Privacy Policy

Last updated: 21 August 2026

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected in connection with the International Conference on Medical Malpractice – Obstetrics & Gynecology (Malpractice 2026), including the official conference website, registration, abstract submission, conference communications, online and on-site participation, and related services.

By using this website, submitting a form, registering for the conference, submitting an abstract, or otherwise communicating with Malpractice 2026, your personal data may be processed as described in this Privacy Policy and in accordance with applicable data protection legislation.

Data Controller

The Balkan Academy of Forensic Sciences (BAFS) is the organizer of Malpractice 2026 and acts as the Data Controller for personal data processed in connection with the conference.

Balkan Academy of Forensic Sciences (BAFS)
Non-profit scientific association
Based in Athens, Greece
Conference website: www.malpractice2026.org
Email: contact@balkanacademy.org
Phone: +90 533 414 1913

Certain conference administration, website management, technical services, payment processing, communications, and related operational activities may be carried out by authorized service providers acting on behalf of BAFS and, where applicable, as data processors.

Data We May Collect

Depending on how you interact with Malpractice 2026, we may collect the following categories of personal data.

1. Registration Information

When you register for the conference, we may collect information including:

Title
First name and last name
Email address
Phone number
Country
Institution or organization
Profession or professional role
Participation type
Registration category
Postal or billing address
Invoice or billing information, where requested
Student, resident, or trainee status, where applicable
Documents submitted as proof of eligibility for a reduced registration category
Information about how you heard about the conference
Communication preferences
Other information voluntarily provided in connection with registration

Where participants voluntarily provide dietary requirements, accessibility requirements, or similar information, such data will be used only where necessary to facilitate participation in the conference. Where such information constitutes health data or another special category of personal data, it will be handled with additional care and processed only where an appropriate legal basis exists under applicable law.

2. Abstract Submission Information

When you submit an abstract, we may collect:

Presenting author name and contact details
Email address
Phone number
Institution or affiliation
Country
Profession or professional role
Abstract title
Abstract text
Keywords
Author and co-author names
Author affiliations
Presentation preference
Abstract category
Conflict of interest or funding declarations
Ethics approval or consent statements, where applicable
Uploaded abstract files or supporting documents
Communications concerning scientific review, acceptance, revision, scheduling, or presentation

Information contained in accepted abstracts, including author names, affiliations, abstract titles, and scientific content, may be published in the conference programme, abstract book, conference website, digital platforms, or other official conference materials where this has been communicated as part of the abstract submission process.

3. Contact and Communication Information

When you contact the Conference Secretariat or use a contact, sponsorship, exhibition, or other website form, we may collect:

Name
Email address
Phone number, where provided
Institution or organization, where provided
Message content
Correspondence history
Any documents or information voluntarily provided by you

4. Payment and Financial Information

For registration and other conference-related payments, we may process information necessary to identify and confirm payments, including:

Participant name
Registration information
Payment amount
Payment method
Transaction or payment reference
Bank transfer information
Payment receipt
Invoice information

BAFS and the conference website do not directly request or store full credit or debit card details. Card payments are processed through secure third-party payment service providers.

5. Technical and Website Usage Data

When you visit the website, certain technical information may be collected automatically, depending on your device, browser, cookie preferences, and consent choices. This may include:

IP address
Browser type
Device type
Operating system
Pages visited
Date and time of visits
Referring website or traffic source
Approximate location derived from technical information
Cookie identifiers
Cookie and privacy preferences
Information relating to interaction with the website

Such information may be collected through Wix and other integrated technical, analytics, or advertising services.

