Conference Policy

Our Conference Policies are:

1. Privacy Policy

2. Open Access Policy

3. Code of Practice

4. Code of Conduct

5. Complaints Policy

6. Health Safety Policy

7. Cancellations and Refund Policy

1. Privacy Policy

This Privacy Notice explains how World Conference, a division of UK EPC Ltd (formerly UK Education Consultancy Services Ltd), (Company Number 10459935 Registered in England) processes your personal information and your rights in relation to the personal information. Our policy takes into account the Data Protection Act 1998 (the Act) and, with effect from 25 May 2018, the General Data Protection Regulation (GDPR).

1.1 How we collect your personal information

1.1.1 Information which you provide to us

This information is generally provided by you when you

1. Fill in forms on our website or our apps, for example to register for conferences/events, to sign up for a mailing list, make an application for employment, add to comments section, complete surveys or testimonials and/or request any information from us.

2. Communicate with us by post, telephone, fax, email, social media etc The information you give may include biographical information (your name, title, date of birth, age and gender, academic institution, affiliation, job title, subject specialism), contact information (email address, mailing address, telephone number) and financial or credit card details.

1.1.2 Information we collect about you

We do not collect any details of your browsing on our websites. Please see our Cookie Policy. You can disable cookies through your web browser’s settings and still access our websites.

1.1.3 Information from other sources

Data analysis partner such as Google who analyse visits to our websites and apps. This includes browser type, browsing behavior, type of device, geographical location (only country). This does not include any personal information of the website visitor.

1.2 How we use your information

1.2.1 When you register for conferences or meetings or events, your information which you submit is stored on the open source web-based conference management system ‘Open Conference Systems’ ( of Simon Fraser University, British Columbia, Canada.

We use this information for delegate registration, accommodation booking (if applicable), Visa letter (if applicable), Expenses payments, Conferences/meetings/events planning and conference e-newsletter subscription.

1.2.2 When you fill out ‘Work with Us’ or ‘Contact’ Us forms on our website; the personal information submitted by you is used solely for the purpose for which the form was filled.

1.2.3 Photographing

We might take photographs and/or videos during conference, meeting, event etc. which might be used on our website, printed material, conference records etc. If any image or video is circulated for marketing purposes, you have the right to request that photo/video to be removed by sending us an email to

1.3 Sharing your information with third parties

1.3.1 When you register for conferences or meetings or events your information which you submit is stored on the open source web-based conference management system ‘Open Conference Systems’ ( Simon Fraser University, British Columbia, Canada.

1.3.2 If you agree, we share your personal data with any Third party and we pass your personal information only and exclusively to companies which are working with us to arrange and deliver services which you require like event registration, membership, venue logistics, bookings, catering, airlines, hotels, website editors, printers etc.

By not agreeing to allow us to share data with appropriate third-party suppliers, it will be impossible for us to deal with your individual registration and associated bookings and/or services to this event.

1.3.3 We do not disclose or share your personal information for marketing purposes to any company outside the ones which are working with us for planning the event.

1.4 Transfer outside the European Economic Area (EEA)

We do not transfer personal information to any third party within or outside the European Economic Area (EEA).

1.5 How long do we keep your information

We retain information for the period of event registration or membership which you have chosen until immediately after the event has been finalized or is necessary for financial requirement or our legal purposes or our legitimate interests.

You have the right to withdraw consent at anytime to erase, restrict use of or modify your individual data from our records by sending us email request to

To receive information that we hold about you, an email request should be sent to

1.6 Your rights in respect of your personal information

Data protection legislation gives you a number of rights to protect you against an organisation mishandling your personal information.

1.6.1 Under the Data protection Act you have the following rights

a) to obtain access to, and copies of, the personal information that we hold about you;
b) to require that we cease processing your personal information if the processing is causing you damage or distress; and
c) to require us not to send you marketing communications.

1.6.2 With effect from 25 May 2018 after GDPR, you have the following additional rights

a) To request that we erase your personal data;
b) To request that we restrict our data processing activities in relation to your personal data; c) To receive from us the personal data we hold about you, which you have provided to us, in a reasonable format specified by you, including for the purpose of transmitting that personal data to another data controller; and
d) To require us to correct the personal data we hold about you if it is incorrect.

