Privacy Policy

These terms govern the use of CFP Portal (cfpportal.dev), a Call for Papers submission platform operated by NG Poland (VAT: PL7961640632, Klimczaka 10f/4, 02-797 Warsaw, Poland) ("we", "us", "the organizers").

By creating an account, submitting a proposal, or otherwise using the platform, you agree to these terms and to the processing of your personal data as described below.

1. What This Platform Is

CFP Portal lets speakers submit talk and workshop proposals for our conferences and community events (including NG Poland, JS Poland, AI Poland, and associated Workshops), and lets our team review and manage those submissions.

2. Personal Data We Collect

When you register and submit proposals, we collect:

• Account details: name, email address, and login credentials (or social login identifier).
• Profile information: company, job title, biography, photos, social media links, country, and similar details you choose to provide.
• Submission content: talk/workshop titles, abstracts, descriptions, and related materials.
• Logistical details (only if your proposal is accepted): travel and accommodation preferences, dietary requirements, t-shirt size, and arrival/departure information.

3. How We Use Your Data

We use your data to:

• Operate your account and let you manage your submissions.
• Review, evaluate, and respond to your proposals.
• Communicate with you about your submissions and event logistics.
• Display accepted speakers and sessions on our conference websites and materials.
• Improve and secure the platform.

We process this data on the basis of your consent and our legitimate interest in organizing our events. We do not sell your personal data.

4. Submission Content

By submitting a proposal you confirm that the content is your own or that you have the right to submit it. If your proposal is accepted, you grant us permission to use your name, photo, biography, and session details to promote the event across our websites, programs, and marketing materials.

5. Photos and Recordings

If you speak at one of our events, photographs and video recordings may be taken and used for promotional purposes. Speaker photos uploaded through the platform may be used on our conference websites and printed materials.

6. Data Sharing

We share your data only with:

• Our organizing team and reviewers, to evaluate submissions.
• Service providers that help us run the platform (e.g. hosting and email delivery), bound by appropriate confidentiality obligations.
• Authorities, where required by law.

Embedded videos on our public pages (YouTube/Vimeo) are loaded only with your cookie consent and are subject to those providers' own privacy policies.

7. Data Retention

We keep your account and submission data for as long as your account is active and as needed to organize our events. You may request deletion of your account and associated data at any time (see Contact below). Some records may be retained where required for legal or accounting purposes.

8. Your Rights

Under applicable data protection law (including GDPR), you have the right to access, correct, export, or delete your personal data, to withdraw consent, and to object to certain processing. To exercise these rights, contact us using the details below.

9. Cookies

We use essential cookies to keep you logged in and to protect the platform (e.g. session and security cookies). Optional cookies are set only when you load embedded videos with your consent. See our Cookie Policy for details.

10. Conduct

All users are expected to behave professionally and respectfully. Harassment or discrimination of any kind will not be tolerated and may result in removal from the platform and our events. Speakers are expected to follow the Code of Conduct published on our conference websites.

11. Changes to These Terms

We may update these terms from time to time. Material changes will be reflected by the "Last updated" date below. Continued use of the platform after changes constitutes acceptance of the updated terms.

12. Governing Law

These terms are governed by the laws of Poland.

Contact

For questions about your personal data or these terms, contact us at: