1. Introduction

This Data Protection and Privacy Policy applies to the ICON 2026 conference website and registration platform, operated by Indus Hospital & Health Network (IHHN). ICON 2026 is the 8th Biennial Conference of IHHN, themed Resilient Care, Sustainable Future.

IHHN is committed to protecting and respecting your privacy and security. We believe your personal data is an ‘Amanah’ (Trust) and are therefore committed to being open and transparent about how we collect, store, and use your personal information in connection with ICON 2026.

By visiting our website, you agree with and are accepting the terms described in this Privacy Policy. This Privacy Policy relates to data which is obtained by Indus Hospital and Health Network, Pakistan. We take your privacy very seriously and are committed to ensuring that your privacy is protected through compliance.

This Privacy Policy outlines how we collect, manage, use and protect the personal information of conference registrants, speakers, sponsors, and all other users of the ICON 2026 digital platforms.

2. Who We Are

Indus Hospital & Health Network (IHHN) is a registered public company with a licence under Section 42 of the Companies Ordinance, 1984.

Charity Registration No.: PCP-R3/2022/234

National Tax No.: 3162706-4

Registered Office (Karachi): Plot C-76, Sector 31/5, Opposite Darussalam Society, Korangi Crossing, Karachi – 75190, Pakistan

Registered Office (Lahore): Plot No. 779-802, Block-B, Near Mian Chowk, Jubilee Town, Lahore, Pakistan

Conference Website: icon.indushospital.org.pk

Registration Portal: event.tih.org.pk

Conference Email: icon@tih.org.pk

Contact Number: +92 21 35112709-17 Ext. 2500  |  +92 301 8632939

3. How We Obtain Your Personal Information

Personal information is collected from you when you interact with the ICON 2026 platforms. This may occur when you:

• Sign up for workshops, pre-conference sessions, or Meet the Expert breakfasts
• Make a registration payment through our portal
• Subscribe to conference updates or newsletters
• Make an enquiry or contact the ICON team
• Share feedback, complete surveys, or submit a complaint
• Interact with the ICON website, including browsing or downloading materials
• Participate in any other ICON 2026 activity not listed above

Information from Third Parties

We may also receive information about you from third parties — for example, if your institution or employer registers a group of delegates, or if a partner organisation shares your details with your prior consent.

4. What Information We Collect

When you interact with ICON 2026, we may collect the following personal information:

• Full name and title
• Professional designation, specialisation and institutional affiliation
• Postal and billing address
• Email address and telephone number(s)
• Payment card details (processed securely — see Section 8)
• Abstract or paper submissions
• Session and workshop preferences
• Dietary requirements or accessibility needs (where provided)
• Photograph or video footage captured at the event (with consent)
• Any other information you voluntarily provide to us

5. How We Use Your Information

We will primarily use your information for the following purposes:

• Processing your conference registration and issuing confirmation
• Managing your attendance across conference venues in Karachi, Muzaffargarh and Lahore
• Processing registration payments and issuing receipts
• Communicating conference updates, schedule changes and logistical information
• Issuing CME certificates and attendance records following the conference
• Responding to your enquiries, feedback and complaints
• Managing abstract and paper submission and review processes
• Sending post-conference materials, publications and reports
• Administering volunteer and speaker arrangements
• Complying with our legal obligations, policies and procedures
• Administering internal records and improving future ICON conferences

We may aggregate and anonymise personal information so that it can no longer be linked to any particular individual, in order to protect your personal identity. This anonymised data may be used to identify trends in conference attendance, improve future programmes, and inform IHHN’s healthcare education strategy.

6. Who We Share Your Information With

We will not sell your personal details to any third party. We may, however, share your information in the following circumstances:

• With trusted service providers and data processors authorised to act on our behalf (e.g., registration platform providers, email communication services, payment processors, CME certificate issuers)
• With accrediting bodies (such as UHS, DUHS, CPSP or international equivalents) for the purposes of CME credit verification
• With venue partners and logistical service providers to the extent necessary to manage your attendance
• With IHHN’s internal departments for administrative and records purposes
• With legal or regulatory authorities where disclosure is required or permitted by law

All third-party data processors are subject to pre-contract scrutiny and are bound by strict data protection agreements. They may only use your data as instructed by IHHN and may not disclose it to other parties without our consent.

