This Privacy Policy Statement is designed to provide details about how we manage, share, and secure the information we collect. We strive to provide a fair balance between gathering information to provide needed services and protecting individual privacy.
For the purposes of this document, personal information is defined as information that is linked or linkable to an identifiable individual.
The personal information collected by Seattle Worldcon 2025 is stored and managed in compliance with applicable U.S. federal laws, and all applicable laws of the State of Washington.
Changes to this Policy
Seattle Worldcon 2025 may change this policy. When changes are made, we update this privacy policy page with the changes.
General Information
In regard to the storage and management of the data collected by Seattle Worldcon 2025, the convention acts to ensure that all personal data is collected for lawful purposes, relevant and not excessive, kept up to date for accuracy, kept secure, only accessed by authorized Seattle Worldcon 2025 staff, and not shared without permission.
How We Use This Data
In order to conduct the business of Seattle Worldcon 2025, we collect personal data submitted to us by people who interact with our convention in order to provide the agreed upon services and to share information and updates regarding our services and events.
Required Data
While a variety of data types may be requested and collected for use by Seattle Worldcon 2025, only an individual’s name, email address and country is required.
For potential program participants, we will also request information about areas of interest and experience in order to place participants on program items. While this may include demographic information (such as ethnicity, national identity, religion, sexual orientation, gender identity, gender expression, etc.), this information will be optional.
We will provide a space for members to provide data (optionally) for the purposes of making reasonable accommodations. To ensure that we will not over-collect information, we will never request medical records or require health documentation from members.
Accessing Data
Any member may request to have their personal information changed and/or deleted in the Seattle Worldcon 2025 data systems by contacting data@seattlein2025.org from the email address that we have on file to make their request.
Destroying Data
All data collected on individuals will be changed, deleted, or modified upon request. In addition, all personal data in the Seattle Worldcon 2025 systems will be deleted two years after the convention unless we have a legal requirement to retain it.
Securing Data
Data collected by us will be stored securely and managed through appropriate protections.
Contact
If you have any questions about this policy or Seattle Worldcon 2025’s data policies, please contact Seattle Worldcon 2025 at data@seattlein2025.org.
Website Related Data
Cookies
If you have backend access to our site: When you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Pages on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
If you have backend access to our site and request a password reset, your IP address will be included in the reset email.
How long we retain your data
For users with backend access to our site, we store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
