This policy explains what The Roanoke Conference collects about you, why, who else handles it, and how to ask us to see, correct or delete it. We collect as little as running the conference needs, and we never sell it.
Who we are
The Roanoke Conference is a volunteer-run, non-profit conference held each year in Ocean Shores, Washington. For anything about your personal information, write to sierra@outpostdigitalsolutions.com.
What we collect
When you register
- Your name, email address, phone number and postal address.
- The same details for each other person you buy a ticket for. Please only give us someone else's details with their agreement.
- The tickets you chose, any discount code, and how you heard about the conference.
- If you are an elected official, the title, position and jurisdiction you give us.
- A record that you agreed to our terms and refund policy: the date and time, your device's IP address, and which version of each policy was in force.
- From our payment processor, confirmation of the payment, the card brand and its last four digits. We never see or store your full card number.
- Whether and when you were checked in at the conference.
If you pay by check, a photograph of the check. Before the photograph leaves the device it was taken on, the strip along the bottom that carries your bank account and routing numbers is cut off, so those numbers never reach us. The photograph is stored encrypted, only conference administrators can open it, every viewing is logged, and it is deleted automatically after two years.
When you contact us, your name, email address and message.
When you ask for a reminder, your name and email address, so we can tell you when registration opens.
When you join the mailing list, your email address and name.
If you create an account, your name, email address, and anything you choose to add to your profile, such as a title or photograph.
When you visit the website, the basic information any website receives, such as your IP address and browser type. We do not run advertising, analytics or tracking cookies.
How we use it
- To register you, take payment, send your confirmation and receipts, and check you in.
- To handle refunds, transfers and questions.
- To tell you about changes to the conference you have registered for.
- To send the newsletter, if you have joined the mailing list.
- To send a reminder you asked for, or one reminder if a registration you started was not finished.
- To keep the financial records a non-profit is required to keep.
- To protect the website and its forms from abuse.
We do not sell, rent or trade your information, and we do not use it for advertising.
Who else handles it
We use a small number of service providers. Each handles your information only to provide its service to us.
- Stripe processes card payments. Your card details go directly to Stripe.
- Google Firebase and Google Cloud host the website and store our records.
- Resend delivers our emails.
- Google reCAPTCHA checks that forms are filled in by people, not automated programs. Its use is governed by Google's privacy policy.
- Anthropic reads the photograph of a check so its details can be typed in for us. The account and routing numbers are removed before it is sent.
The website loads its typefaces from Google Fonts, which receives your IP address as any website you visit would. The conference shop is run by Printify on its own website and under its own privacy policy.
We would also disclose information if the law required it.
Emails
Every newsletter has an unsubscribe link, and one click takes you off the list. If you unsubscribe, we keep your address marked as unsubscribed so it is never added back by mistake. Emails about a registration you made, such as your receipt, are sent whether or not you are on the mailing list.
We do not use our emails to track whether you open them or which links you click.
How long we keep it
- Registrations and payment records: for as long as we need them for the conference's financial and tax records.
- Check photographs: deleted automatically after two years. The record of the payment stays.
- Messages: until they are no longer needed to answer you.
- Reminder requests: until the reminder has been sent and is no longer needed.
- Mailing list: until you unsubscribe, after which only your address and its unsubscribed status are kept.
- Accounts: until you delete your account, which you can do yourself from the account page.
Storage on your device
The website stores a few settings on your own device, such as your accessibility preferences and whether you are signed in. They stay on your device and are not used to track you.
Your choices
You can ask us to:
- tell you what information we hold about you, and give you a copy;
- correct anything that is wrong;
- delete your information, unless we have to keep it for financial or legal records;
- stop sending you the newsletter.
Write to sierra@outpostdigitalsolutions.com. We will answer within 30 days. We may ask you to confirm it is you before we share or change anything.
Keeping it safe
Only members of the conference board and staff who need it can see your information, using individual accounts. Card numbers never reach our systems, and bank account numbers on checks are removed before anything is stored. No system is perfectly secure, but we take reasonable care, and if your information were ever exposed we would tell you.
Children
The conference and this website are not intended for children under 13, and we do not knowingly collect their information. If you believe we have, please write to us and we will delete it.
Changes to this policy
When we change this policy we publish the new version here, and the date it was published is shown at the bottom of this page.