Last Updated: March 3rd, 2025
PRIVACY POLICY
This privacy policy details how EmblemCon collects, uses, and safeguards user information. No personal information is required to access this website or view any web pages.
- Compliance:
EmblemCon recognizes and complies with various policies, which include PIPEDA, COPPA, and the UK GDPR.
- Disclosure:
Since EmblemCon is a Discord-only convention and Discord requires users to be at least 13 years old, it is not intended for users under 13. EmblemCon and its affiliates do not knowingly collect personal information from children under the age of 13. If it is discovered that personal information from a child under 13 has been collected, EmblemCon will promptly delete it.
- Information Collection:
When contacting EmblemCon through the contact page on the website, EmblemCon collects a name (or Discord handle) and an email address from users solely for communication purposes and responding to inquiries only. Data will not be stored longer than necessary for the purposes outlined in this policy and to comply with legal obligations. This information is used solely for those purposes, and users have the option to withhold any personal data when communicating with us, with the exception of necessary fields for contacting us. EmblemCon retains personal information for as long as necessary for the original purpose to be fulfilled and will be removed upon completion of the original purpose. The retention period may vary based on the nature of the data.
When applying to related applications during the timeframe that they are open, EmblemCon may request personal information which includes, but isn't limited to, a Discord Handle or name, personal pronouns, an email address, social media handles (if applicable), and proofs of sales (eg, receipts of transactions). This information helps verify the legitimacy of applicants and their ability to provide services in a safe and reliable manner. This information will be retained for as long as necessary for the intended purpose to be fulfilled and will be deleted once a judgement has been made and communication emails have been sent to every applicant. The retention period may vary based on the nature of the data and the period in which applications are open and until responses are sent.
EmblemCon will never ask for personal details of the clients from the proof of sale and encourages those applying to censor any personal or identifying details of the clients. In the event that personal details are not censored, EmblemCon will ensure this information is securely stored and only viewable by the internal team. Access to these files, including the accompanying URL, will be restricted using related external services, such as Google Documents, Google Forms, etc. Please review the privacy policies of the service in which you are using to submit to EmblemCon with.
EmblemCon accesses the browser's set timezone to display information in the user's time zone. This is to ensure accuracy of information and accessibility to users around the world, but this information is not stored beyond a temporary use for time conversion.
- Use of Information:
Collected information through the contact page is only used for communication and is not repurposed for any other use. Any sensitive information submitted voluntarily (e.g., within the message body) is at the user's discretion and risk.
Information submitted through our application forms is used for verification purposes and may be seen by the internal team. This information is not repurposed for any other use and all required information is submitted with the applicant's consent in mind.
Users have the right to request access to, correct, or delete any personal information we hold. Requests can be made by contacting us directly through our contact page.
EmblemCon reviews stored data annually to ensure it is retained only as long as necessary to fulfill the original purpose and comply with legal obligations.
- Protection of Information:
EmblemCon has assessed the risks of submitting information and is committed to ensuring the security and confidentiality of all collected information. Organizational and technical processes and procedures are in place to protect your personal information, including (but not limited to) using https encryption and using PDO to prevent against SQL injection. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.
As data is stored in Canada, we have implemented safeguards to ensure that data is protected in accordance with UK GDPR requirements. This data, if collected from the UK, is being transferred and viewed to EmblemCon's internal team, which includes associates from countries such as Canada, the United States, and Germany. While we rely on secure third-party services to facilitate these transfers, we are committed to ensuring that all international data transfers comply with applicable data protection laws.
- Third-Party Disclosure:
EmblemCon does not sell users' personal information to third parties, except with explicit consent or where required by law. We may disclose personal information to comply with legal obligations, such as in response to subpoenas or court orders. EmblemCon uses Web Hosting Canada for website hosting, Gmail for email communications, and Google Forms for application related purposes. These providers are obligated to handle personal data in accordance with applicable privacy and security standards. EmblemCon is not responsible for the privacy practices of these external sites.
- Updates to Privacy Policy:
This Privacy Policy may be updated periodically. Updates will be indicated by a 'Revised' date, and the new version will take effect immediately. EmblemCon encourages you to review this privacy notice before communicating.
- Cookies, Tracking, and Storage:
EmblemCon does not use cookies or tracking for any of the features found within the website. If cookies are implemented in the future, this policy will be updated, and users will be informed and asked to consent to their use before any cookies are stored.
- Advertising:
EmblemCon does not intend to use any form of advertising services within the website. We do not collect personal data for advertising purposes and will not share it with any third party for the purposes of marketing. In the event of a change, this policy will be updated and a prominent notice of these changes will be displayed to encourage users to review.
- Links To Other Sites:
This website may contain links that redirect to other websites that are not covered by this privacy policy. We are not responsible for the content or privacy practices of these external sites. We encourage users to review the privacy policies of any third-party websites they visit to understand how their information may be collected and used.
- Lawful Basis of Collection:
EmblemCon relies on legitimate interest as the lawful basis for collecting and processing personal data. This approach ensures we collect only the minimum amount of data necessary for communication, verification, and safety purposes. The data collected is used solely to resolve inquiries, verify the legitimacy of applications, and ensure the safety of our attendees.
- Contact
For inquiries or concerns about this Privacy Policy or EmblemCon's website, please contact us via our contact page or the help desk on our server.
You may contact EmblemCon to request access, modify, or delete the data that is being stored within the database. No information that a user is unaware of at time of submission is being stored. Under UK GDPR, you may contact the ICO if you have unresolved complaints regarding personal information after 30 days of contact.
- Agreement:
By using EmblemCon’s website you acknowledge and agree to the terms outlined in this Privacy Policy. If you do not agree with the policies and practices, please do not use the website.
