Privacy Policy

Effective date: October 15, 2026

1. Who is responsible for your information

OLCIAS Live Conferences ("OLCIAS", "we", "us") operates the website and coordinates conferences, One Live Talk, expert consultation, and journal-related services.

Legal operator: OLCIAS. Registered or principal business address: 704, Kuber's Sindhuri, Vasco-da-Gama, Goa.

Privacy and grievance contact: contact@olcias.com. Designated contact person: Nash Lee. Event support: conferences@olcias.com.

This notice explains information handling for these services. An independent expert, payment provider, or platform may also process information under its own notice. OLCIAS remains responsible for the processing it controls.

2. Information we collect

Depending on the service and what you choose to provide, we may collect:

Identity and contact details: name, email, telephone or WhatsApp number, country, and time zone.
Account and purchase information: member category, plan, registration, order references, transaction status, invoices, renewal status, and benefit usage.
Professional and academic information: affiliation, role, biography, qualifications, licence information, professional profile, CV, and verification evidence where needed.
Contribution information: abstracts, manuscripts, slides, headshots, authorship details, declarations, permissions, reviews, and correspondence.
Participation information: joining/display name, attendance times, event participation, role completion, and certificate references.
Public-event media: presentation recordings, images, audio, and contributions to public questions or discussion where recording is disclosed.
Consultation information: minimal initial request details, agreed scope, consent, scheduling, and necessary documents collected later through an appropriate process.
Technical information: IP address, browser/device data, access logs, and cookie or similar-technology data where enabled.

We do not ask you to send passwords, complete card credentials, or highly sensitive documents through routine event enquiries. Payment processing normally occurs through the configured payment provider; we receive transaction information needed to reconcile purchases. Any additional collection depends on the payment method used.

3. Why we use information

We use necessary information to respond to enquiries; administer accounts, payments, memberships and renewals; review submissions and eligibility; register and communicate with participants; arrange event delivery; verify attendance and issue certificates; coordinate consultations; conduct relevant credential checks; manage editorial work; honour permissions for publicity and publication; maintain website security; handle complaints and enforce reasonable conduct; keep necessary financial records; and comply with applicable law.

Where applicable, we rely on consent, permitted service-related processing, contractual necessity, legal obligations, or other lawful grounds recognized in the relevant jurisdiction. We do not treat acceptance of this notice as blanket consent to every optional use.

4. Required and optional information

Forms identify required fields. If necessary information or verification is unavailable, we may be unable to provide the requested service. Optional marketing subscriptions, professional publicity permissions, public-event recording permissions, and private-session recording consent are handled separately where required. You may ask which information is necessary before submitting.

5. Speaker publicity and public-event recordings

The acceptance and speaker-confirmation process explains the permitted publicity use of your professional name, biography, affiliation, headshot, title, and abstract. We do not use private contact details, payment information, or sensitive documents as routine publicity.

Recording permission is obtained before the relevant public presentation. Subject to that permission, OLCIAS may record, edit, caption, translate where agreed, excerpt, reproduce, distribute, and promote recordings through its website and official social/video channels. Edits must not materially misrepresent the contribution or create an unrelated endorsement.

Recording notices should be provided to attendees. If you speak, use chat, or turn on your camera during a recorded segment, those contributions may be captured as disclosed. Avoid sensitive personal information. Ask about a non-recorded question route where available. Restrictions must be discussed before participation; later removal requests are assessed against consent, lawful obligations, and the rights of others.

Publicly shared material can be viewed, downloaded, or redistributed by third parties beyond our control. OLCIAS cannot promise removal of independent copies or search-engine caches.

6. Certificate verification records

To support authenticity, certificates may have a website record showing the holder's name, role, certificate number, event, date, issuer, and status. This purpose and the public fields are disclosed before certificate issuance. Private email, telephone, identity documents, financial information, and consultation details are not part of the public certificate record. Contact us to request a correction or discuss a privacy concern. Publication must follow applicable consent and legal requirements.

7. Private consultations and sensitive information

Initial enquiries should contain only a short subject summary, country, and scheduling information. Do not send medical records, identity documents, or highly sensitive material through the initial form, routine email, or WhatsApp. Where further information is necessary, we explain what is needed, the receiving expert, purpose, access arrangements, and an appropriate collection method.

Private consultations are not public-event content and are not recorded by default. A recording requires a defined purpose, applicable consent from all relevant parties, and agreed access and retention conditions. Necessary disclosures may be made where required by law or permitted to address a serious safety concern.

