Privacy Policy

Your privacy is important to us. This Privacy Policy covers the website located at tbvaccinesforum.org (the “Website”), online portals and platforms, electronic forms, email campaigns, mobile applications, surveys, and any other channel or mobile feature (collectively, the “Services”) hosted and/or operated by the International AIDS Vaccine Initiative, Inc. (IAVI) ("we", "our," or "us") on behalf of the Global Forum on TB Vaccines organized by IAVI, the Stop TB Partnership Working Group on New Vaccines (WGNV) and the TuBerculosis Vaccine Initiative (TBVI) and, for the purposes of the 7th Global Forum on TB Vaccines, A Rede Brasileira de Pesquisas em Tuberculose (the Brazilian Tuberculosis Research Network, (REDE-TB) and the Ministry of Health of Brazil (together with IAVI, WGNV, TBVI, and REDE-TB, the “Global Forum Organizers,” the “Organizers”). The Services may collect, store, and process certain information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context (“Personal Information”). IAVI is the controller responsible for Personal Data that you provide or that is collected through the Services.

This Privacy Policy provides information about the Personal Data that we collect, and the ways in which we may use that Personal Data. We may update or amend this Privacy Policy from time to time in the future. When revised, the new Privacy Policy will be posted on the Services and the “Last Updated” date below will reflect the date of the most recent amendments. Therefore, we encourage you to periodically visit our Privacy Policy to review the most recent version. By using our Services, you consent to the terms of this Privacy Policy, as amended.

Subject to the Terms of Use, IAVI on behalf of the Global Forum Organizers provides the Services indiscriminately to visitors worldwide.

1. Information We Collect

Information Collected Automatically

We may collect certain information automatically when visitors (each, a “Visitor” or “you,” or “your”) navigate and interact with the Services.

An IP address is a number that is automatically assigned to your computer when you use the Internet. We may collect information such as your IP address, internet service provider, browser and device type, language, date and time of your visit, and geolocation when you browse the Services or fill out a form and use that information to help us administer the Services, track your movements and engagement within the Services, maintain email lists, gather broad demographic information about aggregate use to enhance the Services, and confirm the appropriate use and identify potential misuse of the service or your email address.

We or our third-party providers may use cookies, tracking pixels (tiny graphic files that contain a unique identifier, also known as web beacons) and other tracking technologies (collectively, “Tracking Technologies”) on the Services or other platforms to identify your browser, personalize content, and identify which parts of the Services have been visited. A cookie is a small string of text that a Services can send to your browser. A cookie cannot retrieve any other data from your hard drive, pass on computer viruses, or capture your email address.

You can set your browser to refuse all cookies or to indicate when a cookie is being sent. Most browsers accept cookies automatically but allow you to disable them. For more information about cookies, visit https://www.allabaoutcookies.org.

We may use also Tracking Technologies in email campaigns that enable us to recognize when someone has opened an email or clicked on specific links. This allows us to measure the success of email campaigns and analyze the type of content that is of the most interest to subscribers. Tracking Technologies are not used in plain text emails unless you choose to view the email in your browser. New subscribers can elect to receive plain text versions of our email campaigns when they subscribe; existing subscribers can change the format of the emails they receive by clicking “Update your preferences” at the bottom of an email campaign and selecting your preferred format or by sending an email to tbvaccinesforum@iavi.org with a request that your email format be changed.

Information You Provide

If you would like to contact us, including for purposes of receiving email updates and other communications, or if you would like to submit an abstract, apply for participant support, or register for a Global Forum, you can do so on the Services or through a link on this Services to an authorized third party provider by providing us with certain Personal Data such as your name and e-mail address, organization, country, and payment information. Additional information may be requested or required based on the purpose of the request for information. This information allows us to manage and respond to inquiries or process your submission or registration request.

Specifically, we may collect your information when you:

  • Sign up for communications or email updates;
  • Register for the 7th Global Forum on TB Vaccines via our authorized registration platform;
  • Submit a form on the Services;
  • Submit an abstract;
  • Agree to be a speaker for the Global Forum
  • Contact us with inquiries, including via email;
  • Otherwise voluntarily provide information.

If a medical or other crisis occurs, the Organizers may collect special category data from your emergency contact and may share information with your emergency contact about the medical or other crisis based on your vital interests.

2. Third Party Websites and Information Third Parties Collect

The Services may contain links to third-party websites. Our inclusion of a link is not intended to constitute an endorsement of or affiliation with the owner or sponsor of such websites. IAVI and the Global Forum Organizers are not responsible for the contents of any linked website or any link contained in a linked website.

It is possible that third parties will collect information about you, through Tracking Technologies, when you browse content on their website or if you link to their websites through the Services. IAVI and the Global Forum Organizers do not monitor or control the information collection or privacy practices of these websites, and IAVI and the Global Forum Organizers are not responsible for their practices or the content of their websites. We encourage you to review the privacy policies of such third parties to understand how they collect and use information prior to providing any Personal Data.

3. Children’s Privacy

We do not knowingly contact or collect information from anyone under 16 years old. The Services are not intended to solicit information of any kind from children under 16. If you are under 16, you must get your parent/guardian's permission before you provide any Personal Data to us. If you believe we have collected the Personal Data of an individual under 16 years old, please email us at wgnv@iavi.org.

