Privacy Policy

Last updated: April 1, 2026

1. Introduction

ScholarMeet ("we", "us", or "our") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our platform at scholarmeet.com. By using ScholarMeet, you consent to the practices described in this policy.

2. Information We Collect

We collect the following types of information:

Personal Information

  • Name, email address, and phone number (when you create an account)
  • Organization name and details (when managing conferences)
  • Profile information provided through Google Sign-In

Usage Information

  • Pages visited, features used, and time spent on the platform
  • Search queries and conference browsing history
  • Device type, browser, operating system, and IP address

Location Information

  • Approximate location based on IP address or timezone
  • Precise location if you choose to use "Detect my location" (with your permission)

Conference Data

  • Conference details, schedules, and descriptions you create
  • Uploaded files such as flyers, banner images, and gallery photos
  • Registration interest and wishlist data

3. How We Use Your Information

We use the collected information to:

  • Provide and maintain the ScholarMeet platform
  • Personalize your experience with location-based conference recommendations
  • Process conference registrations and paper submissions
  • Send email notifications about conferences you have expressed interest in
  • Improve our platform through analytics and usage patterns
  • Prevent fraud, abuse, and unauthorized access
  • Comply with legal obligations

4. Cookies & Tracking

ScholarMeet uses cookies and similar technologies to:

  • Keep you signed in and remember your preferences
  • Store your selected location (country and city) for personalized results
  • Understand how the platform is used to improve our services

You can manage cookie preferences through your browser settings. Disabling cookies may affect certain features of the platform.

5. Third-Party Services

We use the following third-party services that may collect or process your data:

  • Google Maps API — for address autocomplete and conference location maps
  • Google Sign-In — for authentication (name, email, profile picture)
  • Brevo (Sendinblue) — for newsletter and email notifications
  • Bunny Fonts — for web font delivery

Each third-party service operates under its own privacy policy. We encourage you to review their policies.

6. Data Sharing

We do not sell your personal information. We may share your data in the following circumstances:

  • With conference organizers when you register interest or submit papers
  • With service providers who help us operate the platform (hosting, email delivery)
  • When required by law, regulation, or legal process
  • To protect the rights, safety, or property of ScholarMeet or its users

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide our services. Conference data is retained as long as the conference listing is active. You may request deletion of your account and associated data at any time by contacting us.

8. Data Security

We implement industry-standard security measures to protect your data, including encrypted connections (HTTPS), secure password hashing, and access controls. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

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 personal data
  • Opt out of marketing communications at any time
  • Withdraw consent for location tracking

To exercise any of these rights, contact us at hello@scholarmeet.com.

10. Children's Privacy

ScholarMeet is not intended for users under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will take steps to delete the information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes via email. The "Last updated" date at the top of this page indicates when the policy was last revised. Continued use of ScholarMeet after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at hello@scholarmeet.com.