Privacy Policy

What is the purpose of this notice?

TVETM is committed to protecting your privacy. This notice sets out details of the information that we collect about you, how we process it, to whom we disclose it, and your rights under data protection law in relation to our processing of your data. Further, we would like to assure you that we do not collect any personal data while using our site that you do not voluntarily provide.

Who controls the use of your personal data?

Your personal data is controlled by TVETM’s managing directors, Dr. Jennifer Killham and Jens Bahr, by which we refer to these two individuals and TVETM as “we” and “our” later in this document.

What personal data is collected?

In order for us process your request to join the mailing list, we collect email addresses. In order to process and authenticate your request to be included in our members area, we will ask you for certain information, such as your name, your email address, location, task interests, t-shirt sizes, dietary needs, volunteer schedule preferences, and photo of yourself.

This site uses cookies. By using and logging into the website you agree with the use of cookies. They are solely used to store your login session and to display twitter posts on the front page and the social media buttons on the right.

Why do you use my personal data?

As you probably expect, the main reason we use your personal data is in order to process your volunteer registration and volunteer schedule. We use your personal data to tailor your volunteer experience and improve your happiness. Your image is used for the safety and security of each event (e.g., in the event of a site evacuation), to ensure event leadership can locate individuals as necessary, and for Dr. Jenn to learn the faces of the people who are working on her team. This kept private, and only accessible to approved members of TVETM’s leadership team at the time of the conference. We DO NOT use your information for adverts and our marketing purposes.

Information you are required to provide

As a visitor to the public portions of our website, you are not obliged to provide us with any of your personal data. However, if you want to join our volunteer teams and view the Members Area, you will need to provide us with the information that is indicated as required on our sign-up and confirmation forms, when applicable (not all conference volunteer sign-up forms are provided by TVETM, but rather through the conference itself). If you do not provide us with this minimal information such as name and email, we will not be able to process your request to view the Members Area. Please note, the volunteer preference questions are optional. We will inform you where such information is required.

Who do we share your personal data with?

Your name and email address are shared between the two leaders of TVETM for security and verification of membership. Your photos remains private to TVETM leadership. We do give aggregated anonymous information to the event management team to order volunteer shirts and purchase food during the show that meets the dietary restriction of the team.

We DO NOT engage a third party outside of the conference event management team we directly work with for the designated show to process your data, nor do we share your information with anyone without your explicit permission.

Newsletter signup

When signing up for our newsletter, we store your email address and first name. We collect this information for the sole purpose of providing you with new information about our developments.

If you sign up for our newsletter, which is administered through Mailchimp,  we will store some of your information, including your email address, IP address and certain information about the links you click within the emails we send you, on a Mailchimp server. Neither we nor Mailchimp will ever sell your email address or share it with any other party, unless we are legally compelled to do so. If you contact Mailchimp directly regarding your subscription to our newsletter, Mailchimp may contact you directly; otherwise, Mailchimp will never contact you. Only authorized Mailchimp employees have access to our subscriber list. You are always free to unsubscribe from our newsletter.

Outside of the EU

There are certain circumstances where we will access your personal data outside of the European Union to a country which is not recognised by the European Commission as providing an equivalent level of protection for personal data as is provided for in the European Union. If we access your personal data outside of the European Union please rest assured that we will ensure that appropriate measures are in place to protect your personal data and to comply with our obligations under applicable data protection law.

Retention of personal data

We retain your personal data in accordance with our record retention policy. The record retention policy operates on the principle that we keep personal data for no longer than is necessary for the purpose for which we collected it, and in accordance with any requirements that are imposed on us by law. This means that the retention period for your personal data will vary depending on the type of personal data.

Important information about consent

When we process your personal data on the basis of your consent, you are free to withdraw that consent at any time. You can withdraw your consent by contacting us using the contact details at the bottom of this notice. Please note that if you withdraw your consent, you will be asked to complete registration information again when you wish to rejoin TVETM Members Area or serve as a volunteer.

Your rights under data protection law

You have various rights under data protection law in connection with our processing of your personal data. For example, you have the right to request a copy of your personal data that we hold and to request that we correct any errors in the personal data that we hold. These rights are subject to certain exceptions and exemptions.

Website Visitor Analysis

Like most website operators, we collect non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. Our purpose in collecting non-personally identifying information is to better understand how our visitors use its website. From time to time, we may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website.

Our site does not collect Internet Protocol (IP) addresses, these are stored anonymized. We do not use such information to identify our visitors, however, and do not disclose such information, other than under the same circumstances that it uses and discloses personally-identifying information, as described below.

Opting-out of website tracking

 

Questions and Complaints

If you have any queries or complaints in connection with our processing of your personal data, you can get in touch with us using the following contact details:

Email: jens@thevolunteerexperience.com or dr.jenn@thevolunteerexperience.com

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