Cancellation and Refund Policy
Cancellation requests must be submitted in writing to oiaadmin@eyeimaging.org.
Full refunds (except for those paying in instalments) will be provided for cancellations received at least eight (8) weeks before the conference start date.
No refunds will be issued for cancellations received after this deadline.
Registration fees may not be transferred to future conferences.
Delegate substitutions may be permitted at the organisers' discretion and must be approved in writing prior to the event.
Registrations made within six (6) weeks of the conference start date are non-refundable.
Registration Deadline
Registration for ICOP 2027 will close six (6) weeks before the conference start date. No new registrations will be accepted after this deadline unless otherwise announced by the organisers.
Purchase Orders
Registrations supported by a Purchase Order are considered provisional until payment has been received in full.
Submission of a Purchase Order number does not guarantee a conference place.
Payment for all registrations must be received no later than six (6) weeks before the conference start date.
Any registration for which payment has not been received by this deadline may be cancelled by the organisers without further notice.
The Ophthalmic Imaging Association is not responsible for delays arising from employer, institutional, or third-party purchasing processes.
Delegates whose registration fees have not been received by the payment deadline will not be permitted to attend ICOP 2027.
Payment Requirements
All registrations must be paid in full before attendance is permitted
Accepted payment methods include:
Stripe
Approved Purchase Orders (PO)
BACs
Registration remains provisional until full payment has been received.
Paying in instalments - UK delegates only
By selecting the instalment payment option for the OIA Conference, you agree to the following terms and conditions.
1. Payment Schedule
The total conference fee is £280, payable as follows:
£70 deposit – payable at the time of booking to secure your place.
3 monthly instalments of £70 – payable on the agreed monthly payment dates following payment of the deposit.
Your place at the conference will only be confirmed once the final payment has been successfully received.
2. Payment Authorisation
By choosing to pay by instalments, you authorise the OIA, or its nominated payment provider, to collect the remaining instalments using the payment method provided at the time of booking.
It is the delegate's responsibility to ensure that sufficient funds are available on each scheduled payment date.
3. Missed or Failed Payments
If an instalment payment fails, the OIA will contact you to arrange payment.
A missed payment may result in your conference booking being placed on hold until the outstanding amount is received. If payment remains outstanding, the OIA reserves the right to cancel the booking and release the place to another delegate.
4. Cancellation and Refunds
The £70 deposit is non-refundable, except where the OIA is required by law to provide a refund.
Any cancellation or refund of subsequent instalment payments will be subject to the OIA Conference cancellation and refund policy in place at the time of booking.
If you cancel your place before all instalments have been paid, any outstanding instalments will no longer be due, subject to the applicable cancellation terms.
5. Transfer of Registration
If you are unable to attend the conference, you may request to transfer your registration to another person, subject to approval by the OIA and any applicable transfer deadlines.
The original delegate remains responsible for any outstanding instalment payments until the transfer has been formally approved by the OIA.
6. Conference Cancellation
If the OIA Conference is cancelled by the organisers, delegates paying by instalments will be contacted regarding arrangements for refunds or alternative attendance options.
7. Changes to Payment Details
You are responsible for notifying the OIA of any changes to your payment details that may affect the successful collection of an instalment.
8. Agreement to Terms
By selecting the instalment payment option, you confirm that you have read, understood, and agreed to these Terms & Conditions and the applicable OIA Conference booking and cancellation policies.
Payment plan: £70 deposit + 3 monthly payments of £70
Total conference fee: £280
Privacy policy
1. Introduction
The Ophthalmic Imaging Association ("OIA", "we", "us", or "our") is committed to protecting your privacy and handling your personal information in a transparent and secure manner.
This Privacy Policy explains how we collect, use, store, and share your personal information when you register for or attend the International Conference on Ophthalmic Photography (ICOP 2027), held from 2–4 April 2027 at The Slate, Coventry, Warwickshire, United Kingdom.
2. Data Controller
The data controller for ICOP 2027 is:
Ophthalmic Imaging Association
Gloucester, United Kingdom
Email: oiaadmin@eyeimaging.org
3. Information We Collect
When you register for ICOP 2027, we may collect:
Full name
Email address
Organisation or employer
Telephone number
Billing information
Purchase Order details (where applicable)
Dietary requirements
Accessibility requirements
Registration preferences
Attendance records
Payment card information is processed securely by Stripe and is not stored by OIA.
4. How We Use Your Information
We use your information to:
Process conference registrations
Confirm and manage attendance
Process payments and invoices
Respond to enquiries
Manage dietary and accessibility requirements
Provide event updates and important conference communications
Promote future ICOP conferences and related events
Maintain historical records of conference participation
5. Legal Basis for Processing
We process your information based on:
Performance of a contract (conference registration)
Compliance with legal obligations
Legitimate interests in organising and improving future conferences
Consent where required by applicable law
6. Sharing of Information
We may share information with:
Stripe for payment processing
Event venues and service providers where necessary to deliver conference services
Future ICOP organising committees for the planning and administration of future ICOP conferences
We do not sell personal information to third parties.
7. Marketing Communications
We may contact you regarding future ICOP conferences, educational events, and related activities organised by OIA or future ICOP organisers
You may opt out of marketing communications at any time by following the unsubscribe instructions included in our emails or by contacting us directly.
8. Data Retention
We retain personal information only for as long as necessary to:
Administer the conference
Meet legal and accounting obligations
Maintain historical conference records
Support future conference planning
9. Your Rights
Under UK GDPR, you may have the right to:
Access your personal information
Correct inaccurate information
Request deletion of your information
Restrict or object to processing
Request data portability
Withdraw consent where processing is based on consent
Requests should be sent to: oiaadmin@eyeimaging.org
10. Security
We implement appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, or destruction.
11. Changes to this Policy
We may update this Privacy Policy from time to time. Any changes will be posted on the ICOP 2027 website.
12. Contact
For questions regarding this Privacy Policy, please contact: oiaadmin@eyeimaging.org