Privacy Policy

This policy applies to the IndabaX Burundi website and connected online services, including community accounts, transactional communications and research areas.

The information currently handled by the application includes:

• Email address and display name when an account is created.
• A securely hashed password; plaintext passwords are never stored.
• Optional profile information: affiliation, phone number and preferred language.
• Event-application answers such as affiliation, motivation and accessibility needs.
• Temporary, hashed tokens used for email verification and password reset.
• Research-submission metadata, authors, affiliations, keywords and uploaded files when a contribution is submitted.
• Approved-publication metadata, posters, papers, external links and files made public by an explicit decision.
• Support and partnership inquiries: organization name, contact details, email, message and other details you choose to provide.
• Limited technical information needed to operate the service: request IDs, error logs and audit records of administrative actions.

A support inquiry form is available; no newsletter subscription or analytics tool is currently connected.

We use this information to:

• create and secure accounts;
• verify email addresses and enable password resets;
• administer research submissions and publications;
• respond to support inquiries and manage partnership discussions;
• send communications necessary for an account or requested service;
• secure, diagnose and improve the platform; and
• publish only information approved for public display.

Account data, private submissions and unapproved documents are not published automatically. An administrator must explicitly decide that a publication, poster, author profile or team detail may be made public.

Once approved, names, affiliations, biographies, research titles and files may appear on the website as public content.

Information may be accessed by authorised IndabaX Burundi administrators and organisers when needed to manage accounts, events, security or research submissions. Information approved for publication is publicly visible.

We do not sell personal information. Additional disclosure may be required by law or necessary to protect the security of the platform and its users.

The service sends transactional emails for email verification and password reset. Account, submission or activity-related communications may also be necessary to operate the service. These messages are not a marketing newsletter.

No newsletter subscription is currently implemented.

The site uses an essential HttpOnly, SameSite session cookie to maintain a secure sign-in. This cookie is not used for advertising or behavioural tracking.

No non-essential analytics or advertising cookies are currently installed. This policy and the consent mechanism will need to be reviewed if that changes.

Information is retained for as long as reasonably necessary for the purposes described here, security, service continuity and recordkeeping. No detailed retention schedule is currently configured; a formal schedule remains to be reviewed.

The platform uses reasonable safeguards, including Argon2id password hashing, HttpOnly session cookies, hashed opaque tokens, administrative access controls and audit records. No method of transmission or storage can be guaranteed to be completely secure.

You may ask to access your account information, correct an inaccurate profile and contact IndabaX Burundi to request deletion where appropriate. Some information may need to be retained for security, records or an applicable obligation.

No automated rights-management portal is currently available; use the contact address below.

The site does not currently define an age rule or a minors-specific process. Participation rules and appropriate safeguards for minors should be confirmed by the IndabaX Burundi team before any relevant use.

Transactional emails are sent through the SMTP transport configured by the installation. In development this is Mailpit on the local environment; no separate production provider is configured in the repository. Hosting, file storage and any production providers should be documented here before they are put into service.

The site may link to third-party websites, repositories or services. Those services have their own privacy practices; review their policies before providing information to them.

This page may be updated when the services or information practices change. The “Last updated” date will change with each new version.

For privacy questions, account questions or requests concerning your information, contact IndabaX Burundi:

indabaxburundi2023@gmail.com