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Academia Events

Privacy Policy

Version 2026-10-20. Last updated: October 20, 2026.

1. Who we are

1.1 This Privacy Policy explains how Pembroke Collins LLC ("Pembroke Collins", "we", "us" or "our"), with its principal place of business at 1191 E Newport Center Dr #103, Deerfield Beach, Florida 33442, United States, handles personal data on Academia Events (the "Platform"). Capitalized terms not defined here have the meaning given in the Terms of Use.

2. Applicable laws

2.1 This Privacy Policy follows Brazil's General Data Protection Law (LGPD) and, for people in the European Economic Area, the United Kingdom, or Switzerland, the European Union's General Data Protection Regulation (GDPR), the UK GDPR, and the Swiss Federal Act on Data Protection, where they apply.

2.2 If any rule of this Policy is less protective than the law that applies to you, that law prevails.

3. Our role and the role of Organizers

3.1 For account data and for the operation of the Platform, Pembroke Collins is the controller.

3.2 For Event data (registrations, submissions, reviews, attendance, participant lists, and Event communications), the Organizer of each Event is the controller, and Pembroke Collins processes those data on the Organizer's behalf.

4. The data we process

  1. Account data: full name, citation name, email, country, and language.
  2. Password: stored only as a cryptographic hash, never as readable text.
  3. Authorship data: affiliation, academic degree, and ORCID, when you make or co-author a submission.
  4. Taxpayer number (such as the Brazilian CPF): only when a Payment Partner requires it to issue a charge.
  5. Content: submitted files, including an anonymized version for review, posters, and links to videos.
  6. Review data: reviews and opinions, with the reviewer's identity kept confidential in blind review.
  7. Attendance: absences recorded by the Organizer in live sessions.
  8. Payment data: the status and amount of each charge. Card and payment method data stay with the Payment Partners.
  9. Organizer payment account data: for an Organizer who receives payments on its own account with the American Payment Partner, the name, email, and country of the account, which we send to that company to open it. Identity documents and bank details are given directly to that company and handled under its own terms and privacy policy, not by us.
  10. Feedback: the messages you send through the Feedback button, with the page you sent them from.
  11. Access data, for security: the browser and a device identifier of each sign-in. The identifier is a random code kept in a cookie on your device, and we store only a hash of it. It lets us recognize a sign-in from a new device and warn the people who manage an organization's money.
  12. Cookies: only four, all essential to the service: session (sign-in, 30 days), language (1 year), Virtual Campus pass (60 days), and device identifier (security, 400 days). Pembroke Collins itself uses no analytics, advertising, or tracking cookies or pixels. The pixels that an Organizer may enable on the pages of its Event, and their cookies, are described in "Pixels of Organizers" and load only with your consent.
  13. Origin of a registration or a submission: the campaign parameters of the link through which you arrived at the Event (utm_source, utm_medium, utm_campaign, utm_content, and utm_term), when the link has them.

5. Why we process data, and on what legal basis

5.1 We process personal data for the following purposes, each with its legal basis:

  1. To provide the Platform and perform our agreement with you (accounts, submissions, reviews, payments, certificates, and proceedings): performance of a contract (GDPR, Article 6(1)(b); LGPD, Article 7, V).
  2. To comply with legal obligations and respond to authorities: legal obligation (GDPR, Article 6(1)(c); LGPD, Article 7, II).
  3. For security, fraud prevention, and improving the Platform: our legitimate interests (GDPR, Article 6(1)(f); LGPD, Article 7, IX). You may object, as described in "Your rights".
  4. For communications about events, products, and services related to your use of the Platform: our legitimate interests. You may opt out at any time, without giving a reason, through the link in each message; where the law requires prior consent, we send them only with it.
  5. To send updates to people who ask to receive them: consent (GDPR, Article 6(1)(a); LGPD, Article 7, I), which you may withdraw at any time, without affecting what was done before.
  6. To record the origin of registrations and submissions (the campaign parameters of the link), so that the Organizer can measure where they came from: the legitimate interests of the Organizer (GDPR, Article 6(1)(f); LGPD, Article 7, IX).
  7. To analyze the reports of Events and Content sent to us and to respond to them, including the personal data that a report contains about the person reporting or about others: our legitimate interests and, where it applies, legal obligation.

5.2 Some data do not come from you: whoever makes a submission provides the name, email, affiliation, and ORCID of the co-authors, and the Organizer records attendance in sessions and the list of people of the Event.

6. Who receives data

  1. Railway, which hosts the Platform and its database, in the United States.
  2. Brevo, which delivers our emails, in the European Union.
  3. Payment Partners (the payment gateways), in Brazil and, where applicable, in the United States.
  4. When an Organizer receives payments on its own account with the American Payment Partner, that partner processes, as an independent controller and under its own terms and privacy policy, the data it collects to open the account and to process the payments.
  5. Google, which provides the artificial intelligence used in review, in the United States, only when an Event enables it, and which receives only the anonymized version of submissions.
  6. Zenodo, the open repository operated by CERN, in Switzerland, which receives the published data of the publications and proceedings whose DOI is purchased (title, authorship with affiliation and ORCID, abstract, keywords, and the published file; for proceedings, the proceedings file, with the scientific committee and the authorship and abstract of each publication in them) and makes them available to the public permanently.
  7. The journals of Pembroke Collins (published with Open Journal Systems), which receive a submission only when every one of its authors agrees to send it to the journal: the file of the submission, its title, abstract, and keywords, the name, email, affiliation, and ORCID of each author, and the reviews of the Event, without the reviewers' names.
  8. YouTube and Vimeo, which play videos when you choose to play them. The cover images of YouTube videos load from Google servers.
  9. Meta Platforms and Google, which receive the data described in "Pixels of Organizers", only on the pages of Events whose Organizer enabled the pixel or the tag, and only with your consent.
  10. The Organizers of the Events you take part in, who see the Event data.
  11. The public, which sees the published proceedings (title, authorship, abstract, and full text) and the verification of certificates (name, Event, and hours).
  12. Authorities, when required by law.

