Your data

What we hold

When you submit an abstract we store your name, email address, institution, the country you study in, your co-authors as you wrote them, your abstract and its title, and the format you asked for. We also store the scores and comments the markers give it, and the decision the committee reaches.

Who can see it

Markers do not see who you are. The screen they mark on shows the title, theme and abstract text, and nothing else. It does not show your name, your email or your institution, and it withholds even the format you asked for until they have submitted their score, so that their judgement is not influenced by it.

Only the conference committee can see your details so they can contact you with the outcome and include the details in the conference booklet if your abstract is accepted.

How long we keep it

Until immediately after the conference, on 14 November 2026. Then every submission and everything attached to it is permanently deleted from the conference database: your details, your abstract, the reviews and the decision. It is not archived there.

The exception is the conference booklet, if your work is accepted and you appear in it. This is a published record of the conference.

Changing or removing it sooner

The confirmation you get when you submit contains a private link that lets you edit your abstract until the deadline. Keep it: it is the only way back into your submission.

If you want your submission withdrawn and your details removed before the conference, email ICPHS@warwick.ac.uk and say so. We will do it and confirm when it is done.

Where your data is stored

The primary copy of your submission record is stored in this conference’s Supabase database in London, United Kingdom. Supabase supports applications designed to comply with the General Data Protection Regulation and provides a Data Processing Agreement. Compliance is a shared responsibility, and we remain responsible for how this application collects, uses and protects your information. We handle your data under applicable UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, as amended. Where the European Union General Data Protection Regulation applies, we also handle your data under that regulation.

We use Resend to send transactional emails, including submission confirmations and committee alerts. Resend processes the email content and delivery logs primarily in the United States. International transfers are covered by Resend’s Data Processing Addendum, which includes the European Union and United Kingdom Standard Contractual Clauses.

Deleting a submission from the conference database cannot delete copies already held in Resend or in recipients’ email accounts. Those copies are kept according to each email service’s retention settings.