Privacy Notice

Who is responsible for the data?

For speaker lists, affiliations, email addresses, and uploaded conference materials, the event organizer decides why and how the data is used. The organizer is normally the controller and Plenumos acts as its processor.

For Plenumos administrator accounts, support correspondence, service security, and operational records, Plenumos is the controller. Plenumos is a project operated by Stanisław Szufa and Ignacy Janiszewski. Contact: [email protected].

Organizers that need a data processing agreement or deployment-specific processor information can request it before their pilot starts.

Data we handle

• Organizer account details: name, email address, role, and authentication records.
• Conference details: event name, dates, location, sessions, settings, and organizer assignments.
• Speaker details entered by an organizer: name, affiliation, optional email address, session, and access status.
• Uploaded materials and related metadata: filenames, document titles, versions, timestamps, and the speaker slot used.
• Necessary technical data used to deliver and protect the service, such as session state, request logs, and error records.
• Support messages and pilot feedback that you choose to send us.

Plenumos uses essential first-party cookies only. It does not use advertising, analytics, or third-party profiling cookies. See the Cookie Policy.

Purposes and legal bases

• Providing and administering the service: performance of a contract or steps requested before entering one.
• Protecting accounts, conference access, uploads, and service availability: legitimate interests in operating a secure service.
• Responding to support and pilot enquiries: contract-related steps or legitimate interests, depending on the request.
• Meeting legal obligations and handling legal claims when necessary.

When Plenumos acts as a processor, it handles speaker and conference data only on documented organizer instructions and to provide the agreed service.

Access, service providers, and transfers

Data is available only to authorized organizers, the speaker or attendee roles configured for the event, and the Plenumos operators who need access to support or secure the service.

Plenumos uses service-provider categories needed for application hosting, database and file storage, backups, email delivery, DNS/CDN, and security. Cloudflare is used for DNS/CDN and email routing. Deployment-specific hosting and email-provider details are supplied to an organizer before the pilot.

If a provider processes data outside the European Economic Area, Plenumos uses an available GDPR transfer mechanism, such as an adequacy decision or standard contractual clauses, as applicable.

Retention and deletion

The organizer chooses how long its conference page and materials remain available. We agree the active and post-event retention plan during setup, and the organizer can request export or deletion at any time.

After active data is deleted, protected backup copies expire under the backup schedule, normally within 14 days. Account, support, security, and legal records are kept only for as long as needed for the purpose for which they were collected.

Your rights

Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability, or object to processing. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing.

For conference or speaker data, contact the event organizer first. You can also email [email protected]; we will help route or fulfil the request. You may lodge a complaint with the Polish data protection authority, the President of the Personal Data Protection Office (UODO), or your local supervisory authority.