Event Privacy Policy

Effective Date: October 29, 2026

1. Introduction

Environmental Science Discipline Alumni Association (ESDAA), Khulna University, is committed to protecting the privacy and personal information of individuals who register for or participate in events organized by ESDAA.

This Event Privacy Policy explains how we collect, use, store, and protect personal information through our event registration and ticketing platform at https://events.esdaaku.org/.

2. Information We Collect

When registering for an ESDAA event, we may collect:

• Full name and contact information, including email address and phone number.
• Alumni information, such as academic batch, session, or graduation year.
• Registration and ticket details.
• Payment information, including transaction references and payment status.
• Information about accompanying guests or other registered attendees.
• Additional information required for specific events, such as T-shirt size, meal preferences, or special accommodation requests.
• Technical information, such as IP address, browser type, and device information.

The information collected may vary depending on the event.

3. How We Use Your Information

We use collected information to:

• Process event registrations and issue tickets.
• Verify payments and maintain registration records.
• Communicate event schedules, updates, and important announcements.
• Manage attendee lists, check-in procedures, and event logistics.
• Provide assistance and respond to inquiries.
• Maintain financial and administrative records.
• Improve the organization and management of future ESDAA events.
• Fulfill applicable legal and regulatory obligations.

4. Payment Information

Event registration payments may be processed through authorized third-party payment service providers.

ESDAA may receive transaction identifiers, payment status, amounts, and related payment confirmation details.

We do not intentionally collect or store complete payment card numbers, card security codes, or payment account passwords through our event registration platform.

Payment service providers process payment information according to their respective privacy and security policies.

5. Information Sharing

ESDAA does not sell personal information.

We may share necessary information with:

• Authorized ESDAA committee members and event management personnel.
• Payment gateway providers for transaction processing.
• Technical service providers responsible for operating the event platform.
• Relevant authorities when required by applicable law.

Information shared with service providers will be limited to what is reasonably necessary for the relevant purpose.

6. Event Photography and Media

ESDAA events may be photographed, recorded, or documented for organizational, archival, and promotional purposes.

Photographs and recordings may appear on ESDAA’s official website, publications, or communication channels.

Participants may contact ESDAA regarding privacy concerns involving identifiable photographs or recordings. ESDAA will review such requests where reasonably practicable.

7. Data Security

We implement reasonable administrative and technical safeguards to protect personal information against unauthorized access, alteration, disclosure, or loss.

However, no internet-based system can guarantee absolute security.

8. Data Retention

We retain registration, attendance, and payment-related information for as long as reasonably necessary for event administration, financial accountability, organizational records, dispute resolution, and applicable legal obligations.

Information that is no longer required may be deleted or anonymized where appropriate.

9. Your Privacy Rights

Subject to applicable law and legitimate organizational requirements, you may request to:

• Access personal information held about you.
• Correct inaccurate registration information.
• Request deletion of information that is no longer required.
• Raise concerns about how your information is processed.

Requests can be submitted to [email protected].

10. Cookies and Technical Data

Our event website may use essential cookies and similar technologies to maintain website functionality, registration sessions, security, and payment processing.

Additional technologies, if introduced, will be handled in accordance with applicable privacy requirements.

11. Changes to This Policy

ESDAA may update this Event Privacy Policy when necessary. Changes will be published on the event website with an updated effective date.

12. Contact Information

Environmental Science Discipline Alumni Association (ESDAA)

Environmental Science Discipline, Khulna University
Sher-e-Bangla Road, Khulna 9208, Bangladesh

Website: https://esdaaku.org
Event Portal: https://events.esdaaku.org
Email: [email protected]