Privacy Policy - India Maritime Week 2025
Website: https://imw.org.in
Last Updated: September 25, 2025
Introduction
India Maritime Week 2025 ("we," "our," or "IMW") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://imw.org.in and participate in our maritime industry events, conferences, and exhibitions.
By using our website and services, you consent to the data practices described in this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our services.
1. Information We Collect
1.1 Personal Information You Provide
We collect personal information that you voluntarily provide when:
- Registering for events, conferences, or exhibitions
- Creating an account on our website
- Subscribing to our newsletters or communications
- Applying for awards or recognition programs
- Booking hospitality services or meeting rooms
- Participating in surveys or feedback forms
- Contacting us through various channels
This information may include:
- Full name and title
- Email address and phone number
- Company/organization name and designation
- Business and residential addresses
- Date of birth and nationality
- Government-issued identification details (Aadhaar, PAN, Passport, etc.)
- Professional background and industry affiliation
- Payment information (processed securely through third-party providers)
- Dietary preferences and accessibility requirements
- Emergency contact information
1.2 Information Collected Automatically
When you visit our website, we automatically collect certain information:
- IP address and geolocation data
- Browser type and version
- Operating system and device information
- Pages visited and time spent on our website
- Referring website and search terms used
- Cookies and similar tracking technologies
- Website usage patterns and preferences
1.3 Information from Third Parties
We may receive information about you from business partners, sponsors, industry associations, and other third parties who participate in our events or have legitimate business relationships with us.
2. How We Use Your Information
We use the collected information for the following purposes:
Event Management
- Processing registrations and managing participant databases
- Issuing event passes, badges, and certificates
- Facilitating networking and business matchmaking
- Managing hospitality bookings and special services
- Coordinating logistics and venue arrangements
Communication & Marketing
- Sending event updates, schedules, and important announcements
- Delivering newsletters and industry insights
- Promoting future events and opportunities
- Conducting surveys and collecting feedback
- Personalizing content and user experience
Administrative Purposes
- Processing payments and managing financial transactions
- Generating invoices and tax documentation
- Maintaining accurate records for compliance
- Providing customer support and technical assistance
- Ensuring security and preventing fraud
Legal Compliance
- Meeting regulatory and statutory requirements
- Responding to legal processes and government requests
- Protecting our rights and interests
- Ensuring workplace safety and security
3. Information Sharing and Disclosure
We may share your information in the following circumstances:
Event Partners & Sponsors
With explicit consent, we may share participant information with event sponsors, exhibitors, and partners for business development and networking purposes. You can opt out of such sharing at any time.
Service Providers
We work with trusted third-party service providers who assist us in delivering our services, including payment processors, technology providers, catering services, and logistics partners. These providers are bound by strict confidentiality agreements.
Government Authorities
We may share information with government agencies, regulatory bodies, and law enforcement when required by law or to ensure compliance with applicable regulations, including but not limited to GST filing, foreign exchange regulations, and security protocols.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections outlined in this policy.
4. Data Security
We implement robust security measures to protect your personal information:
- Encryption: All sensitive data is encrypted in transit and at rest using industry-standard encryption protocols
- Access Controls: Strict access controls ensure only authorized personnel can access your information
- Secure Infrastructure: Our systems are hosted on secure, PCI-DSS compliant infrastructure
- Regular Audits: We conduct regular security audits and vulnerability assessments
- Employee Training: All staff receive regular training on data protection and privacy best practices
- Incident Response: We have established procedures for handling and reporting security incidents
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security.
5. Data Retention
We retain your personal information for different periods depending on the purpose:
- Event Participation: Information is retained for up to 7 years for tax and compliance purposes
- Marketing Communications: Until you unsubscribe or request deletion
- Account Information: Until account closure and completion of any pending transactions
- Financial Records: As required by applicable accounting and tax laws (typically 7-10 years)
- Legal Compliance: As required by applicable laws and regulations
After the retention period expires, we will securely delete or anonymize your personal information unless we are required by law to retain it longer.
6. Your Rights and Choices
You have the following rights regarding your personal information:
Access and Correction
You can request access to your personal information and ask us to correct any inaccuracies.
Data Portability
You can request a copy of your personal information in a structured, machine-readable format.
Deletion
You can request deletion of your personal information, subject to legal and contractual obligations.
Marketing Opt-Out
You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.
Cookie Management
You can control cookie preferences through your browser settings or our cookie management tool.
To exercise these rights, please contact us using the information provided in the "Contact Us" section below.
7. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your browsing experience:
Types of Cookies We Use
- Essential Cookies: Required for website functionality and security
- Performance Cookies: Help us understand how visitors interact with our website
- Functional Cookies: Remember your preferences and settings
- Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness
Third-Party Analytics
We use Google Analytics and other analytics services to understand website usage patterns. These services may use cookies to collect information about your visits to our website and other websites.
You can control cookies through your browser settings. However, disabling certain cookies may impact the functionality of our website.
8. International Data Transfers
As India Maritime Week attracts international participants, your information may be transferred to and processed in countries other than your country of residence. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards, including:
- Standard contractual clauses approved by relevant authorities
- Adequacy decisions by competent authorities
- Explicit consent for specific transfers
- Other appropriate safeguards as required by law
9. Children's Privacy
Our services are not intended for children under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete such information immediately. If you believe that a child has provided us with personal information, please contact us.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date at the top of this page. For significant changes, we may also send you an email notification. We encourage you to review this Privacy Policy periodically.
11. Compliance with Indian Laws
This Privacy Policy and our data processing practices comply with applicable Indian laws, including:
- The Information Technology Act, 2000 and its amendments
- The Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011
- The Personal Data Protection Bill (when enacted)
- Other applicable sectoral regulations and guidelines
We are committed to maintaining compliance with evolving data protection regulations and will update our practices accordingly.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact us:
Data Protection Officer
Email: letsconnect@imw.org.in
Phone: +919650898826
Address:
India Maritime Week 2025
Indian Ports Association
1st Floor, South Tower, NBCC Place
Bhishma Pitamah Marg, Pragati Vihar
New Delhi - 110003, India
We will respond to your inquiries within 30 days of receipt. For urgent matters, please indicate the urgency in your communication.
This Privacy Policy is effective as of September 25, 2025, and applies to all information collected by India Maritime Week 2025.
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