Effective Date: December 19, 2025

1. Introduction

The Asia Pacific Histocompatibility & Immunogenetics Association (APHIA), together with Convention Linkage Inc. as the conference secretariat, is committed to protecting your personal information. This policy explains how we collect, use, and protect your data for the APHIA 2026 conference (May 25-28, 2026, Numazu, Japan).

2. Information We Collect

Registration Information:

• Name, email, telephone, country
• Professional affiliation (institution, department, position, address)
• Membership information (if applicable)

Conference Preferences:

• Dietary restrictions and accessibility needs
• Event participation choices
• Accompanying person information

Abstract Submissions (if applicable):

• Author information and affiliations
• Abstract content and presentation preferences

Payment Information:

• Processed by third-party payment providers (we do not store complete credit card details)

3. How We Use Your Information

• Processing registrations and managing conference logistics
• Creating name badges and participant materials
• Providing dietary accommodations and accessibility support
• Communicating conference updates and information
• Managing abstract submissions and event participation
• With your consent: Sharing delegate information with conference sponsors
• Issuing certificates and receipts

4. Information Sharing

Conference Sponsors:

• Only participants who consent will have their information (name, affiliation, email, country) shared with sponsors as part of sponsorship benefits

Service Providers:

• Payment processors, website developers, accommodation providers , venue operators (Plaza Verde)

Conference Partners:

• 19th International Histocompatibility Workshop (IHIWS) for joint event coordination

Legal Requirements:

• When required by law or to protect our rights and safety

We do not sell your personal information.

5. International Data Transfers

Your information may be processed in Japan, Australia, and other countries where our service providers operate. We ensure appropriate safeguards for international transfers.

6. Your Rights

You have the right to:

• Access, correct, or delete your personal data
• Restrict or object to certain processing
• Withdraw consent at any time
• Request data portability
• Lodge a complaint with your data protection authority

To exercise these rights, contact us at aphia2026@c-linkage.co.jp

7. Security

We implement appropriate security measures including SSL encryption, secure hosting, access controls, and PCI DSS compliant payment processing. However, no internet transmission is completely secure.

8. Cookies

Our website may use cookies to improve functionality and analyze usage. You can control cookies through your browser settings.

9. Updates

We may update this policy and will notify registered participants of material changes via email or website posting.

10. Contact

APHIA 2026 Conference Secretariat
Convention Linkage Inc.
Email: aphia2026@c-linkage.co.jp
Tel: +81-55-920-4100
Address: 1-1-4 Otemachi, Numazu City, Shizuoka 410-0801, Japan

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By registering for APHIA 2026, you acknowledge that you have read and agree to this Privacy Policy.