embed 2027  ·  Da Nang, Vietnam  ·  13–15 July 2027  ·  Registration now open

Privacy Policy

embed — Emergency Medicine Beyond ED

Effective: 25 August 2026 · Last updated: 25 August 2026

1. Who we are

The embed Conference is organised by Serenmed Pty Ltd, ACN 687 831 376 ("we", "us", "our"), which is also the organiser of the emx and gpx conferences. We respect your privacy. This policy explains what personal information we collect, why we collect it, who we share it with, how we protect it, and what rights you have.

We handle personal information in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth), and we apply them to everything we do in connection with the Conference.

2. What this policy covers

This policy applies to everyone whose personal information we handle in connection with the Conference, including delegates, faculty and presenters, guests and accompanying persons, sponsors and exhibitors, volunteers, suppliers, and visitors to our website and social media channels.

It should be read with the embed Terms and Conditions, in particular clause 4, which covers photography, recording and social media.

3. Information we collect

From everyone who registers

  • Contact details — name, title, email address, telephone number, postal address, country of residence
  • Professional details — profession, role, specialty, employer or organisation, qualifications, professional registration or licence number, CPD registration number
  • Payment details — processed by our third-party payment providers; we do not store full card numbers
  • Registration preferences — sessions, workshops, social and add-on events, group or departmental registration details
  • Dietary requirements, allergies, accessibility and mobility requirements — these details may include sensitive or health information. Where they do, we collect and use that information with your consent and only to make appropriate arrangements for you
  • Emergency contact details
  • Travel and logistics information where relevant — arrival and departure dates, accommodation, and information required for visa support or venue security
  • Where you book an optional tour, excursion or activity through us — information reasonably required by the operator to provide the activity safely or meet legitimate licensing, security or insurance requirements. Depending on the activity, this may include your date of birth, nationality, passport or identity document number, emergency contact, and relevant medical, mobility or dietary information. We may provide the operator with the contact and booking information needed to manage your reservation, and the operator may contact you directly to collect any additional information it requires.

Additionally, from faculty and presenters

  • Biography, headshot, curriculum vitae and professional history
  • Presentation materials — slides, abstracts, posters, handouts, video and audio
  • Conflict of interest and disclosure declarations
  • Recordings, photographs and transcripts of your sessions

Automatically, from our website and communications

  • Technical data — IP address, device and browser type, operating system, referring page, pages viewed and time spent
  • Email engagement data — whether an email was opened and which links were followed

During the Conference

  • Photographs, film, audio recordings, live-streams and transcripts of sessions, social functions and general venue activity
  • Attendance and session participation records used for CPD certification
  • Feedback, evaluation and survey responses

4. How we collect information

We collect information directly from you when you register, submit an abstract, accept an invitation to present, contact us, subscribe to updates, complete a survey or attend the Conference.

We also collect information from our ticketing and payment providers, from your employer or department where they register you as part of a group, from professional bodies where we verify registration or report CPD, and from publicly available professional sources when preparing faculty listings.

Where practicable we collect information directly from you. If you do not provide the information we ask for, we may not be able to process your registration, arrange your participation or issue your CPD certificate.

5. Why we use your information

We use personal information to:

  • process registrations, payments, refunds and transfers
  • communicate with you about the Conference, including program, venue and logistical updates
  • manage the scientific program, faculty invitations, abstracts and session scheduling
  • accommodate dietary, accessibility and other individual requirements
  • arrange optional tours, excursions and activities you book through us, and pass on what the operator needs to run them safely
  • apply for, manage and report CPD accreditation, and issue certificates
  • produce name badges, delegate lists and session attendance records
  • record, produce and publish Conference content as described in section 6
  • promote this and future conferences run by us, including emx and gpx
  • seek feedback, conduct surveys and improve future events
  • respond to enquiries and complaints, including reports made under the code of conduct
  • manage health, safety and emergency response at the event
  • meet our legal, accounting, insurance and regulatory obligations

6. Photography, recording and publication

Sessions and events at the Conference are photographed, filmed and audio-recorded, and may be live-streamed.

We use that material — including your image, likeness, voice, name, title and affiliation, and for presenters your session and slides — on social media, on our websites, in on-demand and educational libraries, and in promotional material for this and future conferences.

If you would rather something was not published, please tell us before publication wherever possible. Requests to remove material after publication may also be made at any time, and we will consider reasonable removal requests and, where practicable, remove material from channels under our control. We cannot guarantee that an individual will not appear in general footage of a live event and cannot recall material already shared or re-posted by third parties. You can contact us at admin@embedconference.com.au

We do not intentionally publish any identifiable patient information. Presenters are responsible for ensuring that patient information in their materials is appropriately de-identified unless its use and disclosure are otherwise lawful and appropriately consented to. Presenters should tell us before their session if any material requires special handling or should not be recorded or published.

