TERMS AND CONDITIONS & PRIVACY NOTICE

Registration Agreement & Personal Data Protection Compliance

(Indonesian Law No. 27 of 2022 on Personal Data Protection – UU PDP)

Welcome to the PIT HAGI registration platform. By completing this registration form, checking the consent box, and submitting your registration, you agree to be bound by the following Terms and Conditions (“Terms”) and acknowledge this Privacy Notice. Please read them carefully before providing your personal data.

  1. General Terms & Registration Conditions

By registering, you represent and warrant that:

  • All information provided in the registration form is accurate, current, and complete.
  • You have the legal authority to represent and bind the company or institution specified in the registration form, if registering on behalf of a corporate or institutional entity.
  • You will maintain the security and confidentiality of any account credentials generated following this registration.
  • Registration fees are non-refundable except as expressly stated in the official PIT HAGI Cancellation and Refund Policy.
  • The “Member” registration category is intended exclusively for HAGI Active Registered Members with active membership status through 2026.
  • The “Student” registration category is intended exclusively for Undergraduate (S1) students. PIT HAGI reserves the right to request valid student identification or supporting documentation for verification purposes.
  1. Privacy Notice & Personal Data Protection

In accordance with Indonesian Law No. 27 of 2022 concerning Personal Data Protection (UU PDP), The Indonesian Association of Geologists (HAGI), acting as the organizer of the PIT HAGI event, serves as the Personal Data Controller for the personal data collected through this registration platform.

HAGI is committed to protecting your privacy and managing your personal data transparently, lawfully, and securely.

Personal Data Collected

The personal data collected may include, but is not limited to:

  • Full Name
  • Organization/Company Name
  • Job Title
  • Postal/Business Address
  • Email Address
  • Telephone/Mobile Number
  • Membership Information
  • Billing Information
  • Payment Information and Supporting Documents
  • Other information voluntarily provided during registration
  1. Purpose of Processing and Storage

We process and store personal data solely for legitimate purposes related to the administration and operation of PIT HAGI, including:

  • Identity Verification & Registration Processing: To verify participant identity and process registration requests.
  • Event Administration: To manage participant registration, attendance records, event badges, certificates, accommodation arrangements, and related conference services.
  • Service Delivery & Communication: To facilitate communication and provide event-related information and services.
  • Billing and Payment Administration: To issue invoices, receipts, payment confirmations, and maintain financial records.
  • Legal & Contractual Compliance: To fulfill contractual obligations and comply with applicable laws, regulations, accounting standards, and reporting requirements.
  • Event Communications: We may contact you via email, telephone, SMS, or messaging applications regarding registration status, event updates, payment confirmation, accommodation arrangements, and other administrative matters related to PIT HAGI.
  1. Data Security and Confidentiality

We implement appropriate technical and organizational security measures to protect personal data from unauthorized access, misuse, alteration, disclosure, accidental loss, or destruction.

Access to personal data is strictly limited to authorized personnel and service providers who require such access to perform their assigned duties in connection with PIT HAGI.

  1. Data Retention Period

Personal data will be retained for the duration necessary to administer the event and thereafter as required by applicable legal, accounting, taxation, and audit obligations.

Upon expiration of the applicable retention period, personal data will be securely deleted, anonymized, or otherwise disposed of in accordance with applicable laws and organizational policies.

  1. Data Subject Rights

Under Indonesian Law No. 27 of 2022 (UU PDP), you have the following rights regarding your personal data:

  • To access and obtain information regarding your personal data processed by us.
  • To obtain a copy of your personal data.
  • To rectify, update, or correct inaccurate or incomplete personal data.
  • To withdraw consent where applicable.
  • To request deletion of personal data, subject to applicable legal, regulatory, contractual, and record-keeping obligations.
  • To request restriction of processing where permitted by law.
  • To object to certain processing activities as provided under applicable regulations.

To exercise any of these rights, please contact the Privacy Contact Person identified below.

  1. Photography, Recording, and Event Documentation

By attending PIT HAGI, participants acknowledge and agree that photographs, video recordings, audio recordings, livestreams, and other media may be captured during the event.

Such materials may be used by HAGI for documentation, publication, promotional, educational, archival, reporting, and future event marketing purposes without additional compensation or prior notification.

  1. Consent

By checking the consent box and submitting this registration form, you expressly consent to the collection, processing, storage, use, and disclosure of your personal data for the purposes described in this Privacy Notice and in accordance with applicable laws and regulations.

  1. Amendments to these Terms

HAGI reserves the right to amend these Terms and Privacy Notice from time to time to reflect changes in operational practices, legal requirements, or regulatory obligations.

Any amendments shall become effective upon publication on the official PIT HAGI registration platform.

Contact and Inquiries

For any questions regarding these Terms, Privacy Notice, or requests relating to your personal data, please contact:

Privacy Contact Person
PIT HAGI Organizing Committee
Email: events.reg@hagi.or.id
Phone: +6285199518115

 

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