Rule Book & policies

Privacy Policy - Conference Chairs

Last updated 19 Aug 2026

This Privacy Policy explains how Technology Fist handles personal data for conference chairs using Article Management System.

As a conference chair, you have administrative access to your conference's author, reviewer, and submission data in order to run the review and decision process. You're responsible for handling that data in line with this policy and your venue's own commitments to its participants.

• We use your data only to operate the platform: managing your account, processing submissions/reviews/decisions, sending relevant notifications, and (where applicable) processing payments.
• We do not sell personal data to third parties. Data may be shared with the specific conference/journal you're interacting with, since that's the nature of the service.
• If a venue uses the separate Publishing platform, an accepted paper's author names, affiliations, title, and abstract are deposited with Crossref (a nonprofit scholarly infrastructure organisation) as part of DOI registration - this becomes permanent, publicly visible metadata, distinct from your regular account data, and is not something we can later delete on your behalf once registered.
• Data is retained for as long as your account or the relevant conference/journal remains active, plus a reasonable period for legal and record-keeping purposes.
• You may request a copy of, correction to, or deletion of your personal data (subject to what a venue needs to retain for its own academic/legal record-keeping, and subject to the Crossref-deposited metadata above) by contacting the conference/journal directly or Technology Fist.
• We use standard technical safeguards (access controls, encrypted connections) to protect your data, though no online system can be guaranteed 100% secure.

Optional modules

If your venue uses the Federation Reviewer Network, you see the profile, service record and availability of members who have opted in, together with any conflicts of interest the platform detects. You may use that information only to invite reviewers for your own venue; it must not be exported, retained outside the platform, or used for any other purpose.

If your venue receives a review passport, the reviews you are shown were written for another venue and are shared with each reviewer's consent. Treat them as confidential background: do not republish them, do not attempt to identify an anonymous reviewer, and make your own decision on the submission's merits.

If your venue uses the event layer, you are the controller of your attendees' registration data and are responsible for handling it lawfully, including any refund or cancellation terms you publish.

• If you apply for access to our live demonstration environment, we record the details you provide (name, institutional email, organisation, stated purpose) together with the decision on your request and, if approved, whether the access link was used; this record is kept so access decisions are accountable.
• Where one person holds two accounts, a platform administrator may merge them on request or on clear evidence they belong to the same person: the duplicate's papers, roles and review records move to the retained account, the duplicate is deactivated (not deleted), and the merge is recorded in the audit log.