Privacy Policy

We maintain an unwavering dedication to protecting and preserving all personal data provided by our website visitors and service users, implementing robust and comprehensive security measures throughout our services and operations.

This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data. In this role, we are responsible for ensuring the proper handling, processing, and protection of all personal data submitted through our website.

We may process usage data (“usage data”), which comprehensively includes browser type, operating system, page views, navigation paths, timing and duration of visits, click patterns, and interaction methods. This information is collected through automated logging systems, cookies, and analytics tools and may include conference registration patterns, resource downloads, and workshop participation metrics. The source of this data is our analytics software and server logs. We process this information for several important purposes, including improving website performance, analyzing user behavior, optimizing conference schedules, and enhancing user experience, which enables us to deliver better content, customize future events, and improve our service delivery. The legal basis for this processing is our legitimate interests in monitoring and improving our website and services.

We may process account data (“account data”), which comprehensively includes name, email address, telephone number, billing address, and payment information. This information is collected through registration forms, account creation processes, and payment gateways and may include writer membership details, conference registration information, and workshop bookings. The source of this data is the user or their organization. We process this information for managing user accounts, processing payments, sending notifications, and maintaining communication records, which enables us to provide access to services, process transactions, and deliver important updates. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

We may process profile data (“profile data”), which comprehensively includes writing interests, genre preferences, professional background, publishing history, and networking preferences. This information is collected through profile forms, surveys, and user submissions and may include writing samples, portfolio links, and professional achievements. The source of this data is your direct input and profile updates. We process this information for personalizing user experience, matching workshop preferences, facilitating networking opportunities, and tailoring content recommendations, which enables us to enhance conference experiences, improve workshop assignments, and facilitate meaningful connections. The legal basis for this processing is our legitimate interests in providing personalized services and maintaining appropriate records of our users’ preferences.

Your Rights:

Right to Access: You have the right to request copies of your personal data in our possession. This includes the ability to receive confirmation about what personal information we hold, view the exact data we store, and understand how we use this information. To exercise this right, you can submit a formal request through our designated data access portal or contact our privacy team directly via email. We will respond within 30 days and may require government-issued identification, proof of address, and account verification details to verify your identity.

Right to Rectification: You have the right to request corrections or updates to any inaccurate personal data we hold about you. This includes the ability to update contact information, correct profile details, and modify account preferences. To exercise this right, you can access your account settings directly, submit a correction request form, or contact our support team. We will process valid requests within 15 business days and may require account credentials, specific data corrections requested, and supporting documentation to verify your identity.

Right to Erasure: You have the right to request the deletion of your personal data from our systems when there is no compelling reason for continued processing. This includes the ability to delete your account, remove profile information, and withdraw consent for data processing. To exercise this right, you can submit a deletion request through our privacy center or contact our data protection officer. We will complete the deletion within 30 days and may require password confirmation, written confirmation of deletion request, and identity verification documents to verify your identity.

Right to Restrict Processing: You have the right to limit how we use your personal data if you have concerns about its accuracy or our processing methods. This includes the ability to pause processing activities, limit data usage, and temporarily block access to your information. To exercise this right, you can submit a processing restriction request through our dedicated form or contact our privacy team. We will implement restrictions within 7 days and may require account verification, specific restriction parameters, and formal written request to verify your identity.

Right to Data Portability: You have the right to receive your personal data in a structured, commonly used format and transmit it to another service provider. This includes the ability to export your data, receive it in a machine-readable format, and transfer it to other platforms. To exercise this right, you can use our data export tool or submit a portability request through our privacy portal. We will provide the data within 30 days and may require account ownership proof, destination service details, and identity verification to verify your identity.Data Processing and Security Measures

We process Service Data which includes registration details, profile information, participation records, and conference bookings. This processing involves automated data collection and manual review, enabling us to facilitate conference registration and participant management. For example, in the context of Business, this includes workshop assignments, speaker schedules, and attendee tracking. The legal basis for this processing is contractual necessity and legitimate interests, specifically to ensure proper event organization and participant experience.

We process Technical Data which includes device information, IP addresses, browser types, and site interaction patterns. This processing involves automated logging and analysis, enabling us to optimize website performance and user experience. For example, in the context of Business, this includes session tracking for virtual workshops and online resource access. The legal basis for this processing is legitimate interests, specifically to maintain site security and improve service delivery.

We process Communication Data which includes email correspondence, feedback forms, and support tickets. This processing involves message storage and response management, enabling us to provide customer support and event information. For example, in the context of Business, this includes workshop confirmations and speaker communications. The legal basis for this processing is contractual necessity and legitimate interests, specifically to maintain effective communication channels.

We process Transaction Data which includes payment information, purchase history, and billing details. This processing involves secure payment processing and financial record keeping, enabling us to manage conference registrations and related purchases. For example, in the context of Business, this includes workshop fees and material costs. The legal basis for this processing is contractual necessity and legal obligation, specifically to fulfill payment obligations and maintain financial records.

