Conference Management System (CMS)
By creating an account, accessing, or using Conference Management System (CMS), you agree to be bound by these Terms and Conditions ("Terms"). Please read them carefully. If you do not agree to all of these Terms, you must not create an account or use CMS. Your continued access to or use of CMS after any update to these Terms constitutes acceptance of the revised Terms.
Conference Management System (CMS)
These Terms govern your access to and use of CMS as a platform for conference-related administration, including user account management, submission workflows, registration workflows, payment processing integrations, and document and file management features.
These Terms are limited to platform and system usage and do not replace separate conference-specific policies unless expressly stated.
CMS and the conference organizing team act as facilitators for conference administration and publication workflows, including preparation and submission of eligible conference content and proceedings to IEEE Xplore in accordance with applicable requirements.
CMS and the organizers will use reasonable efforts to support submission and publication processes. However:
Publication or indexing outcomes, including IEEE Xplore acceptance and Scopus indexing status, are not guaranteed and do not constitute grounds for refund.
Conference Cancellation: In circumstances where CMS or the organizing committee determines it is necessary to cancel a conference for reasons not covered by the Force Majeure clause, CMS may, entirely at its sole and absolute discretion, consider the appropriateness of a partial or full refund of registration fees. CMS makes no commitment, representation, or guarantee of any refund in such circumstances. Any remedy following a non-force-majeure cancellation shall be determined by CMS and the organizing committee, and that decision shall be final and binding.
To create and use an account on CMS, you must be at least 18 years of age or the age of majority in your country of residence, whichever is greater. By using CMS, you represent and warrant that you meet this age requirement.
You agree to:
CMS is not responsible for loss arising from your failure to safeguard your account credentials.
You agree not to use CMS for any unlawful or prohibited purpose, including but not limited to:
License: By uploading or submitting any content, documents, papers, or other materials ("Content") to CMS, you hereby grant CMS and the conference organizing committee a worldwide, royalty-free, non-exclusive, and revocable license to use, copy, reproduce, modify, display, and distribute your Content solely for the purposes of conference administration, proposal review, proceedings publication, and archival.
Responsibility for Content: You retain ownership of your Content and are solely responsible for ensuring that any Content you submit:
CMS is not responsible for any claims arising from your Content or its use.
As an author, submitter, or contributor of any academic paper or proposal through CMS, you warrant and represent that:
Breach of academic integrity will be reported to relevant academic bodies and may result in removal or banning from future conferences.
If assigned to review submissions, you are bound by the following obligations:
All fees and charges are stated in the currency and amount specified at the time of registration or submission. You agree to pay all fees in according to the fee schedule specified by the conference or CMS.
All fees paid to CMS and the conference are non-refundable once payment has been successfully processed. This applies regardless of whether a user subsequently withdraws from a conference, is unable to attend, changes their mind, or does not use the services paid for.
CMS makes no representation regarding the availability or issuance of any visa letters or travel arrangements. Where CMS issues visa support letters or event endorsements, such letters are provided as a courtesy only and do not guarantee visa issuance by any government authority. Visa decisions are at the sole discretion of the relevant government immigration office.
Accommodation: CMS does not arrange, provide, recommend, or manage accommodation for conference participants. All accommodation arrangements are entirely the participant's own responsibility. CMS makes no representations regarding the availability, suitability, pricing, or proximity of any accommodation. No refund, credit, or other remedy is available in connection with accommodation.
Participants are solely responsible for all visa, travel, and accommodation arrangements. No refund, credit, or other remedy is available due to visa denial or travel complications.
For physical conference events, CMS and the organizing committee will endeavor to collect dietary preference information from registered participants (including but not limited to vegetarian or allergy-related requirements) where the registration form includes such a field.
However, the provision of dietary-specific meals or catering is subject to venue availability, catering contractor limitations, and logistical constraints. CMS and the organizing committee make no guarantee that any specific dietary requirement can or will be accommodated. Where accommodation is not possible, CMS will make reasonable alternative arrangements available, but this does not constitute a basis for refund, complaint, or any other claim. Dietary meal arrangements are offered as a courtesy only and are not a contracted service.
This clause applies to physical events only. No meal or catering arrangements are provided or implied for virtual or online events.
Sessions, presentations, and conference events may be recorded, photographed, or live-streamed. By participating, you consent to being recorded or photographed. You waive any claim to compensation or control over such recordings or photographs.
CMS and the organizing committee may use such recordings for conference promotion, archival, educational, and public distribution purposes without further consent or compensation.
CMS reserves the right to immediately suspend or terminate your account if:
Suspension or termination does not obligate CMS to refund any fees. You will lose access to your account upon suspension or termination.
Only CMS administrators can permanently close user accounts. Private requests for account closure or deletion are at the sole discretion of CMS admin. No user has any right to demand immediate deletion of their account or associated data. Timelines for closure, if granted, are at CMS discretion. Data may continue to be retained as required by applicable law.
Your use of CMS is subject to CMS's separate Privacy Policy and data protection obligations under the Personal Data Protection Act 2010 (PDPA) and other applicable data protection laws.
