Privacy Policy
Dublin 2019 – An Irish Worldcon
This policy includes information on what data Dublin 2019 collects, how we collect it, and how we use it. The personal information collected by Dublin 2019 – An Irish Worldcon is stored and managed in compliance with the European Union’s General Data Protection Regulation (GDPR).
Changes to this Policy
Dublin 2019 may change this policy. When changes are made, we update our website with the changes.
General Information
In regard to the storage and management of the data collected by Dublin 2019, 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 Dublin 2019 staff
- Not shared without permission
How we Use this Data
In order to conduct the business of Dublin 2019, 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.
Personal Data
Dublin 2019’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 Dublin 2019, only an individual’s name and email 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 Dublin 2019 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
Members may view their registration-related information and they can update all of their data themselves, except for their email address, which needs to be updated by contacting registration.
Programme participants can log into their survey to view and update all of their information. Anyone who has volunteered to be a programme participant, whether chosen or not, can request to have their data removed by the Programme staff at any time.
Any member may also request to have their personal information changed and/or deleted in the Dublin 2019 data systems by contacting DPO@Dublin2019.com 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.
If you wish to be added to our convention wide do not contact (DNC) list please email DPO@Dublin2019.com.
Please be aware this will mean with the exception of urgent access information (Information such as instructions how to gain access to the CCD, pick up your membership or any urgent issues related to either) you will NOT be contacted by Dublin 2019.
This includes 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 Program, Access, Exhibits, WSFS (Hugo Voting), Promotions etc.
Destroying Data
All data collected on individuals will be changed, deleted, or modified upon request. In addition, all personal data in the Dublin 2019 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 Dublin 2019, 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 Dublin 2019’s data policies, please contact Dublin 2019 at DPO@Dublin2019.com.