Privacy Policy & Cookie Policy

Last Updated: November 09, 2025

1. Information We Collect

1.1 Information You Provide

• CFP Submissions: When you submit a Call for Papers, we collect your name, email address, organization details, and event information.
• Abstract Submissions: When submitting an abstract, we collect your name, email, affiliation, and abstract content.
• Newsletter Subscriptions: When you subscribe to our newsletter, we collect your email address and category preferences.
• Contact Forms: When you contact us, we collect your name, email, and message content.

1.2 Automatically Collected Information

• Usage Data: We collect information about how you interact with our site (pages viewed, time spent, etc.)
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies: We use cookies as described in our Cookie Policy below
• Analytics: We use Google Analytics to understand site usage patterns

2. How We Use Your Information

2.1 Primary Uses

• Service Delivery: To display CFP listings, process abstract submissions, and deliver newsletters
• Communication: To send verification emails, newsletters, and respond to inquiries
• Site Improvement: To analyze usage patterns and improve our services
• Legal Compliance: To comply with legal obligations and enforce our terms of service

2.2 Newsletter Specific Uses

• Sending weekly email digests of relevant CFPs based on your category preferences
• Managing subscription preferences and unsubscribe requests
• Tracking newsletter engagement to improve content (open rates, click rates)

3. Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds:

• Consent: Newsletter subscriptions, cookie usage (non-essential)
• Contract Performance: CFP and abstract submissions
• Legitimate Interest: Site analytics, fraud prevention, service improvement
• Legal Obligation: Compliance with applicable laws

4. Cookie Policy

4.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide you with a better experience.

4.2 Types of Cookies We Use

Essential Cookies (Always Active)

• Session Cookies: Required for site functionality (e.g., maintaining login sessions)
• Security Cookies: Used for authentication and fraud prevention

Preference Cookies

• Newsletter Popup: Remembers if you've dismissed the newsletter popup (cookie name: hideNewsletterPopup, expires after 1 year)
• User Preferences: Stores your site preferences and settings

Analytics Cookies

• Google Analytics: Helps us understand how visitors use our site
  • Cookie names: _ga, _gid, _gat
  • Purpose: Track pageviews, session duration, user interactions
  • Retention: Up to 2 years
  • Google Privacy Policy

Advertising Cookies

• Google AdSense: Used to display relevant advertisements
  • Purpose: Personalized ad targeting
  • You can opt-out: Google Ad Settings

4.3 Managing Cookies

You can control cookies through your browser settings:

• Block All Cookies: Most browsers allow you to refuse cookies entirely (may impact site functionality)
• Delete Cookies: You can delete cookies already stored on your device
• Third-Party Cookies: You can specifically block third-party cookies

Browser Settings:

• Chrome
• Firefox
• Safari
• Edge

5. Data Sharing and Third Parties

5.1 We Share Data With:

• Email Service Provider (AWS SES): For sending newsletters and transactional emails
• Analytics Providers (Google Analytics): For understanding site usage
• Advertising Networks (Google AdSense): For displaying advertisements
• Hosting Provider: Our website hosting service

5.2 We Do NOT:

• Sell your personal information to third parties
• Share your email address with marketers or other organizations
• Use your data for purposes other than those stated in this policy

6. Your Rights (GDPR)

If you are in the European Economic Area, you have the following rights:

• Right to Access: Request a copy of your personal data we hold
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restrict Processing: Request we limit how we use your data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time (e.g., unsubscribe from newsletters)

To exercise these rights: Contact us at dariyam@gmail.com

7. Newsletter Specific Rights

7.1 Managing Your Newsletter Subscription

• Update Preferences: Click the "Manage Preferences" link in any newsletter email
• Unsubscribe: Click the "Unsubscribe" link in any newsletter email or visit the unsubscribe page
• Data Deletion: Email us to request complete deletion of your subscription data

7.2 Newsletter Data Retention

• Active subscriptions: Retained while subscription is active
• Unsubscribed: Email address retained for 90 days to prevent re-subscription errors, then deleted
• Send history: Retained for 2 years for troubleshooting and compliance purposes

8. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption: SSL/TLS encryption for data transmission
• Access Controls: Limited access to personal data on a need-to-know basis
• Secure Storage: Data stored on secure servers with regular backups
• Regular Updates: Software and security patches applied regularly

Note: No method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. Data Retention

Data Type	Retention Period	Reason
CFP Listings	Indefinitely (while active)	Archival and historical reference
Abstract Submissions	Until CFP owner requests deletion	Service delivery
Newsletter Subscriptions	While active + 90 days after unsubscribe	Service delivery and compliance
Contact Form Messages	1 year	Customer support
Analytics Data	26 months (Google Analytics default)	Site improvement
Server Logs	90 days	Security and troubleshooting

10. Children's Privacy

Our service is not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to delete such information.

11. International Data Transfers

Your data may be transferred to and processed in countries outside your country of residence, including the United States. We ensure appropriate safeguards are in place for such transfers in compliance with applicable data protection laws.

12. California Privacy Rights (CCPA)

California residents have additional rights:

• Right to Know: What personal information we collect and how it's used
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt-out of the sale of personal information (we don't sell data)
• Right to Non-Discrimination: Equal service regardless of privacy choices

13. Changes to This Policy

We may update this Privacy and Cookie Policy from time to time. We will notify you of significant changes by:

• Posting the new policy on this page with an updated "Last Updated" date
• Sending an email notification to newsletter subscribers (for material changes)

Continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions or concerns about this Privacy and Cookie Policy or our data practices:

15. Supervisory Authority

If you are in the EEA and believe we have not addressed your concerns, you have the right to lodge a complaint with your local data protection supervisory authority.

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Quick Reference: Your Privacy Choices