Terms and conditions.

These Terms of Use (“Terms”) govern your use of the ASRC 2027 website and abstract submission portal (the “Website”), run by the Society of Medical Students of Chulabhorn International College of Medicine (SMO CICM) as organiser of the Annual Student Research Conference 2027 (“we”, “us”, “the Organising Committee”). By creating an account or using the Website, you agree to these Terms and to our Privacy Policy. If you do not agree, please do not use the Website.

1. Who may use the Website

The Website is for people taking part in or following ASRC 2027, including students, residents, researchers and faculty. If you are under 18, you need your parent’s or guardian’s consent to create an account. Eligibility to submit or present is set by the ASRC regulations and the Academic Guidelines.

2. Your account

• Give accurate, current information and keep your profile up to date.
• Use an email address you control; we verify it with a one-time code.
• Keep your password secret. You are responsible for activity on your account. Tell us at once at smomedcicm+asrc@gmail.com if you think someone else has used it.
• One account per person. Do not create accounts for, or sign in as, someone else.
• If the Organising Committee pre-registered you, signing up with the same email links you to that record.

3. Submitting abstracts

When you submit an abstract, you confirm that:

• the work is original and is not plagiarised, fabricated or falsified;
• every listed author has approved the submitted version and agreed to be listed, and their names and affiliations are correct;
• the research followed applicable ethical rules and has the required ethics (IRB) approval where needed;
• the abstract and any files contain no identifiable patient or research-participant data, and nothing confidential you are not entitled to share;
• the submission does not infringe anyone’s copyright, privacy or other rights.

Submissions must follow the Academic Guidelines. You can edit or delete a draft until you submit it. After submission, changes can only be made if the committee requests a revision.

The Academic Committee decides on acceptance and presentation category (oral or poster) at its discretion, and its decisions are final. Submitting an abstract does not guarantee acceptance.

4. Rights in your submission

You and your co-authors keep the copyright in your work. By submitting, you give the Organising Committee, CICM and Thammasat University a non-exclusive, royalty-free, worldwide licence to store, copy, review and, if accepted, publish the abstract with its authors’ names and affiliations in the conference programme, abstract book, Website and related promotional or archival material, in print and online. Supporting files are used only for review and are not published without your permission.

You confirm you have the authority to grant this licence on behalf of all listed authors.

5. Academic integrity

Plagiarism, fabrication, falsification, misuse of data, undisclosed duplicate submission, or other academic misconduct may lead us to reject or withdraw an abstract, including after acceptance or presentation, remove it from publications, suspend your account, and notify your institution.

6. Acceptable use

You must not:

• try to access accounts, data or admin areas you are not authorised to use;
• upload malware, or files that are illegal, offensive or unrelated to your submission;
• interfere with the Website’s security or operation, including through automated scraping, overloading, or probing for vulnerabilities;
• impersonate any person or institution, or misrepresent your affiliation;
• use the Website or other participants’ information to send spam or for any commercial purpose.

7. Our content

The Website’s design, text, logos and graphics, including the ASRC, SMO CICM, CICM and Thammasat University names and logos, belong to their respective owners. You may view and share Website pages for personal, non-commercial purposes, but you may not copy or reuse our logos or branding without written permission.

8. Emails

We will send you service emails needed to run your account and submission, such as verification codes and review results. Announcement and key-date emails are sent only if you opted in; you can opt out at any time.

9. Availability and changes

We run the Website on a voluntary, non-commercial basis. We aim to keep it available, especially near deadlines, but we do not guarantee it will be uninterrupted or error-free. Please submit well before deadlines and keep your own copy of your work. We may change, suspend or end any part of the Website, and may change conference dates or arrangements, posting updates on the Website.

10. Suspension and closing your account

We may suspend or close an account that breaks these Terms. You may ask us to close your account at any time by emailing smomedcicm+asrc@gmail.com. Closing your account does not remove an accepted abstract from materials already published. How we handle your data after closure is set out in the Privacy Policy.

11. Disclaimers and limitation of liability

The Website is provided “as is” and “as available”. Research shown on the Website or at the conference is the responsibility of its authors and does not represent the views of the Organising Committee, CICM or Thammasat University, and is not medical advice.

To the fullest extent allowed by Thai law, we are not liable for any indirect or consequential loss, or for loss caused by Website downtime, lost data, or missed deadlines due to technical problems. Nothing in these Terms limits liability that cannot be limited by law, including liability for gross negligence or wilful misconduct.

12. Changes to these Terms

We may update these Terms. We will post the new version here with a new effective date, and tell registered users of significant changes by email. Continuing to use the Website after a change means you accept the updated Terms.

13. Governing law

These Terms are governed by the laws of the Kingdom of Thailand, and the courts of Thailand have jurisdiction over any dispute.

14. Contact