Terms of Service

1. Acceptance of terms

By accessing or using ConferenceOS you confirm that you have read, understood, and agree to these Terms and to our Privacy Policy. If you are using the service on behalf of an institution, organising committee, or other organisation, you represent that you have authority to bind that entity, and "you" refers to that entity. If you do not agree with any part of these Terms, you must not use the service.

2. Description of service

ConferenceOS provides software for managing scholarly and professional conferences end to end. This includes calls for papers, abstract and paper submission, single- and double-blind peer review, programme committee management, bidding and assignment, decision notifications, camera-ready collection, proceedings preparation, registration, scheduling, and related communications. Features, capacity limits, and availability may change over time as we improve the platform.

3. Accounts & eligibility

You must provide accurate, current information when registering and keep it up to date. You are responsible for safeguarding your credentials and for all activity that occurs under your account. Notify us promptly of any unauthorised use. You must be at least 16 years old, or the age of digital consent in your jurisdiction, whichever is higher. We may suspend or refuse accounts where information is inaccurate, where eligibility cannot be verified, or where use violates these Terms.

4. Acceptable use

You agree to use ConferenceOS lawfully and in good faith. In particular, you must not:

• Abuse the submission or review workflow — for example, by manipulating reviewer assignments, submitting fraudulent or plagiarised work, creating duplicate identities to evade blind review, or attempting to discover the identity of anonymous authors or reviewers.
• Scrape, crawl, harvest, or bulk-export data from the platform using automated tools, or attempt to access submissions, reviews, or personal data you are not authorised to view.
• Violate community forum conduct: no harassment, hate speech, spam, advertising, doxxing, or posting content that is unlawful, defamatory, or infringing. Keep discussion constructive and on topic.
• Probe, scan, or test the vulnerability of the service, circumvent rate limits or access controls, upload malware, or interfere with the integrity or performance of the platform or other users' events.

We may remove content and suspend access that we reasonably believe violates this section, and we may report serious abuse to the relevant authorities.

5. Content & intellectual property

Authors retain all rights to the papers, abstracts, and other work they submit. ConferenceOS claims no ownership of your scholarly content; you grant us only the limited licence needed to host, process, display, and transmit it so the platform can function — for example, to route a submission to reviewers and to render proceedings.

Conference organisers control the data for their own events, including the programme, reviewer pool, decisions, and registrant lists, and are responsible for handling that data lawfully and for any agreements with authors regarding copyright, licensing, and publication. The ConferenceOS software, branding, design, and underlying code remain the property of BdREN — Bangladesh Research and Education Network and its licensors. You may not copy, modify, or create derivative works from the platform itself except as expressly permitted.

6. Free academic tier & paid plans

ConferenceOS is free of charge for academic, research, and non-profit events. This reflects the mission of BdREN — Bangladesh Research and Education Network to support the research and education community. Larger, commercial, or feature-extended deployments may require a paid plan. We may verify eligibility for the free academic tier and reserve the right to move an event to an appropriate plan if its use is materially commercial. The scope and limits of each plan are described on the pricing page.

7. Payments & refunds

Where a paid plan applies, fees are due in advance for the stated billing period and are quoted exclusive of any applicable taxes, which are your responsibility. Unless required by law or stated otherwise in a separate written agreement, fees are non-refundable once a billing period has begun. If you believe you have been billed in error, contact us within 30 days and we will review the charge in good faith. We may change pricing prospectively with reasonable notice; changes do not affect a billing period already paid for.

8. Privacy

Your use of ConferenceOS is also governed by our Privacy Policy, which explains what personal data we collect, how it is used, and the choices and rights available to you. By using the service you acknowledge that data is processed as described there.

9. Disclaimers

The service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, or secure, that defects will be corrected, or that the platform will meet your specific requirements. You are responsible for maintaining your own backups of critical event data.

10. Limitation of liability

To the maximum extent permitted by law, BdREN — Bangladesh Research and Education Network and its contributors will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, data, goodwill, or revenue, arising out of or relating to your use of the service. For the free academic tier our aggregate liability is limited to the greatest extent permitted by law; where fees have been paid, our total aggregate liability will not exceed the amount you paid to us in the twelve months preceding the event giving rise to the claim. Nothing in these Terms excludes liability that cannot lawfully be excluded.

11. Termination

You may stop using the service and close your account at any time. We may suspend or terminate access if you breach these Terms, if required by law, or to protect the platform and its users. Where reasonable and lawful, we will give notice before terminating an active event. On termination, the licences granted to us end, save for records we must retain to operate completed events, meet legal obligations, or preserve the integrity of published proceedings. Sections intended to survive — including intellectual property, disclaimers, limitation of liability, and governing law — continue to apply.

12. Governing law

These Terms are governed by the laws of the People's Republic of Bangladesh, without regard to its conflict-of-laws rules. As ConferenceOS is operated by BdREN — Bangladesh Research and Education Network, you agree that the competent courts of Bangladesh will have exclusive jurisdiction over any dispute arising out of or relating to these Terms or your use of the service, subject to any mandatory consumer-protection rights you may have in your own jurisdiction.

13. Changes

We may update these Terms from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify account holders. Your continued use of the service after changes take effect constitutes acceptance of the revised Terms. If you do not agree to the changes, you should stop using the service.

14. Contact

Questions about these Terms? We are happy to help. Reach us through our contact page or by email at hello@conferenceos.io.