Meeting Bloom LLC Policies

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.

Meeting Bloom LLC Membership Privacy Policy

Last updated: September 1, 2026

This Membership Privacy Policy explains how Meeting Bloom LLC ("Meeting Bloom," "we," "us," or "our") collects, uses, shares, retains, and protects information when organizations and their members use our hosted membership websites, membership-management software, and related services (the "Membership Services").

Meeting Bloom generally provides the Membership Services to scientific societies, associations, nonprofit organizations, and other customers. In most cases, the organization determines why and how its members' Personal Data is used, while Meeting Bloom processes that data to provide the Membership Services.

1) Scope

This Membership Privacy Policy applies to:

membership websites and portals that link to this policy;
membership applications, renewals, dues payments, member accounts, directories, and communications provided through the Membership Services; and
related administrative, reporting, support, and integrated conference services when enabled by the Customer.

A Customer may provide its own privacy notice containing additional terms. If you are a member or applicant, you should also review the privacy notice of the organization to which you are applying or belong.

2) Membership Software Definitions

Account: a unique account used to access the Membership Services.
Customer or Organization: the society, association, nonprofit, or other organization that contracts with Meeting Bloom for the Membership Services.
Member: a current, former, prospective, pending, or lapsed member whose information is processed through the Membership Services.
Membership Instance: a Customer-specific hosted membership website, portal, database, or administrative environment.
Personal Data: information that identifies, relates to, describes, or can reasonably be linked to an identifiable individual.
Service Providers: vendors that process information on our behalf to help operate the Membership Services.
Usage Data: technical, analytics, diagnostic, and security information collected automatically.

3) Information We Collect

A. Information provided by Members and Customers

Depending on how the Membership Services are configured and used, we may process:

name, email address, telephone number, and mailing or billing address;
employer, organization, job title, professional affiliation, credentials, and areas of interest;
membership type, level, status, start and expiration dates, renewal history, and eligibility information;
membership application answers, approvals, notes, uploaded documents, and other information requested by the Customer;
member-directory profile information, photographs, biographies, and directory visibility preferences;
communication preferences and records of membership notices or emails;
login credentials and account-security information, stored using appropriate security controls;
support requests and communications; and
dues, invoices, payment status, transaction history, refunds, subscription status, and automatic-renewal preferences.

Customers may configure additional application or profile questions. The Customer is responsible for determining what information it requests and whether that collection is lawful and necessary.

B. Payment information

Membership dues and related payments are generally processed by a third-party payment processor. Meeting Bloom does not receive or store full payment-card numbers. We may receive limited payment information, such as the payer's name, billing details, transaction amount, payment status, processor customer or subscription identifiers, and the last four digits or expiration details associated with a payment method.

If a Member chooses automatic renewal, the payment processor may retain the payment method and use it for future charges authorized by the Member and the Customer. Members may manage or cancel automatic renewal as permitted by the Customer's membership terms.

C. Information collected automatically

When someone uses the Membership Services, we may automatically collect:

IP address, browser type and version, device identifiers, and operating system;
approximate location derived from an IP address;
pages viewed, date and time of access, time spent, and referring URLs; and
authentication events, diagnostic logs, error reports, and security events.

D. Information received from Customers or integrated services

A Customer may provide existing membership records for import into the Membership Services. When a Customer enables integration with conference registration, abstract submission, email, accounting, or other services, information may be transferred between those services as directed by the Customer. The Customer is responsible for having an appropriate legal basis for providing and using that information.

4) Roles: Customer as Controller and Meeting Bloom as Processor

Depending on the context, Meeting Bloom may act as:

Data Controller for information used to operate our own business, such as sales inquiries, Customer billing, account administration, security, support, and use of our marketing website; and
Data Processor or Service Provider for membership data that a Customer controls and submits to, collects through, or manages within a Membership Instance.

The Customer determines membership eligibility, application requirements, dues, renewal rules, directory settings, communications, and how long membership records should be retained. Customers are responsible for providing required notices, obtaining any required consents, and establishing another lawful basis where applicable.

Meeting Bloom does not independently decide whether an individual is accepted, denied, suspended, or removed as a member.

5) How We Use Information

We process information as necessary to:

operate, maintain, support, and secure the Membership Services;
create and manage member accounts, permissions, profiles, and access;
receive and administer membership applications and renewals;
support Customer decisions regarding membership eligibility and approval;
calculate, collect, record, and report dues and other transactions;
administer automatic renewals, payment reminders, receipts, failed-payment notices, and account updates;
provide member directories and members-only content according to Customer settings and member preferences;
send membership, renewal, administrative, service, and security communications on behalf of Customers;
integrate membership records with conference registration, abstract submission, and other Customer-enabled services;
generate reports and maintain membership history for authorized Customer administrators;
monitor usage, troubleshoot problems, prevent fraud or abuse, and enforce applicable policies;
improve the performance, reliability, security, and usability of the Membership Services; and
comply with legal obligations and resolve disputes.

