Privacy Policy

International Conference of Internal Medicine and Innovation (ICIMI)

Operated by D.Y. The Aether Ventures Ltd, Republic of Cyprus

Last updated: 15 September 2026

1. Who We Are

D.Y. The Aether Ventures Ltd (“the Company,” “we,” “us”), incorporated in the Republic of Cyprus, is the data controller responsible for the personal data described in this Privacy Policy, in connection with ICIMI and the website www.icimi.net (the “Website”).

Contact: [email protected]

2. What Personal Data We Collect

Depending on how you interact with us, we may collect:

• Registration data: full name, email address, phone number, country of residence, professional title, institution or university, and relevant qualifications

• Payment-related data: processed by our third-party payment provider; we do not directly store full card details

• Speaker and presenter data: submitted research, abstracts, biographical information, and photographs provided for promotional materials

• Communications data: messages you send us via email, WhatsApp, Instagram, or the Website

• Event participation data: attendance records, and, where sessions are recorded, audio/video of your participation if you are a speaker or choose to appear on camera or in chat

• Technical data: IP address, browser type, and usage data collected through the Website (see Section 8 on Cookies)

3. How We Collect It

We collect personal data directly from you when you register, apply to speak, contact us, or interact with our social media channels, and automatically through the Website via standard analytics tools.

4. Why We Process Your Data, and Our Legal Basis

We process your registration data and provide you with access to the Event on the basis of performance of a contract with you. Issuing certificates and administering CME or publication processes is likewise carried out on the basis of performance of a contract with you.

Responding to your enquiries is carried out on the basis of our legitimate interest, or as part of performing our contract with you.

Sending you Event updates and promotional communications is carried out on the basis of your consent, where required by law, or on the basis of our legitimate interest where you are an existing registrant.

Verifying eligibility for discount codes or Ambassador-programme passes is carried out on the basis of our legitimate interest in preventing fraud and misuse.

Maintaining financial and tax records is carried out on the basis of our legal obligations.

Improving the Website and our services is carried out on the basis of our legitimate interest.

5. Who We Share Your Data With

We may share personal data with:

• Payment processors, to complete your transaction

• Video-conferencing and email/CRM platforms, to deliver the Event and communicate with you

• Designers and committee members involved in producing conference materials, where necessary for Event delivery

• Professional advisors (legal, accounting) where necessary

• Regulatory or tax authorities, where legally required

We do not sell your personal data to third parties.

6. International Data Transfers

Some of the third-party services we use (such as video-conferencing platforms) may process data outside the European Economic Area. Where this occurs, we rely on appropriate safeguards recognised under EU data protection law, such as Standard Contractual Clauses or an applicable adequacy decision.

7. How Long We Keep Your Data

We retain registration and financial records for as long as necessary to comply with our legal and tax obligations, and speaker/presentation materials for as long as reasonably necessary for archival and promotional purposes, unless you exercise your right to erasure under Section 9 (subject to our own legal retention obligations).

8. Cookies and Analytics

The Website may use cookies or similar technologies to operate correctly and to understand how visitors use it. You can control cookies through your browser settings. [Adjust this section to match the Website’s actual cookie usage before publishing.]

9. Your Rights

If you are located in the European Economic Area (or another jurisdiction granting equivalent rights), you have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate data

• Request erasure of your data, subject to our legal retention obligations

• Restrict or object to certain processing

• Request a portable copy of your data

• Withdraw consent at any time, where processing is based on consent

• Lodge a complaint with the Cyprus Commissioner for Personal Data Protection, or your own local supervisory authority

To exercise any of these rights, contact us at [email protected].

10. Children’s Privacy

The Event and Website are intended for medical students, residents, and healthcare professionals, and are not directed at children. We do not knowingly collect personal data from individuals under the age of 18.

11. Security

We apply reasonable technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision.

13. Contact Us

For any questions about this Privacy Policy or your personal data, contact:

D.Y. The Aether Ventures Ltd

Republic of Cyprus

[email protected]