7. How Long We Keep Your Information

We will hold your personal information for as long as is necessary for the relevant purpose. Specifically:

• Registration and attendance records are retained for a minimum of 5 years for CME and institutional compliance purposes
• Payment records are retained in accordance with Pakistani tax and financial regulations
• Abstract and publication-related data is retained in line with research data management standards
• If you request that we stop sending you marketing or communications, we will retain a record of your contact details solely to honour that request

8. How We Protect Your Information

We ensure that appropriate technical and organisational controls are in place to protect your personal information. These include:

• Encrypted online registration and payment forms
• Protected and routinely monitored network infrastructure
• Regular reviews of staff and volunteer access to personal data
• Pre-contract due diligence on all external companies that handle personal data on our behalf (e.g., Eventbrite, payment gateway providers)
• Payment card details are processed securely and passed directly to our payment processing providers who comply with Payment Card Industry (PCI) Security Standards. We do not store credit or debit card details following completion of a transaction

Despite all precautions, no data transmission over the internet can be guaranteed to be 100% secure. While we strive to protect your personal information, you must understand that any information you disclose online is done so at your own risk.

9. Cookies

The ICON 2026 website uses cookies. A cookie is a small text file sent by a web server to your browser and stored on your device. We use cookies for the following purposes:

• Website administration and improving usability
• Recognising returning visitors
• Personalising your experience on the ICON website
• Analysing website usage through Google Analytics to help us improve conference communications and content

You may modify your browser settings to refuse cookies or to notify you when cookies are received. Please note that doing so may affect the functionality of the ICON website. Google’s privacy policy is available at: https://policies.google.com/privacy

10. Photography and Video at ICON 2026

ICON 2026 will be photographed and filmed for documentation, publication and promotional purposes. By attending ICON 2026, you acknowledge that:

• Photographs and video footage may be captured at all conference venues across Karachi, Muzaffargarh and Lahore
• Such images and footage may be used by IHHN in official publications, the ICON website, social media channels and future conference promotional materials
• If you do not wish to be photographed or filmed, please notify the ICON team at registration or inform the photographer directly at the event
• IHHN will make reasonable efforts to accommodate opt-out requests but cannot guarantee the exclusion of incidental appearances in group or venue-wide photography

11. Children’s Data

ICON 2026 is a professional healthcare conference intended for adults. We do not actively collect personal information from individuals under the age of 18. Where any such collection is necessary (for example, in connection with specific educational programmes or youth engagement activities), we will seek appropriate parental or guardian consent and implement suitable safeguards.

12. Keeping Your Information Accurate

Your personal preferences and the accuracy of your data are important to us. If your contact details or professional information change before, during, or after ICON 2026, please notify us at icon@tih.org.pk so we can update our records accordingly.

13. Accessing and Updating Your Personal Information

You have the right to request access to the personal information we hold about you. To do so, please contact us at:

Email: icon@tih.org.pk

Phone: +92 21 35112709-17 Ext. 2500  |  +92 301 8632939

If at any stage you do not wish to receive communications from us, or wish to update or correct your personal details, please write to us at the above email. Any email communication from ICON 2026 will include an option to unsubscribe from future mailings.

14. Changes to This Privacy Policy

We may update the terms of this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We encourage you to revisit this policy each time you interact with ICON 2026 digital platforms. The date of the most recent revision is displayed at the top of this document.

15. Contact Us

For any questions, concerns or requests relating to this Privacy Policy or the handling of your personal data in connection with ICON 2026, please contact:

ICON Conference Team: Indus Hospital & Health Network

Email: icon@tih.org.pk

Phone: +92 21 35112709-17 Ext. 2500  |  +92 301 8632939

Conference Website: icon.indushospital.org.pk

Registration Portal: event.tih.org.pk

Karachi Address: Plot C-76, Sector 31/5, Opposite Darussalam Society, Korangi Crossing, Karachi – 75190

Lahore Address: Plot No. 779-802, Block-B, Near Mian Chowk, Jubilee Town, Lahore

Indus Hospital & Health Network is a not-for-profit company registered under Section 42 of the Companies Ordinance 1984.
Charity Registration No. PCP-R3/2022/234  |  National Tax No. 3162706-4
This Privacy Policy was prepared for ICON 2026 in accordance with IHHN’s Data Protection and Privacy Policy (last updated October 2018, revised March 2026).