Privacy Policy

Effective Date : 20 July 2025
Last Updated : 19 February 2026

Welcome to PeerSubmit, a product of Hallucyn Labs LLP (“we”, “our”, “us”). This Privacy Policy explains how we collect, use, process, store, and protect your personal information when you access and use our platform and services (“Services”). PeerSubmit is a cloud-based conference submission and peer review management system.

For conference events, the event organizer acts as the Data Controller, and PeerSubmit acts as a Data Processor, processing data only on the documented instructions of the organizer.

1. Information We Collect

a. Information You Provide Directly

  • Account registration details (name, email address, institutional affiliation, role)
  • Submission information (abstracts, documents, media files, keywords)
  • Reviewer comments, scores, and administrative decisions
  • Event configuration details (for organizers)
  • Payment information processed securely via third-party providers (e.g., Stripe, PayPal)

b. Information Collected Automatically

  • IP address and approximate location
  • Browser type, device information, and operating system
  • Usage data, pages visited, and interaction logs
  • Security logs for authentication and system integrity

2. How We Use Your Information

  • Create and manage user accounts
  • Process submissions and manage peer review workflows
  • Enable reviewer assignment (including AI-based recommendations if enabled)
  • Send transactional communications (submission confirmations, review decisions, reminders)
  • Provide technical support and customer assistance
  • Maintain platform security and prevent misuse
  • Improve platform performance and functionality through analytics

We do not sell or rent personal data to third parties.

3. AI-Based Processing

If AI features are enabled by the event organizer, the platform may analyze abstracts, keywords, and reviewer profiles to generate reviewer recommendations or summaries. AI-generated outputs are recommendations only and may be manually reviewed or overridden by administrators.

AI processing is limited to conference-related functionality and is not used for external commercial data resale.

4. How We Share Information

  • Event Organizers: Relevant submission and participant data necessary for event administration.
  • Service Providers: Trusted subprocessors such as Amazon Web Services (hosting) and payment processors (Stripe, PayPal).
  • Legal Authorities: When required by applicable law or to protect legal rights and safety.

Note: We do not sell or commercially exploit personal data.

5. Data Hosting & Security

PeerSubmit is hosted on secure cloud infrastructure provided by Amazon Web Services (AWS), with data stored in the United States region.

  • Encryption in transit (SSL/TLS)
  • Encryption at rest
  • Role-Based Access Control (RBAC)
  • Secure authentication mechanisms
  • Access logging and monitoring

6. International Data Transfers

Personal data may be transferred to and processed in the United States and other jurisdictions where our infrastructure providers operate. Appropriate safeguards are implemented to protect data during such transfers.

7. Data Retention

We retain personal data for the duration of the conference license period and as required for operational, legal, or backup purposes. Event organizers may request data export or deletion upon completion of the event.

8. Your Rights

You may have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of personal data
  • Object to or restrict processing
  • Request data portability
  • Withdraw consent where applicable
  • Lodge a complaint with a relevant data protection authority

Requests may be directed to the event organizer or to us at support@peersubmit.com.

9. Cookies & Tracking

We use cookies and similar technologies to maintain session security, improve functionality, and analyze usage patterns. You may control cookie preferences through your browser settings. For more details, please refer to our Cookie Policy.

10. Data Breach Notification

In the event of a data security incident affecting personal data, we will notify the affected event organizer without undue delay and take appropriate remediation measures.

11. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will always be available on our website.

12. Contact Us

If you have questions regarding this Privacy Policy or our data practices, please contact:

Hallucyn Labs LLP
GM Infinite E-City Town, Electronic City
Bengaluru, Karnataka – 560100, India
Email: support@peersubmit.com