6) Member Directories and Profile Visibility

A Customer may enable a directory that makes selected Member information available to other members or, if configured by the Customer, to the public. Directory information may include a Member's name, organization, title, location, contact details, photograph, biography, interests, or other profile fields.

Directory visibility is controlled by the Customer's configuration and any preferences made available to the Member. Members who want to change or remove directory information should update their profile, if that option is available, or contact the Customer. Removing information from a directory does not necessarily delete the underlying membership record.

7) Cookies and Similar Technologies

We use cookies and similar technologies for functionality, authentication, security, preferences, and analytics. Cookie categories may include:

Strictly Necessary: session, authentication, and security cookies;
Functional: preferences and basic user-experience features; and
Analytics: usage measurement and service improvement.

You can control cookies through your browser settings. Disabling required cookies may prevent account login or other core functions from working correctly.

8) How We Share Information

We may disclose information only as needed to provide and operate the Membership Services, including to:

Customers and authorized administrators that manage the applicable Membership Instance;
other members or the public through a Customer-enabled member directory, subject to applicable settings and preferences;
Service Providers that support hosting, email delivery, payment processing, security, analytics, backups, and technical support;
Customer-enabled integrations when the Customer directs us to connect the Membership Services with conference, abstract, accounting, communication, or other systems;
parties involved in a business transaction, such as a merger, acquisition, financing, reorganization, or sale of assets; and
government authorities or other parties for legal and safety purposes, when required by law or reasonably necessary to protect rights, safety, security, or prevent fraud and abuse.

Meeting Bloom does not sell Personal Data.

9) Retention

We retain Personal Data only for as long as necessary to provide the Membership Services and fulfill the purposes described in this policy, including legal, accounting, security, backup, and dispute-resolution requirements.

Membership data is generally retained for the duration of the Customer relationship and for a limited period afterward for backup, restoration, legal compliance, and dispute handling. Retention periods may vary based on the Customer's instructions, contract, configuration, and legal obligations.

Customers may retain historical records for former, expired, or lapsed members for legitimate administrative, financial, reporting, or legal purposes. A request to stop directory publication or communications does not necessarily require deletion of transaction or membership-history records.

10) Security

We use administrative, technical, and organizational safeguards designed to protect Personal Data, including:

encryption in transit using TLS;
account authentication, access controls, and least-privilege practices;
logging, monitoring, and abuse-prevention controls; and
backup and recovery processes.

No method of transmission or storage is completely secure. Members are responsible for protecting their passwords and should notify the Customer or Meeting Bloom if they suspect unauthorized access to an account.

11) International Data Transfers

Information may be processed in the United States and other locations where Meeting Bloom or its Service Providers operate. Where required by applicable law, appropriate safeguards are used for international transfers.

12) Children's Privacy

The Membership Services are not directed to children under 13, and Meeting Bloom does not knowingly collect Personal Data directly from children under 13. A Customer that offers membership to minors is responsible for determining whether parental notice or consent is required and for configuring its collection practices accordingly. If you believe a child has provided Personal Data without proper authorization, contact the Customer or Meeting Bloom.

13) Communications and Choices

Members may receive communications necessary to administer their membership, including application updates, renewal reminders, dues notices, receipts, security alerts, and changes affecting their account. These administrative messages may not be subject to marketing opt-out preferences.

Where marketing or optional communications are offered, Members may use the unsubscribe instructions in the message or contact the Customer. Unsubscribing from marketing does not cancel membership, automatic renewal, or required administrative communications.

14) Your Privacy Rights

Depending on your location and subject to applicable exceptions, you may have the right to:

request access to Personal Data about you;
request correction of inaccurate Personal Data;
request deletion of Personal Data;
object to or restrict certain processing;
request a portable copy of certain Personal Data;
withdraw consent where processing is based on consent; and
appeal the denial of a request where applicable law provides that right.

Because the Customer generally controls membership data, requests concerning a membership record should first be directed to the applicable Customer. Meeting Bloom will assist Customers with valid requests as required by applicable law and contract. We may need to verify the requester's identity before acting on a request.

15) GDPR / EEA / UK Notice

If the GDPR or UK data-protection law applies, the Customer is generally the controller of membership data and Meeting Bloom is generally its processor. Depending on the circumstances, the applicable controller may rely on:

performance of a contract, including providing membership and related services;
legitimate interests, including membership administration, service security, fraud prevention, and service improvement;
consent, where consent is requested or required; and
compliance with a legal obligation.

