Privacy policy
Heshvan Digital ("Rhodex", "we", "us"), whose address is P.O. Box 14, Sunyani; Fiapre, UENR, Ghana, operates the Rhodex conference-management platform from Ghana. This policy explains what personal information we handle, why we use it, who receives it, how long we keep it, and the choices available to you.
Information we collect
- Account and identity details, including your name, email address, phone number, password hash, verification status, organisation, professional profile, and security settings.
- Conference records, including registrations, participant type, form answers, accessibility or dietary requirements you choose to provide, programme activity, attendance, feedback, certificates, and communications.
- Author, reviewer, speaker, and networking information, including submissions, affiliations, reviews, conflicts, profile visibility choices, connections, and business-card details.
- Payment and transaction records, including invoices, payment status, references, refunds, and payment evidence. Rhodex does not store complete payment-card details.
- Security and technical records such as login time, IP address, device/session identifiers, audit entries, errors, and abuse-prevention signals.
Why we use information
We use information to provide and secure accounts; run registration, payment, attendance, submission, review, programme, feedback, certificate, and networking workflows; send service messages; provide support; prevent fraud; keep accountable records; and meet legal obligations. Optional privacy-filtered product analytics and masked browser session replay require your affirmative choice. Necessary security records and anonymous operational error diagnostics may continue when that choice is off. You can change your choice at any time in Privacy settings; core features work when optional analytics are off. Optional Rhodex campaign email or SMS requires recorded consent for the purpose and channel, which you can withdraw.
Processors and sharing
Conference organisers receive the participant and operational information needed to run conferences you join. We may also use contracted service providers only for their assigned service:
- Paystack processes supported online payments and returns transaction status and references to Rhodex.
- Email delivery providers transmit account, conference, receipt, feedback, and consented campaign messages.
- Configured SMS providers transmit service or consented marketing messages to verified phone numbers.
- PostHog receives privacy-filtered product analytics, masked session replay, interaction events, performance measurements, and operational error diagnostics so we can improve reliability and ease of use. Form inputs, sensitive text, credential values, and payment-card details are not intentionally recorded.
- Tawk.to provides optional support chat when enabled and loads only after you choose “Get Help”.
We do not sell personal information. We may disclose information when required by law, to protect people or the platform, or as part of a properly governed business transfer.
Retention and deletion
We keep information only for the service, security, audit, contractual, tax, dispute, conference, certificate-verification, and scholarly-publication periods that apply. A deletion request removes or de-identifies your account identity and revokes access. Financial ledgers, audit evidence, attendance and certificate facts, and scholarly records may be retained where deletion would break an accountable record or another person's rights. Retained records are restricted to those purposes and are no longer used as an active profile.
Contact details copied into a completed or cancelled campaign recipient list are de-identified after 90 days. Delivery status, consent evidence, suppression fingerprints, and accountable communication records may remain where needed to prove compliance and prevent unwanted messages.
You can start deletion from your profile or the public account deletion page. We verify the request and aim to complete it within 30 days. Administrative ownership must first be transferred safely.
Your choices and rights
During public registration, we ask you to acknowledge use of your phone number for verification and essential conference notices. This required step does not authorize optional Rhodex marketing, product analytics, or session replay. Separate optional choices start off and are recorded only when you select them. Optional campaign email and SMS choices are stored separately; analytics and masked replay share one clearly labelled optional setting.
You can update your profile, change communication choices, request access or correction, object to or restrict certain processing, withdraw consent, and request deletion. Each optional campaign email has a signed unsubscribe link that withdraws consent for that message purpose and email channel; SMS has its own opt-out path. Withdrawal suppresses future sends to that destination for the selected purpose and channel. Essential service and transaction messages are unaffected. Rights depend on applicable law and may have lawful exceptions. Contact team@rhodex.cc.
Security, children, and international transfers
We use access controls, encryption for selected sensitive fields, audit logging, verification, rate limits, and operational safeguards. No internet service is risk-free. Rhodex supports different kinds of events, including events and camps in which children or teenagers participate. Event participation does not itself mean a child may independently open an account or enter an agreement. Where required by applicable law and the event's arrangements, registration and provision of a child's information must be handled by a parent, guardian, or another person lawfully authorised to act, with the required permissions. An organiser's involvement does not automatically replace parental or guardian permission. Organisers must limit the information they collect to what is needed for the event and provide the relevant notice and permission process. Contact us before submitting children's information if the necessary lawful arrangements or permissions are unclear. Service providers may process information outside your country under contractual and legal safeguards.
Updates and contact
We may update this policy when our services or legal obligations change. We will publish the effective date and provide additional notice for material changes where appropriate. Questions or privacy requests can be sent to team@rhodex.cc.