Privacy Policy

Overview

The IGEN Event Management System ("IGEN Events", "we", "our" or "the Service") is an event-management platform associated with The Institution of Green Engineers (IGEN).

This policy applies when you visit events.theigen.org, create or access an account, register for an event, watch an eligible live stream, receive notifications, or connect supported third-party services such as Google.

Information we may collect

Account information

When you sign in using Google, we may receive basic account information that Google makes available after you grant permission, such as:

• Your name.
• Your email address.
• Your Google account identifier.
• Your profile photograph, when available.

Event information

When you use the event portal, we may process information such as event registrations, attendance status, registration time, cancellation status, event participation and related activity.

Live-event activity

For live events, the Service may record technical information required to calculate eligible viewing or participation time, including session start and end information.

Technical and security information

We may process IP address, browser information, device information, security events, timestamps, server logs and similar information required to maintain and protect the Service.

Google Sign-In and Google Calendar data

Google Sign-In is used to authenticate users. Optional Google Calendar functionality may request additional Google authorization only when a user chooses to connect or enable the calendar feature.

How Calendar access is used

When Google Calendar access is enabled, the Service may use the granted authorization to create, update or remove calendar entries relating to IGEN events that you register for.

This may include event title, description, start and end time, location, online-event information and an IGEN event link.

Google authorization tokens

Where necessary to provide continued calendar synchronization, authorization or refresh tokens may be securely stored on our servers. Tokens are used only to perform actions that you have authorized.

Our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy , including the Limited Use requirements.

Disconnecting Google Calendar

You may disconnect calendar synchronization through the Service where that option is available. You may also revoke IGEN's Google access from your Google Account permissions.

How we use information

Information may be used to:

• Authenticate and maintain your user account.
• Display and manage event registrations.
• Provide event reminders and notifications.
• Synchronize registered IGEN events with Google Calendar when authorized.
• Calculate eligible live-event participation or watch time.
• Provide support and respond to inquiries.
• Prevent abuse, unauthorized access, fraud and security incidents.
• Maintain, troubleshoot and improve the performance of the Service.
• Comply with applicable legal obligations.

How information may be shared

We do not sell personal information.

Information may be shared only when reasonably necessary with:

• Technology and hosting providers that help operate the Service.
• Google when you intentionally use Google Sign-In, Google Calendar or another Google-powered feature.
• Authorized IGEN administrators who require access to manage accounts, registrations, events or support requests.
• Authorities when disclosure is required by applicable law, court order or valid legal process.

Data retention

We retain information only for as long as it is reasonably required to provide the Service, maintain event and participation records, resolve disputes, protect the platform, and satisfy applicable legal or administrative requirements.

Google authorization tokens are retained only while needed to provide the connected feature or until access is disconnected, revoked, deleted, or otherwise becomes invalid.

Security

We use reasonable administrative, technical and organizational safeguards intended to protect information against unauthorized access, disclosure, alteration and loss.

These measures may include access controls, secure authentication, encrypted HTTPS connections, database controls, server monitoring and restricted administrator access.

Your choices and controls

Subject to applicable law and operational requirements, you may request access, correction or deletion of personal information associated with your account.

You may also:

• Cancel eligible event registrations.
• Disconnect optional Google Calendar synchronization.
• Revoke Google permissions from your Google Account.
• Request account or personal-data deletion by contacting IGEN.

Revoking Google authorization will prevent future synchronization that depends on that authorization. Calendar items that were already created may remain in your calendar unless removed manually or by the Service before authorization is revoked.

Cookies and sessions

The Service may use cookies or similar technologies that are necessary for login, session management, security, preferences and essential website functionality.

Authentication-related cookies should not be used for unrelated advertising purposes.

Children and student users

Some IGEN activities may involve students. Where a participant is below the age at which they may independently consent to processing under applicable law, the responsible parent, guardian, school or institution should ensure that any legally required consent or authorization has been obtained.

Changes to this Privacy Policy

We may update this Privacy Policy when our services, technology, legal obligations or data practices change.

The current version will be published on this page together with its last-updated date.

Contact us

Questions about this Privacy Policy, personal-data requests or Google-data access may be sent to The Institution of Green Engineers.