Individuals in the EEA or UK may also have the right to lodge a complaint with the data-protection authority in their country. Questions about the legal basis used for Customer-controlled membership data should be directed to the applicable Customer.

16) Data Processing Addendum

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.

17) Third-Party Websites and Services

The Membership Services may contain links to or integrations with third-party websites and services. Meeting Bloom is not responsible for the privacy practices of those third parties. Review their privacy notices directly.

18) Contact Us

If you have questions or requests about this Membership Privacy Policy, contact:

Meeting Bloom LLC
Contact Us

For questions about a specific membership application, membership decision, dues charge, renewal, directory listing, or Customer communication, contact the organization that operates the applicable Membership Instance.

19) Changes to This Membership Privacy Policy

We may update this Membership Privacy Policy from time to time. The "Last updated" date shows when the policy was most recently revised. Material changes may also be communicated through the Membership Services or by other appropriate means.

Content Policy & Acceptable Use

Effective Date: February 12, 2026
This Content Policy applies to all Customers and all users who access or post content to any Event Instance or other hosted service operated by Meeting Bloom (the “Services”).

1) Customer Content; Customer Is the Publisher

Customers and their users may upload, submit, publish, or transmit content through the Services (“Customer Content”). Customers are the publisher of Customer Content in their Event Instances and are solely responsible for it. Meeting Bloom provides hosting and technical services and does not endorse or adopt Customer Content as its own.

2) Definitions

Customer Content: any text, images, files, data, abstracts, presentations, comments, links, or other materials posted or transmitted through an Event Instance.
User: anyone accessing the Services (authors, reviewers, attendees, administrators, etc.).
Event Instance: the customer-specific hosted environment provided by Meeting Bloom.

3) Customer Responsibilities

Customers are responsible for ensuring Customer Content:

is lawful and appropriate
does not infringe intellectual property or other rights
does not violate privacy or data protection laws
includes required permissions/consents (e.g., likeness rights, publication consent, third-party licenses)
is configured with appropriate visibility/access settings (public vs. private)

4) No Duty to Monitor

Meeting Bloom has no obligation to monitor, review, or pre-screen Customer Content. We may review content to maintain system integrity, respond to complaints, comply with law, or enforce this policy.

5) Prohibited Content and Use

You may not use the Services to post, upload, transmit, or link to content that:

violates any law or regulation
infringes copyrights, trademarks, trade secrets, or other rights
is defamatory, harassing, threatening, or abusive
invades privacy or discloses personal data without lawful basis/consent
contains malware, harmful code, or attempts unauthorized access
facilitates phishing, fraud, or spam
depicts or promotes sexual exploitation (including any content involving minors)
encourages violence or hate targeting protected groups
impersonates Meeting Bloom or misrepresents identity in a harmful or deceptive way

6) License to Host (Limited)

You grant Meeting Bloom a limited, non-exclusive license to host, store, reproduce, display, and transmit Customer Content only as necessary to operate, secure, and provide the Services and to comply with legal obligations.

7) Complaints, Takedowns, and Enforcement

Meeting Bloom may remove or disable access to Customer Content, suspend accounts, or restrict features if we reasonably believe content violates this policy, creates security/operational risk, or we receive a complaint or legal request. We may act without prior notice when necessary.

8) Copyright / DMCA Notices (United States)

If you believe content hosted through the Services infringes your copyright, send a notice including:

your contact information
identification of the copyrighted work
identification of the allegedly infringing material and its location (URL)
a good-faith statement that the use is not authorized
a statement under penalty of perjury that the notice is accurate and you are the owner/authorized agent
your physical or electronic signature

Send notices to: Meeting Bloom Admin

We may disable access to the material and notify the Customer. Counter-notices will be handled as permitted by law.

9) Indemnification

Customer agrees to defend, indemnify, and hold harmless Meeting Bloom LLC and its affiliates, officers, directors, employees, and agents from and against any claims, demands, suits, damages, losses, liabilities, and expenses (including reasonable attorneys’ fees) arising out of or related to:

Customer Content (including infringement, defamation, privacy violations, or unlawful content)
use of the Services by the Customer or its users
breach of this policy or violation of law

10) Disclaimers

Customer Content is provided by Customers/users “AS IS.” Meeting Bloom makes no warranties regarding Customer Content, including legality, accuracy, or non-infringement, and is not responsible for disputes between Customers and third parties arising from Customer Content.

11) Reporting

To report prohibited content, send:

Event Instance name/account
exact URL(s) or screenshots
why it violates this policy
your contact information

Send reports to: Meeting Bloom Admin using the link below

12) Contact

Meeting Bloom LLC
Contact Us

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