INTRODUCTION

At NORDICFUZZCON, org. no. 802467-4924, Bronsgjutarvägen 19, 145 72 Norsborg, Sweden (‘NordicFuzzCon’, ‘us’, ’we’, or ’our’), we respect your privacy and are committed to protecting your Personal Data – i.e. information that may identify you as an individual. This privacy policy will inform you about how we collect, use, disclose and store (‘Process’) your Personal Data when you use our website www.NordicFuzzCon.org, when you create an account with us to attend our events (‘Events’) and when you visit our events (all together ‘Service’).

The purpose of our Processing of your Personal Data is to fulfil our contractual relationship with you and to give you a better user experience when you visit our website or otherwise use our Service.

We use your Personal Data to provide and improve the Service. By using the Service, you agree to our Processing of your Personal Data in accordance with this policy.

WHO IS RESPONSIBLE?

Anyone who processes Personal Data is either a data controller or a data processor. A data controller is any person or entity that determines the purposes and means of the processing. A data processor is any person or entity that processes personal data on behalf of a data controller. The data controller is responsible for determining what data is to be used how and by whom.

Where we collect personal data and determine the purpose(s) for which they are used, we are the data controller. We may engage a third party processor and provide them with your personal data, in which case we are still the data controllers and they are the data processors. In the case you are entering into an agreement with us or using our Service, we are the data controller. In case we provide services or products that are not developed or provided by us, the third party providing such services or products is responsible for processing your data. We do recommend that you review the third party’s general terms, confidentiality undertakings and privacy policies.

LAWFULNESS

The primary purpose we, as a data controller, have in collecting and processing your personal data is:

• to enter into a contractual relationship with you as the attendee and us as the convention
• to fulfil the terms of this contract between you and us (i.e. hotel room booking, security or first aid related data processing, registration processing, etc.)
• to fulfil one or more legitimate interests of ours (i.e. feedback processing, conbook preparation, etc.) after weighing our interest against yours, or with your consent.

For those processes where the lawful basis is “legitimate interest”, we evaluate what impact the processing could have on your rights and freedoms and document these. Only if our interest outweighs yours do we proceed with the processing. We undertake a regular review of our processing activities to ensure that your rights and freedoms are not infringed by our processing activities.

COLLECTION OF PERSONAL DATA

While using our Service, we ask you to provide us with Personal Data. The Personal Data can be provided directly from you or indirectly, such as;

• Information you choose to send to us or provide us with, for example when you create an account and a profile with information such as e-mail, name, nickname, address, phone number, fursona species and any other information you enter. We may also collect information about your interests and preferences to better tailor our Events and Service to your needs, and you have the possibility to provide us with your photo and/or a photo of your avatar.
• We may also collect information about your preferences to be able safeguard your food preferences and your health during the Event.
• Information about when you use and for what you use our Services for, such as log activity and pages you visit, the kind of phone / tablet and operating system you are using, the city and country where you are located when using our Services, if and what version of our Terms & Conditions and policies you have approved.

USE OF PERSONAL DATA

We use the personal data we collect to provide you with access to our events and service, to communicate with you about upcoming events, and to improve our service. We may also use your personal data to personalise your experience with us and to send you information about our events.

In accordance with the law, you have the right to opt out of receiving information about our events in the sense of advertisement for an event that you have not yet signed up for. By signing up for an event, we will use your personal information to send you information about that event.

Your nickname may be included in NordicFuzzCon related publications such as the conbook, website, or videos (e.g., as part of the credits, the sponsor listing, etc.).

SHARING OF DATA TO THIRD PARTIES

Hotels

We may transfer your relevant personal data to the relevant hotels and service providers, as well as third parties organising Events together with us, in order to process your booking of an Event.

Organising the Event (Attendees)

We use external partners to provide the Service, for example for cloud service for storing data (Google Workspace and Azure). We may share your Personal Data with third-party vendors, consultants and other service providers. These companies include for example website analytics companies (i.e., Google Analytics, Microsoft Clarity) and payment processing providers.

