Privacy Policy

1. Information We Collect

We collect information that you provide directly to us and information that is automatically collected when you interact with our services.

Information You Provide to Us

When you register for Swift Rockies, purchase tickets, or communicate with us, we may collect the following types of personal information:

• Contact Information: Name, email address, phone number, and mailing address
• Registration Information: Ticket type, workshop selections, dietary restrictions or preferences, accessibility requirements
• Payment Information: Billing address and payment details (processed securely through third-party payment processors - see Third-Party Sharing below)
• Communication Preferences: Your preferences for receiving communications from us
• Other Information: Any other information you choose to provide, such as speaker proposals, feedback, or survey responses

Information Automatically Collected

When you visit our website, we may automatically collect certain information about your device and usage patterns, including:

• IP address and device identifiers
• Browser type and operating system
• Pages viewed, links clicked, and time spent on pages
• Referring website addresses
• Cookies and similar tracking technologies

2. How We Use Your Information

We use the information we collect for the following purposes:

• Conference Operations: To process registrations, manage ticket sales, coordinate workshops, and provide conference services
• Communication: To send you important updates about the conference, respond to your inquiries, and provide customer support
• Dietary and Accessibility Needs: To accommodate dietary restrictions and accessibility requirements you have specified
• Event Management: To create name badges, prepare attendee lists for workshops, and manage conference logistics
• Legal Compliance: To comply with legal obligations and enforce our terms of service
• Marketing: With your consent, to send you information about future events, newsletters, and promotional materials
• Website Improvement: To analyze website usage, improve user experience, and maintain security

3. Sharing of Information

We do not sell your personal information. We may share your information in the following circumstances:

Third-Party Service Providers

We share information with trusted service providers who assist us in operating our conference and website, including:

• Payment Processors: Companies such as Stripe or PayPal that process ticket payments securely. These processors handle your payment information according to their own privacy policies and PCI DSS standards.
• Ticket Platform: Third-party ticketing platforms (e.g., Tito) that manage ticket sales and registrations
• Email Service Providers: Services that help us send emails and newsletters
• Cloud Storage Providers: Services that store our data securely
• Analytics Providers: Services that help us understand website usage (with anonymized data where possible)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights, protect your safety or the safety of others, or investigate fraud or security issues.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

4. Your Rights and Choices

Under PIPEDA and applicable Canadian privacy laws, you have certain rights regarding your personal information:

• Access: You have the right to request access to the personal information we hold about you
• Correction: You may request corrections to inaccurate or incomplete information
• Withdrawal of Consent: You may withdraw your consent for certain uses of your information, subject to legal and contractual restrictions
• Deletion: You may request deletion of your personal information, subject to our legal obligations to retain certain records
• Opt-Out: You may opt-out of marketing communications by following the unsubscribe instructions in our emails or contacting us directly

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Security measures we employ include:

• Encryption of sensitive data in transit and at rest
• Regular security assessments and updates
• Limited access to personal information on a need-to-know basis
• Secure payment processing through certified third-party providers

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Generally, we retain:

• Registration and ticket information until the conclusion of the conference and for a reasonable period thereafter for accounting and legal purposes
• Marketing consent records until you withdraw consent or we determine the information is no longer needed
• Website analytics data in anonymized or aggregated form

7. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and understand where our visitors are coming from. You can control cookies through your browser settings, though this may affect website functionality.

8. Children's Privacy

Our conference and website are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information promptly.

9. International Data Transfers

Your information may be processed and stored in servers located outside of Canada, including in the United States. When we transfer information internationally, we ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically.

11. Contact Us