Terms of Service

1. Acceptance of Terms

Welcome to CFP Manager ("Service", "we", "us", or "our"). By accessing or using our Service, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not access or use the Service.

These Terms constitute a legally binding agreement between you (whether personally or on behalf of an entity) and CFP Manager. We reserve the right to modify these Terms at any time, and your continued use of the Service after such modifications constitutes your acceptance of the updated Terms.

2. Description of Service

CFP Manager is a platform designed to help conference speakers, organizers, and teams manage Call for Papers (CFP) submissions, event tracking, speaker profiles, and trip reports. Our Service includes:

• Organization management with role-based access control
• Event and conference tracking
• Call for Papers (CFP) submission management
• Speaker profile creation and management
• Trip report documentation
• Public event feed for discovering speaking opportunities
• Subscription-based resource limits and billing

3. User Accounts and Registration

3.1 Account Creation

To use certain features of the Service, you must register for an account by providing accurate and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

3.2 Account Security

You agree to:

• Use a strong password and keep it confidential
• Notify us immediately of any unauthorized use of your account
• Not share your account credentials with others
• Monitor your active sessions through our Security settings
• Log out from devices you no longer use or trust

3.3 Account Eligibility

You must be at least 13 years of age to use the Service. By using the Service, you represent and warrant that you meet this age requirement and have the legal capacity to enter into these Terms.

4. Subscriptions and Billing

4.1 Subscription Tiers

We offer the following subscription tiers for organizations:

• FREE ($0/month): 10 CFPs, 10 Events, 5 Speakers, 1 User (owner only)
• BASIC ($5/month): 25 CFPs, 50 Events, 10 Speakers, 3 Users
• PREMIUM ($20/month): 100 CFPs, 500 Events, 50 Speakers, 10 Users
• UNLIMITED ($100/month): Unlimited resources and users

All subscription pricing is in USD and billed monthly. Subscriptions are organization-level, not user-level. When you create an organization, it automatically starts on the FREE tier.

4.2 Payment Processing

All payments are processed securely through Stripe. By subscribing to a paid tier, you authorize us to charge your payment method on a recurring monthly basis. You agree to provide accurate and complete payment information and to update it promptly if it changes.

4.3 Billing Cycle

Subscriptions are billed on a monthly basis from the date of your initial subscription. Your billing cycle will renew automatically each month unless you cancel or downgrade your subscription.

4.4 Upgrades and Downgrades

You may upgrade your subscription at any time, and the upgrade will take effect immediately. You will be charged the prorated difference for the remainder of your current billing period.

Downgrades and cancellations are scheduled to take effect at the end of your current billing period. You will retain access to your current tier features until the end of the paid period. No refunds or prorated credits are provided for downgrades or cancellations.

4.5 Resource Limits

Each subscription tier has specific resource limits (events, CFPs, speakers, users). If you exceed these limits, you will be required to upgrade to a higher tier or remove resources to comply with your current tier's limits. Exceeding resource limits may result in restricted functionality.

4.6 Failed Payments

If a payment fails, we will attempt to notify you and retry the payment. If payment continues to fail, your subscription may be suspended or downgraded to the FREE tier. You remain responsible for any outstanding payments.

5. User Content and Data

5.1 Your Content

You retain ownership of all content you submit to the Service, including event information, CFP submissions, speaker profiles, and trip reports ("User Content"). By submitting User Content, you grant us a limited, worldwide, non-exclusive license to use, store, and display your content solely for the purpose of providing and improving the Service.

5.2 Content Responsibility

You are solely responsible for your User Content and the consequences of posting or publishing it. You represent and warrant that:

• You own or have the necessary rights to the content you submit
• Your content does not violate any third-party rights or applicable laws
• Your content is accurate and not misleading
• Your content does not contain malicious code or viruses

5.3 Data Deletion

We use soft-delete mechanisms for most data, meaning deleted content is marked as inactive rather than permanently removed. This maintains data integrity and allows for potential recovery. You may request permanent deletion of your data by contacting us directly.

6. Organization Management

6.1 Organization Roles

Organizations have a hierarchical role structure:

• OWNER: Full control including organization deletion, ownership transfer, and member management
• ADMIN: Can manage members and settings but cannot delete the organization or transfer ownership
• USER: Basic member access to view and manage organization resources

6.2 Organization Ownership

The person who creates an organization automatically becomes the OWNER. Ownership can only be transferred through an explicit transfer action by the current OWNER. Organizations can only have one OWNER at a time.

