Privacy Policy
How the International Plant Grafting Society handles personal data.
Draft version 1.0 · to be ratified by the IPGS Board at the 2026 Founding Meeting.
1. Who we are
The data controller is the International Plant Grafting Society (IPGS), whose Secretariat is hosted by the College of Horticulture & Forestry Sciences, Huazhong Agricultural University (HZAU), Wuhan, China.
2. What we collect
- Identity: name, title, ORCID iD, institutional affiliation, country.
- Contact: email address, institutional address (for application correspondence).
- Application content: CV, letters of support, statements of research activity, submitted abstracts.
- Session data: minimal server logs (IP, user-agent) for security and usage analytics.
3. Why we collect it
- To administer membership, applications, and votes in the General Assembly.
- To coordinate Working Groups, events, and training programmes.
- To operate the Knowledge Commons and publish citable outputs.
- To communicate Society news to subscribers who have opted in.
4. Who we share data with
We do not sell or rent personal data. We share data only with:
- IPGS Secretariat staff and designated reviewers (e.g. Board, SAC) on a need-to-know basis.
- Service providers strictly required for site operation (hosting, email delivery, analytics) under data-processing agreements.
- Authorities when required by applicable law.
We never share personal data with commercial entities for marketing purposes.
5. How long we retain it
- Active-member records: retained for the duration of membership plus five years.
- Unsuccessful applications: retained for two years then deleted.
- Event participation records: retained for five years.
- Newsletter subscriptions: retained until unsubscribe.
6. Your rights
You have the right to access, correct, export, or delete your personal data, and to withdraw consent for processing based on consent. Submit requests to the Secretariat at chfsfao@mail.hzau.edu.cn. We aim to respond within thirty calendar days.
7. Jurisdiction
Processing is carried out under the laws of the People's Republic of China (Personal Information Protection Law). Where processing concerns individuals in the European Union, we apply the equivalent standards required under the General Data Protection Regulation (GDPR).
8. Changes to this policy
We will post material changes to this page and notify subscribed members by email.
9. Contact
Questions about this policy should be addressed to the IPGS Secretariat. For accessibility, a Chinese translation will be made available alongside the English text.