How We Use Personal Data

Personal data may be processed for purposes including:

Processing conference registrations
Confirming registration status
Processing and confirming payments
Issuing invoices or other financial documentation
Communicating with registered participants
Managing on-site and online participation
Providing access to conference services and platforms
Managing abstract submissions
Conducting scientific review and evaluation
Communicating abstract acceptance or other scientific decisions
Preparing the scientific programme
Preparing and publishing the abstract book and other official conference materials
Preparing certificates of attendance or presentation
Responding to enquiries and requests
Providing conference-related information, including deadlines, programme changes, logistical information, and important announcements
Managing sponsorship and exhibition enquiries
Maintaining necessary conference records
Preparing anonymous or aggregated participant statistics and internal reports
Improving website functionality, security, performance, and user experience
Complying with accounting, financial, regulatory, legal, or administrative obligations
Protecting the rights, security, and legitimate interests of BAFS, conference participants, and service providers
Sending newsletters or information about future BAFS scientific activities where the recipient has provided consent or where otherwise permitted by applicable law

Personal data will not be sold to third parties.

Legal Basis for Processing

Depending on the activity and applicable law, personal data may be processed on one or more of the following legal bases:

Registration and Conference Administration

Personal data necessary to process registration, provide conference participation, manage payments, issue certificates, and deliver requested conference services may be processed because it is necessary to take steps requested by the participant or to perform the conference registration relationship.

Abstract Submission and Scientific Programme

Information submitted in connection with an abstract may be processed in order to administer the submission, conduct scientific review, communicate decisions, prepare the programme, and manage presentation and publication in accordance with the conference submission process.

Legal Obligations

Certain personal and financial data may be processed or retained where necessary to comply with accounting, taxation, financial, regulatory, or other legal obligations.

Legitimate Interests

Where permitted by applicable law, personal data may be processed where necessary for the legitimate interests of BAFS in organizing and administering the conference, maintaining appropriate records, ensuring website and information security, preventing misuse, responding to enquiries, and improving conference services, provided that such interests are not overridden by the rights and freedoms of the individual.

Consent

Where consent is required, including for certain marketing communications, non-essential cookies, advertising technologies, or the processing of certain voluntarily provided sensitive information, personal data will be processed on the basis of consent.

Where processing is based on consent, consent may be withdrawn at any time without affecting the lawfulness of processing carried out before withdrawal.

Payment Information

Conference payments may be completed through bank transfer, credit card payment links, or authorized third-party payment service providers.

Full credit or debit card information is not stored directly by BAFS through this conference website. Card payment information is processed by the relevant secure payment provider in accordance with its own terms and privacy practices.

Bank transfer information, payment confirmations, transaction references, and payment receipts may be processed for purposes including registration confirmation, participant support, accounting, invoicing, and compliance with applicable financial obligations.

Cookies and Similar Technologies

The Malpractice 2026 website uses cookies and similar technologies for website operation, security, functionality, analytics, and, where enabled, measurement or advertising purposes.

These technologies may include cookies, tags, pixels, or similar tools used for:

Essential website functions
Website security
Technical performance
Maintaining user and cookie preferences
Website analytics
Measuring website traffic and engagement
Understanding how visitors reach and use the website
Improving website content and usability
Measuring the effectiveness of conference communications or promotional activities

The website is hosted and managed using Wix and may also use integrated services such as Google Tag Manager and LinkedIn measurement or advertising technologies, where enabled.

Essential technologies necessary for the operation and security of the website may operate without consent where permitted by applicable law.

Where consent is required by applicable law, non-essential analytics or advertising technologies will be used on the basis of the visitor's consent.

Visitors may accept, reject, or manage non-essential cookies and related technologies through the website's cookie consent settings. Consent preferences may be changed or withdrawn where the website functionality provides this option. Browser settings may also be used to manage or delete cookies.

Disabling certain cookies may affect some website functionality.

Third-Party Services

In order to operate Malpractice 2026, BAFS may use authorized third-party service providers or platforms.

