Privacy notice

Your information

When you contact us, register for an event, create an account, or complete a conference survey, we may receive the information you provide, such as your name, email address, organisation, ticket or attendance details, and the content of your message or feedback.

Volunteer and partnership registrations include your contact details and proposed contribution. Volunteer applications collect your profession, qualification, written skills and previous experience. You may also share your field of study, workplace, preferred timing and public work links. Partnership enquiries collect the organisation or sponsor name, your role and a written proposal. You can indicate financial support and optionally share an amount or budget. If an urgent reply is requested, we collect the reply deadline and any reason provided. These details help OPS assess applications, match volunteers to suitable opportunities and review partnership requests. They are kept in private organiser records and are not published as a public directory.

Suggestions can be submitted without a name or email address. If you choose to provide these details, we use them to follow up on your suggestion. Website contact enquiries include your name, email and message so the society can reply. These submissions are kept in a private administrator inbox and are not published on the website.

We also receive the technical information normally sent when a website is used, such as browser and device information, IP address, and pages requested. Payment-card details are handled by the payment provider and are not collected through this public contact or survey page.

Written experiences shared through Share Your Experience are reviewed privately by the event team and are not automatically published or displayed. You can submit without a name or contact details. The form does not collect names; a phone number is saved only if you explicitly request follow-up and provide it. Your consent to private review is recorded separately from optional contact permission. This does not grant permission to publish your story or photograph you. Avoid including identifying information in the story itself.

CME activity requests include your name, email, mobile number, professional background, institution, proposed activity and preferred timing. For GFP doctors, GPs and residents, they also include the supervisor’s name, grade and hospital. These details and your consent are stored privately for OPS to review the activity and follow up with you. They are accessible to authorised website administrators and are not published on the website. Please obtain permission before providing a supervisor’s details.

How we use it

We use this information to:

• administer registrations, attendance, certificates, and event communications;
• respond to enquiries and provide requested support;
• match volunteers with suitable tasks, projects, campaigns or events and follow up on partnership enquiries, with the contact permission given on the registration form;
• manage the website, prevent misuse, and keep appropriate operational records; and
• meet legal, accounting, or regulatory obligations where applicable.

Sharing and retention

We share information only with people and service providers who need it to run the event or website, or where disclosure is required by law. We do not sell personal information.

Information is retained only for as long as reasonably necessary for the purpose it was collected for, including event administration, certificate verification, support, and applicable record-keeping obligations.

Your choices

You may contact us to ask about the information we hold about you, request a correction, or ask for deletion where applicable. Some information may need to be retained where it is required for event administration or by law.

For privacy questions or requests, email conference@omanpsychiatricsociety.com.