Organising the Event (Staff and Crew)

We sometimes use platforms and applications from other providers (hereinafter referred to as “third-party providers”) for the purpose of holding video and audio conferences, webinars and other types of video and audio meetings, in order to organise Events and thereby fulfil our contractual obligations. When selecting third-party providers and their services, we observe the legal requirements. In this context, data of the communication participants are processed and stored on the servers of the third-party providers, insofar as they are part of communication processes with us. This data can include, in particular, registration and contact data, visual and vocal contributions as well as entries in chats and shared screen contents. If users are referred to third-party providers or their software or platforms in the context of communication, business or other relationships with us, the third-party providers can process usage data and metadata for security purposes, service optimization or marketing purposes. We therefore ask you to observe the data protection information of the respective third-party provider:

• Google Meet
  (https://support.google.com/meet/answer/9852160?hl=de&ref_topic=10632347#safetymeasures&encryption&secure&privacy&incident&safety&),
• Discord
  (https://discordapp.com/privacy) and
• Telegram
  (https://telegram.org/privacy).

Bot Prevention

We also use Google reCAPTCHA to check and prevent automated servers ("bots") from accessing and interacting with our website. This service allows Google to determine from which website your request has been sent and from which IP address the reCAPTCHA input box has been used. In addition to your IP address, Google may collect other information necessary to provide and guarantee this service, please read more about what information and the handling of it, on https://policies.google.com/privacy.

HOW LONG WE STORE YOUR PERSONAL DATA

The time periods vary for the type of Personal Data we Process, for example:

• Some Personal Data is deleted on an ongoing basis,
• Some Personal Data, such as account information, may be retained for a longer period of time based on our contractual relationship.
• We Process certain Personal Data for a longer period of time against the background that we have a legitimate interest or to comply with current legislation. Such treatment refers to, for example, record keeping.

DATA SECURITY

We use the level of security that is the industry standard when it comes to encryption, storage, firewalls, backups etc.

Note that no system is 100% secure and there is always a small risk that data will end up in the wrong hands. By using our Service, you accept this risk and will not hold us liable for any unauthorised entry or use, hardware or software failure or other factors that may compromise the security of Personal Data at any time.

We encourage you to use a strong password so that no one can guess your login details.

YOUR PRIVACY RIGHTS

You have the right to request access to the Personal Data we hold about you, to request that we correct any inaccuracies, and to request that we delete your Personal Data. You also have the right to object to the processing of your Personal Data and to request that we restrict processing in certain circumstances. You may at any time withdraw any given consents to our use of your Personal Data. For these requests, use the contact details of our Data Protection Officer provided below.

If you believe that we incorrectly Process your Personal Data, you can file a complaint with a supervisory authority. You can do this in the EU/EEA member state where you live. For us, the Swedish Authority for Privacy Protection (in Swedish Integritetsskyddsmyndigheten, or short, IMY) is the primary supervision authority.

Please note that we may ask you to verify your identity before responding to such requests in accordance with this section.

ACCOUNT DELETION

You can delete your NordicFuzzCon account at any time by sending an e-mail to [email protected]. Please note that we will then delete things that you have registered, including photos. This data cannot be recreated.

LINKS TO OTHER SITES

Our Service may contain links to third party web pages not operated by us, such as Google Maps and YouTube. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the privacy policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party web pages or services, including without limitation these third parties’ privacy policies and how such third parties Process your Personal Data.
We take great care to check the content of any links that we post on our website. Among other things, we check that the content of the website is neither unlawful nor unbecoming of the nature of our organisation. It is however not possible for us to continuously monitor every page. If you find something which would lead you to believe it to be in our interest to remove a link, please contact us (see below).

CHILDREN'S PRIVACY

Our Service does not address anyone under the age of 18 (‘Children’, ‘Child’).

We do not knowingly collect Personal Data from Children. If you are a Child, please do not attempt to register for our Services or send any of your Personal Data to us. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us (see “Contact Us” below).

If we become aware that we have collected Personal Data from Children without verification of parental consent, we will delete such Personal Data from our servers as quickly as possible.

CHANGES TO THIS PRIVACY POLICY

From time to time, it may become necessary to make changes to this Privacy Policy. We will alert you by placing a notice on our website. You can see when this Privacy Policy was last updated by checking the date at the top of this page.

You are responsible for periodically reviewing this Privacy Policy and keep up to date on any updates and / or changes.