4. How Do We Use Your Information?

IAVI and the Global Forum Organizers use Personal Data in furtherance of the purpose of the Global Forum and in order to facilitate the functions set forth in this Privacy Policy and our Terms of Use found on the Services, including, without limitation, registering for the Global Forum or sending you information you have chosen to receive such as email updates. We may also use your Personal Data to provide you with any assistance you may request when using our Services or to perform analytics to learn about the behavior of our Visitors and to improve our Services. We may also use your Personal Data for the administration of IAVI in furtherance of our mission.

We will only collect and/or process your Personal Data through our Services if:

  • You have given your consent for a specific purpose;
  • It is necessary to perform a contract we are about to enter into or have entered into with you;
  • It is necessary for our legitimate interests and your interests and fundamental rights do not override those interests
  • It is necessary for your vital interests; or
  • Tt is necessary to comply with a legal obligation.

We take every reasonable step to ensure that your Personal Data that we process:

  • are accurate and, where necessary, kept up to date;
  • any of your Personal Data that we process that are inaccurate (having regard to the purposes for which they are processed) are erased or rectified without delay. From time to time, we may ask you to confirm the accuracy of your Personal Data;
  • are limited to the Personal Data reasonably necessary in connection with the purposes set out in this Policy;
  • are processed for the minimum period necessary for the purposes set out in this Policy.

5. How Do We Protect Your Information?

Your Personal Data is secured and only accessible to our authorized staff, agents and consultants. IAVI and the Global Forum Organizers do not sell, trade, rent or share with third parties any Personal Data that you provide on or through the Services, except as outlined in section 6. In rare cases, IAVI or the Global Forum Organizers may disclose Personal Data in connection with a lawful subpoena, court order, or other legal process (to comply with legal obligations).

We have implemented appropriate technical and organizational security measures designed to protect your Personal Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, unauthorized access, and other unlawful or unauthorized forms of processing, in accordance with applicable law.

However, because the internet is an open system, the transmission and storage of information via the internet is not completely secure. Although we will implement all reasonable measures to protect your Personal Data, we cannot guarantee the security of your data transmitted to us using the internet — any such transmission is at your own risk.

6. How Do We Share Your Information?

We may disclose or provide access to your Personal Data with the Global Forum Organizers.

We will also use third-party services, also called data processors, to:

  • Collect and store Personal Data and other information submitted to us;
  • Send email updates and other information and communications related to the Global Forum;
  • Administer the Services; and
  • Assist in the registration and administration of the 7th Global Forum on TB Vaccines;

Such third-party suppliers may be located outside of your home country. Data privacy laws in the countries to which your Personal Data is transferred may not be equivalent to, or as protective as, the laws in your home country. We only allow third parties to handle your Personal Data if we are satisfied that they take appropriate measures to protect your Personal Data. We reserve the right to change third-party service providers at our discretion at any time, without notice. In the event that the hosting of the Global Forum Secretariat is transferred to another organization, your Personal Data and other information you share with us will be transferred to the new hosting organization so that they can continue to communicate with you and provide the services you requested. You will be notified in advance of any such transfer.

We may also disclose your Personal Data as needed to:

  • To enforce any agreement, including any applicable terms of service;
  • To establish or exercise our right to defend against legal claims;
  • To law enforcement and other government authorities such as legislatures, courts, agencies and litigants if we reasonably believe that such action is necessary to: (a) comply with the law and the reasonable requests of governmental authorities; (b) comply with legal process; (c) respond to requests from public or government authorities, including public or government authorities outside your country of residence; (d) protect the security or integrity of the Services’ information systems; and/or (e) exercise or protect our rights, privacy, safety or those of our partners, you or others; and
  • If we reasonably believe disclosure is necessary or appropriate to protect the rights, property, or safety of IAVI, TBVI, WGNV, the Global Forum Organizers or others.

7. How Long Do We Keep Your Information?

We will store your Personal Data until it is no longer needed to fulfill the purpose(s) for which it was collected or as otherwise required or permitted by law. After such time, we will either delete or anonymize your personal data or, if this is not possible, we will securely store your personal data and isolate it from any further use until deletion is possible. We may dispose of any data in our discretion without notice, subject to applicable law.

8. Your Legal Rights

We will use reasonable efforts to securely process your Personal Data in accordance with applicable law. Under certain laws, you may have a number of rights, including: (i) the right not to provide your Personal Data to us; (ii) the right of access to your Personal Data; (iii) the right to request rectification of inaccuracies; (iv) the right to request the erasure, or restriction of processing, of your Personal Data; (v) the right to object to the processing of your Personal Data; (vi) the right to have your Personal Data transferred to another party; (vii) the right to withdraw consent; and (viii) the right to lodge complaints with data protection authorities.

We may require proof of your identity before we can give effect to these rights. To exercise one or more of these rights, or to ask a question about these rights or any other provision of this Policy, or about our processing of your Personal Data, please use the contact details provided in Section 10 below.

9. Scope

Our Privacy Policy applies only to information collected through our Services and not to information collected offline, by email, or through public sources of information.

10. Questions and Concerns

Online registrants receiving electronic and/or print communications may withdraw their consent to such communications by contacting us at tbvaccinesforum@iavi.org or by using the “Unsubscribe” link at the bottom of certain email communications.  Please be aware that it may take us a few business days to effectuate your opt-out request.

Your opinion is important to us. If you have any questions or concerns about any of the information in this policy or any other issues relating to the processing of Personal Data carried out by us, or on our behalf, or the Services, please feel free to contact us at tbvaccinesforum@iavi.org.

Last updated: 6 June 2024