Privacy Notice

Privacy Statement


ICS is a conference and association management company.  We are contracted by associations to provide secretariat support for associations and full planning of internationally based conferences.

The purpose of this Privacy Statement is to inform you of the types of personal data International Conference Services Ltd. or ICS subsidiaries (ICS) collects, uses, stores or transfers and why.

Personal Data

Personal data is any information that can be used to identify you, such as your name, email, title, phone number, profession.

What information does ICS collect and why?

ICS collects personal information necessary for the management of associations, conferences and events. The most common types of information that we collect include: names, email addresses, IP addresses, other contact details, profession, qualifications, survey responses, dietary requirements, photos, credit card information, tax information, copies of Passport or ID, quotes, etc. 

The information is used to process your registration, take payment, manage your flights and/or accommodation, manage flight bookings, organize meals with the appropriate supplies of food for various dietary requirements, communicate with you about other ancillary events, gain feedback, provide reports to the conference host and to inform you of future conferences.

Legal basis for processing any personal data

  1. To meet ICS’ contractual obligations:
    1. To facilitate and process transactions that take place on our websites, such as when you register for a conference;
    2. To process your membership and give you access to your membership entitlements.
  2. To meet the legitimate interests of you and our third parties:
    1. To invite you to a conference hosted by an association which you have expressed interest in;
    2. To ensure you are not omitted from receiving information about specialist events.
  3. When you give us consent:
    1. Publishing your name in the delegate list on the website and in the program book;
    2. Sharing your personal information with exhibitor and sponsors of the conference.
  4. For the purpose which may be required by law.

How does ICS collect personal information?

ICS collects personal information directly when you provide it to us.

ICS collects personal information when you provide it to us when you register for an event, subscribe to a newsletter, email list, visit our websites, submit feedback, enter a contest, fill out a survey, or send us a communication.

What information is collected from third parties?

Conference host organizations may share membership lists and previous congress delegate lists with ICS to allow ICS to inform you of the upcoming conferences. 


We may disclose personal data to the following parties:

  1. ICS Group companies;
  2. Host organizations;
  3. Contractors – who support ICS in our provision of services;
  4. Payment processors – to allow payment to be made;
  5. Hotels and Travel agencies – to book your accommodation and/or flights;
  6. Abstract handling specialists – to manage the abstract submission and review process;
  7. Marketing software – to provide you with information about the conference and association;
  8. Exhibitors and sponsors – to whom you specifically consent to share your data with.

We do not share your information between clients.  For example, if you sign up for a conference hosted by one association, we would not share your information with other clients organizing other conferences, even if the subject matter was similar. 

Where do we transfer and store your personal information?

ICS has offices in Canada, the United States, Austria, and the United Kingdom and so your data will be processed in these countries.  We may disclose your information to recipients outside of where we have offices such as to the country where the conference takes place, or where our contractors reside such as Spain, France or Australia.  We are careful to work with third parties who maintain appropriate standards of data security compliance.

How do we keep your personal information secure?

We store personal information on secure servers that are managed by us and our service providers, and sometimes hard copy files that are kept in a secure location in Canada, US and the UK.  Personal information that we store or transmit is protected by access controls, such as username and passwords, access granted to only those with a need to know and encryption where possible.

What are your Marketing options?

Where we have your consent to do so (e.g. if you have subscribed to one of our e-mail lists, registered for one of our conferences, or have indicated that you are interested in receiving information from us), we send you marketing communications by email about events that you have previously expressed an interest in. You can ‘opt-out’ of such communications if you would prefer not to receive them in the future by using the “unsubscribe” facility provided in the communication itself.


What are Cookies?

For more information about cookies, see



your IP address or proxy server IP address’;

the domain name you requested;


the date and time of your visit to the website;

the length of your session;

the pages which you have accessed;

the number of times you access our site within any month;

the file URL you look at and information relating to it;

the website which referred you to our Sites; and

the operating system which your computer uses.

Occasionally, we will use third party advertising companies to serve ads based on prior visits to our websites.  For example, if you visit our websites, you may later see an ad for our events when you visit a different Site. 

What if you have previously shared information with others?



Through agreeing to this privacy notice you are consenting to ICS processing your personal data for the purposes outlined. You can withdraw consent at any time by selecting “unsubscribe” to any emails that you receive from us, or by emailing

How long does ICS keep your data?

ICS will retain your personal information for as long as is necessary to provide the services to you, and to comply with our legal obligations. We retain your information generally until the next cycle of conference, so that we are able to inform you of its occurrence.  If you no longer want to hear from us you can use the unsubscribe mechanism at the bottom of any marketing email.  You may also request a listing of personal data held or for that data to be edited, or erased by emailing ICS’ privacy officer at the contact details below.   

Your rights as a data subject

At any point whilst ICS is in possession of or processing your personal data, all data subjects have the following rights:




To access what personal data is held, identification will be required

ICS will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driver’s license, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If ICS is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made to


If you wish to make a compliant about how your personal data is being processed by ICS or its partners, you have the right to complain to ICS’ privacy officer at

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