Privacy Policy

1. Introduction

TIF Education (tifeducation.org) is an events management platform owned and operated by Hotel Express Cyprus
Thalassaemia International Federation (TIF) is a client organisation hosted on the Hotel Express events platform
This Privacy Policy explains how Hotel Express Cyprus and TIF collect, use, store, and protect personal information when you access the website, create an account, register for events, attend online or in-person events, submit materials, apply for sponsorship, or otherwise interact with the platform
By accessing or using TIF Education, you acknowledge that you have read and understood this Privacy Policy

2. Who We Are

Platform Owner & Operator: Hotel Express Cyprus
Client Organisation: Thalassaemia International Federation (TIF), Ifigenias 31, Strovolos 2083, Cyprus
Email: admin@tifeducation.org
Website: tifeducation.org

Hotel Express Cyprus owns, develops, and operates the events platform. TIF is responsible for the content, events, and communications published under their brand on the platform. Hotel Express Cyprus provides the same platform infrastructure to all its client organisations — TIF is the first.

3. Scope of This Policy

This Privacy Policy applies to:

Website visitors
Registered users and account holders
Event attendees — online, virtual, physical, and hybrid
Group registration coordinators
Healthcare professionals, researchers, speakers, moderators, faculty members, and abstract authors
Sponsorship applicants, sponsors, and exhibitors
Webinar and educational programme participants
Users accessing certificates, materials, or event-related information
Individuals who contact us or submit forms through the platform

4. Information We Collect

4.1 Information You Provide Directly:

First name and last name
Email address
Phone number or other contact details
Country, city, or address
Organisation or institution name
Professional title, role, or affiliation
Account credentials and preferences
Registration details, package selections, and attendance information
Group registration details for other participants where authorised
Sponsorship or scholarship application details
Travel, accommodation, or visa support details where applicable
Abstracts, posters, papers, biographies, and presentation materials
Speaker and faculty information including photos and academic credentials
Messages, enquiries, or requests submitted through forms or email

4.2 Information Collected Automatically:

IP address
Browser type and version
Device and operating system information
Login records and session data
Security logs and website activity

This information is used to operate, secure, and improve the platform.

4.3 Event-Specific Information:

Some events may require additional information due to accreditation, accommodation, public health, or local regulatory requirements
Hotel Express Cyprus and TIF will only request information reasonably necessary for the relevant event

4.4 Special Category or Sensitive Data:

Hotel Express Cyprus and TIF do not seek to collect sensitive personal data unless strictly necessary for a specific event, accessibility arrangement, or legal requirement
Where such data is collected, it is processed only with a valid legal basis and where required with explicit consent

5. How We Use Your Information

To create and manage your account on the platform
To process event registrations, confirmations, and participation
To manage group bookings and participant administration
To deliver conferences, workshops, webinars, and educational programmes
To review abstracts, submissions, speaker applications, and sponsorship materials
To coordinate travel, accommodation, and event logistics where applicable
To issue attendance certificates and maintain participation records
To send event-related communications, updates, and support messages
To improve platform functionality, security, and user experience
To prevent fraud, misuse, or unauthorised access
To comply with legal, regulatory, financial, and administrative obligations
To support TIF's educational and organisational mission

6. Legal Bases for Processing

Hotel Express Cyprus and TIF process your personal data on the following legal bases:

Consent — where you have given clear and specific consent for a particular purpose
Contract performance — to fulfil your event registration or account services
Legal obligation — where processing is required by applicable law or regulation
Legitimate interests — where processing is necessary for platform operation, security, or improvement and does not override your rights
Vital interests — where applicable in exceptional circumstances

Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.

7. Zoom Integration & Data

The platform integrates with Zoom to deliver virtual and hybrid events
Each event organiser connects their own Zoom account to the platform via OAuth 2.0 — Hotel Express Cyprus does not manage Zoom licenses on behalf of any client
When you register for a virtual event, your registration details are pushed to the organiser's Zoom Webinar and a unique personal join link is generated and sent to you by email
Virtual participation may generate attendance records, session data, and engagement information used to administer events and issue certificates
Zoom processes your data in accordance with Zoom's own Privacy Policy available at zoom.us/privacy
Hotel Express Cyprus is not responsible for Zoom's data handling practices

