1. Who we are
submitcfp (“submitcfp”, “we”, “us”, or “our”) is a Call for Papers (CFP) management platform for conferences, meetups and hackathons, available at submitcfp.com. submitcfp is an independently operated product. For any privacy question or to exercise your rights, contact us at contact@submitcfp.com.
2. Information we collect
We collect only what we need to run the platform:
- Account data — name, email address and password (stored only as a secure hash) when you register.
- Profile data — optional bio, company, job title, topics, photo and social links you add to your speaker or organizer profile.
- Content you submit — talk proposals, abstracts, reviews, scores, comments, event configuration, agendas and messages you create on the platform.
- Usage & device data — log data such as IP address, browser type, pages viewed and timestamps, used to keep the service secure and reliable.
- Cookies & local storage — used for sign-in sessions and to remember preferences such as your light/dark theme. See our Cookie Policy.
- Payment data — if and when you purchase a paid plan, billing is handled by our payment processors (Stripe and/or Razorpay). We do not store your full card number; we retain only limited billing metadata such as plan, status and the last four digits.
3. How we use your information
- To provide, operate and maintain the platform and your account.
- To display your public speaker profile, accepted talks and submissions where you have chosen to make them public.
- To send transactional email — verification, notifications, review updates and support replies.
- To secure the service, prevent abuse and debug problems.
- To process payments and manage subscriptions for paid features (when applicable).
- To comply with legal obligations.
4. Legal bases (GDPR)
If you are in the European Economic Area or the UK, we process your data under one or more of these legal bases: performance of a contract (to deliver the service you signed up for), legitimate interests (to secure, improve and support the platform), consent (for optional cookies or communications, where required), and legal obligation.
5. How we share information
We do not sell your personal data. We share it only with:
- Service providers that host and operate the platform, including our cloud hosting and database provider and our transactional email delivery provider — each engaged under agreements that protect your data.
- Payment processors (Stripe and/or Razorpay) to process purchases, where applicable.
- Event organizers and reviewers — when you submit a talk, the relevant organizers and assigned reviewers of that event can see your submission and profile as required to run the review.
- Legal & safety — where required by law or to protect the rights, safety and integrity of the platform.
6. Data retention
We keep your data for as long as your account is active or as needed to provide the service. You can delete your account at any time; we will delete or anonymize your personal data within a reasonable period afterward, except where we must retain it to meet legal, accounting or security obligations.
7. International transfers
submitcfp serves a worldwide community, so your data may be processed in countries other than your own. Where required, we rely on appropriate safeguards (such as Standard Contractual Clauses) for cross-border transfers.
8. Your rights (GDPR)
Subject to applicable law, you may request to:
- Access a copy of the personal data we hold about you.
- Correct inaccurate or incomplete data.
- Delete your data (“right to be forgotten”).
- Restrict or object to certain processing.
- Receive your data in a portable format.
- Withdraw consent at any time, without affecting prior processing.
To exercise any right, email contact@submitcfp.com. You also have the right to lodge a complaint with your local data protection authority.
9. California privacy rights (CCPA/CPRA)
If you are a California resident, you have the right to know what personal information we collect and how it is used and shared, to request deletion, and to not be discriminated against for exercising these rights. We do not sell or share your personal information as those terms are defined under the CCPA/CPRA. To make a request, contact contact@submitcfp.com.
10. Security
We use encryption in transit, hashed passwords and access controls to protect your data. Read more on our Security page. No method of transmission or storage is 100% secure, but we work hard to protect your information.
11. Children
submitcfp is not directed to children under 16, and we do not knowingly collect their personal data. If you believe a child has provided us data, contact us and we will delete it.
12. Changes to this policy
We may update this policy from time to time. When we do, we will revise the “Last updated” date above and, for material changes, provide additional notice.
13. Contact us
Privacy and legal questions: contact@submitcfp.com. Product support: support@submitcfp.com or via our Help center.