

We use encryption and other modern security methods, but are not responsible for how organizations share secure links.

7. International Data Transfers

Data is stored in the United States using Amazon Web Services (AWS).

8. Children's Privacy

The platform is not intended for minors. Delegates must meet criteria set by the organizing body.

9. Updates to This Policy

We may update this policy from time to time. Continued use after changes means you accept the revised policy.

10. Contact Us

For any questions, email us at legal@adventsession.com.