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 do not intentionally collect special-category data (e.g., health, biometrics) except where you voluntarily provide it (such as accessibility needs at registration), and we do not knowingly collect personal information from children under 16 (see §9).
| Purpose | Examples | Legal basis (GDPR) |
|---|---|---|
| Provide the platform | Authenticate, route submissions, send notifications | Contract |
| Run a conference for an Organizer | Manage submissions, reviews, decisions, registrations | Contract; legitimate interests |
| Process payments | Charge fees, calculate platform fees, issue receipts/refunds | Contract; legal obligation |
| Communicate with you | Service emails, conference notices, security alerts | Contract; legitimate interests |
| Improve and secure | Debug, prevent fraud, run aggregated analytics | Legitimate interests |
| Comply with law | Tax, accounting, AML, lawful requests | Legal obligation |
| Airballoon product marketing | Product announcements (separate from conference mail) | Consent / legitimate interests |
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.
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.
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.
We use a single contact address. For privacy-specific requests, mark your email Attn: Privacy. For conference-specific requests, please tell us the conference name so we can route the request to the right controller.