How Airballoon collects, uses, and protects your information.
Airballoon ("Airballoon", "we", "us") is a conference management platform operated by Lumvex Labs LLC. We help organizers run the full lifecycle of academic and professional conferences — paper submission and peer review, camera-ready, registration and payments, presentation and scheduling, attendee networking, and conference websites.
This Policy applies to visitors, organizers, authors, reviewers, attendees, and anyone using our web or mobile applications. For conference data, the Organizer is generally an independent controller; Airballoon acts as a processor on the Organizer's behalf, and as an independent controller for our own platform-account, billing, and security data.
We collect the categories of information set out below: what you give us when you create an account and take part in a conference, what the platform records automatically as you use it, and what we receive from Organizers, co-authors, and service providers acting on a conference's behalf.
(a) Name, email, password (hashed), and login credentials; (b) Affiliation, title, role, country, time zone; (c) Optional profile fields: biography, expertise, ORCID, photo, social links; (d) Identifiers from federated sign-in.
(a) Papers, abstracts, posters, proposals, supplementary files, and metadata; (b) Co-author lists, ORCIDs, conflict-of-interest disclosures; (c) Reviews, scores, meta-reviews, rebuttals, decisions; (d) Camera-ready files, copyright forms, revision history; (e) Submission-related correspondence.
(a) Registration type, ticket selections, paper coverage, dietary and accessibility preferences; (b) Billing name and address, organization, tax ID where provided; (c) Exemption codes used and verification documents you upload; (d) Limited transaction metadata: amount, currency, status, timestamp, last 4 of card.
Payment card numbers are processed directly by Stripe. Airballoon does not receive or store full card numbers, CVV codes, or full bank-account numbers.
(a) In-app message content, subjects, recipients, attachments, folders, read/flag state; (b) Email-template variables and rendered output; (c) Delivery and bounce information from upstream providers.
(a) Session schedules, speaker assignments, recordings and slides you choose to upload; (b) Live-session join URLs (Zoom/Teams/Meet/Webex) provided by the Organizer or by you; (c) Attendance data for virtual/hybrid sessions you join via Zoom: name, email, join/leave times and total duration, used for attendance records, certificates, and analytics, visible to the conference's organizers and chairs and to you; (d) In-app messages, channel posts, attendee directory, interest tags, RSVPs; (e) Mobile: device push tokens, opt-in location for Find Me / Venue Map.
(a) Content you submit to AI features, such as review summaries, translations, and keyword suggestions; (b) we do not use this content to train general-purpose models.
(a) IP address, user agent, device, OS, browser, approximate location from IP; (b) Pages visited, features used, timestamps, referrers, session IDs; (c) Diagnostic and error logs, performance metrics, security telemetry; (d) Cookies and similar technologies (see §7).
(a) Organizers who add you to a conference or upload a roster; (b) Co-authors who list you on a submission; (c) Identity providers and SSO; (d) Stripe (transaction, payout, account verification status).
We use personal information for the purposes below.
(a) providing the platform: authenticating you, routing submissions, and sending notifications; (b) running a conference for an Organizer: managing submissions, reviews, decisions, and registrations; (c) processing payments: charging fees, calculating platform fees, and issuing receipts and refunds; (d) communicating with you: service emails, conference notices, and security alerts; (e) improving and securing the platform: debugging, preventing fraud, and running aggregated analytics; (f) complying with law: tax, accounting, anti-money-laundering, and lawful requests; (g) Airballoon product marketing: product announcements, kept separate from conference mail.
We do not sell personal information, and we do not use submission content, reviews, or attendee personal data to train general-purpose AI models.
(a) conference data (submissions, reviews, registrations, attendee lists, conference messages): the Organizer is the controller and Airballoon is a processor; (b) account, billing, security, and product-improvement data for the platform itself: Airballoon is the controller.
For conference-specific requests, contact the Organizer first; we will route the request to them where they are the controller.
Organizers (chairs and roles they assign) can see the data within their conference, scoped by role. Authors and reviewers see information about their own submissions and assignments, with identity blinding applied where the conference is configured for single- or double-blind review. Attendees who opt into directory/networking features make limited profile information visible to other attendees of the same conference.
We may disclose information when required by law or legal process, or when necessary to investigate fraud, abuse, security incidents, or violations of our Terms, or to protect the rights, property, or safety of users, the public, or Airballoon.
Airballoon uses Stripe to process payments and to onboard conference organizers as Stripe Connect (Express) accounts for receiving payouts. When you pay for a registration or set up an organizer payout account, Stripe collects information directly from you — including your name, contact details, payment method information, and (for organizers) identity-verification documents and tax information.
Stripe acts as an independent data controller for that information and processes it both on our instructions and for its own purposes, including fraud prevention, regulatory compliance, and improvement of its own services. Airballoon does not receive or store full card numbers, CVV codes, or full bank-account numbers. We receive limited transaction metadata (amount, currency, status, timestamp, last 4 of card) and account-verification status from Stripe.
To learn how Stripe handles your information, see Stripe's Privacy Policy.
In a merger, acquisition, financing, or sale of assets, personal information may be transferred subject to standard confidentiality obligations and protections at least as strong as this Policy.
We operate from the United States and primarily host data in the U.S. For transfers from the EEA, the United Kingdom, or Switzerland, we rely on the European Commission's Standard Contractual Clauses (and the UK International Data Transfer Addendum where applicable), supplemented by appropriate technical and organizational measures.
We use cookies, local storage, and similar technologies to keep you signed in, remember preferences, measure traffic and feature usage, and diagnose errors and performance issues.
We do not use third-party advertising cookies and do not engage in cross-site behavioral advertising. Where required (e.g., EEA/UK), we display a cookie banner allowing you to accept or reject non-essential categories. Disabling essential cookies will prevent the platform from working.
(a) Encryption of data in transit (TLS) and at rest; (b) Role-based access controls, least-privilege IAM policies, audit logging; (c) PCI-DSS-compliant payment processing through Stripe; we do not handle raw cardholder data; (d) Vulnerability scans, dependency monitoring, security review of code changes; (e) Backup and disaster-recovery procedures across availability zones; (f) Background checks and confidentiality obligations for personnel with production access.
No system is perfectly secure. If we become aware of a personal-data breach affecting you, we will notify you and the relevant authorities as required by applicable law.
The platform is intended for users aged 16 and older. We do not knowingly collect personal information from children under 16. If you believe a child under 16 has provided us with personal information, contact us at support@airballoon.ai (mark it Attn: Privacy) and we will delete it. Where a conference allows youth participation, the Organizer is responsible for obtaining any legally required parental consent.
(a) service emails (registration confirmations, security alerts, account notices) are required while you have an active account; (b) conference emails are sent on behalf of the Organizer, and opt-out options are governed by the conference and applicable law; (c) Airballoon product marketing can be stopped by unsubscribing from any marketing email or in your account settings, which will not affect service or conference mail.
The platform may link to or integrate with third-party services (Zoom, Stripe, ORCID, institutional systems, etc.). Their privacy practices are governed by their own policies — we encourage you to review them before using those services.
We may update this Privacy Policy from time to time. We will update the "Last Updated" date, notify you of material changes by email or in-product notice, and obtain consent where required. Continued use of the platform after the effective date of an update constitutes acceptance.
Lumvex Labs LLC, doing business as Airballoon. All inquiries: support@airballoon.ai.