Privacy policy

Who is responsible

GLOGIFT 27 — the 27th Global Conference on Flexible Systems Management — is hosted by the Indian Institute of Management Sambalpur in association with the Global Institute of Flexible Systems Management (GIFT Society). IIM Sambalpur is the data controller for the portal. Contact details are at the end of this page.

What we collect

When you create an account we collect your name and title, email address, institution, department, designation, country, participant category, and optionally your mobile number, gender, ORCID iD and GIFT Society membership number. If you sign in with Google we receive your email address and name from Google, and nothing else; we never receive your Google password.

When you submit a paper we collect the title, abstract, keywords, chosen track and pathway, your intended mode of attendance, uploaded files, and the name, email address and affiliation of every co-author you list. You are responsible for telling your co-authors that you have entered their details.

During review and after we record reviewer assignments, review scores and comments, editorial decisions, similarity and AI-detection percentages where a full paper is submitted, session allocation, and — before a certificate is issued — confirmation of registration payment (amount, currency and payment reference), attendance and presentation.

When you visit the public website we record the page, the time, and an approximate location (country, state and city) derived from your network address by our hosting provider. We do not store your IP address, we do not use advertising or tracking cookies, and we do not attempt to identify you. This exists to tell the organisers which regions the conference is reaching.

Why we use it

• To operate peer review — assigning papers, collecting reviews, recording decisions, and notifying authors.
• To organise the conference — building the programme, allocating sessions and rooms, and issuing certificates.
• To contact you about your own submission, registration and participation.
• To meet the academic integrity obligations of a peer-reviewed conference.
• To understand, in aggregate, how the conference website is being found and read.

Who can see it

• Reviewers see the paper assigned to them. Author identities are visible to the Track Editor and the Editorial Office.
• Track Editors see the submissions in their track and the reviews on them.
• The Convener and Editorial Office see all submissions, decisions and registration records.
• Session chairs receive the running order and author names for the session they chair.
• Where you have consented at submission, accepted full papers may be shared with the editorial boards of the associated journals and book series for their own separate review.

The published conference programme shows paper titles, author names and affiliations, and session details. Joining links for online sessions are sent by email to registered participants and are never published.

We do not sell personal data, and we do not share it for advertising.

Where it is stored

Data is held in a managed PostgreSQL database and file storage operated by Supabase on Amazon Web Services infrastructure in Singapore. The website is served by Vercel. Transactional email is sent through Resend. These providers process data on our behalf under their own security and data-protection terms. This means your data is processed outside India.

How long we keep it

Submissions, reviews, decisions and certificate records are retained as the permanent scholarly record of the conference. Account details are kept while your account exists. Website visit records are kept in aggregate and contain no identifier that links them to you.

Cookies and similar storage

The portal sets a session cookie when you sign in; without it you cannot stay signed in. The public site stores a short random identifier in your browser for the length of the browsing session so that one visitor reading several pages is not counted several times. No advertising or cross-site tracking cookies are used.

Your choices

• You can view and correct most of your details yourself under My Profile in the portal.
• You can ask for a copy of the personal data we hold about you.
• You can ask us to correct anything inaccurate.
• You can ask us to delete your account. Where a paper has already been reviewed, decided or presented, the scholarly record of that decision is retained.
• You can withdraw a submission before a decision is issued.

Write to us at the address below and we will respond within a reasonable period.

Security

Access is controlled by role, so reviewers, editors and the Editorial Office each see only what their role requires. Traffic is encrypted in transit. If you believe you have found a security issue, please see our responsible reporting page.

Changes

If this policy changes materially before the conference we will update this page and change the date at the top.

Contact