Privacy Policy
This policy includes information on what data Glasgow 2024 collects, how we collect it, and how we use it.
The data controller for this project is Glasgow 2024, a Worldcon for Our Futures. We will process your data for the purpose of running the Glasgow 2024 convention and providing services to the convention’s members and participants. The legal basis for processing this data under the Data Protection Act 2018 (incorporating the UK GDPR) is that of consent, and of our obligation to adhere to legal requirements such as the safeguarding of children. We will handle personal data at all times in accordance with our formal Privacy Policy.
Changes to this Policy
Glasgow 2024 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 Glasgow 2024, the convention acts to ensure that all personal data is:
- Collected for lawful purposes
- Processed legally and fairly
- Relevant; and not excessive
- Kept up to date for accuracy
- Destroyed two years after the convention
- Kept secure
- Only accessed by authorised Glasgow 2024 staff
- Not shared without permission
How We Use this Data
In order to conduct the business of Glasgow 2024, 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.
We use Google analytics to collect anonymised data about how people use and interact with the Glasgow 2024 website, including social sharing. You may opt out here. We may also use your IP address and browser agent string to help protect this website against spam and hacking attempts.
Personal Data
Glasgow 2024’s personal data includes information, facts, and interests that identify and are tied to living people, including such things as name, contact information, and professional history. Sensitive and personal data, as defined by GDPR, may also be collected from some individuals.
Required Data
While a variety of data types may be requested and collected for use by Glasgow 2024, only an individual’s name, email address and country is required. For potential programme participants, Programme also requests information about areas of interest and experience in order to place participants on programme items.
Sensitive Data
Sensitive data is collected for the purposes of making health-based accommodations, enhancing diversity, and identifying topics of a sensitive nature that potential programme participants would be comfortable talking about as part of the Glasgow 2024 programme. Sensitive data may include such things as racial or ethnic origin, political opinions, religious or philosophical beliefs, disability or medical needs, etc.
Accessing Data
Any member may request to have their personal information changed and/or deleted in the Glasgow 2024 data systems by contacting info@glasgow2024.org from the email address that we have on file to make their request.
Unsubscribe from Email
Any member may subscribe from any mailing list at any time. Simply respond to sender and clearly request to unsubscribe or click the ‘unsubscribe’ link in the footer of any newsletter you have received from us.
If you wish to be added to our convention wide do not contact (DNC) list please email info@glasgow2024.org.
Please be aware this will mean with the exception of urgent access information you will NOT be contacted by Glasgow 2024. This means you will not receive information including Pre-Con Information such as Chair updates, Progress Reports, Hotel Information, Hugo Voting, Site selection and other relevant Pre-Con Information. This also includes Divisional level items such Programme, Access, Art Show Dealers and Displays, WSFS (Hugo Voting), Promotions etc.
Destroying Data
All data collected on individuals will be modified or deleted upon request. In addition, all personal data in the Glasgow 2024 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. Our staff has been instructed of this policy and are in compliance with GDPR guidelines.
Data Processing
All third-party data processors contracted by Glasgow 2024, which store, access, and house information via cloud services, on websites, in apps, etc. will be compliant with relevant data regulations.
Contact
If you have any questions about this policy or Glasgow 2024’s data policies, please contact Glasgow 2024 at info@glasgow2024.org.