7. Who we share your information with

We disclose personal information to:

  • Service providers who help us run the Conference — registration and ticketing platforms, payment processors, email and marketing platforms, cloud hosting and file storage providers, the conference venue and hotel, caterers, audiovisual and production contractors, photographers and videographers, transport and tour operators, and printers
  • The venue and accommodation providers, where you have booked through us or where dietary, accessibility or rooming information must be passed on
  • Tour, excursion and activity operators, where you book an optional tour, excursion or activity through us or through the Conference. We pass on only information reasonably needed to manage the booking, run the activity safely, or meet legitimate safety, licensing and insurance requirements. This disclosure is made only for people who actually book — we do not give operators the details of attendees who have not. Operators may contact you directly to collect further information they reasonably require to provide or insure the activity. These operators are independent businesses and may also handle your information in accordance with their own privacy policies and the laws applying to them. We take reasonable steps in relation to our disclosure of personal information as required by applicable privacy law.
  • Accreditation bodies and professional colleges, for the purpose of CPD verification and reporting
  • Sponsors and exhibitors — only where you have expressly opted in, for example by consenting at a booth or in a session. We do not give sponsors your details by default
  • Social media platforms, when we publish Conference content
  • Professional advisers, insurers and auditors, where reasonably necessary
  • Regulators, law enforcement and courts, where required or authorised by law

We do not sell, rent or trade your personal information.

8. Sending information overseas

We are an Australian organisation running an international conference, and personal information will be transferred outside Australia.

Recipients are likely to be located in Vietnam (the venue, hotels, caterers, transport, tour and excursion operators, audiovisual and event production suppliers), Sri Lanka (administrative and event support), and the United States and the European Union (cloud hosting, email, ticketing, payment, analytics and social media platforms). Other countries may be involved where a supplier or platform operates there.

Before disclosing personal information overseas, we take steps that are reasonable in the circumstances to ensure that recipients handle it consistently with applicable privacy requirements and our contractual expectations. Where the Australian Privacy Principles apply, we take reasonable steps in relation to overseas disclosure as required by law. By registering, you acknowledge that these international transfers are necessary to deliver an international Conference.

9. Marketing communications

We may send you information about this Conference and about future conferences and educational events we run.

Every marketing email includes an unsubscribe link, and you can opt out at any time by using that link or by emailing admin@embedconference.com.au. Opting out of marketing does not stop essential operational messages about a registration you hold — program changes, venue information, payment and refund correspondence.

10. Cookies and analytics

Our website uses cookies and similar technologies to keep the site working, remember your preferences and understand how the site is used. We may use analytics services and advertising or audience tools provided by third parties, which may set their own cookies.

You can manage or block cookies through your browser settings. Blocking some cookies may affect how parts of the site work.

11. Storage, security and retention

We store personal information in secure electronic systems with access restricted to those who need it. We use encryption in transit, access controls and reputable service providers.

No system is completely secure. We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure, but we cannot guarantee absolute security.

We keep personal information only as long as we need it:

  • registration, payment and financial records — for at least seven (7) years, to meet Australian taxation and corporate record-keeping obligations
  • CPD and attendance records — for as long as required by the relevant accreditation body
  • marketing contact details — until you unsubscribe or ask us to delete them
  • Conference recordings, photographs and presentation materials — for as long as reasonably required for our educational and promotional archive, subject to applicable law and to any take-down request made under section 6

When information is no longer needed and we are not required to keep it, we destroy or de-identify it.

12. Data breaches

If a data breach occurs that is likely to result in serious harm, we will assess it and notify affected individuals and the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches scheme, and will notify any other regulator where required.

13. Your rights

You may:

  • Access the personal information we hold about you
  • Correct information that is inaccurate, out of date, incomplete or misleading
  • Request deletion of your information where applicable, subject to our legal, regulatory and contractual obligations and any lawful basis we have to retain it
  • Withdraw consent to marketing or to optional uses of your information
  • Complain if you believe we have mishandled your information

To make a request, email admin@embedconference.com.au. We will respond within a reasonable time, normally within 30 days, and will verify your identity first. There is no fee to make a request, though we may charge a reasonable cost for providing access in some circumstances. A request for deletion does not create an absolute right to erasure where the law permits or requires us to retain information.

Note that withdrawing consent to the processing necessary to deliver the Conference may mean we cannot maintain your registration, in which case the Refund Policy applies.

14. Complaints

If you are not satisfied with how we have handled your personal information, contact us first at admin@embedconference.com.au so we can try to resolve it.

If you are still not satisfied, you can seek advice from the Office of the Australian Information Commissioner — www.oaic.gov.au, 1300 363 992

15. Children

The Conference is intended for health professionals and is not directed at children. We do not knowingly collect personal information from anyone under 18 except where a guest or accompanying person is registered by a parent or guardian, and then only what is needed for that arrangement.

16. Third-party websites

Our website and communications may link to third-party sites, including social media platforms, venue and hotel booking pages and ticketing providers. Those sites have their own privacy policies and we are not responsible for their practices.

17. Changes to this policy

We may update this policy from time to time. The current version will always be available on the Conference website and will display the date it was last updated. We may also bring significant changes to your attention through the Conference website or other appropriate communications where reasonably necessary.

18. Contact

Privacy enquiries — embed Conference

Serenmed Pty Ltd, ACN 687 831 376

Email: admin@embedconference.com.au

Website: https://embedconference.com.au