CMS collects and processes personal data including your name, email, affiliation, registration details, submission content, and payment information. Such data is used for:
Where required by applicable law, promotional communications will include unsubscribe or opt-out mechanisms, and such requests will be honored in accordance with applicable legal requirements.
Data Retention: CMS will retain your personal data for as long as is necessary to fulfill the purposes for which it was collected, and for as long as required or permitted by applicable law, including the Personal Data Protection Act 2010 (Malaysia) and any applicable legal, regulatory, tax, accounting, audit, or dispute resolution obligations. Following account closure or deletion, CMS may continue to retain data as necessary to comply with legal obligations, resolve disputes, prevent fraud, and enforce its rights under these Terms. Data deletion requests will be considered subject to these retention requirements.
CMS is provided on an "as is" and "as available" basis.
CMS makes no warranty, express or implied, regarding CMS or the services rendered. CMS specifically disclaims any and all implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, and accuracy.
CMS makes no warranty that:
You use CMS entirely at your own risk. CMS does not guarantee uninterrupted operation, and access may be affected by maintenance, outages, technical issues, third-party service failures, or circumstances beyond CMS control.
To the maximum extent permitted by applicable law:
You agree to indemnify, defend, and hold harmless CMS, Universiti Teknologi Mara, the conference organizing committee, and each of their respective officers, employees, agents, and representatives from and against any and all claims, demands, liabilities, losses, damages, costs, and expenses, including reasonable legal costs and attorneys' fees, arising out of or relating to:
This indemnity obligation shall survive termination of these Terms and your cessation of use of CMS.
Nothing in these Terms and nothing arising from your use of CMS shall be construed to create any partnership, joint venture, agency, franchise, fiduciary duty, employment, or other special relationship between you and CMS or the organizing committee. You have no authority to bind CMS or the organizing committee in any manner whatsoever.
All materials, designs, logos, names, images, and content on CMS, including but not limited to software code, underlying architecture, and user interface design ("IP"), are owned or licensed by CMS or its affiliates and protected by international copyright, trademark, and other intellectual property laws.
You may not copy, reproduce, modify, distribute, reverse-engineer, decompile, or create derivative works of any CMS IP without prior written permission from CMS. Any unauthorized use may result in legal action and account termination.
CMS may integrate with third-party payment gateways, indexing services, communication platforms, and other external service providers. CMS is not responsible for the availability, accuracy, security, performance, or conduct of any third-party service or provider. Use of any third-party service through CMS is at your own risk and subject to that provider's terms of service.
CMS uses cookies and other session tracking technologies for the purposes of authentication, maintain login state, protect platform security, and analytics. By using CMS, you agree to the use of such technologies. You may manage cookie preferences through your browser settings.
You agree not to use automated tools (bots, scrapers, crawlers, or similar mechanisms) to access, monitor, or extract data from CMS. Unauthorized automated access will result in immediate account termination and potential legal action.
You may not assign, delegate, or transfer your rights or obligations under these Terms to any third party without the prior written consent of CMS. Any attempt to do so is void.
CMS is not liable for any failure or delay in performing obligations under these Terms arising from events beyond its reasonable control, including but not limited to natural disasters, pandemics, acts of terrorism, war, civil unrest, government action, cyber attack, or major service provider outages.
The format and mode of delivery (physical, virtual, or hybrid) of any conference administered through CMS are at the sole discretion of the CMS and the organizing committee and may change at any time without prior notice.
In such events, CMS and the organizing committee reserve the right to sole discretion, to change the mode of delivery of any conference from physical or hybrid to fully virtual, or to otherwise modify the format, schedule, or significant aspects of a conference in response to unforeseen circumstances, including public health crises, security threats, or logistical challenges.
Where such a change is made, CMS and the organizing committee will use reasonable efforts to minimize disruption and inform participants. A change in conference format or mode of delivery does not constitute force majeure and does not automatically entitle a participant to a refund.
Mandatory Internal Process:
You acknowledge that you are not relying on any representation, warranty, or promise made by CMS, its representatives, or the organizing committee other than those expressly stated in these Terms. Any representation outside this document are not binding on CMS.
CMS reserves the right to update, amend, or replace these Terms at any time as CMS deems reasonably necessary to address operational, legal, security, technical, or other situational requirements. Updated Terms take effect upon publication in CMS unless stated otherwise. Continued use of CMS after publication constitutes acceptance of the revised Terms.
The following sections of these Terms shall survive any termination, expiry, or cancellation of your account or these Terms and shall remain in full force and effect:
Severability: If any provision of these Terms is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, or severed if modification is not possible. All remaining provisions shall continue in full force and effect.
Waiver: Failure by CMS to enforce any provision of these Terms does not waive that provision or any other provision.
Entire Agreement: These Terms, together with any applicable conference-specific policies, constitute the entire agreement between you and CMS regarding your use of the platform. All prior negotiations, representations, and agreements are superseded.
These Terms are published in English. Any translation is provided for convenience only. In the event of conflict between the English version and any translation, the English version prevails.
These Terms are governed by the laws of Malaysia.
