This page explains how HotCRP.com uses the data you provide and how you can control that use. The open-source HotCRP software also runs on sites we don’t manage; this policy applies only to sites with domains ending in “.hotcrp.com”.
The HotCRP.com service handles the submission and review of artifacts, such as scientific and engineering publications, on behalf of site managers, such as conference review boards and scientific and engineering societies. We store:
Submission artifacts, including submissions (such as PDFs), metadata (such as titles and author lists), and supplementary information (such as topics and other uploaded files).
Review artifacts, including reviews, discussions, and associated uploaded files.
Configuration settings used by site managers to configure a site.
Profile data, such as user names, affiliations, email addresses, topic interests, and review preferences.
Browsing data, such as logs of which sites a computer has accessed.
Submission and review artifacts: When you submit artifacts to a HotCRP.com site, you give that site’s managers (e.g., the program chairs) permission to store and view those artifacts. You give the site managers permission to distribute the artifacts at their discretion, for review or other purposes. Finally, you give HotCRP.com permission to store and process the artifacts. HotCRP.com stores submission and review artifacts indefinitely.
Site managers control who can access artifacts, and HotCRP.com doesn’t share artifacts except as site managers allow. However, we may publicize aggregate information that cannot be traced to any site or user, such as total submission counts across all sites.
If an artifact was submitted in error, you can request its permanent deletion. Such requests should be directed to the relevant site managers (e.g., program chairs).
Configuration settings are stored by HotCRP.com indefinitely. Site managers may request the deletion of a HotCRP.com site, if allowed by their site agreements with HotCRP.com. This will delete all associated site data, including submission and review artifacts.
Profile data is stored in two ways.
Every HotCRP.com user has a global profile, which includes name, email, and affiliation, and other information.
Upon submitting an artifact to a HotCRP.com site, a user gains a site profile for that site. This generally contains the same information as the global profile, but it can differ. (For example, changes to a global user affiliation only affect future site profiles.)
Users can update their profiles at any time. Contact us if you want your global profile and/or site profiles deleted.
Browsing data is stored for up to a month and per-user browsing data is never shared. We may store and share aggregate information such as total page loads. Misbehavior, such as attempts to crack a user’s password, may be preserved indefinitely.