Privacy Policy

This Privacy Policy explains how Conference Hero (“Conference Hero,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information when you visit https://conferencehero.ai and use our platform (collectively, the “Service”). Please read it carefully. By using the Service, you agree to the practices described below.

1. Information We Collect

a) Information you provide directly

• Waitlist & email capture. When you join our waitlist, we collect your email address. We use this solely to send you product updates and early-access invitations.
• Account registration. When you create an account, we collect your email address and password, as well as additional information such as your name and company (passwords are stored as a hashed credential via Supabase Authentication).
• User-generated content. Conference Hero is a B2B work tool. Any conference data, lead records, tasks, budget items, or notes you enter into the platform are stored on your behalf and are treated as your data.

b) Information collected automatically

• Usage & analytics data. We use Google Analytics 4 (GA4) to understand how visitors interact with our website. GA4 collects information such as pages visited, time on site, referral source, device type, browser, and approximate geographic location (derived from IP address). Google may use this data in accordance with Google’s Privacy Policy. We have enabled IP anonymization in our GA4 configuration.
• Vercel Analytics & Speed Insights. Our hosting provider, Vercel, collects anonymized page view data and Core Web Vitals performance metrics. Vercel does not use cookies for these measurements and does not track individual users across sites. See Vercel’s Privacy Policy.
• Log data. Our servers automatically record standard log data including IP address, browser type, operating system, referring URL, and timestamps when you access the Service. Log data is retained for up to 90 days for security and debugging purposes.
• Cookies. See Section 5 below.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Service
• Send transactional emails (account setup, password reset, billing receipts)
• Send product updates and marketing communications to waitlist subscribers (you can unsubscribe at any time via the link in each email)
• Analyze aggregate usage patterns to prioritize features
• Detect and prevent fraud, abuse, and security incidents
• Comply with applicable laws and legal process

We do not use your data to train AI or machine learning models, nor do we sell, rent, or trade your personal information to third parties for their own marketing purposes.

3. How We Share Your Information

We share data only with the service providers necessary to operate the Service, and only to the extent needed:

We may also disclose your information if required by law, subpoena, or court order, or if we believe disclosure is necessary to protect the rights, property, or safety of Conference Hero, our users, or the public.

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on the Service before your data becomes subject to a different privacy policy.

4. Data Retention

• Waitlist emails are retained until you unsubscribe or request deletion.
• Account data is retained for the life of your account plus 30 days after deletion, to allow for recovery. After that window, it is permanently deleted.
• Server logs are retained for up to 90 days.
• Analytics data in GA4 is retained for 14 months (Google’s default minimum). Vercel Analytics data is retained per Vercel’s standard retention schedule.

5. Cookies & Tracking Technologies

We use the following types of cookies and similar technologies:

• Strictly necessary cookies. These are required for the Service to function (e.g., your authentication session cookie). They cannot be disabled without breaking the product.
• Analytics cookies. Google Analytics 4 uses first-party cookies (prefixed _ga) to distinguish users and sessions. These cookies persist for up to 2 years. You can opt out of GA4 tracking by installing the Google Analytics Opt-Out Browser Add-On.

Most browsers allow you to refuse or delete cookies. Doing so may affect some features of the Service but will not prevent you from using it.

6. Your Privacy Rights

All users

Regardless of where you live, you have the right to:

• Access. Request a copy of the personal data we hold about you.
• Correction. Ask us to correct inaccurate data.
• Deletion. Request that we delete your personal data. We will honor deletion requests within 30 days, subject to legal retention obligations.
• Opt out of marketing. Use the unsubscribe link in any marketing email, or contact us at privacy@conferencehero.ai.

California residents (CCPA / CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

• Right to Know. You may request disclosure of the categories and specific pieces of personal information we have collected about you in the past 12 months.
• Right to Delete. You may request deletion of your personal information, subject to certain exceptions.
• Right to Correct. You may request correction of inaccurate personal information.
• Right to Opt Out of Sale or Sharing. We do not sell or share your personal information with third parties for cross-context behavioral advertising. No opt-out is required.
• Right to Non-Discrimination. We will not discriminate against you for exercising any of your CCPA rights.

To exercise your California rights, contact us at privacy@conferencehero.ai. We will verify your identity before processing requests and respond within 45 days (extendable by an additional 45 days with notice).

Other US state laws

Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), and other states with comprehensive privacy laws have similar rights to access, correct, delete, and opt out of certain processing. Contact us at privacy@conferencehero.ai to exercise these rights. We will respond consistent with the requirements of applicable state law.

7. HubSpot Integration

Conference Hero offers an optional integration with HubSpot CRM. If you connect your HubSpot account, lead data you enter into Conference Hero may be synced to your HubSpot instance. This data transfer occurs at your direction and under your control. The leads in Conference Hero belong to you; we do not access or use them for our own purposes. HubSpot’s use of that data is governed by HubSpot’s Privacy Policy.

8. Children’s Privacy

The Service is intended for business professionals and is not directed at children under 13. We do not knowingly collect personal information from anyone under 13. If you believe we have inadvertently collected such information, please contact us at privacy@conferencehero.ai and we will delete it promptly.

9. Data Security

We implement industry-standard safeguards including encrypted data transmission (TLS), encrypted storage, access controls, and regular security reviews. Our database infrastructure is hosted on Supabase, which maintains SOC 2 compliance. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

10. International Users

Conference Hero is operated from the United States. If you access the Service from outside the US, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using the Service, you consent to this transfer.

This policy is written to comply with US law. If you are in the European Economic Area (EEA), United Kingdom, or another jurisdiction with separate data protection requirements (such as GDPR), additional terms may apply. Please contact us to discuss your specific situation.

11. Links to Third-Party Sites

The Service may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing any personal information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. For material changes, we will provide a more prominent notice (such as an email to registered users or a banner on the website) at least 30 days before the change takes effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy, want to exercise your privacy rights, or have a concern about how we handle your data, please contact us:

We aim to respond to all privacy inquiries within 5 business days.