1. Purpose
This Data Retention Policy outlines the practices for collecting, storing, managing, and securely disposing of data gathered by ROOTCON. The goal is to ensure data is retained only as long as necessary to fulfill the purposes for which it was collected, in compliance with applicable data protection regulations.

2. Scope
This policy applies to all personal, event-related, and operational data collected by ROOTCON, including but not limited to:

• Attendee registration information
• Sponsorship agreements and details
• Speaker and vendor details
• Transactional data related to ticket sales or merchandise

3. Data Retention Periods
Data retention periods vary depending on the type of data. The following retention guidelines apply unless legal obligations or operational needs require different timeframes:

• Attendee Information: Retained for a maximum of 3 years from the date of the event for communication and future marketing purposes, unless opted out by the attendee.
• Sponsorship Data: Retained for 5 years to maintain historical partnership records, compliance, and accounting purposes.
• Speaker and Vendor Information: Retained for 5 years for event coordination, historical records, and future partnerships.

4. Data Deletion
After the retention period, all personal data will be securely deleted or anonymized to protect the privacy of individuals and meet regulatory requirements. This includes:

• Deleting digital records from databases and cloud systems.
• Securely destroying physical records.
• Anonymizing data that may be useful for statistical purposes without retaining personally identifiable information (PII).

5. Data Access and Security
Data will only be accessible to authorized personnel involved in organizing ROOTCON, under strict data security measures, including:

• Encryption of sensitive data.
• Access control mechanisms to prevent unauthorized access.

6. Policy Updates
This policy will be reviewed annually or whenever necessary to reflect changes in operational or regulatory requirements.

By implementing this policy, ROOTCON ensures compliance with data protection standards while respecting the privacy of its attendees, sponsors, and contributors.

Updated: Sat Sep 21 08:33:22 PST 2024 revision: 990a8006133018cf2086c5e8a3daea9e91da4a15