Submission deadlines published by CMS or the conference organizing committee are fixed and strictly enforced. CMS accepts no responsibility for late or failed submissions arising from user error, internet connectivity problems, browser incompatibilities, device failures, or any other technical difficulty on the user's end.
Any claim of system unavailability on the CMS side must be reported to the organizing committee in writing within 24 hours of the deadline, accompanied by verifiable supporting evidence. Any extension on such grounds is entirely at the sole discretion of the organizing committee. No user has any right to demand or expect a deadline extension under any circumstances.
CMS is not party to, and accepts no responsibility whatsoever for, any dispute arising between or among authors or co-authors of any submission, including disputes relating to authorship credit, author order, contribution, consent to submission, intellectual property ownership, data ownership, or any other matter.
Where a co-author dispute is brought to CMS's attention, CMS reserves the right, at its sole discretion, to place the relevant submission on hold pending resolution, without incurring any liability to any party. CMS will not arbitrate, adjudicate, or mediate co-author disputes. Resolution is the sole responsibility of the parties involved.
All users and conference participants are expected to engage respectfully and professionally at all times. The following conduct is strictly prohibited and constitutes a breach of these Terms:
CMS reserves the right to remove, suspend, or permanently ban any user found to have engaged in prohibited conduct, without any obligation to issue a refund. CMS accepts no liability for the conduct of any individual user or participant.
By completing any payment through CMS, you represent that the payment is duly authorized and legitimate. You expressly agree that:
Subject to any mandatory statutory provisions that cannot be contractually excluded, any claim, action, or proceeding arising out of or in connection with these Terms, your use of CMS, or any conference administered through CMS must be formally commenced within twelve (12) months from the date on which the relevant event, act, omission, or circumstance giving rise to the claim first occurred or reasonably ought to have been known to the claimant, whichever is earlier.
Any claim not commenced within this period is permanently and irrevocably time-barred, regardless of any longer limitation period that might otherwise apply under statute or law. By using CMS, you expressly and irrevocably waive any right to rely on any longer limitation period.
To the fullest extent permitted by applicable law, you agree that any dispute, claim, or controversy between you and CMS or the organizing committee shall be brought solely in your individual capacity, and not as a plaintiff, class member, representative, or participant in any purported class action, collective action, representative action, consolidated proceeding, or any other form of group or collective litigation.
You expressly and irrevocably waive any right to commence, join, or seek recovery through any class or representative action against CMS. CMS may seek to enforce this waiver to the fullest extent permitted by law.
CMS is operated from Malaysia. By accessing and using CMS, you represent and warrant that your access and use is lawful under all applicable laws and regulations in your country or jurisdiction of residence or access.
You are solely and entirely responsible for ensuring compliance with all local laws, regulations, restrictions, and requirements applicable to you, including but not limited to data protection laws, academic integrity regulations, and applicable sanctions or export control regimes. CMS makes no representation that its services or content are appropriate, available, or lawful in any particular jurisdiction outside Malaysia. Access from jurisdictions where such access is prohibited is unauthorized and entirely at the user's risk and responsibility.
Individual conferences administered through CMS may issue supplementary policies, call-for-paper guidelines, camera-ready instructions, and other conference-specific documentation. Such supplementary materials apply in addition to, and not in substitution of, these Terms.
In the event of any conflict or inconsistency between a conference-specific document and these Terms, these Terms shall prevail unless the conference-specific document expressly and specifically overrides an identified provision by section number and has been formally approved by CMS. No conference-specific policy may expand the liability of CMS or the organizing committee beyond what is set out in these Terms.
While CMS implements reasonable and standard industry security measures to protect user data and submissions, CMS makes no absolute guarantee that the platform is impregnable or immune to unauthorized access, hacking, cyberattack, data theft, malware, ransomware, or other security incidents.
No Liability for Data Compromise: To the fullest extent permitted by applicable law, CMS and the organizing committee shall not be liable for any loss, damage, disclosure, misuse, or compromise of user data, submissions, reviews, or any other information arising from:
In the event of a confirmed or suspected data breach or unauthorized disclosure affecting your account or submissions, CMS will endeavor to notify you in accordance with applicable data protection laws. However, notification delays or errors do not waive CMS's liability limitations.
Remedies at CMS Discretion: In the event of any data compromise, unauthorized use, or misuse of your information or submission through no fault of your own, any remedy—including but not limited to refund of registration fees, reprocessing of submissions, credit toward future conferences, or other compensation—shall be determined entirely at the sole discretion of CMS and the organizing committee. CMS makes no commitment or guarantee to offer any remedy whatsoever for breach or misuse of data.
Paper and Registration Transfer Rights: In addition to any other remedies, CMS reserves the right, at its sole discretion, to transfer or re-assign your paper, submission, registration, or associated data to another conference edition, alternate conference, or related event administered by CMS or its affiliates, without your prior consent, in order to mitigate the impact of a security incident, operational failure, or other unforeseen circumstance. Transfer of your submission does not imply acceptance, publication guarantee, or any obligation from the receiving conference.
For legal notices, support, or privacy and data requests:
Email: [To Be Updated]