Cancellation Policy
Cancellations must be submitted in writing by email to the conference organisers at events@mgms.org.
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Cancellations received at least 30 days before the event: A refund will be issued, less a 20% administration fee.
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Cancellations received fewer than 30 days before the event: Registrations are non-refundable.
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Delegate substitutions: Substitutions may be permitted at no additional cost, subject to prior approval by the conference organisers. Requests must be submitted in writing to events@mgms.org.
Refunds, where applicable, will be processed using the original payment method.
Data Protection Policy
The Molecular Graphics and Modelling Society (MGMS) is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use and protect personal information in connection with conference registration and participation.
Information We Collect
We may collect personal information such as your name, email address, institutional affiliation, job title, registration details, dietary requirements and payment-related information. Payment card details are processed by our payment service provider and are not stored by MGMS unless explicitly stated.
How We Use Your Information
We use your personal information to:
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Process and manage conference registrations and payments.
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Communicate with you about the conference, including programme updates and practical arrangements.
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Accommodate relevant dietary, accessibility or other participation requirements.
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Maintain administrative, financial and accounting records.
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Meet our legal and regulatory obligations.
We will only use your personal data where we have an appropriate lawful basis under applicable data protection legislation.
Sharing Your Information
Your information may be shared with service providers involved in delivering the conference, such as registration, payment processing, hosting and event management providers, where necessary. We require appropriate safeguards to protect your information.
We will not sell your personal data to third parties. We will only disclose it where required by law or where otherwise permitted under applicable data protection legislation.
Data Retention and Security
We retain personal data only for as long as necessary for the purposes described in this policy, including any applicable legal, accounting or reporting requirements. We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.
Your Data Protection Rights
Under applicable data protection legislation, you may have the right to access your personal data, request its correction or deletion, restrict or object to certain processing, and request the transfer of your data. Where processing is based on consent, you may withdraw that consent at any time.
You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your personal data has been handled unlawfully. Further information is available at https://ico.org.uk/.
Cookies and Website Usage
Our website may use cookies or similar technologies to support its functionality and improve the user experience. Where required, we will seek your consent before using non-essential cookies.
Changes to This Policy
We may update this policy from time to time. The latest version will be published on the MGMS website.
Contact Us
For questions about this policy or how your personal data is handled, please contact the MGMS conference organisers at events@mgms.org.