Terms of Service

1. Acceptance of Terms

By creating an account or using the ConfDirector platform ("Platform", "Service"), you agree to be bound by these Terms of Service ("Terms"). If you are accepting on behalf of an organization (e.g. a conference organizing committee), you represent that you have authority to bind that organization and these Terms apply to it. If you do not agree, do not use the Platform.

2. Description of Service

ConfDirector is a cloud-based conference management system that enables academic and professional organizations to:

• Event managementCreate and configure conferences, define timelines, set registration tiers, and manage event settings.
• Paper submissionAccept abstract and full-paper submissions from authors, with optional multi-step workflows (abstract → full paper).
• Peer reviewAssign submissions to reviewers, collect evaluations, and communicate acceptance decisions.
• Registration & paymentsCollect registration fees, issue invoices, and manage delegate lists.
• CertificationGenerate and distribute attendance certificates and presentation acknowledgements.

3. Accounts and Roles

• RegistrationYou must provide accurate, complete information when creating an account. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account.
• Role assignmentA single account may hold different roles across different events (Author, Reviewer, Scientific Committee Member, Secretariat, Conference Manager, Owner). Access rights are scoped strictly per event.
• Account securityYou must notify us immediately at support@confdirector.com if you suspect unauthorized access. We are not liable for losses resulting from your failure to protect your credentials.
• Accurate informationProviding false information — including misrepresenting your institutional affiliation, impersonating another researcher, or submitting work that is not your own — is grounds for immediate account suspension.

4. Acceptable Use

You agree not to:

• Misuse submissionsSubmit plagiarized, fabricated, or simultaneously published work without disclosure, or violate the submission guidelines of any event you participate in.
• Interfere with the platformAttempt to probe, scan, or test the vulnerability of the platform, circumvent authentication, or introduce malicious code.
• Abuse the review processSubmit biased reviews, attempt to determine reviewer identities through unauthorized means, or collude to manipulate paper decisions.
• Harvest dataScrape, crawl, or otherwise extract user data or event content from the platform without written authorization.
• Violate lawsUse the platform for any illegal purpose or in violation of applicable local, national, or international laws.

5. Intellectual Property

• Your contentYou retain full ownership of papers, abstracts, and other materials you submit. By uploading content, you grant ConfDirector a limited, non-exclusive license to store, display, and process it solely to deliver the Service.
• Platform IPThe ConfDirector software, branding, interface design, and documentation are the exclusive intellectual property of ConfDirector. No license to copy, modify, distribute, or create derivative works is granted.
• FeedbackIf you provide suggestions or feedback about the Platform, you grant us a perpetual, royalty-free right to use that feedback without obligation.

6. Payments and Refunds

• Registration feesEvent registration fees are set by conference organizers. ConfDirector collects these fees on behalf of organizers. Prices are displayed inclusive of any applicable taxes unless otherwise stated.
• Payment processingPayments are processed by certified third-party payment gateways. By submitting payment details, you agree to the terms of the relevant payment processor.
• RefundsRefund eligibility is determined by the organizer's stated refund policy for each event. ConfDirector platform fees are non-refundable. Disputed charges should be raised with us within 30 days of the transaction.
• Failed paymentsRegistration is not confirmed until payment is successfully processed. We are not responsible for access denied due to payment failures caused by your bank or card issuer.

7. Privacy

Your use of the Platform is also governed by our Privacy Policy, which is incorporated into these Terms by reference. Please read it carefully before using the Service.

View Privacy Policy →

8. Third-Party Services

The Platform may integrate with or link to third-party services (payment gateways, email providers, calendar systems). These third parties have their own terms and privacy policies, which you should review. ConfDirector is not responsible for the practices or content of third-party services.

9. Disclaimers

The Platform is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Platform will be uninterrupted, error-free, or free of viruses. Academic deadlines are critical — organizers and authors are responsible for ensuring submissions and reviews are completed within announced deadlines regardless of platform availability.

10. Limitation of Liability

To the maximum extent permitted by applicable law, ConfDirector and its affiliates, officers, and employees shall not be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or reputational harm, arising from your use of or inability to use the Platform — even if we have been advised of the possibility of such damages. Our total cumulative liability for any claim related to the Service shall not exceed the fees you paid to us in the twelve months preceding the claim.

11. Indemnification

You agree to indemnify, defend, and hold harmless ConfDirector and its affiliates from any claims, damages, losses, and expenses (including reasonable legal fees) arising from: (a) your breach of these Terms; (b) your use of the Platform in violation of applicable law; or (c) content you submit that infringes the rights of a third party.

12. Termination

• By youYou may close your account at any time by contacting support@confdirector.com. Closure does not entitle you to a refund of any fees already processed.
• By usWe may suspend or terminate your account without notice if you breach these Terms, engage in fraudulent activity, or create legal or security risk for the Platform or its users.
• Effect of terminationUpon termination, your access ceases. Sections on IP, limitation of liability, indemnification, and governing law survive termination.

13. Governing Law and Disputes

These Terms are governed by and construed in accordance with applicable law. Any dispute arising from these Terms or your use of the Platform shall first be submitted to good-faith negotiation. If unresolved within 30 days, disputes may be referred to binding arbitration or the courts of competent jurisdiction as agreed between the parties. You waive any right to participate in class-action proceedings.

14. Changes to Terms

We may revise these Terms at any time. Material changes will be communicated by email or a prominent in-app notice at least 14 days before taking effect. Your continued use of the Platform after the effective date constitutes acceptance of the revised Terms.

15. Contact

Legal and compliance inquiries: legal@confdirector.com General support: support@confdirector.com