Privacy Policy

1. Who We Are

Kapsule Summit provides conference-related and technology-oriented services, including professional event coordination, creative design, website development, automation and other business support activities.

In this policy, the terms “Kapsule Summit”, “we”, “our” and “us” refer to the organization operating this website and providing the relevant service.

Depending on the activity, we may act as the organization responsible for personal information or process information on behalf of a client under agreed instructions.

2. Information We Collect

The information we collect depends on how you interact with our website and services. It may include:

Contact and identity information

• Name, professional title and organization.
• Email address and telephone number.
• Business contact details and communication preferences.

Conference and event information

• Registration, participation and presentation details.
• Abstracts, biographies, photographs and professional affiliations you submit.
• Speaker, delegate, sponsor, exhibitor and accommodation requests where applicable.

Client and project information

• Project briefs, design requirements and website content.
• Technical specifications, feedback and support requests.
• Information needed to deliver agreed development or automation services.

Recruitment and internship information

• Applications, CVs, qualifications and relevant professional experience.
• Information required to assess applications and administer an engagement.

Technical information

• IP address, browser type, device information and approximate location derived from technical data.
• Pages visited, referring pages, timestamps and diagnostic logs, where collected.
• Cookie and analytics information, subject to the applicable settings and consent requirements.

We may also receive information from third parties when they lawfully share it with us for a relevant business purpose. We do not intend to collect unnecessary personal information.

3. How We Use Information

Depending on the context and applicable law, we may use information to:

• Respond to enquiries and provide customer support.
• Manage conferences, registrations, speakers and event communications.
• Deliver design, development, automation and other requested services.
• Process recruitment, internship applications and related administration.
• Send service announcements, project updates and administrative notices.
• Send relevant promotional communications where legally permitted.
• Maintain website functionality, prevent abuse and improve security.
• Maintain business records, resolve disputes and meet legal obligations.
• Evaluate service performance and improve our operations.

We rely on an appropriate legal basis for processing, such as consent, contractual necessity, legitimate interests or compliance with a legal obligation, as applicable.

4. Conferences and Event Activities

When you register for or participate in a conference or event, we may use the information you provide to manage your participation and coordinate the relevant programme.

This may include:

• Processing registration and participation requests.
• Communicating submission decisions and programme updates.
• Preparing schedules, participant lists and event materials.
• Coordinating speakers, delegates, sponsors and exhibitors.
• Providing event access information and attendance support.
• Issuing certificates or receipts where applicable.

Names, affiliations, presentation titles, biographies or photographs may be published in event materials only where appropriate and subject to the relevant notice, permission or other lawful basis.

Payment details may be handled by third-party payment providers. Their own privacy policies and terms also apply. We should not receive or store full payment card credentials unless a specific, appropriately secured arrangement permits it.

5. Digital, Development and Technical Services

When providing graphic design, website development, Python development, email automation, digital marketing or related services, we may process information supplied by clients or required to complete the agreed project.

• Graphic design: content, photographs, logos and brand materials supplied for a project.
• Website development: website content, account details and technical information needed for authorized development or maintenance.
• Python and automation: files, datasets and business records supplied for a defined workflow.
• Email services: contact lists, communication content and campaign settings provided for authorized activities.
• Marketing and data support: campaign information and research data needed for the requested work.

Clients are responsible for ensuring they have the appropriate rights, permissions and lawful basis to provide personal information to us.

We will use client information for the agreed purpose and follow applicable contractual instructions. We do not intend to sell client datasets or use confidential project materials for unrelated purposes.

6. Email Communications and Marketing

We may send service-related emails about registrations, project delivery, support requests, applications and other interactions you initiate.

Promotional emails or other marketing communications will be sent only where permitted by applicable law and any required consent or other legal basis.

• We aim to use relevant and appropriately sourced contact information.
• Marketing recipients can use the unsubscribe option where provided.
• Opt-out requests will be handled as required by applicable law.
• We may retain limited suppression records to respect opt-out requests.

We do not intend to use purchased, scraped or otherwise improperly obtained contact information in ways that violate privacy, anti-spam or platform rules.

7. Cookies and Website Analytics

Our website or its hosting and service providers may use cookies and similar technologies to maintain functionality, improve performance, remember preferences and understand website usage.

Essential cookies may be needed for certain website features. Non-essential analytics or advertising technologies will be used subject to applicable consent requirements and settings.

You can manage cookies through your browser settings and any consent controls available on the website. Disabling certain cookies may affect website functionality.

The exact cookies used depend on the website configuration, WordPress plugins, analytics tools and third-party integrations actually installed.

8. When We Share Information

We do not intend to sell personal information. We may share relevant information in the following circumstances:

• Service providers: hosting, email, website maintenance, analytics, cloud storage and technical support providers.
• Payment providers: services required to process transactions and related records.
• Event partners: relevant organizers, venues or programme partners when necessary and lawful.
• Clients: information needed to deliver services under an agreed project.
• Legal requirements: competent authorities or other parties where disclosure is legally required or otherwise permitted.
• Business changes: relevant parties in a merger, restructuring or transfer, subject to appropriate safeguards and applicable law.

We expect relevant service providers to protect information appropriately and process it only for authorized purposes.

9. International Data Transfers

Some conferences, clients, hosting providers or service providers may operate in countries other than the country where you reside. Where personal information is transferred internationally, we will apply safeguards required by applicable data protection law.

Depending on the circumstances, safeguards may include contractual protections, appropriate transfer mechanisms or other legally recognized measures.

10. Data Security

We aim to use reasonable technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, loss or misuse.

Depending on the service, safeguards may include:

• Access controls and appropriate account permissions.
• Secure connections and supported software updates.
• Restricted access to project files and business records.
• Appropriate handling of backups and stored information.
• Review of security incidents