Privacy Policy

The Council for Security Cooperation in the Asia Pacific (CSCAP) Philippines, represented by the WPS Foundation, respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, and protect personal information obtained through the official website and activities of the 15th CSCAP General Conference, taking place on 1–3 December 2026 in Manila, Philippines.

We process personal information in accordance with Republic Act No. 10173, or the Philippine Data Privacy Act of 2012, its Implementing Rules and Regulations, and other applicable data protection laws.

1. Information We Collect

When you visit our website, register for the conference, or communicate with the Secretariat, we may collect the following information:

• Full name, professional title, institutional affiliation, and country of residence.
• Email address, telephone number, and other contact information.
• Registration details, attendance preferences, and participation category.
• Travel, accommodation, and dietary requirements, where applicable.
• Biographical information, photographs, and professional credentials submitted by speakers or panelists.

We collect only information reasonably necessary for legitimate conference-related purposes.

2. How We Use Your Information

Personal information collected through the website may be used to:

• Process conference registrations and verify participants’ identities.
• Communicate official announcements, schedules, logistical arrangements, and conference updates.
• Coordinate accommodation, transportation, and other arrangements for eligible participants.
• Prepare conference materials, including participant badges, nameplates, programs, and speaker profiles.
• Facilitate coordination with CSCAP Member Committees and authorized conference partners.
• Maintain conference security and manage access to conference activities.
• Document, evaluate, and report on conference proceedings, subject to the confidentiality requirements outlined in this Policy.
• Comply with applicable legal and regulatory obligations.

Personal information will not be used for unrelated promotional or commercial purposes without an appropriate legal basis, including consent where required.

3. Sharing of Personal Information

We may share relevant personal information with authorized parties when necessary for the organization and administration of the conference, including:

• CSCAP Member Committees and authorized conference organizers.
• Official conference partners involved in specific organizational responsibilities.
• Hotels, travel providers, and other service providers supporting conference arrangements.
• Technology providers responsible for website hosting, registration, communications, and data storage.
• Government authorities where disclosure is required by applicable law.

Only information necessary for the relevant purpose will be disclosed. We do not sell or rent personal information to third parties.

4. Conference Photography and Recordings

Official photographers and videographers may document designated conference activities for reporting, archival, promotional and institutional communication purposes.

Photographs and video recordings of public conference proceedings may appear on official CSCAP and WPS Foundation websites, publications, and social media platforms.

Participants who have concerns regarding the use of their identifiable images may contact the Secretariat. Requests will be reviewed in accordance with applicable privacy laws and legitimate documentation requirements.

Video recording and audio recording during restricted or closed-door Track II sessions are prohibited unless expressly authorized by the conference organizers. Any authorized documentation of these sessions shall remain subject to the confidentiality requirements outlined below.

5. Chatham House Rule and Confidentiality of Track II Sessions

Unless otherwise indicated, all Track II sessions held on 2 and 3 December 2026 will be conducted under the Chatham House Rule.

Under the Chatham House Rule, participants may use information received during discussions, but neither the identity nor the affiliation of any speaker or other participant may be disclosed. Statements and opinions must not be attributed, directly or indirectly, to specific individuals or institutions.

Participants are expected to observe the following confidentiality requirements:

• Refrain from disclosing the identities or affiliations of individuals participating in confidential discussions.
• Refrain from attributing statements, opinions, or positions to specific speakers or institutions.
• Refrain from making unauthorized audio or video recordings, or livestreaming restricted sessions.
• Respect any additional confidentiality restrictions communicated by session chairs or the conference Secretariat.

These arrangements are intended to encourage candid, substantive, and constructive exchanges among Track II experts, particularly on sensitive regional security issues.

The Secretariat will respect these confidentiality arrangements in preparing conference reports, publications, and other communications.

6. Data Protection and Retention

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

Access to personal information is restricted to authorized personnel and service providers with legitimate responsibilities.

Personal information will be retained only for as long as reasonably necessary to fulfill the purposes for which it was collected, including conference administration, reporting, recordkeeping, and applicable legal obligations.

Registration and logistical records will ordinarily be retained for up to 12 months following the conference, unless a longer retention period is necessary or legally required. Official conference publications and archival materials may be retained for institutional and historical documentation, subject to applicable privacy safeguards.

7. International Data Transfers

As CSCAP is a regional network with Member Committees across the Asia-Pacific and beyond, certain personal information may be transferred or accessed internationally for legitimate conference-related purposes.

Where international transfers occur, we will take reasonable steps to ensure that appropriate data protection safeguards are maintained in accordance with applicable laws.

8. Cookies and Third-Party Services

Our website may use cookies and similar technologies necessary for website functionality, security, and performance monitoring.

The website may also contain links to external registration platforms, partner organizations, and other third-party services. These services operate under their respective privacy policies.

We encourage visitors to review the privacy policies of external websites before submitting personal information.

9. Your Rights

Under the Philippine Data Privacy Act of 2012 and other applicable laws, individuals may have the right to:

• Be informed about the collection and processing of their personal information.
• Request access to personal information held about them.
• Request correction of inaccurate or incomplete information.
• Object to certain processing activities or withdraw consent where applicable.
• Request deletion, blocking, or erasure of information, subject to legal limitations.
• Request data portability where applicable.
• Lodge a complaint with the Philippine National Privacy Commission.

Requests concerning personal information may be submitted to the CSCAP Philippines Secretariat.

10. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in conference operations, website functionality, or applicable legal requirements.

Any revisions will be published on this website, together with the updated effective date.

11. Contact Information

For questions, concerns, or requests relating to this Privacy Policy or the processing of personal information, please contact:

For additional information about data privacy rights in the Philippines, please visit the National Privacy Commission.