Safeguarding and moderating the virtual conference
Conference principles and values
The 23rd International AIDS Conference (AIDS 2020: Virtual) is hosted and organized by the International AIDS Society (IAS).
AIDS 2020: Virtual encourages debate and dialogue as key elements of participation among all conference participants, including delegates, sponsors, donors, speakers and presenters, exhibitors and the media.
All participants are expected to adhere to the following principles and values:
- Be respectful and considerate.
- Be mindful of the words chosen and how they may affect others.
- Be patient.
- Speak freely, and when in disagreement, try to understand the perspectives of others.
This list is not exhaustive but describes key principles to be taken in the spirit intended. It is a guide for mutually respectful and open participation in the AIDS 2020: Virtual community.
The conference organizers oppose:
- The disruption of interactive spaces that results in the inability for dialogue and debate to take place
- The threat of physical force or verbal harassment
- Cyberbullying or trolling.
These principles and values apply to all parts of AIDS 2020: Virtual, including conference sessions, the poster exhibition, exhibition hall, Global Village, chats and other spaces for networking. While the satellite sessions and pre-conferences at AIDS 2020: Virtual are organized independently, with their respective organizers responsible for moderation and curation of the content of those sessions, these principles and values should apply. They also apply to the COVID-19 Conference (https://covid19.aids2020.org/).
The principles guide all communication and conduct in these spaces, including emails, chats, slides, videos, posters, signs or any images displayed in these spaces and interactions. In addition, egregious violations of these principles outside these spaces may, in rare cases, affect a person’s ability to participate within them.
Participants must be over the age of 18 years to engage with AIDS 2020: Virtual and the COVID-19 Conference. Participants agree that they will not interfere with the proper working of AIDS 2020: Virtual, nor use the conference platform:
- For any illegal purpose and cybercrime
- In conflict with any applicable law, cybersecurity ordinance, rule or regulation of any governmental authority
- In conflict with any applicable data security and protection laws, including but not limited to the European Union General Data Protection Regulation, the California Consumer Privacy Act and any other relevant data protection regulation.
Participants further agree to adhere to the principles and values of the conference as outlined above.
In practice, this means that as a conference participant, either as a registered delegate or as a visitor to the AIDS 2020: Virtual Global Village:
- You may not threaten violence against an individual or a group of people. We also prohibit the glorification of violence.
- You may not promote violence against, threaten or harass other people on the basis of race, ethnicity, national origin, caste, sexual orientation, gender, gender identity, religious affiliation, age, physical or intellectual disability, profession or disease.
- You may not publish or post other people’s private information (such as HIV status or other identifying features, such as home phone number and address) without their express authorization and permission.
- You may not threaten or promote terrorism or violent extremism.
- You may not engage in the targeted harassment of someone or incite other people to do so. This includes expressing a wish or hope that someone experiences physical and/or mental harm.
- You may not impersonate any other person or entity or submit any false, defamatory, offensive, harassing material or any material that violates another party’s rights of privacy and publicity.
- You may not publish offensive, untrue or illegal material.
- You may not submit unsolicited bulk or commercial messages (“spam”) to AIDS 2020: Virtual users. Any unsolicited message must also not direct the recipient to any third- party site or other resources. This excludes communication that is in line with the AIDS 2020: Virtual – Terms & Conditions by selected conference sponsors to those delegates who at the time of registration have accepted that their contact details will be shared with these sponsors.
- You may not groom another individual and/or offer or solicit inappropriate behaviour through the AIDS 2020: Virtual platform.
The information and content displayed or communicated in the context of AIDS 2020: Virtual are for informational purposes only and are not intended as medical advice or as a substitute for the medical advice of a physician. If you have any specific questions about any medical matter, you should consult your doctor or other professional healthcare provider.
The views expressed by speakers or other third parties in the context of AIDS: 2020 Virtual are those of the speaker or third party and not necessarily of the IAS.
All reasonable efforts will be made to ensure that AIDS 2020: Virtual takes place on the advertised date and time. In the event that AIDS 2020: Virtual does not take place on the advertised date and time, an alternative date and time will be scheduled. The IAS reserves the right to substitute speakers where events beyond its reasonable control prevent speakers from appearing. You accept that there will be no right to any refund or cancellation in these circumstances.
AIDS 2020: Virtual takes place online and may be subject to limitations, delays and other problems inherent to the use of the Internet, of third parties’ online platforms and of electronic communications. The IAS shall not be responsible for any delays, delivery failures, interruptions, unavailability, viruses, hacker intrusions or any damage resulting from such issues.
Peaceful protest has always been and continues to be a key element of participation at International AIDS Conferences. The conference organizers endorse freedom of expression as an essential principle in the fight against the HIV epidemic.
Peaceful protest is encouraged at AIDS 2020: Virtual. A designated activist lounge has been enabled for activists to plan actions, share ideas and review calls to action. A direct link to activism from a high-traffic area of the virtual conference platform will provide the space for activists to bring issues to the attention of AIDS 2020: Virtual delegates.
The activist lounge is not moderated by the moderation committee, but by the community activist liaison who liaises with the conference organizers. This community activist will facilitate conversations, including the process for selecting content to be profiled from a high-traffic area
The helpdesk in the delegate lobby area of the virtual platform is available to respond to questions in relation to accessing AIDS 2020: Virtual and will be advised to forward any reports of inappropriate behaviour to the moderation committee. To facilitate the quickest possible response, please do not contact the helpdesk to report an incident; directly email firstname.lastname@example.org.
If you believe anyone – yourself or others – is in physical danger, please notify the appropriate law enforcement agency.
