JITMM complies with the Thailand's Privacy Data and Protection Act, B.E 2562 (2019) (‘PDPA’) and other regulation regarding the processing of personal data and privacy. JITMM respects your privacy and is committed to protecting the confidentiality of your personal information. This policy explains how and why JITMM collects and uses the personal information of its users, and how JITMM protects your privacy. It also explains how you can access and manage your own personal information stored in the JITMM system through ‘My Account’ on www.jitmm.com

The JITMM Secretariat Committee, under the Faculty of Tropical Medicine, Mahidol University, is responsible for the processing of personal data collected through the JITMM registration database. The JITMM Secretariat office is located at 4th Floor, the 60th Anniversary of His Majesty the King's Accession to the Throne Building Faculty of Tropical Medicine, Mahidol University 420/6 Ratchawithi Road, Bangkok 10400, Thailand.

All JITMM Secretariat Committee members of JITMM have access to personal data processed under the responsibility of the JITMM Secretariat. This is necessary for the organization of the JITMM, the administration of members, and the distribution of automated or user-initiated emails to registered users. Access to personal data is restricted to people for whom it is necessary to access the data.

Processing of personal data
Personal data
JITMM collects your personal data when you create or update your ‘My Account’ at www.jitmm.com. When disclosing your personal information to us by creating your JITMM account, you consent to the collection, storage and processing of your personal information as stated in this policy. You can withdraw this consent at any time. When disclosing your personal data to register for a conference your data is processed on the basis that the processing is necessary for the performance of an agreement.

You do not need to create an account to access most of the JITMM website, but you do have to create an account to register, submit or edit an abstract, pay the registration fee, and access video on the demand.

JITMM also collects personal data submitted to JITMM by a third party acting on your behalf, for example contact referrals. Information obtained from a third party acting on your behalf is processed on the basis that the processing is necessary to fulfil several purposes such us sending of invitation letters, following up, and need for alternative contact information.

The mandatory personal data JITMM collects are:
  • Nominative Information - Title, first name(s), surname(s), gender: Your nominative details are needed to properly identify you, to communicate with you, to properly address you, to provide you with the products and services you have requested and to ensure that items are properly labelled as yours (e.g. conference badges, certificates, and scientific contributions such as abstracts and presentations, etc.).
  • Nationality and country: Your nationality and country are used to determine eligibility for discounted rates (e.g. ASEAN) and funding support applications (e.g. Low and Middle Income Countries). This information is also used for our summary reporting on the number and from which countries are attending JITMM.
  • Affiliation/Organization: The information on where you work, study, or represent is mandatory for us to create program materials such as Program Book, Abstract Book, Conference Badges, and Certificates.
  • Postal work and/or private address: The postal address is needed when items will be sent to you by post (e.g. receipts). The full postal address is always requested, even when not needed to send you items, to save asking for it specifically when needed for a particular transaction and because it helps to correctly verify your identity (where other persons have the same or a similar name).
  • E-mail address: To communicate with you directly and conveniently, JITMM requires your e-mail address. You are required to provide your e-mail address when you create your JITMM account on the website, which enables you to access registration and abstract submission. Confirmation emails on registration and abstract submission are sent also to your email. In addition, it allows you to reset your password through “Forgotten Password”, in which a new password will be sent to your provided email.

    The email you will use for creating an account must be the same email you will use for Zoom conference. Otherwise you’re attendance for virtual meetings will not recorded and you will not receive a generated e-certificate after the conference.
  • Short biography and profile picture- We ask mandatory items in your JITMM account creation portal for information about your ‘Short biography” and upload of a profile picture. This information will be used in creating the Program Book, promoting sessions and speakers on the website and social media, and other relevant activities.
  • Contact number (mobile) - to contact you for urgent cases such as the need to follow up on missing abstracts, presentation files, etc. This is important for presenters.

The data you provide is collected and stored for the execution of our services; giving access to the service through the use of an account, to enable a proper functioning and management of the website and platform, to enable member registration, to enable the organization of a session and other activities, the distribution of newsletters, invitation letters, and confirmation letters. To contact users for urgent cases regarding missing presentation files and other required information.

The e-mail address you used when signing up for an account will be used by JITMM for the purpose of sending digital information relevant to the conference. The objective is not to send you unwanted messages, and your e-mail details will not be passed on to any other individual or organization without your permission. You may opt out at any time by emailing JITMM Secretariat at jitmm@mahidol.ac.th

The photos and videos made at the conference may be published in our newsletter, promotional material, social media pages, JITMM website, or other publications. You may request removal of your image at any time by sending an email to jitmm@mahidol.ac.th. We will delete your image as soon as possible after receiving your request.

If you created a JITMM account, your information will be kept in the JITMM system indefinitely, even if you do not use the JITMM website or services during that time, unless you request us to delete your information.

Information is also kept indefinitely for persons who have submitted, and had accepted, or contributed to scientific content for the conference such as abstracts and proceedings (the information is kept to reference it and to be used with published material, and to be accessed when those materials are researched or viewed).

Processors/third parties
All members of the JITMM Secretariat Committee have access to the database with personal data controlled by JITMM Office.

Personal data is only shared with processors and/or third parties if this is necessary to carry out services. We share personal data with:

  • Our conference management service providers and other partners such as hotels in order to be able to organize the sessions, accommodation reservation, and others.
  • Virtual platform providers to facilitate online sessions for speakers
  • JITMM committee members to review applications for abstracts, symposia proposals etc.
  • Our IT provider in order to be able to store and access the data.
If we share your personal information with a processor, we make sure the processor complies with the PDPA by signing processing agreements.

Other third parties have no access to personal data

All personal data is stored on a secure server, and technical and organisational measures are observed to secure the data. The data is stored in a secured physical storage room, provided with adequate power supply, battery-system, back-up generators, air- conditioning, firedetection and extinguishers, and advanced access control.

Your rights
In accordance with the PDPA, you have the right to request erasure, the right to be informed, the right to object, and the right to access.

Right to erasure- You have the right to request for your personal data to be deleted, especially in cases when you feel that your personal data is no longer necessary for the purpose of JITMM.

Right to be informed- You have to right to know what data JITMM collects from you and how JITMM use your data, for what purpose. You also have to right to be informed of the consequences of not providing personal data or providing false personal data such us not receiving confirmation or update emails, certificates, exclusion from the program details, and others.

Right to object- You have the right to deny use of your personal data under specific circumstances such as:
  • Personal data collected without consent due to public interest or based on legitimate interest requested by JITMM or a third party.
  • Personal data to be processed for direct marketing purposes.
  • Personal data to be processed for scientific or statistical research purposes. Right to access- You have the right to request access of your personal data and its copy submitted to JITMM.

If you feel JITMM is violating your rights, please contact the Secretariat at jitmm@mahidol.ac.th