DeerHacks LogoDeerHacks

Privacy Policy

Overview

DeerHacks (“DeerHacks,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy, implemented by DeerHacks, is intended to inform Users ("User", "Participant", "you") about our practices concerning the processing of personal data when participating in DeerHacks within Canada. This Privacy Policy applies to our website, deerhacks.ca. (hereinafter referred to as “our Service”). By accessing or using our Service and participating in the DeerHacks hackathon, you signify that you agree to the collection, storage, use, and disclosure of your personal information as described in this Privacy Policy and agree to the DeerHacks Code of Conduct.

Personal Data We CollectData Collected Automatically
We automatically collect certain information when you visit and use our Service.
Data Analytics
  • We collect analytics data or use third-party analytics tools to measure usage trends of our Service. This helps us improve the online experience for visitors. This data is anonymous, including visitor numbers and device types.
  • We use services like Cloudflare and Google Analytics for these purposes. Their privacy policies can be found at Cloudflare Privacy Policy and Google Privacy.
Use of Cookies
  • Cookies are used for management of the signup process and general administration. For example, we may use cookies only as unique session identifiers or to identify you as an authorized user of the site (if you access secured areas of the site).
  • Our third party analytics, bug reporting, and DNS providers also use cookies to facilitate their services.
Use of Widgets
  • For your convenience only, Our Service may include social media features (e.g., LinkedIn, Instagram widgets) and external links to our official partners, not owned, operated or controlled by DeerHacks (“External Sites”) that may be of interest to you.
  • Please familiarize yourself with the privacy policies of the External Sites as we are not responsible for any information you may provide to, or that is collected by, those External Sites.
Data Collected Manually
This includes data collected through direct interactions on our site, such as when you apply or sign up as a participant.
Primary User Data
  • We collect primary data via registration forms for event organization. This includes, but is not limited to, first and last name, email address, contact number, educational affiliation, and other information we ask you to provide during registration.
Third Party Data
  • Using third-party sign-ins, such as Discord provides us with certain account information. We receive the username, email address, profile picture, and OAuth credentials of the Discord account. This information is used for identification and sign-in purposes only. You can manage your privacy settings directly with these third parties (e.g, Discord Privacy Policy).
Email Communications
  • We use Brevo to send emails related to DeerHacks. Your email address is shared with Brevo for this purpose. The email service providers do not use this personal data for any other purpose and will not transfer or sell your personal data to any other third party (e.g, Brevo Privacy Policy). Our emails comply with anti-spam laws, and you can unsubscribe at any time by following the link at the bottom of our newsletter emails.
Optional Survey Data
  • We may conduct optional surveys to improve DeerHacks and our Service. Survey data will always be explicitly labeled as such. Participation in surveys is voluntary and does not impact your event eligibility.
On-Site Participant Data
  • We collect various data during the event to ensure a smooth experience at DeerHacks. For example, we record QR code scans for resource management (e.g, food and merchandise) as well as to assess attendance rates and popular activities.
How We Use Personal Data
We use personal information solely for organizing and running DeerHacks, including communication with participants.
Usage of Automatically Collected Data
  • We monitor metrics like visitor numbers, traffic, and demographic patterns on our Service.
  • We diagnose and address technology problems to maintain a high Service standard.
  • We store information so that you will not have to re-enter it during your subsequent visits and to implement Service enhancements.
Usage of Manually Collected Data
  • We release anonymized, aggregate data to the public and DeerHacks partners for marketing, transparency, and sponsorship purposes.
  • We tailor follow-up communications such as post-event surveys or marketing newsletters.
  • We collect feedback and participant interactions are analyzed for continuous improvement.
  • We share and create personalized events like workshops, networking opportunities, educational courses that align with participant's skills and interests.
Who We Share Personal Data With
Personal information may be disclosed to third parties only with your consent or as required by law. This includes sharing information with sponsors or partners, only if participants have opted in. We may share your personal data with the following third parties:
  • The University of Toronto
  • Our event sponsors, for recruitment purposes
  • Service providers assisting us in event organization
  • Legal and regulatory authorities, where required by law
Data Security
We are committed to protecting your Personal Information through technical and organizational measures against accidental or unlawful destruction, loss, change or damage.
  • Our Service is hosted on secure Amazon AWS servers and Digital Ocean servers, that comply with rigorous, globally recognized security and data protection standards (e.g, Amazon AWS Data Policy, Digital Ocean Privacy Policy).
  • In the unlikely event of a data breach, affected parties will be notified within 72 hours, subject to legal or other circumstances.
  • DeerHacks will never send you unsolicited emails or contact you by phone requesting your account's login details, credit or debit card information or national identification numbers.
Your Rights
You can request access, update, or deletion of your personal data at hello@deerhacks.ca. Compliance with your request will occur within 30 days, barring legal or exceptional circumstances. Please note that deleted data may be retained in our backups for up to an additional 60 days, after which they are purged. You have several options to limit how much information you share with us:
  • Limit information sharing by opting out of non-mandatory fields in our forms and communications with you. However, fields marked as mandatory are considered to be necessary to our operations and Service that we offer to you. In the event that you object to these mandatory fields, you may terminate your activities with us and request that we delete all data we have collected from you thus far.
  • Opt out of marketing emails to stop receiving marketing and promotional material from us by clicking "unsubscribe" at the bottom of any promotional emails.
  • Use tracking blockers to limit analytics tracking. DeerHacks requires cookies to be enabled for our services. However, we do not have individual control over tracking activities done by the services outlined in Personal Data We Collect. Most browsers will allow you to change your cookies preferences. You may also use a browser extension to block anonymous analytics activities.
Changes to Privacy Policy

We reserve the right to modify this Privacy Policy. Review this page periodically for changes. Significant changes will be notified and the "last modified" date at the bottom of this page will be updated. Continuing to use our Service after we publish changes to this Privacy Policy means that you are consenting to the changes.

Contact Information
We are always open to feedback and inquiries! For any questions about this Policy, our Service, or if you need assistance, please reach out to us.
  • General Inquiries and Feedback: Contact us at hello@deerhacks.ca for any general questions or feedback regarding DeerHacks.
  • Bug Reporting: If you encounter technical issues or bugs with our Service, please email us at hello@deerhacks.ca. Your detailed reports help us continually improve the experience at DeerHacks.
  • Discord Support: Alternatively, for real-time assistance and inquiries, join our Discord server. Open a ticket related to your inquiry and our team will be there to provide guidance or address your concerns.
This privacy policy was last modified on December 27th, 2023.