Reports can be as formal or informal as needed for the situation at hand. Please include as much information as you can. If you feel comfortable, please consider including:
- Names (real names, nicknames or pseudonyms) of any individuals involved. If there were other witnesses besides you, please try to include them as well.
- When and where the incident occurred. Please be as specific as possible (title of session, networking space, etc.).
- Your account of what occurred. Please include a link or screenshot if you can.
- Any extra context you believe existed for the incident
- Whether you believe this incident is ongoing
- Your contact phone number (so we can get in touch with you if we need to follow up)
- Any other relevant information.
You will receive an email from the AIDS 2020: Virtual moderation committee acknowledging receipt within two hours (we will aim to respond much quicker than that).
On receipt of a report, the moderation committee will review the incident to determine:
- What happened and who was involved
- Whether this is an ongoing situation and/or whether there is a threat to anyone’s physical safety.
The moderation committee may contact others involved to verify what happened and understand any different perspectives. Based on the available information about the event, the moderation committee will make a decision on how to respond.
If it is determined to be an ongoing incident or a threat to physical safety, the immediate priority will be to protect everyone involved by contacting the relevant local law enforcement agency.
Other responses include:
- Nothing, if it is determined that no violation occurred or the incident has already been appropriately resolved
- A private caution to the individual/s involved, with the intention of preventing similar action by that individual in the future
- A removal of access to AIDS 2020: Virtual
- Involvement of relevant law enforcement if appropriate.
After every 24-hour period, the moderation committee will make a report on the situation to the conference co-chairs. They will do so sooner or as needed if a serious incident arises.
To appeal a decision of the moderation committee, contact the email@example.com with the details of your appeal. The matter will be raised with the moderation committee for further consideration. Decisions regarding appeals will be made within 24 hours of receiving the appeal, and the final decision will be made by the AIDS 2020 conference co-chairs.
It is not appropriate to appeal a particular decision in a public forum.
AIDS 2020 is committed to protecting your privacy and developing technology that gives you the most powerful and safe online experience. This Statement of Privacy applies to the AIDS 2020 Web site and governs data collection and usage. By using the AIDS 2020 website, you consent to the data practices described in this statement.
Collection of your Personal Information
AIDS 2020 collects personally identifiable information, such as your e-mail address, name, home or work address or telephone number. AIDS 2020 also collects anonymous demographic information, which is not unique to you, such as your ZIP code, age, gender, preferences, interests and favorites.
There is also information about your computer hardware and software that is automatically collected by AIDS 2020. This information can include: your IP address, browser type, domain names, access times and referring Web site addresses. This information is used by AIDS 2020 for the operation of the service, to maintain quality of the service, and to provide general statistics regarding use of the AIDS 2020 Web site.
Please keep in mind that if you directly disclose personally identifiable information or personally sensitive data through AIDS 2020 public message boards, this information may be collected and used by others. Note: AIDS 2020 does not read any of your private online communications.
AIDS 2020 encourages you to review the privacy statements of Web sites you choose to link to from AIDS 2020 so that you can understand how those Web sites collect, use and share your information. AIDS 2020 is not responsible for the privacy statements or other content on Web sites outside of the AIDS 2020 and AIDS 2020 family of Web sites.
Use of your Personal Information
AIDS 2020 collects and uses your personal information to operate the AIDS 2020 Web site and deliver the services you have requested. AIDS 2020 also uses your personally identifiable information to inform you of other products or services available from AIDS 2020 and its affiliates. AIDS 2020 may also contact you via surveys to conduct research about your opinion of current services or of potential new services that may be offered.
AIDS 2020 does not sell, rent or lease its customer lists to third parties. AIDS 2020 may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your unique personally identifiable information (e-mail, name, address, telephone number) is not transferred to the third party. In addition, AIDS 2020 may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide customer support, or arrange for deliveries. All such third parties are prohibited from using your personal information except to provide these services to AIDS 2020, and they are required to maintain the confidentiality of your information.
AIDS 2020 does not use or disclose sensitive personal information, such as race, religion, or political affiliations, without your explicit consent.
AIDS 2020 keeps track of the Web sites and pages our customers visit within AIDS 2020, in order to determine what AIDS 2020 services are the most popular. This data is used to deliver customized content and advertising within AIDS 2020 to customers whose behavior indicates that they are interested in a particular subject area.
AIDS 2020 Web sites will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on AIDS 2020 or the site; (b) protect and defend the rights or property of AIDS 2020; and, (c) act under exigent circumstances to protect the personal safety of users of AIDS 2020, or the public.
The AIDS 2020 Web site use “cookies” to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a Web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize AIDS 2020 pages, or register with AIDS 2020 site or services, a cookie helps AIDS 2020 to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same AIDS 2020 Web site, the information you previously provided can be retrieved, so you can easily use the AIDS 2020 features that you customized.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the AIDS 2020 services or Web sites you visit.
Security of your Personal Information
AIDS 2020 secures your personal information from unauthorized access, use or disclosure. AIDS 2020 secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. When personal information (such as a credit card number) is transmitted to other Web sites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.
Changes to this Statement
AIDS 2020 will occasionally update this Statement of Privacy to reflect company and customer feedback. AIDS 2020 encourages you to periodically review this Statement to be informed of how AIDS 2020 is protecting your information.
AIDS 2020 welcomes your comments regarding this Statement of Privacy. If you believe that AIDS 2020 has not adhered to this Statement, please contact AIDS 2020 at firstname.lastname@example.org. We will use commercially reasonable efforts to promptly determine and remedy the problem.