Privacy Policy
NHRA Conference Management System (reg.nhra.org.zm)
Version: 1.0 · Effective date: 6 October 2026 · Last updated: 6 October 2026
1. Who we are
The National Health Research Authority (NHRA) is the data controller for personal information collected through the NHRA Conference Management System ("the system"). We process personal information in accordance with the Data Protection Act No. 3 of 2021 of the Republic of Zambia.
Data protection contact: zhrc@nhra.org.zm, or use our Contact Us page.
2. Information we collect
We collect only what we need to run conferences. Depending on how you use the system, this may include:
Identity and contact details: full name, sex, nationality, country of residence, email address, telephone number, organisation, organisation type (local or foreign), and job title.
Student details (only if you register as a student): institution, programme, level of study, student identification number, and an image of your student ID card.
Conference participation: registration category (attendee type), conference, sessions and workshops selected, abstract submissions, presentation, speaker or moderator details, accommodation requests, and special requirements you choose to tell us about (for example accessibility or dietary needs).
Payment details: invoice amounts, payment method (bank transfer, card, or mobile money), payment references, transaction status, and proof-of-payment documents you upload. We do not receive or store full card numbers. Card payments are handled by our payment service provider.
Technical details: IP address, browser and device type, login times, and security and audit logs.
We collect sex and nationality for conference statistics and reporting, and nationality to apply the correct fee category.
3. Why we use your information and our legal basis
| Purpose | Legal basis |
|---|---|
| Registering you for a conference, issuing invoices and receipts, confirming registration | Performance of a contract with you, or steps you asked us to take before entering into one |
| Verifying student eligibility for a discounted fee | Performance of a contract; your consent to provide your student ID card |
| Using your student ID card image in publicity or promotional material | Your separate, explicit consent, which we will ask for before any such use and which you can withdraw at any time |
| Processing and reconciling payments, accounting and audit | Legal obligation |
| Reviewing and publishing accepted abstracts | Your consent, given at submission |
| Sending conference-related messages (confirmations, schedules, changes) | Performance of a contract |
| Issuing and verifying certificates of attendance | Performance of a contract; legitimate interest in preventing certificate fraud |
| Statistical and administrative reporting | Legitimate interest of NHRA in planning and accounting for conferences |
| Keeping the system secure and preventing fraud | Legitimate interest; legal obligation |
We will not use your information for unrelated marketing without asking you first.
4. Registration by a coordinator
An organisation coordinator may create a profile for you and register you for conferences on your behalf. Coordinators must confirm that they have informed you and obtained your agreement before submitting your details.
If a coordinator registered you, we will email you a link to this policy when your profile is created. You can contact us at any time to access, correct, or object to the use of your information (see Section 11). Coordinators can see the details of members they register and the payment status of their organisation's invoices. They cannot see members belonging to other organisations.
Your profile may be reused for future conferences that your coordinator registers you for.
5. Abstracts and presentations
Abstracts are reviewed by authorised NHRA staff and reviewers. If your abstract is accepted, your name, affiliation, and abstract may be published in the conference programme, proceedings, website, and related materials. We ask for your consent to this when you submit.
Do not include patient-identifiable data or other confidential information in an abstract.
6. Who we share information with
We share information only where needed to run the conference:
- authorised NHRA staff and conference organisers, with access limited by role;
- abstract reviewers;
- payment service providers and banks;
- accommodation and venue providers, limited to the details needed for your booking;
- IT, hosting, and email service providers acting on our instructions;
- government or regulatory authorities where the law requires it.
We do not sell or rent personal information.
7. Transfers outside Zambia
Some service providers (for example email or payment processors) may store or process information outside Zambia. Where this happens, we transfer information only as permitted by the Data Protection Act No. 3 of 2021 and take steps to ensure it is adequately protected.
8. How long we keep information
| Information | Retention period |
|---|---|
| Student ID card images | Kept with your registration record. Used only to verify your student eligibility unless you give separate consent to another use, such as publicity. Deleted if you ask us to, unless we need them to settle a dispute about your fee |
| Proof-of-payment uploads, invoices, receipts, payment records | As long as required for accounting and audit |
| Registration and attendance records | As long as needed to verify certificates of attendance |
| Accepted abstracts and published programmes | Kept permanently as part of the conference record |
| Rejected abstracts | Deleted once they are no longer needed for the conference record |
| Security and audit logs | As long as needed to keep the system secure |
| Inactive member profiles | Deleted or anonymised after a long period without a registration |
After these periods, information is securely deleted or anonymised.
9. How we protect information
We use role-based access controls, encrypted connections (HTTPS), password-protected accounts, and audit logging. Uploaded documents are stored outside publicly accessible locations and are available only to authorised staff. No system is completely secure, but we work to protect your information against unauthorised access, loss, or misuse.
10. If something goes wrong
If a security breach affects your personal information, we will notify the Data Protection Commissioner and, where the breach is likely to affect you, notify you, as required by law.
11. Your rights
Under the Data Protection Act No. 3 of 2021, you may:
- ask for a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information we no longer need;
- object to processing based on our legitimate interest;
- withdraw consent where we rely on it (this does not affect processing already carried out);
- complain to us, or to the Office of the Data Protection Commissioner.
To make a request, email zhrc@nhra.org.zm or use our Contact Us page. We may need to verify your identity first. Some requests may be limited where we are legally required to keep records (for example, payment records).
12. Cookies
The system uses only cookies needed for login sessions, security (for example form protection), and basic functionality. We do not use advertising or tracking cookies. Blocking these cookies will prevent you from logging in.
13. Children
The system is intended for adult professionals and students. If a participant is under 18, a parent or guardian must consent to their registration, and the coordinator or registrant must tell us the participant is under 18.
14. Your responsibilities
Please keep your login details private, provide accurate information, and report suspected unauthorised access to zhrc@nhra.org.zm. Coordinators are responsible for informing the members they register about this policy.
15. Changes to this policy
When we make significant changes, we will update the version number and date above and ask you to review the updated policy the next time you log in.
16. Contact us
National Health Research Authority (NHRA)
Email: zhrc@nhra.org.zm · Contact Us