Experts may keep their own professional records where required. Before a session, the roles of OLCIAS and the expert, intended recipients, and relevant privacy arrangements must be explained. We do not promise that all experts use identical systems or retention periods.

8. Who Receives Information

OLCIAS shares information only where necessary for the purposes described in this policy. Recipients may include authorized OLCIAS coordinators, submission reviewers and editors, selected consultation experts, website and hosting providers, payment processors, communication and meeting platforms, professional advisers, and authorities where disclosure is required by law.

OLCIAS uses Wix to operate its website, forms, memberships, event registration, and certificate records. Payments are handled by the payment provider identified at checkout, and online events are delivered through the meeting platform specified in the joining instructions. Email services support enquiries and event communications, while WhatsApp may be used for scheduling and coordination. Authorized presentation recordings and promotional content may be published through LinkedIn, YouTube, and other disclosed OLCIAS channels.

Sponsors and partners do not receive identifiable participant contact lists for their own marketing unless an appropriate lawful basis and any required permission have been established. Aggregate reports may describe registrations, attendance, and engagement without unnecessarily identifying individuals.

Service providers process relevant information according to their roles, applicable agreements, and privacy policies. OLCIAS shares only the information necessary for the stated purpose and remains responsible for the processing it controls. Private consultation records are not published through public event or promotional channels.

9. International processing

Website, payment, communication, publication, or expert services may involve information processed outside your country. Transfers must follow applicable legal requirements and appropriate safeguards where required. The relevant location and recipient arrangements should be explained before collecting sensitive consultation information. Public media distribution is inherently international.

10. Cookies and similar technologies

Essential technologies support site functions, security, checkout, and accounts. Where enabled, optional analytics, advertising, or personalization technologies require appropriate notice and choice under applicable law. Use the site's cookie controls where available; browser settings can also restrict cookies, although some functions may be affected. The cookie notice must reflect actual enabled technologies, not a generic list. .

11. Marketing and service messages

Optional newsletters and promotional communications use the applicable opt-in or other lawful arrangement. You may unsubscribe or contact us to stop optional marketing. Registration confirmations, joining links, programme changes, renewal notices, receipts, and relevant account messages are service communications and may still be necessary. Withdrawing publicity or marketing permission does not automatically cancel a purchase or establish a refund right.

12. Retention

We keep information only for its stated purpose and applicable legal obligations, taking account of record requirements, disputes, membership benefits, and consent. Different information needs different retention periods. Public journal articles and authorized presentation media may have continuing availability; sensitive consultation documents should not be retained merely for publicity.

Before publication, adopt and disclose the actual schedule for enquiry records, attendance logs, accounts, financial records, credential documents, consultation documents, manuscripts/reviews, public media, and certificate records: [INSERT VERIFIED RETENTION PERIODS OR CLEAR CATEGORY-SPECIFIC CRITERIA]. Records subject to a lawful preservation requirement may be kept longer with restricted access. Secure deletion or de-identification applies when no longer needed.

13. Security

OLCIAS uses safeguards proportionate to the information and service, including appropriate access limits and suitable systems. No online service is completely risk-free. Do not share passwords or confidential links. Report suspected misuse to contact@olcias.com. Where a breach requires notification, OLCIAS will follow the applicable legal process.

14. Your choices, requests, and complaints

Depending on the law that applies, you may request information about processing, access or a copy, correction, erasure, restriction, objection, portability, withdrawal of consent, or other available rights. Not all rights apply in every jurisdiction or situation. Requests may require proportionate identity verification and may be limited by legal retention, publication obligations, or others' rights.

Send requests to contact@olcias.com with enough information to identify the relevant record, without unnecessary sensitive attachments. We explain the next steps and respond within the legally applicable period. You may complain to a competent authority where available. These rights are not waived by a non-refundable purchase policy.

15. Children and guardians

Student eligibility is not a statement that every student is an adult. Participation involving a minor requires suitable guardian permission and any additional checks required by law. Sensitive consultations involving minors require a parent/legal guardian and appropriate safeguarding review. Under-age speaker publicity, recording, and verification records need appropriate permission. We do not knowingly authorize unrestricted child data collection through adult forms.

16. External links and changes

Third-party sites and platforms have their own practices. Check their notices before supplying information. Updates to this policy carry a revised effective date; material new purposes or permissions require further notice or consent where applicable. A new notice does not retroactively authorize previously unconsented reuse.