Privacy notice

Who looks after your data

The party responsible for your personal data is the Regional Coordination of The Rotary Foundation, Zone 31A (in this notice, “the Coordination”), which organizes the Virtual Project Fair at virtual.rotaryevent.ai.

For any question about your privacy, or to exercise your rights, write to privacidad@rotaryevent.ai.

What data we keep

When you use the fair we keep:

• Your account details: email address, name and preferred language. If you enter them, also your club, district and country. If the Coordination invited you, these details may have come from the guest list.
• Your role at the fair: visitor, booth team, help desk or Coordination.
• The figure (avatar) you choose for the map tour.
• What you write: direct messages, messages in room chats, requests to the help desk and message reports.
• Your interest in projects: whether you chose “I want to co-fund”, “Schedule a meeting” or “Save to favorites”.
• Your activity at the fair: when you come in and leave, which projects and booths you visit, which documents you download, which videos you play, which rooms and calls you join and when you leave, and when you send a message.
• Your progress in the fair guide and in the Passport.
• Data to protect access: your sign-in code is stored encrypted together with the IP address it was requested from, to stop abuse; and for each open session we keep the type of browser and device.

We do not keep your movements inside the map tour. We do not ask for your phone number, bank details or sensitive data (such as health, religion or political views).

Camera and microphone: they are used only in live rooms and calls, and only if you allow it. Image and sound travel live and are not recorded.

What we use your data for

Uses needed to provide the service:

• Create your account and let you in with a code we send to your email.
• Show you the projects and let you send messages, join live rooms and make calls.
• Let each booth team know who visited, so they can follow up with you through Messages inside the fair.
• Help you at the help desk and send you fair announcements.
• Translate messages between Spanish and English automatically.
• Keep the fair safe and friendly: stop abuse and handle reports.

Additional uses, not needed for the service: preparing fair statistics and reports to improve future fairs, and inviting you to future Zone 31A fairs.

If you do not want us to use your data for these additional uses, write to privacidad@rotaryevent.ai. This does not stop you from using the fair.

Who sees your data inside the fair

• Other people at the fair see your name, club and country, and your figure in the map tour. They never see your email.
• The team of a booth you visit sees your name, club, district and country, when you visited and what you did there. They can download that list, which does not include emails.
• The Coordination sees your account details, including your email, and your activity at the fair. Moderators may review messages only to handle reports or conduct problems.

Who we share data with

We do not sell or rent your data. To run the fair we rely on these services, which handle data only on our behalf:

• Microsoft Azure: the servers where the platform, its database and its backups live, in the United States.
• Azure Communication Services (Microsoft): sends the emails with your sign-in code and the invitations.
• Azure Translator (Microsoft): receives only the text of each message to translate it. It does not receive your name or email.

This means your data is stored and processed in the United States, outside your country. We would only give data to an authority if the law requires it.

Some projects have YouTube or Vimeo videos. If you play one, that service receives the visit and applies its own privacy rules.

Project data

Project information comes from the Zone 31A Global Grants platform (grants31a.org), where the clubs presenting them upload it.

The fair does not publish personal emails or phone numbers. To talk to a team, use Messages inside the fair.

How long we keep your data

We keep your data while you have your account or until you ask us to delete it. Your session closes by itself after 30 days or when you press “Sign out”.

We make a daily backup of the database. Each backup is deleted after 30 days, so deleted data may remain in them until then.

Your rights: see, correct, delete or object

At any time you can ask us for:

• Access: to know what data about you we have and how we use it.
• Correction: to fix wrong or incomplete data.
• Deletion: to delete your account and your data.
• Objection: that we stop using your data for some purpose.

To ask, write to privacidad@rotaryevent.ai from your account email. Give your name, what you are asking for and, if it is a correction, which detail must change. If you write on behalf of someone else, also send a document that authorizes you.

We will answer within 20 business days at most and, if it applies, carry it out within the following 15 business days.

You can correct your name, club, district, country and language yourself at any time in “My profile”.

If you believe we did not handle your request properly, you can contact the data protection authority in your country.

Withdrawing your permission

You can withdraw at any time the permission you gave us to use your data. Write to privacidad@rotaryevent.ai.

If you withdraw permission for the needed uses, we will no longer be able to give you access to the fair and will close your account.

Cookies and data in your browser

We use only the cookies the fair needs to work:

• “sesion”: keeps you signed in for up to 30 days or until you sign out.
• “registro_pendiente”: lasts 30 minutes, while you finish creating your account.
• “idioma”: remembers whether you prefer Spanish or English, for one year.

We also save some preferences on your own device, such as large text, sound, the chosen camera and microphone and the announcements you already closed. That information does not leave your device.

To count visits we use Umami, a statistics service installed on our own server that does not use cookies. It records which pages are viewed, the approximate country, the type of device and browser, and which site you came from, without identifying the person.

We do not use advertising or tracking cookies. If you block cookies in your browser, you will not be able to enter the fair.

How we protect your data

Your connection to the fair is encrypted, sign-in codes are stored encrypted and each member of the organizing team sees only what their role needs.

Changes to this notice

If we change this notice, we will publish the new version on this page with its date. If the change is important, we will also let you know inside the fair or by email.