Privacy Policy
Last updated: January 5, 2026
1. Introduction
Welcome to PaperFox. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our conference management platform.
2. Information We Collect
2.1 Personal Information
We collect information that you provide directly to us, including:
- Account information (name, email address, password)
- Profile information (affiliation, research interests, biography)
- Submission data (papers, abstracts, presentations)
- Review and feedback content
- Payment information (processed securely through Stripe)
- Communication preferences and correspondence
2.2 Automatically Collected Information
When you use our platform, we automatically collect:
- Device information (IP address, browser type, operating system)
- Usage data (pages visited, features used, time spent)
- Log data (access times, error logs)
- Cookies and similar tracking technologies
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process and manage conference submissions and registrations
- Facilitate peer review and editorial processes
- Send you service-related communications and updates
- Process payments and prevent fraud
- Respond to your requests and provide customer support
- Analyze usage patterns and optimize user experience
- Comply with legal obligations and enforce our terms
4. Information Sharing and Disclosure
4.1 With Conference Organizers
Your submission and profile information may be shared with conference organizers, program chairs, and peer reviewers as necessary for the conference management process.
4.2 With Service Providers
We share information with third-party service providers who perform services on our behalf:
- Cloud hosting services (AWS)
- Payment processing (Stripe)
- Email delivery services (Postmark)
- Analytics providers
4.3 Legal Requirements
We may disclose your information if required by law or in response to valid requests by public authorities.
5. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encryption of data in transit and at rest
- Regular security audits and vulnerability assessments
- Access controls and authentication mechanisms
- Secure backup and disaster recovery procedures
However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Conference submission data is typically retained for archival and historical purposes.
7. Your Rights
Depending on your location, you may have the following rights:
- Access your personal information
- Correct inaccurate or incomplete data
- Request deletion of your personal information
- Object to or restrict certain processing activities
- Data portability
- Withdraw consent
To exercise these rights, please contact us at privacy@paperfox.ai
8. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.
9. Children's Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
11. Contact Us
If you have any questions about this Privacy Policy or our privacy practices, please visit our Community Forum or use the Help Desk (for paid support packages).