Privacy Policy

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Last modified May 2024.

1. Introduction

BayCon (“we,” “our,” “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and safeguard your personal data when you visit our website, register for our events, or otherwise interact with BayCon. This policy is designed to comply with the General Data Protection Regulation (GDPR) and applicable California laws.

2. Data Controller

BayCon is organized by the Society for the Promotion of Speculative Fiction, which acts as the data controller. For any inquiries regarding your personal data or this Privacy Policy, please contact:

Society for the Promotion of Speculative Fiction
1511 Sycamore Ave #290
Hercules, CA 94547
Email: abuse@societysf.org

3. Information We Collect

We collect personal data that you voluntarily provide, as well as data automatically gathered when you use our services. This includes:

Contact Data: Name, email address, mailing address, telephone number.
Event Registration Data: Payment information, dietary requirements, and other personal details provided during registration.
Usage Data: IP address, browser type, pages visited, and other similar information collected via cookies and other tracking technologies.
Communication Data: Any information you submit when contacting us (e.g., via email, contact forms).

4. Legal Basis for Processing

Under the GDPR, we process your personal data on the following legal bases:

Consent: Where you have provided explicit consent for certain processing activities.
Contractual Necessity: Processing is necessary to fulfill our contractual obligations with you (e.g., event registration, facilitating hotel accommodations).
Legal Obligation: Processing is required to comply with applicable laws and regulations.
Legitimate Interests: Processing is necessary for our legitimate interests in operating and improving our services, provided these interests are not overridden by your rights.

5. How We Use Your Information

We use your personal data to:

Process registrations and manage event participation.
Communicate important updates, event-related information, and marketing communications (when you have provided consent).
Enhance and personalize your experience on our website.
Comply with legal obligations and enforce our policies.

6. Data Sharing and Transfers

We may share your information with:

Service Providers: Third parties (e.g., payment processors, email service providers) that perform services on our behalf. These parties are contractually obligated to protect your data.
Legal Authorities: If required by law or in response to legal proceedings.
Business Transactions: In connection with a merger, acquisition, or sale of all or part of our assets.

We do not sell your personal data. If data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are in place.

7. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law.

8. Security Measures

We implement appropriate technical and organizational measures to safeguard your personal data from unauthorized access, alteration, disclosure, or destruction.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to improve your experience. For detailed information on our use of cookies and your options to manage them, please refer to our Cookie Policy.

10. Your Rights Under GDPR

If you are located in the EEA, you have the following rights under the GDPR:

Right of Access: Request copies of your personal data.
Right to Rectification: Request correction of inaccurate or incomplete data.
Right to Erasure (“Right to be Forgotten”): Request deletion of your personal data, subject to legal limitations.
Right to Restrict Processing: Request that we limit our processing of your personal data.
Right to Data Portability: Request transfer of your data to another organization or directly to you in a structured, commonly used format.
Right to Object: Object to processing of your personal data on grounds relating to your particular situation or for direct marketing purposes.
Right to Withdraw Consent: Where processing is based on consent, you may withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us using the information provided in Section 2.

11. International Data Transfers

Your data may be transferred to and maintained on servers located outside the EEA. When such transfers occur, we ensure that appropriate safeguards (e.g., standard contractual clauses) are in place to protect your personal data.

12. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy periodically. Any changes will be posted on this page with an updated “Effective Date.” We encourage you to review this policy regularly.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: