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Privacy · Your data, your control

Privacy Policy

What we collect, how we use it, and the controls you have. Written in plain English — no legal fog.

Last updated: May 24, 2026
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Export it, delete it, control it — anytime from settings.

01

Data We Collect

  • Account data: name, email, profile photo, role (delegate/chair/organizer), nationality, institution.
  • Application data: position papers, country preferences, conference history, awards.
  • Usage data: pages viewed, features used, device type, IP address (for security).
  • Payment data: handled entirely by Stripe / PayPal — we only see transaction metadata.
02

How We Use It

  • To operate the Service: matching delegates to committees, processing applications, displaying conferences.
  • To improve the Service: aggregated analytics, debugging, security monitoring.
  • To communicate with you: account alerts, conference updates (you control email frequency in Settings).
  • To comply with legal obligations and enforce our Terms.
03

Cookies & Tracking

  • We use essential cookies for authentication and security (you cannot disable these).
  • We use functional cookies to remember your theme preference and recent activity.
  • We use analytics cookies (anonymized) to understand how the Service is used. You can opt out from settings.
  • We do not use third-party advertising trackers.
04

Sharing With Others

  • Organizers see application data for delegates who apply to their conferences.
  • Chairs see position papers and scoring data for delegates in their committees.
  • Service providers (Firebase, Stripe, email delivery) process data on our behalf under strict contracts.
  • Legal requests — we disclose only what is legally required and notify you when permitted.
05

International Transfers & DPA

  • Data is processed primarily in US and EU data centers (Firebase). Standard Contractual Clauses cover EU/UK/Swiss transfers.
  • Enterprise organizers can request a signed Data Processing Agreement (DPA) for GDPR / CCPA compliance.
  • Contact [email protected] to request a DPA.
06

Your Rights

  • Access: download a copy of your data from Settings.
  • Correction: edit your profile and submissions anytime.
  • Deletion: delete your account permanently from Settings → Security.
  • Portability: export your data in JSON format.
  • Objection: opt out of marketing emails and analytics from Settings.
07

Security

  • We use industry-standard security: TLS 1.3, AES-256 at rest, OAuth via Google, role-based access controls.
  • Firestore security rules enforce data access at the database layer — not just the application layer.
  • We run regular security audits and respond to vulnerability reports promptly. Report concerns to [email protected].
08

Data Retention

  • Active accounts: data is retained as long as your account is active.
  • Deleted accounts: personal data is purged within 30 days. Anonymized analytics may be retained for aggregate reporting.
  • Legal holds: data may be retained longer when required by law.
09

Children's Privacy

  • The Service is not directed to children under 13. We do not knowingly collect data from children under 13.
  • For users aged 13–17, we recommend guardian involvement during account creation.
  • If we learn we have collected data from a child under 13, we will delete it promptly.
10

Contact Our DPO

  • Privacy questions, data requests, or complaints? Reach our Data Protection Officer at [email protected].
  • EU residents can also contact your local supervisory authority.

Want to exercise your rights?

Download, edit, or delete your data from your account settings.

Open Settings