Meeting Bloom LLC Privacy Policy

Last updated: February 12, 2026
This page includes Meeting Bloom LLC’s Privacy Policy and Content Policy & Acceptable Use Policy.

Privacy Policy

This Privacy Policy explains how Meeting Bloom LLC (“Meeting Bloom,” “we,” “us”) collects, uses, shares, and protects information when you use our websites and services, including customer-hosted event websites and conference tools (the “Services”).

By using the Services, you agree to this Privacy Policy.

1) Scope

This Privacy Policy applies to:

• Meeting Bloom websites that link to this Privacy Policy (the “Website”), and

• the hosted software and related services we provide (the “Services”), including customer Event Instances.

Some parts of the Services are operated for customers (for example, conference organizers) and may contain content and data submitted by end users (authors, reviewers, attendees, administrators, etc.). Where applicable, customers control that data (see Section 4).

2) Definitions

• Account: a unique account used to access the Services.

• Customer: the organization that contracts with Meeting Bloom for an Event Instance.

• Event Instance: a customer-specific hosted environment (event website, abstract portal, agenda site, etc.).

• Personal Data: information that identifies or relates to an identifiable individual.

• Usage Data: technical/analytics data collected automatically (see Section 3).

• Service Providers: vendors who process data on our behalf to operate the Services.

3) Information We Collect

We collect information in three main ways: (A) information you provide, (B) information collected automatically, and (C) information processed on behalf of customers.

A. Information you provide to us

Depending on how you use the Services, you may provide:

• name, email address, phone number

• mailing/billing address (if applicable)

• login and account information (stored using reasonable security controls)

• support requests and communications

• billing and transaction information (typically handled by a payment processor; we may receive limited billing metadata)

B. Information collected automatically (Usage Data)

When you use the Website or Services, we may automatically collect:

• IP address, browser type/version, device identifiers

• operating system, approximate location derived from IP

• pages viewed, time/date, time spent, referring URLs

• diagnostic logs, error reports, and security events

C. Customer data hosted in Event Instances

Customers and their end users may upload or submit content and data into an Event Instance (for example: author names, affiliations, abstracts, reviewer comments, schedules, profile information, and uploaded files). This content is typically controlled by the Customer (see Section 4).

4) Roles: When We Are a Controller vs. a Processor / Service Provider

Depending on the context, Meeting Bloom may act as:

• Data Controller for information related to operating our business (e.g., sales inquiries, marketing website usage, billing, and account administration), and

• Data Processor / Service Provider for Customer-controlled data submitted to an Event Instance.

Customers are responsible for providing required notices to their end users and obtaining any required consents or other lawful basis for data collected through their Event Instance, including publication of content.

5) How We Use Information

We use information to:

• provide, maintain, and secure the Services

• create and manage accounts, permissions, and access

• process transactions and provide billing/support

• communicate about service updates, administrative messages, and security notices

• monitor usage, debug issues, prevent fraud/abuse, and enforce policies

• analyze and improve performance, reliability, and user experience

• comply with legal obligations and resolve disputes

6) Cookies and Similar Technologies

We use cookies and similar technologies (such as pixels, tags, or log-based identifiers) for functionality, security, and analytics.

Cookie categories may include:

• Strictly Necessary (session, authentication, security)

• Functional (preferences, basic UX)

• Analytics (usage measurement and improvement)

You can control cookies through your browser settings. Some cookies are required for core features; disabling them may impact functionality.

7) How We Share Information

We may share information only as needed, including:

• Service Providers that help us operate the Services (hosting, email delivery, payment processing, security, analytics, support tools)

• Customers and authorized users within an Event Instance (according to permissions and settings)

• Business transfers (merger, acquisition, asset sale, financing)

• Legal and safety (to comply with law, respond to lawful requests, protect rights/safety, prevent abuse)

We do not sell Personal Data.

8) Retention

We retain Personal Data only as long as necessary for the purposes described in this Privacy Policy, including legal, accounting, security, and dispute-resolution requirements.

Platform retention (Event Instances):

• Event Instance data is retained for the duration of the Customer relationship and a limited period afterward for backups, restoration, legal compliance, and dispute handling, unless the Customer requests deletion and deletion is legally and technically permissible.

Retention periods may vary by Customer contract and system configuration.

9) Security

We use safeguards designed to protect Personal Data, such as:

• encryption in transit (TLS)

• access controls and least-privilege practices

• logging/monitoring and abuse prevention

• backups and recovery processes

No method of transmission or storage is 100% secure.

10) International Transfers

Your information may be processed in the United States and other locations where Meeting Bloom or its Service Providers operate. Where required, we use appropriate safeguards for international transfers.

11) Children’s Privacy

The Services are not intended for children under 13. We do not knowingly collect Personal Data from children under 13. If you believe a child provided Personal Data to us, contact us and we will take appropriate steps.

12) Links to Third-Party Sites

The Services may contain links to third-party websites. We are not responsible for their privacy practices. Review third-party policies directly.

13) Your Choices and Rights

Depending on your location, you may have rights such as:

• access, correction, or deletion of Personal Data (subject to legal/contractual limits)

• objection or restriction of processing

• data portability

• withdrawing consent (where processing is based on consent)

To exercise rights, contact us using Section 16.

If Meeting Bloom acts as a processor for Customer-controlled data in an Event Instance, requests related to that data should generally be directed to the Customer (the controller). We will assist Customers as required by applicable law and contract.

14) GDPR / EEA / UK Notice

If you are in the EEA/UK, Meeting Bloom relies on the following legal bases as applicable:

• Contract (to provide the Services)

• Legitimate interests (security, fraud prevention, service improvement)

• Consent (where required)

• Legal obligation

15) Data Processing Addendum (DPA)

If required by law or requested by a Customer, Meeting Bloom offers a Data Processing Addendum addressing our processing of Personal Data on behalf of Customers.

16) Contact Us

If you have questions or requests about this Privacy Policy, contact:
Meeting Bloom LLC
Contact Us

17) Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date reflects the latest version. Continued use of the Services after changes means you accept the updated policy.