7. Pixels of Organizers

7.1 An Organizer may enable, on the pages of its Event, the Meta pixel (Facebook and Instagram) and the Google tag (Analytics and Ads), to measure and improve the ads of the Event. When it does, those pages show a notice, and the pixel and the tag load only if you accept.

7.2 If you accept, your browser loads the code of Meta and Google on the pages of that Event and, where applicable, on the payment and submission screens of that Event. That code stores the cookies of those companies on your device and sends them the page you visit and the action you take (the visit, the start and the completion of a registration, the confirmed payment, with its amount and currency, and the submission of a work). We do not send them your name, email, phone number, or taxpayer number.

7.3 For that use, the Organizer of the Event is the controller, on the basis of your consent, and Meta and Google process the data under their own terms and privacy policies, in the United States. You may withdraw your consent at any time through "Ads: review my choice" at the bottom of the pages of the Event. Your choice is kept in the storage of your browser, for each Event, and not in a cookie.

8. International transfers

8.1 Your data are stored and processed in the United States, where the Platform is hosted. Emails are processed in the European Union, and the published data of publications and proceedings with a DOI are also stored in Switzerland, which has an adequacy decision of the European Commission.

8.2 Pembroke Collins is located in the United States and collects account data directly from you. For Event data that an Organizer in the European Economic Area, the United Kingdom, or Switzerland entrusts to us, the transfer relies on the Standard Contractual Clauses approved by the European Commission, with the United Kingdom Addendum and the Swiss adjustments, incorporated into the Organizer Terms.

8.3 You may ask for information about these safeguards through our data protection contact.

9. How long we keep data

9.1 We keep account data while your account exists and, after that, for as long as needed to comply with legal obligations and to establish or defend legal claims.

9.2 Published proceedings and the records needed to verify certificates are kept indefinitely, because their purpose depends on their permanence.

10. Your rights

10.1 Under the law that applies to you, including Brazil's General Data Protection Law (LGPD) and, in the European Economic Area, the United Kingdom, and Switzerland, the GDPR, the UK GDPR, and Swiss law, you may:

  1. confirm whether we process your data, and access them;
  2. correct incomplete, inaccurate, or outdated data;
  3. ask for erasure, anonymization, or blocking;
  4. ask for restriction of processing;
  5. receive your data in a structured, commonly used format (portability);
  6. object to processing based on legitimate interests and, at any time and without giving a reason, to marketing communications;
  7. withdraw consent, without affecting what was done before;
  8. know with whom we share your data; and
  9. not be subject to a decision based solely on automated processing that significantly affects you: ask for review by a person, express your point of view, and contest the decision (see "Review by artificial intelligence").

10.2 You may also lodge a complaint with a data protection authority: in Brazil, the ANPD; in the European Economic Area, the authority of the country where you live, where you work, or where the alleged infringement took place; in the United Kingdom, the ICO; in Switzerland, the Federal Data Protection and Information Commissioner (FDPIC).

10.3 For account data, send your request through the Feedback button or to our data protection contact (the "encarregado" under Brazil's LGPD), Felipe Asensi, at info@pembrokecollins.com. For Event data, contact the Organizer at the privacy contact shown on the public pages of the Event (if none is shown, use the Feedback button, and we will forward your request), and we will support the Organizer in answering you. We answer within the periods set by the law that applies to you.

10.4 Some requests may be limited when the data must be kept, such as for issued certificates, publications, and legal obligations.

11. Review by artificial intelligence

11.1 Each Event chooses how submissions are reviewed: by people only, by people assisted by artificial intelligence, or by artificial intelligence only. The choice and the decision belong to the Organizer, who is the controller of those data.

11.2 When artificial intelligence is used, it reads a version of the submission without the authors' identification and completes the Event's review form; any score results from the form's own calculation, and the outcome follows the Event's rules. The artificial intelligence is provided by Google and receives only that version without identification.

11.3 When the outcome of a submission is decided without a person reviewing it, the authors may ask for a review by a person through the submission's page, within the period shown on the Platform (currently 5 days from the decision), and the Event's organization answers in writing within the period shown on the Platform (currently 10 days).

12. Security

12.1 We store passwords only as hashes, encrypt connections to the Platform, and restrict access to data. No system is completely secure, and we cannot guarantee absolute security.

13. Children

13.1 The Platform is not intended for children under 13, or under the minimum age required by the law of your country, if higher, and we do not knowingly collect their data.

14. Changes to this Policy

14.1 We may change this Privacy Policy at any time. Each new version is posted on the Platform with its version number and the date it was last updated.

15. Contact

15.1 Data protection contact for every country (the "encarregado" under Brazil's LGPD): Felipe Asensi, info@pembrokecollins.com.

15.2 For any question or request about personal data, write to the data protection contact or use the Feedback button, available on every page of the Platform.

15.3 Formal notices must be sent by mail to 1191 E Newport Center Dr #103, Deerfield Beach, Florida 33442, United States.