Privacy Policy

This Privacy Policy explains how we collect, use, store, protect, and share personal information when you visit our website, register for membership, participate in ASPIRE activities, attend events, subscribe to updates, communicate with us, or receive communications from us through WhatsApp Business or other official channels.

By using our website or submitting your information to ASPIRE, you agree to the practices described in this Privacy Policy.

1. About ASPIRE

ASPIRE is a professional initiative focused on reproductive medicine, education, scientific exchange, membership engagement, conferences, webinars, academic programs, publications, and related professional activities across the Asia Pacific region.

Our official website is:
www.aspire-reproduction.org

For privacy-related questions, you may contact us at:
secretariat@aspire-reproduction.org

2. Information We Collect

We may collect the following types of information when you interact with ASPIRE:

a. Personal Identification Information

This may include:

• Full name
• Email address
• Mobile number
• WhatsApp number
• Country, city, and professional affiliation
• Designation, specialty, institution, or organization
• Membership details
• Event registration details
• Payment or transaction reference details, where applicable
• Communication preferences

b. Professional and Event-Related Information

For membership, conferences, educational activities, webinars, awards, abstracts, accreditation, or related programs, we may collect:

• Membership category
• Registration category
• Faculty, speaker, reviewer, or delegate details
• Abstract, presentation, or academic submission details
• Attendance or participation records
• Certificate-related information
• Dietary, accessibility, or logistical preferences, where voluntarily provided

c. Communication Information

When you contact us by email, WhatsApp, website form, or other official channels, we may collect:

• Your message content
• Date and time of communication
• Contact number or email address used
• Support or enquiry details
• Consent or opt-in status for communication

d. Technical Website Information

When you visit our website, we may automatically collect limited technical information such as:

• IP address
• Browser type
• Device type
• Pages visited
• Date and time of access
• Cookies or similar tracking information, where applicable

This information helps us maintain website security, improve performance, and understand general usage patterns.

3. How We Use Your Information

ASPIRE may use the information collected for the following purposes:

• To process membership applications and renewals
• To manage event registrations, webinars, meetings, conferences, and educational programs
• To send confirmations, reminders, updates, receipts, certificates, and participation-related communication
• To respond to enquiries and provide support
• To share ASPIRE news, announcements, academic updates, congress updates, membership updates, and educational opportunities
• To manage faculty, reviewer, speaker, committee, and delegate communication
• To improve our website, services, events, and communication systems
• To comply with legal, regulatory, accounting, or administrative requirements
• To prevent misuse, fraud, unauthorized access, or security incidents

We do not use personal information for purposes unrelated to ASPIRE’s official activities.

4. WhatsApp Business Communication

ASPIRE may use WhatsApp Business, including WhatsApp Business API platforms such as WATI, to communicate with members, delegates, faculty, partners, and interested individuals.

We may send WhatsApp messages for purposes such as:

• Membership updates
• Event registration confirmations
• Congress, webinar, or academic program reminders
• Payment or registration status updates
• Important deadline reminders
• Certificate or participation updates
• Support responses
• ASPIRE news and announcements
• Educational and professional updates related to ASPIRE activities

ASPIRE will send WhatsApp messages only to individuals who have provided their mobile number and have given consent or shown interest in receiving communication from ASPIRE through registration forms, membership forms, event forms, enquiry forms, opt-in forms, or direct communication.

You may opt out of WhatsApp communication at any time by replying with words such as STOP, UNSUBSCRIBE, or by contacting us at secretariat@aspire-reproduction.org.

Once an opt-out request is received, we will make reasonable efforts to stop further non-essential WhatsApp communication.

5. No Patient-Specific Medical Advice Through WhatsApp

ASPIRE’s WhatsApp communication is intended for professional, academic, membership, event, and administrative communication.

ASPIRE does not use WhatsApp Business communication to provide personal medical diagnosis, treatment advice, prescriptions, emergency medical support, or patient-specific fertility consultation.

Users should not share sensitive patient records, personal medical files, payment card numbers, government identification numbers, passwords, or other highly sensitive information through WhatsApp unless specifically required through a secure and authorized process.

6. Legal Basis and Consent

We collect and use personal information based on one or more of the following:

• Your consent
• Your request to become a member, register for an event, or participate in an ASPIRE activity
• Our legitimate interest in managing ASPIRE’s professional, educational, and administrative activities
• Compliance with applicable laws and regulations
• Communication necessary to provide requested services or information

Where consent is required, you may withdraw your consent by contacting us.

7. Sharing of Information

ASPIRE does not sell your personal information.

We may share limited information only when necessary with:

• Authorized ASPIRE office bearers, committees, secretariat teams, and administrative personnel
• Event organizers, conference managers, registration teams, and technology service providers
• WhatsApp Business API service providers such as WATI, for sending official ASPIRE communication
• Payment gateway providers, where payment processing is required
• Email, SMS, website, hosting, analytics, certificate, abstract, or registration platform providers
• Government, legal, regulatory, or law enforcement authorities, where required by law

All third-party service providers are expected to process information only for authorized ASPIRE-related purposes and to maintain reasonable security standards.

8. Data Security

We take reasonable technical and organizational measures to protect personal information from unauthorized access, misuse, loss, disclosure, alteration, or destruction.

However, no website, email system, WhatsApp communication, or online transmission method is completely secure. Users are advised not to share highly sensitive information through unsecured channels.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including membership management, event records, certificates, accounts, legal compliance, audit, dispute resolution, and administrative requirements.

When information is no longer required, we may delete, anonymize, or securely archive it.

10. Cookies and Website Tracking

Our website may use cookies or similar technologies to improve user experience, analyze website performance, remember preferences, and enhance security.

You may control or disable cookies through your browser settings. However, some website features may not function properly if cookies are disabled.

11. Your Rights

Depending on applicable laws, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your information, where legally permissible
• Withdraw consent for certain communication
• Opt out of promotional or non-essential communication
• Request clarification on how your data is used

To exercise these rights, please contact:
secretariat@aspire-reproduction.org

12. Children’s Privacy

ASPIRE’s website, membership services, events, and professional communication are intended for adults, healthcare professionals, researchers, students, institutions, and related professional stakeholders.

We do not knowingly collect personal information from children without appropriate consent.

13. External Links

Our website may contain links to external websites, journals, event websites, partner organizations, payment gateways, or third-party platforms.

ASPIRE is not responsible for the privacy practices, content, or security of external websites. Users are encouraged to review the privacy policies of those external platforms.

14. Updates to This Privacy Policy

ASPIRE may update this Privacy Policy from time to time to reflect changes in our practices, services, technology, legal requirements, or communication channels.

The updated version will be posted on this page with the revised “Last Updated” date.

15. Contact Us