Privacy Policy
1. Introduction
Hack the Skies ("we," "our," or "us") is committed to protecting the privacy of our participants. This Privacy Policy explains what information we collect, how we use it, and how we protect your privacy. Because many of our participants may be under 18, we take extra care in our data handling practices.
2. What Information We Collect
We collect information that you voluntarily provide through our application form and during the event. This includes:
- Personal Information: First name, last name, preferred name, email address, phone number, and date of birth
- School Information: School name, grade level, expected graduation year, and school city
- Preferences and Accommodations: T-shirt size, dietary restrictions, and accessibility accommodations
- Parent/Guardian Information: Name, email address, and phone number (required for participants under 18)
- Emergency Contact Information: Contact name, phone number, and relationship to participant
- Application Responses: Your written answer to the application question
- Event Data: Attendance records, team assignments (if applicable), project information, and any photos/videos taken during the event
3. Why We Collect This Information
We collect this information for the following purposes:
- To process and review your application
- To communicate with you about your participation status and event details
- To accommodate your dietary restrictions and accessibility needs
- To contact your parent/guardian as required for minors
- To provide emergency services if needed
- To organize and run the hackathon event
- To evaluate participant demographics and improve future events
- To share project results and participant achievements
4. How We Use Your Information
Your information is used to:
- Review and process your application
- Send you event updates and important information
- Arrange accommodations for dietary restrictions and accessibility needs
- Contact your parent/guardian with event-related information
- Handle emergency situations if necessary
- Verify your eligibility as a high school student
- Track attendance and participation metrics
- Showcase projects and acknowledge participants (with appropriate consent)
5. Who Has Access to Your Information
Your information is only accessible to Hack the Skies organizers and staff who need it to fulfill the purposes outlined above. We do not sell your personal information to third parties. Your information may be shared with:
- Event organizers and staff
- Volunteers assisting with registration, accommodations, or emergency response
- Venues or facilities hosting the event
- Parent/guardians (for minor participants)
- Emergency responders if necessary
6. Data Protection
We take reasonable technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is completely secure. We encourage you to contact us if you have concerns about the security of your information.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected. Generally, we retain application information for one year after the event. Project information may be retained longer if you have agreed to have your work showcased. You may request deletion of your information at any time by contacting us.
8. Your Rights
You have the right to:
- Request a copy of the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal information
- Request that we limit how we use your information
- Withdraw consent at any time (for minors, parents/guardians can make these requests)
To exercise any of these rights, please contact us at the email address below.
9. Consent for Minors
Because many Hack the Skies participants are minors (under 18), we require parental or guardian consent for collecting and processing their personal information. Parents and guardians have the right to review, update, or delete their child's information at any time by contacting us directly.
10. Photos and Videos
Hack the Skies may take photos or videos during the event for documentation, promotion, or social media purposes. By participating, you grant us permission to use these images for promotional purposes. If you prefer not to have your image used, please inform an organizer before the event begins. For minors, parental consent is required.
11. Third-Party Services
We may use third-party services for email communication, data storage, or other operational purposes. These service providers are bound by confidentiality agreements and are prohibited from using your information for any purpose other than providing services to us. We only use reputable, secure service providers.
12. Contact Us
If you have questions about this Privacy Policy, would like to access or delete your information, or have privacy concerns, please contact us at: hello@hacktheskies.com
13. Changes to This Policy
Hack the Skies may update this Privacy Policy at any time to reflect changes in our practices or legal requirements. We will notify participants of significant changes via email. Your continued participation in our events constitutes acceptance of any updates to this policy.
This Privacy Policy is provided as a template for organizers. Organizations should review and customize this policy with legal counsel before final implementation.