These may include:

Wix for website hosting, website management, forms, security, and related technical services
Google services, including Google Tag Manager and related analytics or technical tools where enabled
LinkedIn, including measurement or advertising technologies where enabled
Payment service providers
Banking institutions
Email and communication service providers
Online meeting, streaming, or hybrid conference platforms
Certificate preparation or delivery services
Website and IT service providers
Abstract submission or document management tools
Map and location services
Social media platforms
Administrative and technical conference service providers, including ArchEd Group, where involved in conference operations on behalf of BAFS

Such providers will receive access to personal data only to the extent reasonably necessary for the relevant service.

Some third-party platforms act as independent data controllers for aspects of their services and process personal information in accordance with their own privacy policies and terms.

Sharing of Personal Data

Where necessary for legitimate conference purposes, personal data may be shared with or accessed by:

The BAFS Conference Secretariat
Members of the Organizing Committee where necessary
Members of the Scientific Committee where necessary
Abstract reviewers
Authorized conference administrative personnel
Website and IT service providers
Technical service providers
Payment and banking service providers
Accounting or financial service providers
Online conference or streaming platform providers
Certificate preparation or delivery providers
Service providers supporting conference organization
Public authorities, courts, regulators, or other institutions where disclosure is required by applicable law

Only the information reasonably required for the relevant purpose should be shared.

Personal data is not sold or rented to third parties for their independent commercial use.

International Data Transfers

Malpractice 2026 is an international hybrid scientific conference. BAFS is based in Greece, the physical conference takes place in Türkiye, participants may be located worldwide, and some website, communication, technical, payment, or digital service providers may operate from or store information in different countries.

As a result, personal data may be processed, accessed, or transferred outside the country in which it was originally collected.

Where applicable data protection law requires specific safeguards for international transfers, BAFS and its relevant service providers will use an appropriate lawful transfer mechanism and reasonable technical and organizational safeguards.

Depending on the circumstances, these safeguards may include contractual arrangements, data processing agreements, standard contractual mechanisms recognized under applicable data protection law, or other legally permitted transfer mechanisms.

Data Storage and Retention

Personal data will not be retained for longer than reasonably necessary for the purposes for which it was collected, subject to applicable legal, accounting, scientific, and administrative requirements.

Retention periods may vary depending on the category and purpose of the information.

In particular:

Registration and participant information may be retained for the period necessary to administer the conference and manage post-conference enquiries, documentation, and certificates.
Payment, invoice, and accounting information may be retained for the period required under applicable financial, taxation, and accounting legislation.
Abstract submission, review, programme, and scientific records may be retained as part of the scientific and administrative record of the conference.
Information necessary to verify or reissue certificates may be retained for appropriate administrative purposes.
Correspondence may be retained where reasonably necessary to document conference administration or respond to future enquiries.
Information used for newsletters or future scientific communications will be retained until consent is withdrawn, the individual unsubscribes, or the information is otherwise no longer required.
Technical and analytics data will be retained according to the settings and retention periods of the relevant website and technology providers.

When personal data is no longer required, it will be deleted, anonymized, or securely archived where continued retention is legally or institutionally appropriate.

Special Categories of Personal Data

Participants should avoid submitting unnecessary health, medical, or other sensitive personal information.

Where a participant voluntarily provides information concerning accessibility needs, dietary requirements, or another matter that may constitute special-category or sensitive personal data, such information will be processed only to the extent necessary for the relevant conference service and in accordance with applicable data protection requirements.

Such information will not be used for unrelated marketing purposes.

Data Security

Reasonable technical and organizational measures are used to protect personal data against unauthorized access, accidental loss, misuse, alteration, disclosure, or destruction.

Access to personal information is limited, where reasonably possible, to individuals and service providers who require the information for legitimate conference-related purposes.

However, no website, internet transmission, email system, or electronic storage system can be guaranteed to be completely secure. Users are therefore encouraged not to transmit unnecessary sensitive information through ordinary email or website forms.

