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Privacy policy

PRIVACY POLICY

Updated February 11, 2026

The Caribbean Disaster Emergency Management Agency (“CDEMA”, “we”, “us”, “our”) is committed to transparency in how personal information is collected, used, shared, and safeguarded in relation to the official CDM 14 conference website (the “Site”), including any subpages and mobile versions where this Privacy Policy appears.

This Privacy Policy (the “Policy”) forms an agreement between you (the “user” or “data subject”) and CDEMA. By using the Site or voluntarily providing personal information, you agree to the practices described here.

1) Communications and Preference Settings

You may manage communications and information preferences in the following ways:

  • Subscribeto receive updates about the conference through forms available on the Site.
  • Unsubscribefrom non-essential communications by using the link provided in those emails. Operational messages connected to registrations or transactions may still be sent.
  • Access, correction, or deletion requestsmay be submitted using the contact details below.

2) Contact

For privacy questions or to exercise your data rights, please contact:
CDEMA – CDM 14 Secretariat
📧 cdema@cdema.org

3) What Information We Collect and How We Use It

“Personal Information” refers to data that can identify you directly or indirectly, such as your name, email, telephone number, organization, job title, country, billing details, and online identifiers.

We may also gather additional information relating to your interests and interactions with the Site. Together, this is referred to as Personally Relevant Information.

  1. A) Conference registration

We use information provided during registration to:

  • administer attendance;
  • issue confirmations and updates;
  • facilitate check-in and access management;
  • respond to participant inquiries;
  • support planning, reporting, and event logistics.

If dietary, accessibility, or similar details are provided, they are used solely for facilitating participation.

Payments: Transactions may be processed through third-party providers. CDEMA generally retains confirmation and accounting records but not full payment card information.

  1. B) Speaker, sponsor, exhibitor, and partner engagement

Where individuals apply or are nominated for roles, we collect professional details necessary to assess participation and coordinate involvement. If confirmed, relevant professional information may be displayed on the Site and in official conference materials.

  1. C) Downloads and activity sign-ups

If you request materials or register for side events or briefings, we use your information to provide what you requested and communicate relevant updates.

  1. D) Surveys and evaluations

Information gathered is used for quality improvement, reporting, and accountability. Identifiable testimonials may be published where consent is provided or reasonably implied by the format of submission.

  1. E) Direct correspondence

If you contact us, we use the information supplied to respond and maintain appropriate records.

  1. F) Automated data collection

Technical data such as browser type, IP address, and navigation behavior may be collected for security, analytics, and performance improvement.

4) Legal Basis for Processing

Where required by applicable frameworks, processing may rely on:

  • performance of a contract or participation arrangement;
  • legitimate organizational interests connected to event delivery;
  • consent, where explicitly provided.

5) Sharing of Information

CDEMA does not sell personal information.

Data may be shared, where necessary, with:

  • service providers supporting registration systems, hosting, communications, analytics, badging, or payment processing;
  • partners or hosts assisting with conference operations;
  • authorities where legally required.

For certain categories of participants (e.g., speakers or sponsors), professional profiles may be made public as part of the conference programme.

6) International Participants

Given the regional and international nature of CDM 14, information may be processed across multiple jurisdictions in support of conference delivery. Appropriate safeguards are applied.

7) Retention

Information is retained only as long as required for operational, administrative, legal, or reporting purposes. Where feasible, data will be anonymized or securely deleted thereafter.

8) Your Rights

Subject to applicable law, you may request to:

  • access information held about you;
  • correct inaccuracies;
  • request deletion or restriction;
  • withdraw consent where processing relies on consent.

Requests should be directed to the email listed above.

9) Security

We apply reasonable technical and organizational measures to safeguard information. While we strive to protect data, no system can guarantee absolute security.

Should a breach occur that presents risk to individuals, appropriate mitigation and notifications will be undertaken in line with applicable obligations.

10) Minors

The Site is not intended for children, and we do not knowingly collect personal information from minors without authorization.

11) Third-Party Platforms

External websites or tools linked from the Site operate under their own policies. Users are encouraged to review those policies before submitting information.

12) Changes to This Policy

This Policy may be updated periodically. Continued use of the Site after revisions are posted constitutes acceptance.

COOKIES POLICY

What are cookies?

Cookies are small files placed on your device that help websites function, enhance security, and provide insight into usage patterns.

How we use them

They help us:

  • maintain secure operations;
  • analyze traffic and performance;
  • improve user experience.

Types of cookies

  • Strictly Necessary– required for core functionality.
  • Functional– enable enhanced features.
  • Performance/Analytics– help us understand aggregated usage.
  • Targeting/Social Media– may apply where such integrations exist.

You can control cookies through browser settings or available preference tools. Disabling certain cookies may affect functionality.