Privacy & Security


General Information

We collect the e-mail addresses and names of those who register for our services. The information is not shared with or sold to other organisations for commercial purposes, except to provide products or services you’ve requested, when we have your permission, or under the following circumstances:

It is necessary to share information in order to investigate, prevent, or take action regarding illegal activities, violations of Terms of Service, or as otherwise required by law.

We will transfer information about you if Oxford Abstracts is acquired by or merged with another company. In this event, Oxford Abstracts will notify you before information about you is transferred and becomes subject to a different privacy policy.

Information Gathering and Usage

When you register with Oxford Abstracts we ask for information such as your name, email address, billing address, or payment information. Users who sign up for a free account (e.g. submitters, reviewers, committee members and delegates) are not required to provide any payment details.

Lawful Processing

We process your personal information for certain legitimate business purposes, which include some or all of the following:

  • To register you as a user and provide you with access to our products and services,
  • To identify you and provide you with a secure means of logging into your account,
  • To send you quotes and invoices for our products and services,
  • To enable you to be contacted in relation to products and services or events you are involved with,
  • Where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our clients and users,
  • To collect feedback on our products and services,
  • To enhance the security of our systems,
  • To better understand how people interact with our website and systems,
  • To provide administrative, operational or technical communications.

Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of your rights.

If you submit to an event using our software, the event organiser may ask for additional personal data about you or other persons related to your submission as part of the submission process. It is the event organiser’s responsibility to ensure they process any data collected from submitters in line with all relevant data laws and regulations. Submitters should ensure they have permission from all persons mentioned in their submission prior to including it in a submission or communication.

Event organisers may extract personal data from our software and process it further. We take no responsibility for any processing done outside our systems other than by the third parties listed herein who are instructed to process data on our behalf for the purposes described. Any questions regarding the processing of personal data by event organisers should be directed to them direct using the contact details provided.

If you have previously signed up to receive our newsletter or otherwise agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by clicking on the ‘unsubscribe’ link in any email you receive from us.

Your Rights

You have the right to object to any processing or ask for your data to be provided to you, deleted or moved. If you wish to do so please contact us. You can find our contact details at the end of this privacy policy. Please bear in mind that if you object to your data being processed or your data is moved, this may affect our ability to carry out tasks for your benefit.

If you believe that any information we are holding on you is incorrect or incomplete, please log into your account and update your details or contact us as soon as possible. We will promptly correct any information found to be incorrect.


A cookie is a small amount of data, which often includes an anonymous unique identifier, that is sent to your browser from a website’s computer and stored on your computer’s hard drive.

Cookies are required to use the Oxford Abstracts service.

We use cookies to record current session information. You may be required to re-login to your Oxford Abstracts account after a certain period of time has elapsed to protect you against others accidentally accessing your account contents.

Data Storage

Oxford Abstracts uses third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run Oxford Abstracts. Although Oxford Abstracts owns the code, databases and all rights to the Oxford Abstracts application, you retain all rights to your personal data.

Data Sharing & Processing

We may share your personal data with the organisers of events you are involved with, specific third-party vendors and hosting partners.

We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Our Website

Oxford Abstracts uses a third party service to help maintain the security and performance of the Oxford Abstracts website. To deliver this service it processes the IP addresses of visitors to the Oxford Abstracts website.

We use Netlify to publish our website. For more information about how Netlify processes data, please see Netlify's privacy notice.

Our Software

Our software is hosted by Amazon Web Services (AWS). For more information about how Amazon Web Services processes data, please see AWS’s data privacy information..

Our in-system emails are managed using Postmark. For more information about how Postmark processes data, please see Postmark’s EU privacy summary.

Our Accounts

We use a third party service, Quickbooks to manage our accounts, billing and payroll, which is run by Intuit UK. For more information about how Quickbooks processes data, please see Inuit’s data security information.


We use a third party service, to manage our sales, support and marketing, which is run by Hubspot. For more information about how Hubspot processes data, please see Hubspot's Security overview.

Third Party Providers

We may share data with other third party providers on occasion to provide additional products and services. This will be done at the request of a client or with their consent. Only relevant data will be shared. Clients may grant third parties with access to data held in our systems. We take no responsibility for any processing done by third parties granted access to data in our system by our clients. Any questions regarding the processing of personal data by our clients or third parties enlisted to process data on their behalf should be directed to them direct using the contact details provided for the event(s) in question.


Oxford Abstracts may disclose personally identifiable information under special circumstances, such as to comply with a summons or when your actions violate the Terms of Service.


Oxford Abstracts may periodically update this policy. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address specified in your Oxford Abstracts account or by placing a prominent notice on our site.

Contact us

Any questions about this Privacy Policy or requests relating to personal data should be emailed to or sent to:

Oxford Abstracts Limited
Silicon Croft, Saltacre
Acharacle PH36 4LP
United Kingdom