Privacy Notice

Date last modified: 15 January 2026

Optica and the Optica Foundation (collectively “Optica”) are committed to protecting your personal data. This notice explains how we collect, use, share, and protect your personal information, and how you can exercise your privacy rights.

Where We Collect Personal Data From

Optica may receive your personal data from the following sources:

• Websites (owned or managed by Optica), including optica.org, opg.optica.org, and prism.optica.org, where you create accounts to access products and services.
• Mobile applications, such as conference planner apps.
• Optica-contracted vendors who provide services related to the delivery of a product or service, including paper submissions, conference registrations, and career services.
• Third-party individuals, such as corresponding authors or nominators submitting information about you.
• Optica partners, including co-sponsors of meetings and peer societies.
• Your direct correspondence with Optica via mail, email, or fax.

What Personal Data We Collect

• Identifying data: name, ORCID ID, photo.
• Contact data: email, mailing address, telephone number.
• Demographic data: nationality, birth year, gender, dietary restrictions, family member names, emergency contact information.
• Financial data: payment information, transaction records, and purchase history.
• Professional data: CV, technical interests, education, employer details.
• Optica-related activity data: author/reviewer history, volunteer activities, and customer communications.
• Technical data: IP address, browser type, device type, operating system, and site interaction details.

How We Use Personal Data

Optica uses your personal data to:

• Deliver products and services you have purchased or registered for.
• Fulfill contractual obligations with third-party providers under data protection agreements.
• Collaborate with partners to provide shared programs or benefits.
• Inform you about other relevant Optica programs, events, and services.
• Administer awards, grants, or recognitions.
• Include your information in Optica’s online directory.
• Enhance your online experience, such as maintaining shopping carts or login sessions.
• Share registration lists with other conference attendees.
• Monitor and secure Optica content and services.
• Share mailing addresses with Optica Industry Members.
• Comply with legal obligations or respond to lawful requests.
• Support corporate transactions, such as mergers or acquisitions, while ensuring data protection remains in place.

Your Data Rights

You can access or update most of your personal data through My Account. For author and reviewer information, visit the Optica Publishing Group and Prism platforms.

Questions or concerns may be sent to [email protected]. Individuals covered by data protection laws (e.g., EU, UK) may exercise specific rights by contacting [email protected].

Cookies and Tracking Technologies

Optica uses session, persistent, and third-party cookies to enhance site performance, remember preferences, analyze traffic, and measure marketing effectiveness. We may also use web beacons or similar technologies for analytics and campaign tracking.

To learn more or manage preferences, see our Cookie Notice.

Log Files

Optica websites collect log data such as IP address, browser type, ISP, referring/exit pages, and click patterns. This helps us analyze trends, administer the site, and improve usability.

Transfer of Information to Other Countries

As a global organization headquartered in the United States, Optica may transfer data internationally to provide its services. By submitting your information, you consent to this transfer and to the processing of your data under this Privacy Notice.

Modifications to this Notice

Optica may update this Privacy Notice periodically. Material changes will be communicated via email or prominent website notice. The most recent update date is shown at the top of this page.