Privacy Policy

Higher Ed PodCon is run by HigherEd PodCon LLC ("Higher Ed PodCon", "we", "us"). This policy explains what personal information we collect through higheredpodcon.com and our registration system, how we use it, who we share it with and the choices you have. It applies to everyone who visits the site, creates an account, buys or receives a conference ticket, or signs up for updates.

If you have questions about this policy or your information, email us at hello@higheredpodcon.com.

Information we collect

Information you give us

• Account details. When you sign in we collect your email address. You can add a display name, a profile photo, the organizations you work with and the podcasts you make or appear on (podcast name, artwork, feed address and Apple Podcasts link). If an organizer creates an account for you, for example because you are a presenter, they enter your email, name and role.
• Registration and payment details. When you buy a ticket you provide the number of tickets, any promotion code and, through our payment provider Stripe, your billing name, billing address and payment card details. We receive confirmation of the payment, the amount, your billing name and address on the receipt, and reference numbers for the order, invoice and payment. We never see or store your full card number.
• Other people's details. If you buy more than one ticket you can invite colleagues by entering their email addresses. We use those addresses only to send the invitation and to record who the ticket is for. Please make sure you have permission before entering someone else's address.
• Updates sign-up. If you ask for conference updates we collect your email address and the interest you select (for example attending, presenting or sponsoring).
• Messages you send us. If you email us we keep the correspondence so we can respond.

Information from Google when you use "Continue with Google"

You can sign in with your Google account instead of an emailed link. When you do, Google shares your name, email address and profile picture with us so we can create or find your account. We use these only to sign you in and to pre-fill your display name. We do not receive your Google password, and we do not access your Gmail, Google Drive, Calendar or any other Google data. You can remove our access at any time in your Google Account under "Third-party apps and services". Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

Information collected automatically

• Sign-in cookies. Our authentication provider sets cookies that keep you signed in. These are essential and the account area will not work without them.
• Analytics. We use Google Analytics to understand how people use the site, for example which pages are visited and roughly where visitors come from. Google Analytics sets cookies and collects your device type, browser, approximate location based on IP address and the pages you view.
• Email marketing tracking. Our email list provider, Mailchimp, loads a script on the site that can connect your visits to the site with the emails we send you if you are on our updates list.
• Embedded content. Some pages embed posts from LinkedIn. When those load, LinkedIn may set cookies and collect information about your visit under its own privacy policy.
• Server logs. Our hosting provider records technical information about requests to the site, such as IP address, browser type and the time of the request, to keep the site running and secure.
• Browser storage. We use your browser's session storage to remember that you closed a pop-up during your visit. This is cleared when you close the tab.

We do not use a cookie consent banner. You can control cookies through your browser settings and the opt-out tools described under "Your choices" below.

How we use information

We use personal information to:

• create and manage your account and sign you in;
• sell, issue, deliver and manage conference tickets, including invitations to colleagues and claim links;
• send transactional emails such as sign-in codes, purchase confirmations, receipts, ticket invitations, payment reminders and important event information;
• send conference updates and marketing emails if you have asked for them;
• display your attendee profile on the conference website and shareable attendee pages (see "Public information" below);
• plan and run the conference, including producing attendee lists, name badges and session materials;
• detect and prevent fraud and abuse, and protect the security of the site;
• understand how the site is used so we can improve it;
• comply with legal, tax and accounting obligations.

We do not sell personal information, and we do not share it with third parties for their own advertising.

Public information

Some information you add to your account is public:

• Profile photo. Photos you upload are stored in a publicly accessible location and may be seen by anyone who has the link.
• Attendee share page. Once your registration is paid or complimentary, you get a shareable page that shows your display name, photo and role (for example attendee, presenter or sponsor), along with a preview image for social media. Anyone with the link can view it.

Choose a display name and photo you are comfortable sharing publicly. You can change or remove them in your account at any time.

Who we share information with

We share personal information with the service providers that run parts of the site for us. They may only use it to provide their services to us.

• Supabase stores our database, handles sign-in and stores profile photos. Data is hosted in the United States (US East).
• Stripe processes payments, stores billing details and issues receipts and invoices. Stripe may also offer to show prices in your local currency based on your location. Stripe's privacy policy is at stripe.com/privacy.
• Google provides "Continue with Google" sign-in and Google Analytics. Google's privacy policy is at policies.google.com/privacy.
• Resend delivers our transactional emails.
• Mailchimp (Intuit) hosts our conference updates list and provides email tracking.
• Vercel hosts the website.
• Sanity hosts the website's content, such as schedule and speaker information. It does not receive visitor data.
• Apple receives the search terms you type when you look up a podcast to add to your profile, through the iTunes Search API.
• LinkedIn provides the embedded posts described above.

We also share information:

• within the conference team, so organizers and volunteers can check people in, produce badges and run sessions;
• with ticket buyers, who can see the names and status of the colleagues they bought tickets for;
• with sponsors or venue partners only in aggregate, for example total attendance by role, unless you separately agree otherwise;
• when required by law, or to protect the rights, safety and property of Higher Ed PodCon, our attendees or others;
• in a business transfer, if Higher Ed PodCon is reorganized, merged or sold, in which case this policy continues to apply to your information.

How long we keep information

• Account, profile and ticket information is kept while your account is active and for up to 24 months after the conference you registered for, so we can handle follow-up questions and plan future events. We then delete or anonymize it.
• Order, invoice and payment records are kept for as long as tax and accounting law requires, generally seven years.
• Updates list information is kept until you unsubscribe or we close the list.
• Email delivery logs and server logs are kept for a limited period for troubleshooting and security.

Your choices and rights

• Access and correction. You can view and update your email, display name, photo, organizations and podcasts in your account area at any time.
• Deletion. You can ask us to delete your account by emailing hello@higheredpodcon.com. We will delete your profile and account information, but we may keep payment and invoice records that we are legally required to retain, and information needed to resolve disputes or enforce our terms.
• Marketing emails. Every update email has an unsubscribe link. Unsubscribing does not stop transactional emails about your tickets or account.
• Google sign-in. You can revoke our access in your Google Account settings. You can still sign in with an emailed link or code.
• Analytics. You can install the Google Analytics opt-out browser add-on or block cookies in your browser.
• Cookies. Your browser lets you delete or block cookies. Blocking the sign-in cookies will prevent you from using the account area.

Depending on where you live, you may have additional legal rights, such as the right to receive a copy of your information, to object to or restrict certain processing, to withdraw consent, or to complain to a data protection authority. To exercise any of these rights, email us. We will respond within the time required by applicable law and may need to verify your identity first. We do not discriminate against anyone for exercising their privacy rights.

International visitors

Higher Ed PodCon is based in the United States and the conference takes place in Cambridge, Massachusetts. If you visit the site or register from outside the United States, your information will be transferred to, stored in and processed in the United States, where privacy laws may differ from those in your country. By using the site you consent to this transfer.

Security

We protect personal information with measures such as encrypted connections (HTTPS), access controls on our database, and payment handling that keeps card details with Stripe rather than on our systems. No system is completely secure, so please keep your sign-in email secure and let us know right away if you believe your account has been accessed without permission.

Children

Higher Ed PodCon is a professional conference for adults working in or with higher education. The site and registration system are not directed at children under 18, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. If we make significant changes, we will post a notice on the site or email registered users before the change takes effect.

Contact us

HigherEd PodCon LLC

Email: hello@higheredpodcon.com