Please note that the above rights are not absolute, and requests may be refused where exceptions apply.

1.7 Contact us

If you have any comments, questions or concerns about anything you have read on this page or you are concerned how your personal information has been handled by World Conference, a division of UK EPC Ltd (formerly UK Education Consultancy Services Ltd) you can contact us at

1.8 Referral to the UK Information Commissioner

If you are an EU Citizen and are not satisfied with how we are processing your personal data, you can refer us to the Information Commissioner. You can find out more about your rights under data protection legislation from the Information Commissioner's Office website available at:

1.9 Changes in our Privacy Policy

If we make changes to this policy we will detail them on this page. If it is appropriate we may provide you with details by email; we suggest that you regularly visit this page to see any changes or updates to this policy.

2. Open Access Policy

World Conference is committed to real and immediate open access. All conference proceedings published in our conferences are free to access immediately and permanently from the end of conference. We don’t charge any fees to view this material on Open Conference Systems at any time for their own scholarly use.

World Conference operates under the Creative Commons Licence CC-BY. This allows all users a free, irrevocable, worldwide, right of access to, and a license to copy, use, distribute, transmit and display the work publicly and to make and distribute derivative works, in any digital medium for any responsible purpose, free of charge and subject to proper attribution of authorship. All conference participants accept these as the terms of publication. The copyright of the content of all articles remains with the designated author.

All conference proceedings in an appropriate standard electronic format is available at our open source web-based conference management system ‘Open Conference Systems’ ( ) of Simon Fraser University, British Columbia, Canada. This is to enable open access, unrestricted distribution and inter-operability. Open Conference operates under the Creative Commons CC-BY.

3. Code of Practice

3.1 We have a general duty of fair dealing towards our participants and attendees, fellow members and the public
3.2 We have a duty to act prudently in all financial and legal matters and to protect our attendees and participants funds by acting in a professional manner at all times. Unless otherwise agreed between the parties, attendees and participants' funds would be separately identifiable at all times in the running of an event and agreed event budgets should be adhered to
3.3 While representing our capabilities and services to any potential attendees and participants, either on their own initiative or at the behest of the client, we do not seek to persuade the attendees and participants to break an existing contract with any other provider already serving that client
3.4 We do not engage in any practice nor be seen to conduct ourselves in any manner detrimental to the reputation & interests of PCOs.
3.5 Our business dealings with other entities are not prejudicial to the interests of the attendees and participants.

4. Code of Conduct

4.1 World Conference is aimed towards networking and collaboration between the academic community. We value the participation of every attendee and want all attendees regardless of gender, sexual orientation, disability, physical appearance, race or religion to have a pleasant and fulfilling experience. All attendees are expected to show respect and courtesy to other attendees throughout the conference duration and at all conference events.

We do not tolerate harassment in any form. All participants – organisers, exhibitors and delegates/attendees, speakers and volunteers are required to conform to the following code of conduct in order to ensure a safe and inclusive environment for everyone. This code of conduct is enforced throughout the conference duration. The points are listed in no specific order.

4.1.1 Respect other people’s privacy and property.

4.1.2 Respect conference venue rules and regulations.

4.1.3 All communication should be appropriate for a professional audience.

4.1.4 Be kind to others and look out for each other.

4.1.5 We do not tolerate unacceptable behaviour towards delegates, exhibitors, staff or volunteers in any form.

Unacceptable behaviour includes, but is not limited to, intimidating, harassing, abusive, aggressive, discriminatory, sexist, racist, derogatory or demeaning conduct by any participant at our events in person or in online communication.

Harassment includes offensive comments or statements related to gender, age, sexual orientation, race, religion or disability; the display or dissemination of sexual images; intimidation; stalking or following; harassing; photography or recording; inappropriate physical contact..

4.1.6 Sexual language and imagery is not appropriate at any part of the conference, including talks, exhibition stands, parties, and any online media.

4.1.7 Filming or photographing delegates without their explicit approval is strictly prohibited

5. Complaints Policy

5.1 Complaints or Reporting an incident

We investigate all incidents reported at an event with discretion and confidentiality. We reserve the right to bar any person who violates our Code of Conduct from attending a Conference in its entirety or in part, and future World Conference events and without any refund at our sole discretion.

