Privacy Policy
What information we handle through the STELMAR website and portal, why we handle it, and the choices you have.
Who we are
STELMAR 2027 is organised by BML Munjal University (BMU), 67th Milestone, National Highway – 48, Sidhrawali, Gurugram, Haryana – 122413. In this policy, “we” means the university and the conference’s organising team.
This policy explains what personal information we handle through this website and the STELMAR portal, why we handle it, and the choices you have. Papers are submitted on Microsoft CMT, which is a separate service with its own terms and privacy policy.
Information we collect
When you create an account:
- Your name and email address, and a securely hashed version of your password if you set one.
- If you sign in with Google: your Google account ID, name, email address, whether Google has verified that email, your profile picture, and the sign-in tokens Google issues.
When you set up your profile:
- Whether you’re a student or faculty member, and your university or organisation.
- Your research interests and, if you add them, your Google Scholar link and profile picture.
- Your choice about whether to show your email to other researchers.
When you use the portal:
- Open positions you post, including their title, description and topics.
- Your attendance pass code, the days you’re checked in and the time, and the organiser who recorded it.
- Conference checklist records, such as kit delivery, and notes organisers add about you at the desk.
When you contact us or register:
- Messages you send through the contact form or by email, and any Paper ID you include.
Automatically:
- Your IP address and browser details, which we keep with your sign-in session and use to limit repeated sign-in attempts.
- Technical server logs, which we use to keep the service running and to investigate faults.
How we use your information
- To create your account, sign you in, keep it secure, and link your Google and email sign-ins when they use the same verified email.
- To match you with researchers and open positions by comparing research interests.
- To issue your attendance pass, record attendance, and keep track of kits and other conference items.
- To send account emails, such as email verification and password reset links.
- To confirm registrations, answer your questions, and run the conference.
- To keep the service safe and working, including preventing abuse and fixing faults.
We don’t sell your personal information, use it for advertising, or use analytics or advertising trackers on this site.
Who can see your information
- Other signed-in portal users who have finished onboarding can see your name, picture, student or faculty status, institution, research interests and Scholar link.
- Your email is also shown to them unless you turn this off in your profile. If you post an open position, your email is shown on that position either way, so that people can apply.
- Organisers can search for you by name or email and see your email, profile details, attendance pass and attendance records. Only organisers can see the notes added at the desk.
- Your profile picture is stored at a web address that doesn’t require signing in, so anyone who has that address could open the image.
The “Request Collaboration” and “Email About This Role” buttons only open a draft in your own email app. We don’t send those messages, and we don’t see or keep them.
We may also share information if the law requires it, or where it’s needed to protect people’s safety or the university’s legal rights.
Google sign-in
If you choose Google sign-in, we ask Google only for your basic profile and email address (the openid, email and profile permissions). We use this only to sign you in, link your account, and prefill your name and picture, which you can change.
We don’t ask for access to your Gmail, Drive or contacts. We don’t sell Google user data, use it for advertising, or share it except with the service providers listed below that help us run the portal.
Service providers
We use these companies to provide specific parts of the service:
- Amazon Web Services: hosting the portal and storing profile pictures.
- Google: Google sign-in, sending account emails through Gmail, and the Google Maps embed.
- Microsoft: CMT, where papers are submitted and reviewed. Your use of CMT is covered by Microsoft’s terms.
These providers may process information outside India. Pages showing the campus location load Google Maps from Google, which can receive your IP address and set its own cookies under Google’s privacy policy.
How long we keep it
We keep your account and profile until you ask us to delete them, or until we no longer need them to run the conference and its future editions. We keep attendance and registration records for as long as we need them for certificates, conference records and any legal requirements.
Email verification links expire after 24 hours and password reset links after one hour. When you replace or remove a profile picture, we delete the previous image from storage.
Your choices and rights
In your profile, you can update your details, change your research interests, remove your picture, and hide your email from other researchers.
Subject to applicable law, including India’s Digital Personal Data Protection Act, 2023, you can also ask us to give you access to your information, correct it, delete it, or withdraw a consent you’ve given. To do this, or to raise a complaint, write to scholars.conference@bmu.edu.in. We may need to confirm it’s you first, and we may keep records the law requires us to keep.
Security
We store passwords only in hashed form, require verified email for password sign-in, limit repeated sign-in attempts, and restrict organiser tools to organisers. No online service can be guaranteed completely secure, so please use a strong, unique password and tell us straight away if you think your account has been misused.
People under 18
The portal is meant for adults. If you’re under 18, you need the consent of a parent or guardian to create an account. If you believe a child has given us information without that consent, write to scholars.conference@bmu.edu.in and we’ll delete it.
Changes to this policy
If we change this policy, we’ll update the date at the top of this page. For significant changes, we’ll also tell you by email or in the portal.
Contact us
For privacy questions or requests, write to scholars.conference@bmu.edu.in, or by post to the STELMAR Organising Team, BML Munjal University (BMU), 67th Milestone, National Highway – 48, Sidhrawali, Gurugram, Haryana – 122413.