Stanford Climate Week Privacy Policy
Last updated: September 8, 2026 Applies to: the Stanford Climate Week app for iOS, Android, and web
1. Who we are
The Stanford Climate Week app (the "App") is operated by the Stanford Climate Week organizing team and the SCW Impact Team at Stanford University ("SCW", "we", "us"). It is the official companion app for the Stanford Climate Week conference (October 19–25, 2026): attendees browse the agenda, register and check in to sessions, message other participants, and submit feedback.
Questions or requests about this policy or your data: info@stanfordclimateweek.com.
2. The short version
We collect what you give us to run your conference experience: your name and email, a short profile, the sessions you register for and attend, your messages, and your survey responses.
We use it to operate the App, run the event, and produce an aggregate impact report on how the week went.
Other attendees can only see the profile information you choose to publish (name, photo, headline, links, interests). Your email, location, demographic answers, and survey responses are not visible to other attendees.
We do not sell your data, show third-party advertising, or use third-party analytics or tracking SDKs.
You can edit your profile, delete your own messages, and permanently delete your account from inside the App.
3. Information we collect
3.1 Information you provide
Account and sign-in. You sign in with a passwordless magic link, "Continue with Google," or Stanfordsingle sign-on (SSO). We store your email address and, where your identity provider supplies it, your name. We do not create or store a password for the App.
Profile (onboarding). To use the App you complete a short profile:
Full name
Location ("where you're based" — free text)
Involvement (attendee, organizer, event lead, speaker)
Stanford affiliation: whether you are a Stanford student and, if so, your degree type, class year, and area of study; if you are not, your sector and a short background / affiliation description
Climate positioning: a self-described "climate identity" and a "climate pain point," with an optional free-text "other" description
Optional profile details. A headline, links you choose to add (LinkedIn, personal website, X, Instagram,
Bluesky), interest topics, whether you are open to being matched with people who share them, and a short
free-text "what you're looking for."
Profile photo. If you add an avatar (or an event cover image as a host), the image is uploaded from your
device's photo library, with your permission, and stored in a publicly readable storage bucket.
Event activity. The sessions you register for, registration cancellations, check-in timestamps, whether you
were a walk-up, and your answers to any questions a session host adds to their registration form (stored
with your registration).
Messages and posts. Direct messages, event group-chat messages, community forum threads and
replies you write, and message read state. Organizers and event leads can send broadcast messages
("blasts") to attendees or to a session's registrants.
Surveys. Post-session micro-survey responses (a 1–5 rating, a "most helpful" category, and optional
free-text comments) and post-conference survey responses (ratings and free-text feedback).
Event submissions. If you submit a session to host, the details you enter, including host name,
organization, and contact email.
3.2 Information created as you use the App
Your personal "receipt" — a summary of your own participation (sessions attended, hours, distinct days, top topics, people messaged, percentile rank among participants). It is derived on request and shown only to you.
Calendar feed token — a random identifier embedded in an optional private calendar-subscription URL. Anyone holding the URL can read that user's registered sessions and nothing else; you can rotate it from the App.
3.3 Information collected automatically
Session tokens are stored on your device (iOS Keychain / Android Keystore on mobile; browser local storage on web) to keep you signed in.
Server logs. Our infrastructure providers (see Section 6) automatically log standard request metadata such as IP address, timestamps, and user agent for security and reliability. The App itself does not run analytics, advertising, or tracking software.
Device geocoding cache (web). To place venue pins accurately, the web app looks up venue street addresses (not your data) via OpenStreetMap and caches the coordinates in your browser.
3.4 Device permissions
Calendar (optional) — if you grant it, sessions you register for can be added to your device calendar. That data stays on your device.
Photo library (optional) — used only when you pick an image for your avatar or an event cover
4. How we use your information
We use your information to:
1. Operate the App — authenticate you, show the agenda, manage registrations and check-in, deliver messages and notifications, and render your profile and receipt.
2. Run the conference — let session hosts and event leads see who has registered for and checked in to their sessions and any answers to their registration questions; let organizers coordinate and send blasts; verify eligibility for attendance-based perks.
3. Enable opt-in features — recommend sessions and, only if you turn on "open to matching," suggest people with shared interests.
4. Produce the SCW impact report — the SCW Impact Team analyzes aggregated and segmented data (for example, attendance and survey outcomes broken down by cohort, sector, or stated climate pain point) to evaluate and improve the program.
5. Security, support, and compliance — protect the App and its users, debug problems, respond to your requests, and meet legal obligations.
We rely on your consent and our legitimate interest in operating a conference you chose to attend as the bases for this processing where such concepts apply (e.g. GDPR/UK GDPR).
5. Who can see your information
"Admins" are members of the SCW Impact Team. Row-level security in the database enforces these boundaries; screens reflect them rather than decide them.
We do not sell your personal information, share it with data brokers, or disclose it for third-party advertising.
6. Service providers (sub-processors)
We use the service providers to run the App. They process data on our behalf under their own terms and security commitments.
7. Data retention
We keep your information for as long as your account exists and while it is needed to run Stanford
Climate Week and complete the impact analysis that follows it. After that:
Account data, messages, and registrations are deleted or de-identified within 12 months after the
conference".
Aggregated and de-identified statistics (with no information that identifies you) may be retained
indefinitely for reporting and historical comparison across future events.
We may retain limited records longer where required for legal, security, or accounting purposes.
8. Your choices and rights
In the App, at any time, you can:
View and edit your profile, headline, links, and interest topics.
Turn "open to matching" on or off.
Delete individual messages you sent.
Rotate your calendar-feed URL.
Permanently delete your account. This removes your authentication record and cascades to your profile, registrations, messages, and forum posts, and removes sessions you submitted as a host.
This action is irreversible.
On your device: you can revoke the calendar and photo-library permissions in your operating system settings.
By contacting us at info@stanfordclimateweek.com , you can request access to, correction of, a copy of, or deletion of your personal information, and — where applicable law (such as GDPR/UK GDPR or the California Consumer Privacy Act) provides them — exercise rights to restrict or object to processing, to data portability, and to lodge a complaint with your data protection authority. We do not use your data for automated decisions that produce legal or similarly significant effects, and we will not discriminate against you for exercising your rights.
9. Security
Every database table enforces row-level security with an explicit policy per operation; sensitive fields (email, location, demographics, survey responses) are readable only by you and by the SCW Impact Team.
Data is encrypted in transit, session tokens are held in your device's secure storage, and the private calendar-feed capability can be rotated if exposed. No system is perfectly secure, and we cannot guarantee absolute security.
10. International users
The App and its data are hosted in the United States. If you access the App from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
11. Children
The App is intended for Stanford Climate Week attendees and is not directed to children under 13. We do not knowingly collect personal information from children under 13.
12. Changes to this policy
We may update this policy as the App evolves. Material changes will be posted in the App with a new
"Last updated" date and, where appropriate, additional notice. Continued use of the App after an update means you accept the revised policy.
13. Contact
Stanford Climate Week — Privacy info@stanfordclimateweek.com