We process Preference Data which includes workshop choices, content interests, and communication preferences. This processing involves preference tracking and personalization, enabling us to tailor conference experiences and communications. For example, in the context of Business, this includes track selection and networking preferences. The legal basis for this processing is consent and legitimate interests, specifically to enhance user experience and service relevance.

Security Measures

Our comprehensive encryption protocols ensure end-to-end protection of your data, incorporating industry-standard algorithms and regular security updates to maintain data integrity. This includes regular security assessments and penetration testing by qualified professionals.

We implement multi-layered security infrastructure, including advanced firewalls and intrusion detection systems that continuously monitor for and prevent unauthorized access attempts. This infrastructure undergoes regular updates and enhancements.

Access to personal data is strictly controlled through role-based permissions, multi-factor authentication, and detailed access logs. We maintain comprehensive audit trails of all data access and modifications.

Our continuous monitoring systems provide real-time threat detection and automated response protocols, ensuring immediate action against potential security threats.

We maintain comprehensive backup procedures with encrypted offsite storage and regular recovery testing, ensuring data availability and integrity.

All staff undergo regular security awareness training and must comply with detailed data protection protocols, including specific training for handling sensitive data.

International Transfers

We may transfer your personal data to countries outside your jurisdiction. These transfers are protected by appropriate safeguards, including Standard Contractual Clauses, Binding Corporate Rules, and approved certification mechanisms. Each international transfer is conducted under strict protocols that ensure:
– Adequate data protection standards
– Compliant processing procedures
– Enforceable data subject rights
– Effective legal remedies

International transfers are protected by ISO 27001 standards, GDPR requirements, and Privacy Shield frameworks, ensuring compliance with international data protection regulations. We implement additional measures including:
– Regular compliance audits
– Data protection impact assessments
– Documented transfer mechanisms
– Continuous monitoring procedures

Regarding international transfers, you maintain specific rights including:
– Right to information about transfers
– Right to object to transfers
– Right to withdraw consent
– Right to data protection guarantees

Data Retention

We maintain specific retention periods for different data categories:

Account Information: Retained for the duration of active account plus 2 years for business continuity and legal compliance
Usage Data: Retained for 12 months to analyze usage patterns and improve services
Transaction Records: Retained for 7 years to comply with financial regulations
Communication History: Retained for 3 years to maintain service continuity
Technical Logs: Retained for 90 days for security and performance monitoring

These retention periods are determined by:
– Legal requirements
– Business purposes
– Technical necessities
– User preferences

Special circumstances affecting retention:
– Legal obligations
– Dispute resolution
– Security investigationsCookie Policy for UNF Writers Conference

Essential cookies serve fundamental functions for our website’s core operations. These cookies process authentication tokens, security parameters, and session data to enable basic website functionality. In our conference context, these cookies maintain secure registration processes, manage workshop bookings, and ensure seamless navigation through our literary resources.

Essential cookies are vital for:
– User authentication during conference registration
– Security measures protecting attendee information
– Basic site operations for workshop scheduling
– Session management for writing submissions
– Technical stability across our platform

Functional cookies enhance your experience by remembering your preferences. These cookies process user selections and interface choices to enable personalized interactions. For example, they remember your preferred writing genres, workshop selections, and presentation formats. They enable:
– Language preferences for international attendees
– Region-specific content for local writing events
– User interface customization
– Feature optimization for writing tools
– Personalized settings for conference scheduling

Analytics cookies help us understand how writers interact with our platform. They collect information about how users engage with writing resources, navigate workshop selections, and utilize submission systems. These cookies track:
– Page interactions with writing resources
– Navigation patterns through conference schedules
– Feature usage of writing tools
– Session duration during workshops
– User preferences for literary content

Performance cookies assess and improve our website operation by monitoring technical performance and user experience. They help optimize content delivery for writing workshops and online sessions by:
– Monitoring site speed during peak registration periods
– Identifying technical issues in submission systems
– Optimizing content delivery for virtual workshops
– Analyzing user experience during online events
– Tracking system performance for live sessions

Cookie Management
You can control cookie preferences through:
– Browser settings
– Cookie consent tools
– Privacy preferences
– Account settings

GDPR Compliance
For EU residents, we ensure:
– Explicit consent mechanisms
– Data minimization in workshop registrations
– Purpose limitation for collected information
– Storage limitations on submission data
– Processing transparency

CCPA Compliance
California residents have additional rights:
– Right to know about personal information collected
– Right to delete personal data
– Right to opt-out of data sales
– Right to non-discrimination
– Right to access collected information

COPPA Compliance
Regarding users under 13:
– Age verification requirements
– Parental consent procedures
– Limited data collection
– Special protection measures
– Parental access rights

Updates and Changes
Policy updates involve:
– Regular review procedures
– User notifications
– Consent renewal when required
– Clear change documentation
– Continuous compliance monitoring

Contact Information
For privacy-related inquiries:
– Primary Contact: [email protected]
– Response Time: Within 48 hours
– Verification Required: For data-related requests
– Available Support: Privacy concerns, data requests, rights exercise

This policy was created specifically for unfwritersconference.com and covers all associated services within the Business industry.