Your Data Protection Rights

Depending on the applicable data protection legislation and the circumstances of the processing, you may have the right to:

Request information about how your personal data is processed
Request access to personal data held about you
Request correction of inaccurate or incomplete personal data
Request deletion of personal data where legally applicable
Request restriction of certain processing activities
Object to certain processing activities
Withdraw consent where processing is based on consent
Request a copy of personal data you have provided, where applicable
Request data portability where legally applicable
Object to direct marketing communications
Unsubscribe from non-essential conference or BAFS communications
Lodge a complaint with a competent data protection supervisory authority

These rights may be subject to limitations or exemptions under applicable law. For example, certain information may need to be retained to comply with legal, accounting, contractual, or scientific-record obligations.

To exercise a data protection right or submit a privacy-related request, please contact:

Balkan Academy of Forensic Sciences (BAFS)
Email: contact@balkanacademy.org

Requests may be subject to reasonable identity verification before personal information is disclosed or modified.

Email Communications

Participants who register for Malpractice 2026, submit an abstract, or otherwise request conference services may receive communications necessary for the administration of those services.

These communications may include:

Registration confirmations
Payment instructions and confirmations
Abstract submission confirmations
Scientific review and acceptance notifications
Requests concerning submitted information
Programme information
Deadline reminders relevant to participation
Venue and logistical information
Online participation instructions
Changes affecting the conference
Certificate-related communications

These operational communications are separate from general marketing or newsletter communications.

Newsletters or promotional communications concerning future BAFS activities will be sent where the recipient has provided the appropriate consent or where otherwise permitted under applicable law.

Recipients may unsubscribe from non-essential communications at any time.

Abstracts and Published Scientific Information

Participants should be aware that information intentionally submitted for scientific publication or presentation may become publicly available.

For accepted abstracts, this may include:

Author names
Co-author names
Institutional affiliations
Abstract titles
Abstract text
Keywords
Presentation information

Such information may appear in the conference programme, abstract book, conference website, digital conference materials, or other official scientific records of Malpractice 2026.

Requests relating to published scientific records will be considered in light of applicable law, academic integrity requirements, publication practices, and the legitimate need to maintain an accurate scientific record.

Photographs, Video, and Conference Recordings

Photographs, video recordings, screenshots, or other audiovisual material may be produced during public or scientific parts of Malpractice 2026 for documentation, scientific communication, reporting, archival, or promotional purposes.

Where required by applicable law, appropriate notice or consent procedures will be used.

Participants who have a specific concern regarding photography or recording may contact the Conference Secretariat.

Scientific sessions may also be streamed or recorded as part of the hybrid conference format. Presenters will be informed of applicable presentation and recording arrangements.

External Links

The Malpractice 2026 website may contain links to websites, platforms, or services operated by third parties.

BAFS does not control the privacy practices of independent external websites or platforms. Users who access third-party services are encouraged to review the privacy policies and terms of those services.

Children's Data

Malpractice 2026 is intended primarily for professionals, academics, researchers, healthcare professionals, legal professionals, students, trainees, institutional representatives, and other participants in the scientific community.

The website is not designed to knowingly collect personal information directly from children.

If BAFS becomes aware that personal data relating to a child has been collected in circumstances requiring parental or legal representative authorization, appropriate steps will be taken in accordance with applicable law.

Changes to This Privacy Policy

This Privacy Policy may be amended when necessary to reflect changes in:

Conference procedures
Website functionality
Service providers
Data processing practices
Applicable legal or regulatory requirements

The most recent version will be published on this page together with the date of the latest revision.

Material changes may also be communicated through appropriate conference channels where necessary.

Contact

For questions concerning this Privacy Policy, the processing of personal data, or the exercise of data protection rights, please contact:

Conference Secretariat
Malpractice 2026 – International Conference on Medical Malpractice – Obstetrics & Gynecology
Balkan Academy of Forensic Sciences (BAFS)
Email: contact@balkanacademy.org
Phone: +90 533 414 1913