If you would like to report an incident at our conference:

5.1.1 Inform a member World Conference staff wearing a conference badge with the word “Organiser” on it. All of our staff are informed of the code of conduct policy and guide for handling harassment at the conference.

5.1.2 Provide details of the incident (preferably in writing) to our staff member. All reports are confidential. Please do not disclose public information about the incident until the staff have had sufficient time in which to address the situation. This is for your and other attendees safety and protection.

When reporting the incident to World Conference staff, please gather as much information as available but do not interview people about the incident. Our staff will assist you in writing the report/collecting information. The important information consists of:

(i)Identifying information (full name/badge number) of the participant(s) involved
(ii) The behaviour that was in violation of the Code of Conduct
(iii) The approximate time of the behaviour (if different than the time the report was made)
(iv) The circumstances surrounding the incident
(v) Other people involved in the incident
(vi) If you would like to report an event after the conference please email to to report the incident in confidence. Include as much detail as possible about the incident. We will carry out a thorough investigation and keep you informed throughout.

6. Health Safety Policy

6.1 We acknowledge our duty of care to ensure a safe place to work and visit for our staff, attendees, exhibitors and vlounteers. We aim to achieve this through compliance with the safety laws in every country in which we operate. We will, where reasonably practicable, follow UK standards, guidance and codes of good practice to ensure standards of health and safety.

Health and safety is everyone’s responsibility as well as being a particular responsibility for all levels of management. Everyone associated with World Conference is expected to be aware of their role in workplace safety inlcuding all staff, volunteers etc.

We aim to ensure that all staff and those who work with the World Conference cultivate an attitude of good practice and co-operation in order to achieve high standards of health and safety.

6.2 We are committed to

6.2.1 achieving and maintaining good practice standards in its health and safety performance
6.2.2 providing dedicated safety, health and fire advice across its global operations
6.2.3 monitoring and reviewing systems and procedures to ensure their suitability and effectiveness
6.2.4 ensuring all staff play their role in meeting World Conference’s health and safety standards
6.2.5 enabling staff to comply with the World Conference’s health and safety standards
6.2.6 providing suitable and sufficient information, instruction, training and facilities to ensure all staff are and equipped to carry out their health and safety responsibilities
6.2.7 ensuring that those contracted to the World Conference are aware of, and satisfactorily discharge, their health and safety roles and responsibilities.

We will provide adequate and appropriate resources to implement this policy and will ensure it is communicated and understood.

7. Cancellation and Refund Policy

Our cancellation and Refund Policy applies to each delegate booking. The request for cancellation must be sent by email to . Please make sure you state the name of the conference in the subject line of your email.

7.1 Cancellation will be allowed in the following scenarios when a registrant is unable to attend an event for any reason and

7.1.1 The registrant has obtained previous agreement from conference organisers
7.1.2 The registrant substitutes her/himself) with another person from the same institute/organization. This substitution would be done free of cost.
7.1.3 The registrant has transferred to pay for the next scheduled course or conference organized by World Conference.
7.1.4 When a registrant is unable to attend and it is not possible to transfer his/her place to another person or to another event, then following refund arrangements will apply

(i) 80 percent of registration fee will be refunded if cancellation occurs in written form more than 60 days before the event
(ii) 50 percent of registration fee will be refunded if cancellation occurs in written form less than 60 but more than 30 days before the event
(iii) No refund will be made for registrations cancelled 30 days before the event, in any form or if cancelled without written intimation or failure in attendance.

Note: Only registration fee will be refunded as stated above. No other prebooked travel, accommodation or other costs beared by the delegate will be refunded.

7.2 In case of failed visa applications, the registrant will not be eligible for refund. The visa application is the sole responsibility of the participants.

7.3 All refunds will be made only via bank transfers to the payee account. For payments received from outside the UK, any additional bank charges will be the registrant’s responsibility.

Page last updated May 23, 2019


© 2019 , UK EPC Ltd * - All rights reserved.
Company Number 10459935. Registered in England.

(* formerly UK Education Consultancy Services Ltd)