CONFIO is a conference management service. The platform administrator of this installation is the contact for privacy requests, at tleoutsakos@aegean.gr.
Account data
When you create an account we store your first name, last name, and email address. Your password is stored only as a one-way hash. The account stays inactive until you open the confirmation link we email you. We also store whether the account is active, whether you are a platform administrator, the conferences you administer, and the conferences you join as an author. Registration also runs a Cloudflare Turnstile check. Cloudflare receives the data needed for that check.
You can correct your name, email, and password from My profile.
Conference data
Each conference has an author link. Opening that link while you are signed in adds your account as an author of that conference. A submission stores the title, abstract, optional keywords, your name and email as the corresponding author, and the file you upload. You can add the email addresses of the other authors. Each address receives an invitation to register and follow that paper: its status, the decision, and the comments written for the authors. Those authors cannot edit, withdraw, or delete the paper. While the paper is still submitted and the submission deadline is open, you can change those details, replace the file, add authors, withdraw the paper, or delete it. A withdrawn paper stays on record and is marked as withdrawn. Deleting a paper removes the record and its files. A replaced file stays stored until the paper is deleted. Conference administrators of that conference, and platform administrators, can see those submissions. People who were not invited to the paper cannot.
A review invitation is sent to an email address. Accepting it adds that account as a reviewer. A review stores a score, a recommendation, comments for the author, and optional confidential comments for the conference administrator. The author sees the decision and the comments written for them. Confidential comments stay with the conference administrator and the reviewer who wrote them.
A platform administrator can clear a conference of its submissions, reviews, authors, and reviewers. The conference administrators and every user account stay. The cleared people no longer have that conference on their account.
Notifications and email
CONFIO keeps an in-app notification when something relevant happens on your account, such as a conference role, a password change, or an account status change. The same notice is emailed with PHP mail() on this server. The sender address is the notification sender configured by the platform administrator, or the support email when no separate sender is set.
These messages are about your account. CONFIO does not send advertising mail.
Session cookie
Signing in sets one essential cookie, CONFIOSESSID. Each request renews it for twelve hours. It is dropped after twelve hours without activity. The cookie is HttpOnly and SameSite=Lax. It is marked Secure when the site is served over HTTPS. CONFIO does not use advertising or analytics cookies.
Security logs
Platform administrators can open a log of sensitive actions. Each entry can include the time, the user id, name, and email, the action, the related record, the HTTP method, the request path, and extra details such as a conference name or an email subject. Passwords and password hashes are not written to the log. The log is used for security and accountability and is not shown to other roles. Entries are kept for the life of this installation and are not deleted on a fixed schedule.
Why we process this data
- To provide the account and the conference roles you are given.
- To send you notices about those roles and about changes to your account.
- To protect the service, investigate misuse, and keep an accountability record. That record is a legitimate interest of the platform administrator.
How long it is kept
Account and conference data stay while the account or conference exists. Deactivating an account blocks sign-in and keeps the record. A platform administrator can also delete an account that has no submissions or reviews. That deletion removes the account itself.
Your rights
You can ask to access, correct, or delete your personal data, to restrict or object to processing, and to receive a copy of the account data you provided. Use the support address above, or update your profile yourself. You can also lodge a complaint with the Hellenic Data Protection Authority (www.dpa.gr).
CONFIO does not sell personal data and does not use it for automated decisions that produce legal effects.