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Conference policies

Here you can view CAMCON26's policies.

Code of conduct

The organisers are committed to providing a safe and secure conference environment with an atmosphere of mutual tolerance and respect. Below are the expectations for all participants (presenters, exhibitors, volunteers, staff) at the conference, which apply to all conference-related activities (talks, workshops, poster sessions, networking and social events).

Personal and professional conduct

All participants are expected to communicate professionally and constructively.

All participants must handle discussion with courtesy and be open to alternate points of view.

All participants must be considerate of others and respect boundaries.

Intimidating, threatening, discriminatory or harassing behaviour of any kind will not be tolerated.

If any participant’s behaviour is believed to be detrimental to the safety, security or wellbeing of others, the conference organisers may take action, including warning the offender or expulsion from the conference with no refund.

Participants are not permitted to canvas other participants or to distribute flyers. Please contact us to make a personal request for an exception.

Electronic devices

All devices should be switched to silent mode during scientific lectures to avoid disturbing the speakers and other participants.

Children

Children are not permitted in any scientific session.

Safety and security

Participants must wear their conference badge at all times when in the meeting venue.

Personal items should not be left unattended apart from in designated storage areas.

Photography

Flash photography is not permitted during the scientific sessions.

Speakers may request that no photographs are taken during their presentation.

Social media

The use of social media is encouraged throughout the meeting.

Taking photos of posters is permitted only with consent from the presenter.

Presenters may label slides or posters that contain sensitive data with “DO NOT POST”. Images or data from these designated slides or posters may not be posted on social media under any circumstances.

Conference photographs and video

Photographs and videos make be taken at the conference. Participants should make themselves known if they do not consent to their photo being taken.

 

Conference registration and abstract privacy notice

This privacy notice sets out how we use your personal data and your rights regarding that information.

Who will own my data once I submit it?

The University of Liverpool.

Why do you need my information?

We will use the information you provide to make necessary arrangements for the CAM Conference. This may include creating a delegate list, creating a seating plan, allocating ticket(s), creating place cards/ name badges, facilitating dietary or access requirements, making other bespoke arrangements/ event collateral as appropriate, sharing pre-submitted questions with a speaker or event host. We may also contact you after the conference to seek feedback, and to inform you about the next conference in this series. If you wish to opt out of these communications, please email the conference team at CAMcon26@liverpool.ac.uk.

In terms of individual data related to abstracts or registration, this will be used by the organising committee to ensure the conference is diverse. Where possible, we will ensure an appropriate gender balance, inclusion of early career stages, and a broad profile of countries of affiliation and under-represented ethnicities, amongst our delegates, speakers and poster presenters.

Aggregated demographic data is required to meet conference funding obligations.

What data will you be collecting?

The data that we will be collecting, and who it will be made available to is summarised below:

  • Your name (available to the conference organising committee, University of Liverpool Conferencing Team, and the conference administrative support)
  • Your institution (available to the conference organising committee, University of Liverpool Conferencing Team, and the conference administrative support)
  • Your email address (available to the conference organising committee, University of Liverpool Conferencing Team, and the conference administrative support)
  • Accessibility requirements / dietary needs / other bespoke arrangements (available to the conference organising committee, University of Liverpool Conferencing Team, and the conference administrative support)
  • Career stage/type (available to the organising and scientific committee)
  • Country of affiliation data from the abstract submission (available to the organising and scientific committees, and published online with the abstracts)
  • Gender (available to the organising committee)
  • Ethnicity (available to the organising committee).

What allows you to use my information?

By providing your information, you understand that the University is using your data in its legitimate interests for the purposes of the event as listed above. Where it uses special category data for the purposes above it will rely on your consent. You will have the option to withdraw consent at any stage by contacting the conference team at CAMcon26@liverpool.ac.uk. You have the right to withdraw your data at any time. Please note that withdrawal of key items of data may also result in withdrawal from the conference registration and abstract expression of interest process, as we will no longer have the information that we need for those purposes.

Who will my information be shared with?

Information will be shared only as required with staff working to prepare for and/or deliver the conference. In some cases, this may include external suppliers (e.g. caterers who will need to identify guests with specific dietary requirements). We may use approved external booking systems to process bookings for events, this will be clear to users at the time of booking.

Aggregated data may be used in reporting back to funders or sponsors who contribute to conference costs, and also in post meeting communications.

Do I have to provide this information and what will happen if I don't?

We require your data in order to process your application and attendance at the conference. Without this data, we cannot do this and provide your place, or evaluate your abstract.

How long will you keep this data for and why?

We will keep your data for up to three years from the event date in order to facilitate follow up communications relating to the event e.g. publication of event (speaker) recordings, or surveys which will help us to evaluate impact from the conference and inform the development of future conferences.

How will my information be stored?

The data will be stored securely on University of Liverpool systems or Oxford Abstract Management System.

Will this information be used to take automated decisions about me?

No.

Will my data be transferred abroad and why?

Abstracts will be judged by an international panel, who may access selected data through the Oxford Abstracts Management System.

What rights do I have when it comes to my data?

Under the UK General Data Protection Regulation, you may have the following rights with regards to your personal data:

  • The Right to subject access – you have the right to see a copy of the personal data that the University holds about you and find out what it is used for
  • The Right to rectification – you have the right to ask the University to correct or remove any inaccurate data that we hold about you
  • The Right to erasure (right to be forgotten) you have the right to ask the University to remove data that we hold about you
  • The Right to restriction – you have the right to ask for your information to be restricted (locked down) on University systems
  • The Right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request
  • The Right to object – you have the right to ask the University to stop using your personal data or to stop sending you marketing information, or complain about how your data is used
  • The Right to prevent automated decision making – you have the right to ask the University to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable).

Please note that not all rights apply in all situations. To find out more about your rights under the UK GDPR, please visit the Information Commissioner’s website.

To request a copy of your data or ask questions about how it is used, contact the University Data Protection Officer:

  • Email: legal@liverpool.ac.uk
  • Post: Legal and Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX.

Who can I complain to if I am unhappy about how my data is used?

You can complain directly to the University’s Data Protection Team by writing to the Data Protection Officer:

  • Email: legal@liverpool.ac.uk
  • Post: Legal and Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX.

You also have the right to complain to the Information Commissioner’s Office using the following details:

  • The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
  • Telephone: 08456 30 60 60 or 01625 54 57 45
  • Website: https://ico.org.uk/make-a-complaint/.