1. Information We Collect

1.1 Account Information

• Full name
• Email address
• Organization or affiliation
• Account role (Organizer, Author, Reviewer, etc.)
• Password (stored in encrypted/hashed form)

1.2 Conference and Submission Information

• Conference details created by organizers
• Paper titles, abstracts, keywords, and uploaded files
• Review assignments, comments, scores, and recommendations
• Camera-ready files and related metadata

1.3 Payment-Related Information

• Payment receipt uploads or transfer slips (if a conference requires payment verification)
• Payment status information

We do not process or store full payment card information unless explicitly integrated with a third-party payment processor.

1.4 Technical and Usage Information

• IP address
• Browser and device information
• Access timestamps and activity logs
• Cookies and similar technologies

2. How We Use Information

We use personal information to:

• Provide and operate the Platform.
• Manage user accounts and authentication.
• Facilitate paper submission, review, and conference workflows.
• Communicate important notifications, deadlines, and system messages.
• Verify payments when enabled by a conference organizer.
• Monitor security, prevent abuse, and maintain system integrity.
• Comply with legal obligations and enforce our Terms of Service.

3. Legal Basis for Processing

Depending on applicable law, we process personal information based on:

• Performance of a contract (providing Platform services)
• User consent
• Legitimate interests (security, fraud prevention, service improvement)
• Legal obligations

4. Sharing of Information

4.1 Conference Organizers

Authors and reviewers should understand that organizers may access submission, review, and participation data relevant to the conference they manage.

4.2 Service Providers

We may use trusted third-party providers for hosting, email delivery, storage, analytics, or security services. These providers are required to protect personal information and use it only for authorized purposes.

4.3 Legal and Security Reasons

We may disclose information if required by law, court order, or to protect the rights, safety, or security of the Platform and its users.

We do not sell personal information to third parties.

5. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain user sessions
• Remember preferences
• Improve usability and performance
• Analyze usage trends

You may adjust your browser settings to refuse cookies, but some Platform features may not function properly.

6. Data Retention

We retain personal information for as long as necessary to:

• Provide services
• Maintain conference records
• Comply with legal obligations
• Resolve disputes and enforce agreements

Conference organizers may retain conference-related records according to their own policies and academic requirements.

7. Data Security

We implement reasonable technical and organizational measures to protect personal information, including:

• Encrypted connections (HTTPS/TLS)
• Password hashing
• Access controls and role-based permissions
• Security monitoring and logging

However, no system is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on applicable law, you may have rights to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your information
• Object to or restrict certain processing
• Receive a copy of your data
• Withdraw consent where processing is based on consent

Requests may be subject to legal, contractual, or operational limitations, including the need to preserve academic or administrative records.

9. International Data Transfers

If the Platform is hosted or operated across multiple countries, personal information may be transferred to and processed in jurisdictions that may have different data protection laws from your own.

10. Children's Privacy

The Platform is not intended for children under 13 (or the minimum age required by applicable law). We do not knowingly collect personal information from children without appropriate authorization.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updated versions will be posted on the Platform with a revised effective date.

12. Contact Us

If you have questions about this Privacy Policy or our handling of personal information, please contact:

• Censula Support Team
• Email: [support@censula.com]