8. Payments

Where events require payment, processing is handled through Stripe
Hotel Express Cyprus does not store full payment card information on its own systems
Payment transactions are processed directly through Stripe in accordance with Stripe's own privacy and security practices available at stripe.com/privacy

9. Event Registrations & Group Registrations

The information required for registration may vary by event, participant category, and selected package
Where one person registers another individual or multiple individuals, the person submitting the information is responsible for ensuring they are authorised to provide that data and that participants have been informed about this Privacy Policy

10. Scientific & Speaker Submissions

Abstracts, posters, papers, and presentations submitted through the platform may be published in event programmes, abstract books, proceedings, or educational resources if accepted
Speaker, moderator, and faculty information may be used in event websites, programmes, and promotional materials where relevant to the activity

11. Recordings, Photography & Media

TIF events may be photographed, recorded, livestreamed, or archived where relevant to the event format
Participation may involve collection of images, voice recordings, and contributions made during sessions
These materials may be used for educational, scientific, archival, or communication purposes
Where required by law, additional notice or consent will be provided

12. Sharing of Information

Hotel Express Cyprus and TIF do not sell your personal data. Information may be shared only where necessary with:

Hosting, infrastructure, and technical service providers
Payment processors (Stripe)
Virtual event providers (Zoom)
Accommodation, travel, and logistics providers where needed for event delivery
Legal, regulatory, or governmental authorities where required by law

Personal information is not shared with sponsors, exhibitors, or commercial partners by default. Sharing with sponsors only occurs where you have expressly consented or specifically requested that interaction.

13. International Data Transfers

TIF Education serves participants globally and personal information may be processed in countries outside your country of residence
Where required by applicable law, Hotel Express Cyprus will implement appropriate safeguards for international data transfers including Standard Contractual Clauses (SCCs) where applicable
Cyprus is a member of the European Union and processes data in accordance with GDPR

14. Data Retention

Hotel Express Cyprus retains personal information only for as long as necessary for the purposes for which it was collected
Retention periods vary based on event type, legal obligations, certificate records, and administrative needs
When personal information is no longer required it is deleted, anonymised, or securely archived as appropriate

15. Your Rights

Depending on your location and applicable law, you have the right to:

Access your personal information held by us
Correct inaccurate or incomplete information
Request deletion of your personal information
Restrict or object to certain types of processing
Withdraw consent where processing is based on consent
Request portability of your data where applicable
Lodge a complaint with a competent data protection authority

To exercise any of these rights, contact us at admin@tifeducation.org. We may request identity verification before responding.

16. Security

Hotel Express Cyprus implements the following security measures to protect your personal data:

Secure hosting infrastructure
Encrypted communications (HTTPS)
Access controls and role-based permissions
User authentication including OTP verification
Security monitoring and audit logging
Encrypted storage of OAuth tokens for Zoom integration

No system can guarantee absolute security, but Hotel Express Cyprus works continuously to reduce risk and maintain appropriate safeguards.

17. Children's Privacy

TIF Education is intended for adults and professional participants
Hotel Express Cyprus and TIF do not knowingly collect personal information from anyone under the age of 18 unless a specific programme or legal basis permits this and appropriate safeguards are in place

18. Cookies & Similar Technologies

TIF Education uses cookies and similar technologies to operate the website, support functionality, maintain security, and understand usage
Where required by law, Hotel Express Cyprus will provide notice and obtain consent for non-essential cookies
For full details please refer to our GDPR Consent page at tifeducation.org/page/gdpr

19. Third-Party Services & Links

The platform relies on the following third-party providers:

Hostinger — hosting and email infrastructure
Stripe — payment processing
Zoom — virtual event and webinar delivery

Each provider processes data in accordance with their own privacy practices. The website may also contain links to third-party sites — Hotel Express Cyprus is not responsible for their privacy practices.

20. Changes to This Policy

Hotel Express Cyprus may update this Privacy Policy from time to time to reflect changes in legal requirements, technology, or platform operations
Updated versions will be published on tifeducation.org with a revised effective date
Continued use of the platform after updates constitutes acceptance of the revised Policy

21. Contact Us

For questions, concerns, or data requests relating to this Privacy Policy:

📧 Email: admin@tifeducation.org
🏢 Platform Owner & Operator: Hotel Express Cyprus
🌐 Website: tifeducation.org
🕐 Support Hours: Monday – Friday, 9:00 AM – 5:00 PM (Cyprus Time / EET)