Privacy Policy

Effective Date: July 13, 2026

Welcome to the VIDYEN (Virtual International Dental Education Conference) website. Your privacy is important to us. This Privacy Policy explains how we collect, use, store, protect, and disclose your personal information when you visit our website, register for the conference, submit abstracts, participate in scientific sessions, or interact with our services.

By using this website, you consent to the practices described in this Privacy Policy.

1. About VIDYEN

VIDYEN is an academic conference organized by Yenepoya (Deemed to be University), Mangaluru, India, to promote excellence in dental education, research, innovation, and interprofessional collaboration.

2. Information We Collect

We may collect the following information:

Personal Information

• Full Name
• Professional Title
• Institution/Organization
• Email Address
• Mobile Number
• Country and State
• Postal Address (where applicable)

Academic Information

• Registration Category
• Abstract Submission Details
• Speaker Biography
• Presentation Files
• Certificates and Participation Records

Technical Information

When you visit the website, we may automatically collect:

• IP Address
• Browser Type
• Device Information
• Operating System
• Date and Time of Visit
• Pages Visited
• Referral Source

This information helps us improve website performance and user experience.

3. How We Use Your Information

Your information may be used to:

• Process conference registrations
• Verify participant identity
• Manage abstract submissions and peer review
• Communicate conference updates
• Issue certificates
• Provide access to virtual sessions
• Respond to inquiries
• Improve conference services
• Generate participation statistics
• Maintain academic records

We do not sell your personal information.

4. Email Communications

Registered participants may receive emails regarding:

• Registration confirmation
• Payment confirmation
• Abstract review status
• Speaker instructions
• Conference schedule
• Session reminders
• Certificate availability
• Future VIDYEN conferences (you may unsubscribe at any time)

5. Cookies

Our website may use cookies to:

• Maintain user sessions
• Improve website functionality
• Remember user preferences
• Analyze website traffic

You may disable cookies through your browser settings; however, certain features of the website may not function properly.

6. Third-Party Services

The VIDYEN website may use trusted third-party services such as:

• Online payment gateways
• Video conferencing platforms
• Cloud hosting services
• Email communication services
• Analytics tools

These providers process information only to deliver the requested services and operate under their own privacy policies.

7. Abstracts and Scientific Content

By submitting an abstract, manuscript, poster, or presentation, you grant VIDYEN permission to:

• Review your submission
• Publish accepted abstracts in conference proceedings
• Display presentation titles and author names
• Archive accepted presentations where applicable

Authors retain ownership of their original work unless otherwise specified.

8. Photographs and Video Recordings

Conference sessions may be photographed or recorded.

By participating in VIDYEN, you acknowledge that photographs, screenshots, or recordings may be used for:

• Conference reports
• Educational purposes
• Academic promotion
• University publications
• Social media
• Future conference promotions

Participants who do not wish to appear in promotional materials should notify the organizing committee in advance.

9. Data Security

We implement appropriate technical and organizational measures to safeguard your information against unauthorized access, disclosure, alteration, or destruction.

While we strive to protect your data, no internet transmission or electronic storage system is completely secure.

10. Data Retention

Personal information is retained only for as long as necessary to:

• Maintain conference records
• Issue certificates
• Fulfil legal and regulatory obligations
• Support future academic verification

Information that is no longer required will be securely deleted or anonymized.

11. Data Deletion

Users may request the deletion of their personal data by contacting us using the details provided below.

Upon receiving a valid deletion request, we will review the request and delete or anonymize the relevant personal information unless retention is required for legal, academic, administrative, security, or regulatory purposes.

Requests regarding data deletion may be submitted to:

Email: yendent@yenepoya.edu.in

12. Sharing of Information

We may share information only when necessary with:

• Conference organizing committees
• Scientific reviewers
• Technology service providers
• Payment processors
• Government authorities where legally required

We do not sell or rent participant information to third parties.

13. Children's Privacy

VIDYEN is intended for higher education students, researchers, faculty members, and healthcare professionals.

We do not knowingly collect personal information from children under the age permitted by applicable law without appropriate consent.

14. External Links

Our website may contain links to external websites.

We are not responsible for the privacy practices or content of third-party websites. Users are encouraged to review the privacy policies of those websites before providing personal information.

15. Your Rights

Depending on applicable laws, you may have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of your data where legally permissible
• Withdraw consent for certain communications
• Request information regarding how your data is processed

Requests will be addressed within a reasonable timeframe in accordance with applicable laws.

16. Changes to This Policy

This Privacy Policy may be updated periodically.

Any revisions will be posted on this page with the updated effective date. Continued use of the website constitutes acceptance of the revised policy.

17. Contact Us

For questions regarding this Privacy Policy or requests related to your personal information, please contact:

VIDYEN Organizing Committee

Yenepoya (Deemed to be University), Mangaluru, India

Email : yendent@yenepoya.edu.in

Website : https://vidyen.yenepoya.in/

Consent

By accessing or using the VIDYEN website, registering for the conference, or participating in any conference-related activity, you acknowledge that you have read, understood, and agreed to this Privacy Policy.