Legal

Privacy Policy

Last updated: February 10, 2026

Terms of Service Privacy Policy Refund Policy Payment Terms

1. Introduction

Nexus Academia ("we," "us," or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect information when you use our website (nexus-academia.org), register for our conferences, or interact with our services.

We process personal data in accordance with applicable data protection regulations, including the General Data Protection Regulation (GDPR) where applicable.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide to us, including:

  • Registration Data: Full name, email address, institutional affiliation, submission ID, and registration type when registering for a conference.
  • Contact Form Data: Name, email, affiliation, and message content when you contact us through our website.
  • Submission Data: Paper titles, author lists, and associated metadata submitted through our conference management systems.

2.2 Payment Information

Payment processing is handled entirely by third-party providers (PayPal and 2Checkout). Nexus Academia does not collect, store, or have access to your credit card numbers, bank account details, or other sensitive financial data. We receive only payment confirmation data such as transaction IDs, payment status, and amounts.

2.3 Automatically Collected Information

When you visit our website, we may automatically collect:

  • IP address and approximate geographic location
  • Browser type and version
  • Pages visited and time spent on site
  • Referring website URL

This information is collected through standard web server logs and is used solely for website analytics and security purposes.

3. How We Use Your Information

We use collected information for the following purposes:

  • Conference Administration: Processing registrations, managing submissions, facilitating peer review, and communicating conference-related information.
  • Payment Processing: Verifying payment status and issuing receipts and confirmations.
  • Communication: Responding to inquiries, sending conference updates, and providing registration support.
  • Proceedings Publication: Including author names and affiliations in published conference proceedings, as is standard academic practice.
  • Service Improvement: Analyzing usage patterns to improve our website and services.
  • Legal Compliance: Meeting legal obligations, resolving disputes, and enforcing our terms.

4. Data Sharing

We share your personal information only in the following circumstances:

  • Technical Co-Sponsors: When you register for a technically co-sponsored conference, registration and paper metadata may be shared with the co-sponsoring organization for the purpose of proceedings publication and indexing.
  • Payment Processors: Registration and payment data is shared with PayPal and/or 2Checkout solely for the purpose of processing your payment.
  • Conference Committees: Submission data is shared with program committee members for the purpose of peer review.
  • Legal Requirements: We may disclose data if required by law, court order, or governmental regulation.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • SSL/TLS encryption for all data transmitted between your browser and our servers
  • Secure, access-controlled database systems
  • Regular security reviews and updates
  • Limited access to personal data on a need-to-know basis

While we take reasonable precautions, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

6. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes described in this policy:

  • Registration data: Retained for the duration of the conference cycle and for a period of 5 years after the conference for record-keeping and proceedings management.
  • Payment records: Retained for 7 years to comply with financial record-keeping requirements.
  • Contact form messages: Retained for up to 2 years after the last communication.
  • Published proceedings data: Author names, titles, and affiliations in published proceedings are retained indefinitely as part of the academic record.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Request correction of inaccurate or incomplete data.
  • Erasure: Request deletion of your data, subject to legal and contractual obligations.
  • Restriction: Request restriction of processing in certain circumstances.
  • Portability: Request your data in a structured, machine-readable format.
  • Objection: Object to processing of your data for specific purposes.

To exercise any of these rights, please contact us at privacy@nexus-academia.org. We will respond to your request within 30 days.

8. Cookies

Our website uses essential session cookies for the following purposes:

  • Maintaining your session during the registration and payment process
  • Ensuring security through CSRF token management

We do not use advertising cookies or third-party tracking cookies. Essential cookies are necessary for the functioning of our website and cannot be disabled.

9. Third-Party Services

Our website and services integrate with the following third-party services:

10. International Data Transfers

As an international academic organization, your data may be processed in countries other than your country of residence. When transferring data internationally, we ensure appropriate safeguards are in place in accordance with applicable data protection laws.

11. Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If we become aware that we have collected data from a minor, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

13. Contact Us

For questions, concerns, or requests related to this Privacy Policy or your personal data, please contact: