Privacy Policy

My E-Poster is an initiative of the IEEE Sensors Council designed to help authors digitally upload, manage, showcase, and present research posters at IEEE Sensors Council conferences and events.

We respect the privacy of our users and are committed to protecting personal information and data accessed through My E-Poster, including information obtained through Google APIs.

This Privacy Policy explains what information My E-Poster collects, how that information is used, how Google user data is handled, and the choices available to users.

1. Information We Collect

When you use My E-Poster, we may collect information that you provide directly to us, including:

• Name
• Email address
• Institutional or organizational affiliation
• Conference or event information
• Research paper or poster information
• Poster title, authors, abstract, and related presentation details
• Uploaded e-posters and associated multimedia content
• Presentation scheduling information
• Information required to manage your My E-Poster account and participation in an event

We may also collect limited technical information required for the operation and security of the platform, such as browser information, IP address, device information, login activity, and application logs.

2. Google Calendar Integration

My E-Poster may provide an optional Google Calendar integration that allows users to connect their Google Account and manage calendar events associated with their My E-Poster presentations, conference sessions, or related activities.

My E-Poster currently uses or may request the following Google OAuth permissions:

• https://www.googleapis.com/auth/calendar.events
• https://www.googleapis.com/auth/calendar

These permissions are requested only when necessary to provide Google Calendar functionality available through My E-Poster.

3. How We Use Google Calendar Data

When a user chooses to connect Google Calendar, My E-Poster may access calendar information necessary to provide the requested calendar functionality.

This may include:

• Creating calendar events for scheduled poster presentations or conference sessions.
• Displaying relevant event information within My E-Poster.
• Updating an event if the associated presentation date, time, location, title, or other scheduling information changes.
• Removing a My E-Poster-related calendar event when requested by the user or when the corresponding scheduled activity is cancelled.
• Reading information necessary to identify and synchronize calendar events created or managed through My E-Poster.
• Identifying the appropriate calendar in which an event should be created when required by the functionality selected by the user.

My E-Poster uses Google Calendar information only for features directly related to the user's use of the My E-Poster platform.

We do not use Google Calendar data to analyze unrelated personal activities, create advertising profiles, serve targeted advertisements, sell user information, determine creditworthiness, or for unrelated commercial purposes.

We do not use Google Calendar data obtained through Google APIs to train general-purpose artificial intelligence or machine-learning models.

4. Limited Use of Google User Data

My E-Poster's use of information received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Google user data accessed through My E-Poster is used only to provide or improve user-facing features that are clearly visible within the My E-Poster service.

We do not sell Google user data.

We do not transfer Google user data to advertising platforms, data brokers, information resellers, or other third parties for advertising or marketing purposes.

Google user data will not be accessed by My E-Poster personnel except where:

• Access is necessary to provide a service specifically requested by the user and the user has provided appropriate consent.
• Access is necessary for security, fraud prevention, troubleshooting, or investigation of abuse.
• The data has been appropriately aggregated or anonymized for legitimate internal operational purposes.
• Access is required to comply with applicable law or legal process.

5. Google OAuth Tokens and Authorization

When you connect your Google Account to My E-Poster, Google provides authorization credentials that allow the platform to perform the calendar actions you have approved.

Where necessary for maintaining your Google Calendar connection, My E-Poster may securely store OAuth authorization tokens.

OAuth credentials are used only to provide the Google Calendar functionality authorized by the user.

My E-Poster does not receive or store your Google Account password.

6. Data Storage and Security

We take reasonable administrative, technical, and organizational measures to protect personal information and Google user data against unauthorized access, alteration, disclosure, destruction, or loss.

Where Google user data or OAuth credentials must be stored, access is restricted to systems and personnel that require it to operate and secure the service.

We use appropriate security measures for information transmitted between users, My E-Poster, and third-party services.

Although we take reasonable steps to safeguard information, no internet-based system can guarantee absolute security.

7. Sharing of Information

My E-Poster does not sell users' personal information or Google user data.

Information may be shared only where necessary:

• With service providers that support the technical operation, hosting, security, or maintenance of My E-Poster.
• With authorized IEEE or conference personnel where required for administration of a user's poster presentation or conference participation.
• At the user's direction or with the user's consent.
• To investigate security incidents, abuse, or violations of these Terms.
• To comply with applicable laws, regulations, court orders, or other lawful requests.

Service providers that process information on our behalf are expected to process that information only as necessary to provide their services and to apply appropriate safeguards.

Google Calendar information is not provided to conference attendees or other users unless that information is already part of the conference or poster schedule intended to be displayed through the platform.

8. Data Retention

We retain personal information only for as long as reasonably necessary to provide My E-Poster services, administer relevant conferences and events, meet operational requirements, resolve disputes, maintain security, and comply with applicable legal obligations.

Google Calendar information obtained through Google APIs is retained only to the extent necessary to provide the Calendar integration.

When Google Calendar information is no longer required for the functionality requested by the user, it will be deleted or appropriately de-identified unless continued retention is required by applicable law.

9. Disconnecting Google Calendar and Revoking Access

Connecting Google Calendar is optional.

Users may revoke My E-Poster's access to their Google Account at any time through their Google Account's third-party application and connection settings.

Where My E-Poster provides a disconnect option within the platform, users may also use that feature to disconnect their Google Calendar account.

After authorization has been revoked, My E-Poster will no longer use the revoked authorization to access the user's Google Calendar.

Revoking access does not necessarily delete calendar events that were previously created in the user's Google Calendar. Users may remove those events directly from Google Calendar.

10. Data Access and Deletion Requests

Users may request access to, correction of, or deletion of personal information associated with their My E-Poster account, subject to applicable legal and operational requirements.

Users who wish to delete their My E-Poster account, disconnect their Google Calendar integration, or request deletion of Google-related information maintained by My E-Poster may contact us using the contact information provided below.

Upon a valid deletion request, information will be deleted or de-identified where appropriate, except for information that must be retained for legitimate security, legal, regulatory, or recordkeeping purposes.

11. E-Poster and Research Content

Research posters, abstracts, images, videos, audio, animations, or other materials uploaded through My E-Poster remain subject to the rights of their respective authors, publishers, copyright holders, conference organizers, and other applicable parties.

Users are responsible for ensuring that they have the necessary rights or permissions to upload and present such materials.

12. Cookies and Technical Information

My E-Poster may use cookies and similar technologies where necessary for authentication, security, session management, preferences, analytics, and operation of the service.

Any analytics information collected is used to understand and improve the operation and performance of My E-Poster and is not combined with Google Calendar user data for advertising purposes.

13. Children's Privacy

My E-Poster is intended primarily for researchers, authors, conference participants, and other members of the scientific and professional community.

The service is not designed or directed specifically toward children under the age of 13.

14. Third-Party Services

My E-Poster may integrate with third-party services, including Google services.

The use of those third-party services may also be governed by the privacy policies and terms established by the relevant third-party provider.

This Privacy Policy governs the processing of information by My E-Poster and does not replace the privacy policies of independent third-party services.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to My E-Poster, applicable requirements, or our data-handling practices.

If a material change affects how Google user data or other personal information is collected or used, we will provide appropriate notice and obtain additional consent where required before using the information for a materially different purpose.

The updated Privacy Policy will be published on the My E-Poster website with a revised effective date.

16. Contact Us

If you have questions about this Privacy Policy, the handling of your information, Google Calendar integration, or a request to access or delete your information, please contact: