Privacy Policy

1. Introduction

Propozify ("we," "us," or "our") operates a conference proposal management platform available at propozify.com and on customer subdomains. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our platform — whether as a conference organizer (tenant), a proposal submitter, or a reviewer.

2. Information We Collect

We collect information in the following categories:

• Account Information: Name, email address, institution, and job title provided at registration.
• Submission Data: Proposal titles, abstracts, presenter details, session preferences, and any files you upload.
• Authentication Data: Email/password credentials and OAuth tokens (e.g., Google, Wild Apricot) used to sign in.
• Usage Data: Pages visited, actions taken, browser type, and device information collected automatically.
• Contact Form Data: Name, email, organization, and message when you contact us through propozify.com.

3. How We Use Your Information

• To provide and operate the Propozify platform.
• To process conference proposal submissions and facilitate peer review.
• To send transactional emails (confirmation, review notifications, acceptance/rejection).
• To respond to support requests and inquiries.
• To monitor and improve platform performance and reliability.
• To detect and prevent fraud or unauthorized access.

4. Tenant Data

Propozify is a multi-tenant platform. Each conference organization (tenant) operates its own isolated environment. Data submitted within a tenant's subdomain is controlled by that organization and is not shared with other tenants. Propozify acts as a data processor for tenant data; each tenant organization is the data controller for their users' information.

5. Information Sharing

We do not sell your personal information. We may share data with:

• Supabase: Our database and authentication provider. Data is stored and processed on Supabase infrastructure.
• Vercel: Our hosting and deployment platform.
• Reviewers and Organizers: Proposal content is shared with assigned reviewers and conference organizers as part of the review workflow.
• Legal Requirements: We may disclose information if required by law or to protect the rights and safety of our users or the public.

6. Data Security

We implement technical and organizational measures to protect your data, including encrypted connections (TLS), row-level security enforced at the database layer, and access controls scoped to each tenant. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

7. Data Retention

Account and submission data is retained for as long as your account is active or as needed to fulfill the purpose for which it was collected. You may request deletion of your account and associated data at any time by contacting us.

8. Cookies and Tracking

We use session cookies to maintain authentication state. We also use Vercel Analytics and Speed Insights to collect anonymized usage data. These tools do not use advertising cookies or cross-site tracking.

9. Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your account and associated data.
• Withdraw consent for data processing where applicable.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page with a revised date. Continued use of Propozify after changes are posted constitutes acceptance of the updated policy.

11. Contact

For questions or requests regarding this Privacy Policy, contact us at hello@propozify.com.