Submitto Privacy Policy
Effective date: 29 June 2026
Version: 1.0
Organization: Submitto Inc., a corporation incorporated in British Columbia, Canada ("Submitto", "we", "us", or "our").
The short version (plain-language summary — not a substitute for the full policy below)
- We collect the information we need to run Submitto: your account details, basic usage data, and the files and roster information you upload to collect submissions.
- Some of that uploaded information is about other people — your speakers, sponsors, and exhibitors ("Submitters"). We handle that information on your behalf and on your instructions, and we don't use it for our own marketing or sell it.
- You are responsible for telling your Submitters how their information is used and for having the right to collect it.
- We use reputable service providers (for hosting, storage, and email), some of which are outside Canada, so your information may be processed in other countries.
- You can ask to see or correct your information by emailing hello@submitto.io.
- Submitto is in beta — early and evolving — so our practices may change, and we'll update this policy when they do.
1. About this policy
This Privacy Policy explains how Submitto collects, uses, discloses, and protects personal information when you use the Submitto application and website (the "Service"). It is written to align with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA). "Personal information" means information about an identifiable individual.
This policy forms part of, and should be read together with, our Beta Tester Terms of Service.
2. Two different roles — please read this
Submitto handles personal information in two distinct ways, and your rights depend on which applies:
- Information we collect about you (our customer). When you sign up for and use Submitto as an event manager, we collect personal information about you directly (such as your name and email). For this information, Submitto is the organization responsible, and this policy governs.
- Information you collect about your Submitters. When you use Submitto to gather files and details from your speakers, sponsors, and exhibitors, you are uploading or collecting personal information about other people ("Submitter Data"). For that information, you are the organization responsible — you decide what to collect and why, and your own privacy notice governs your relationship with your Submitters. Submitto processes Submitter Data on your behalf and on your instructions, as a service provider. This policy explains how we protect it, but it does not replace the notice you owe your Submitters.
3. Information we collect
a. Account and profile information. Your name, email address, password (stored in hashed form), organization name, and similar details you provide when registering or configuring an event.
b. Submitter Data (uploaded or collected by you). Information you import or that Submitters provide through your links — for example, Submitter names, email addresses, phone numbers, job titles, session or company details, and the contents of files they submit (such as slide decks, bios, logos, and documents).
c. Usage and device information. Log data such as IP address, browser and device type, pages and features used, timestamps, and actions taken in the Service. We use this to operate, secure, and improve the Service.
d. Communications. Messages you send us, support requests, and Feedback you provide about the beta.
e. Cookies and similar technologies. We use cookies and similar technologies for sign-in, security, preferences, and basic analytics. You can control cookies through your browser settings, though some features may not work without them.
4. How we use personal information
We use personal information to:
- provide, operate, maintain, and secure the Service;
- create and manage accounts and authenticate users;
- process and organize the files and rosters you collect, and send submission invitations and reminders on your behalf;
- respond to your requests and provide support;
- understand usage and improve and develop the Service, including acting on Feedback;
- detect, prevent, and address fraud, abuse, security incidents, and technical issues; and
- comply with legal obligations and enforce our terms.
We rely on your consent (and the consents you are responsible for obtaining from your Submitters), and on other bases permitted by law, to process personal information for these purposes. We do not sell personal information, and we do not use Submitter Data for our own advertising or marketing.
5. How we share personal information
We share personal information only as described here:
- Service providers (subprocessors). We use trusted third parties to run the Service — for example, cloud hosting and file-storage providers (such as Cloudflare), email-delivery providers, and analytics providers. They may process personal information only to provide services to us, under contractual obligations to protect it.
- Your direction. We share Submitter Data as needed to deliver the Service to you and as you direct (for example, making files available to an AV-team link you create).
- Legal and safety. We may disclose personal information if required by law, regulation, legal process, or governmental request, or to protect the rights, safety, or property of Submitto, our users, or others.
- Business transfers. If Submitto is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to this policy.
6. Storage, processing, and international transfers
Personal information may be stored and processed in Canada and in other countries (including the United States) where we or our service providers operate. As a result, it may be subject to the laws of those countries, including lawful access by courts, law enforcement, and government authorities. We take reasonable steps, including contractual measures with our service providers, to provide a comparable level of protection while your information is processed outside your province or country.
7. How long we keep personal information
We keep personal information only as long as needed for the purposes described in this policy or as required by law. As a general practice for the beta:
- Submitted files are typically retained for a limited period after the related event and then deleted (our current default is approximately 30 days after the event);
- Submitter contact details (such as phone numbers and emails) are typically purged a limited period after the event (our current default is approximately 60 days after the event end); and
- account information is retained while your account is active and for a reasonable period afterward.
Because Submitto is in active development, these retention periods may change, and you should keep your own copies of anything you need. You may also ask us to delete your account and associated data (see Section 9).
8. How we protect personal information
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, and unauthorized access, use, or disclosure — such as encryption in transit, access controls, and hashed passwords. However, no method of transmission or storage is completely secure, and the Service is a pre-release beta — you should not rely on it as your only copy of important files, and we cannot guarantee absolute security.
9. Your privacy rights
Subject to applicable law, you have the right to:
- access the personal information we hold about you;
- correct inaccurate or incomplete information;
- withdraw consent or ask us to delete your account and associated personal information (this may end your ability to use the Service); and
- ask questions or make a complaint about how we handle your information.
To exercise any of these rights, email hello@submitto.io. We will respond within the timeframes required by law. We may need to verify your identity first.
If you are a Submitter (a speaker, sponsor, or exhibitor) wanting to access, correct, or delete your information, please contact the event manager who invited you — they are responsible for that information. If you contact us directly, we will refer your request to them.
10. Children
Submitto is a business tool intended for use by adults and organizations. It is not directed to children, and we do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will take appropriate steps.
11. Changes to this policy
We may update this policy from time to time. If we make material changes, we will provide reasonable notice (for example, by email or an in-product notice) and update the "Effective date" and "Version" above. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.
12. Accountability and how to contact us
Submitto is accountable for the personal information under its control. We have designated a privacy contact responsible for our compliance. To ask a question, exercise a right, or make a complaint:
Privacy Contact — Submitto Inc. Email: hello@submitto.io Vancouver, British Columbia, Canada
If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).
Submitto Inc. · Vancouver, British Columbia, Canada