Last updated November 4, 2026
Plenary (plenaryapp.com) runs abstract and grant submission, peer review, programs, registration and event websites for medical and scientific societies. Each society (an "organization") decides what its events collect and controls that data. We run the platform for them, following their instructions.
What we keep
- Your account: email address, name and institution. You sign in with your email and a password. Your password is stored only in scrambled (hashed) form by our sign-in provider; nobody can read it, including us.
- What you submit: abstracts, grant applications, uploaded files, co-author details and any answers the form asks for. If you list co-authors, please make sure they are happy for you to share their details.
- Reviews you write, if you are a reviewer.
- Registration details: ticket, badge name, institution, dietary or accessibility notes, payment status. Card payments are handled by Stripe; card numbers never reach this platform.
- Records of emails sent to you and of organizers' actions (an activity log), so mistakes can be traced and fixed.
- Technical logs: our hosting providers briefly keep standard logs (such as IP address and browser type) to keep the service secure and working.
Do not submit patient information. The platform is not designed or approved for protected health information.
Cookies
We use only the cookies needed to keep you signed in. There are no advertising or tracking cookies and no third-party analytics.
Who can see it
- The organizers of the event you took part in. Each organization sees only its own events; the database itself enforces this.
- Reviewers see the submissions assigned to them, without the authors' names when the event uses blinded review.
- The public, only for what an event chooses to publish, such as the program with accepted presenters' names and institutions.
- The small Plenary team, only to run and support the service.
We do not sell your data or use it for advertising.
Service providers
We use these companies to run the platform. They handle data only to provide their service to us. All store data in the United States.
- Vercel: hosts the website
- Supabase (on Amazon Web Services): database, sign-in and file storage
- Resend (on Amazon SES): sends email
- Stripe: card payments, only for events that take cards
- GitHub: stores encrypted backups
Emails
We send emails you need for an event you are part of: sign-in codes, invitations, decisions, receipts and reminders. Organizers may also email the people taking part in their event. We do not send marketing email.
How long
Event records are kept for as long as the organization needs them (for example, to publish a program or run next year's meeting). When an organization deletes an event or leaves the platform, its data is removed from the live system. Encrypted backups are kept for a limited time so we can recover from mistakes, and then deleted.
Security
Data is encrypted in transit, access is limited by role, organizers can require two-step login, and backups are encrypted. If a problem ever affects your data, we will tell the organization responsible so you can be informed.
Your choices
- Download your data at any time from Your account.
- Turn on two-step login there to protect your account.
- To correct or delete your data, or ask any privacy question, contact the organizers of your event or email privacy@plenaryapp.com. We answer within 30 days.
Who can use Plenary
The platform is meant for professionals and students taking part in society events, not for children under 16.
Changes
If we change this notice in a way that matters, we will update the date above and, for significant changes, tell organizations in advance.