This policy describes how Electromagnetic Field Ltd (EMF) stores and processes your data when you use our websites and attend our events.
We will never sell your data to anyone, and we will never share it with any other organisation except as detailed in this policy. Unless mentioned elsewhere in this policy, all attendee data held by us will be deleted no later than 12 months after the end of the event it relates to.
If you have purchased a ticket, we will send you emails for the legitimate interest of providing you information about the event. The last email we send you will be no later than two months after the end of the event.
If you opt in, we will add your email address to our mailing list to let you know about future events. If you do so, we will only send a maximum of four emails to you per event. This list is managed by MailChimp. You can unsubscribe at any time.
If you subscribe to our mailing lists, your email address will be stored in relation to that mailing list. You can unsubscribe at any time.
If you email us at an emfcamp.org address, your messages are stored by Helpmonks, our email ticketing software. This data is stored indefinitely so we can refer to it when running future events.
If you pay us through our payment providers Stripe or GoCardless, they will process and store your payment details in accordance with their privacy policies. EMF does not handle your online payment data in any form.
If you pay us by bank transfer, your name or bank details may appear on our bank statements, and in our online accounting service (Xero). We are required by UK law to retain these for six years, and our bank (Barclays) may retain them for longer.
When we accept card payments at our events, we store receipts and any other data generated in accordance with PCI DSS standards. Merchant payment receipts will be securely disposed of no later than 6 months after the event ends.
You may contact us to have the streaming video removed from our channels, however we cannot control its distribution elsewhere under the open license.
Call for Participation and Schedule
If your Call for Participation (CfP) submission is successful, your name and talk description will be displayed indefinitely on the schedule section of this website. You may contact us to get this changed or removed.
For successful CfP submissions, your name, email address, and any communications with you will be held for up to 5 years. This is to allow us to fairly allocate talks between events, and so we have access to any special requirements you may have requested for the previous event.
If you register to volunteer at the event, your name or alias, chosen shifts and eligibility, and contact details will be made available to volunteer managers during the event.
We may use third party providers to send notifications about volunteer shifts and other events around site when requested by you. Notifications will be processed in accordance with the provider's privacy policies.
If you contribute to our event wiki, you consent that the content you produce will be displayed publicly and archived indefinitely in a read-only manner after the event ends. Your login details and session data will be stored for the legitimate interest of allowing you to use the wiki, and purged no later than 12 months after the end of the event.
We take the privacy and anonymity of our event internet connection extremely seriously.
We never engage in any deep packet inspection or logging of individual packet data, and we actively avoid logging all unnecessary data. We may log traffic flows for the legitimate interest of managing our network.
Any data which may be used to assist in identifying a user (such as DHCP server databases) is stored in memory only. All servers which provide network services are securely erased before they leave the site after the event.
Web Logging and Analytics
We log your web request data, including IP addresses, for the legitimate interest of troubleshooting issues with our web sites and dealing with abuse. These logs will be kept for the shortest time possible, but never later than 12 months after the end of the event.
Data held by EMF is stored and processed in the UK in accordance with UK and EU rules.
Data sent to Stripe, MailChimp, and Helpmonks is processed in the USA under the EU-US Privacy Shield scheme.