1. Data we collect
| Source | Data | Required? |
|---|---|---|
| Attendee registration | Full name, email, country of residence, topics of interest | Name, email and one topic are required |
| Speaker registration | Name, email, photo, job title, organization, bio, social links, talk title and description | Yes, to review and publish your talk |
| Community registration | Organization name, logo, contact person name and email, description | Yes, to list your community |
| Newsletter sign-up | Email address | Optional |
| Event platform | Display name, avatar, chat messages, voice and video (if you turn them on) | Display name only |
| Website visits | IP address, browser type, pages visited, server and application logs | Collected automatically |
We do not collect payment details. We do not knowingly collect data from children under 16.
2. Why we use your data
- To manage your registration and give you access to the event.
- To send event information, such as schedules, links and changes.
- To send our newsletter, only if you opt in.
- To plan sessions based on the topics people choose.
- To publish speaker and community profiles.
- To record and share sessions (see Terms of Use, section 5).
- To keep the website and event safe and to enforce the Code of Conduct.
- To meet legal duties.
We use your data based on your consent (for example, the newsletter), to provide the service you asked for (registration), and for our legitimate interest in running a safe event.
3. Public information
The following is public on our website or social channels:
- speaker names, photos, titles, organizations, bios, social links and talk details;
- community names and logos;
- session recordings, which may show participants' names, voices and video.
Attendee names and emails are not made public.
4. Who we share data with
We do not sell your data. We share it only with:
- service providers that help us run VarCamp, such as our hosting and database provider, our email delivery service, and WorkAdventure (the event platform) and its video tools;
- social platforms, such as YouTube, Facebook and LinkedIn, when we publish recordings or profiles;
- authorities, if the law requires it.
These providers may store data in other countries. We choose providers that protect data with reasonable safeguards.
5. How long we keep data
- Registration data: up to 2 years after the event, so we can invite you to future events. You can ask us to delete it sooner.
- Newsletter email: until you unsubscribe.
- Speaker and community profiles: as long as the event page stays online, unless you ask us to remove them.
- Recordings: kept online unless removed on request.
- Server and application logs: up to 90 days.
6. Your rights
You can ask us to:
- see the personal data we hold about you;
- correct wrong data;
- delete your data;
- stop sending you emails;
- remove you from a recording or public profile, where possible.
To make a request, email [email protected]. We will reply within 30 days. You can unsubscribe from emails at any time with the link in each email.
7. Security
We use reasonable steps to protect your data, such as HTTPS, protection against fake form requests (CSRF), input checks, and admin access limited to organizers. No online service is fully secure, so we cannot guarantee total security.
8. Cookies
See our Cookie Policy for details.
9. Links to other sites
Our website links to other sites, such as speaker profiles and sponsor pages. We are not responsible for their privacy practices.
10. Changes to this policy
We may update this policy. We will post the new version here with a new effective date.
11. Contact
For privacy questions or requests, email [email protected].