6.3 Member Management

Only organizations with paid subscriptions (BASIC, PREMIUM, or UNLIMITED) can invite additional users. The FREE tier is limited to the organization owner only. OWNERs and ADMINs can add, remove, and manage member roles, subject to subscription limits.

6.4 Multi-Organization Membership

Users may belong to multiple organizations with different roles in each. Each organization's subscription and resource limits apply independently.

7. Intellectual Property Rights

The Service, including its original content, features, functionality, and design, is owned by CFP Manager and is protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

You may not copy, modify, distribute, sell, or lease any part of our Service or included software, nor may you reverse engineer or attempt to extract the source code of that software, except as permitted by law.

8. Acceptable Use Policy

You agree not to use the Service to:

• Violate any applicable laws or regulations
• Infringe on the intellectual property rights of others
• Transmit any harmful, offensive, or inappropriate content
• Engage in any fraudulent, deceptive, or misleading activities
• Interfere with or disrupt the Service or servers
• Attempt to gain unauthorized access to the Service or other users' accounts
• Use automated systems (bots, scrapers) without permission
• Impersonate any person or entity
• Collect or harvest personal information from other users
• Use the Service for any commercial purpose not expressly permitted

Violation of this Acceptable Use Policy may result in immediate termination of your account.

9. Privacy and Data Protection

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your personal information. By using the Service, you consent to our collection and use of information as described in the Privacy Policy.

We implement appropriate security measures including encrypted data transmission (HTTPS/TLS), secure password hashing (bcrypt), and hybrid session management with Redis and PostgreSQL. However, no system is completely secure, and we cannot guarantee absolute security.

10. Third-Party Services

Our Service uses third-party services including Stripe for payment processing. Your use of these third-party services is subject to their respective terms of service and privacy policies. We are not responsible for the practices of these third-party providers.

11. Termination and Account Deletion

11.1 Termination by You

You may terminate your account at any time through the Account Settings page. Upon termination, your account will be marked as inactive, and you will lose access to the Service. Paid subscriptions will continue until the end of the current billing period with no refunds.

11.2 Termination by Us

We reserve the right to suspend or terminate your account at any time, with or without notice, for any reason, including but not limited to:

• Violation of these Terms
• Fraudulent or illegal activity
• Non-payment of subscription fees
• Abuse of the Service or other users
• Extended periods of inactivity

11.3 Effect of Termination

Upon termination, your right to use the Service will immediately cease. We may delete or retain your data as described in our Privacy Policy and these Terms. You remain liable for any outstanding payments owed to us.

12. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that:

• The Service will be uninterrupted, secure, or error-free
• The results obtained from using the Service will be accurate or reliable
• Any errors in the Service will be corrected
• The Service will meet your specific requirements

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CFP MANAGER AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:

• Your access to or use of or inability to access or use the Service
• Any conduct or content of any third party on the Service
• Any content obtained from the Service
• Unauthorized access, use, or alteration of your transmissions or content

IN NO EVENT SHALL OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR ONE HUNDRED DOLLARS ($100), WHICHEVER IS GREATER.

14. Indemnification

You agree to indemnify, defend, and hold harmless CFP Manager and its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in any way connected with:

• Your access to or use of the Service
• Your violation of these Terms
• Your violation of any third-party rights, including intellectual property rights
• Your User Content
• Any harm caused to any third party through your use of the Service

15. Modifications to the Service

We reserve the right to modify, suspend, or discontinue the Service (or any part thereof) at any time, with or without notice. We shall not be liable to you or any third party for any modification, suspension, or discontinuance of the Service.

16. Changes to These Terms

We may update these Terms from time to time. We will notify you of any material changes by posting the new Terms on this page and updating the "Last updated" date. Your continued use of the Service after such changes constitutes your acceptance of the updated Terms.

We encourage you to review these Terms periodically. If you do not agree to the updated Terms, you must stop using the Service.

17. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the United States, without regard to its conflict of law provisions.

Any dispute arising out of or relating to these Terms or the Service shall be resolved through binding arbitration in accordance with the American Arbitration Association's rules, except that either party may seek injunctive relief in court to prevent irreparable harm.

18. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect.

19. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and CFP Manager regarding the Service and supersede all prior agreements and understandings, whether written or oral.

20. Contact Information

If you have any questions about these Terms of Service, please contact us at: