Privacy Policy

Who runs Delegately

Delegately is operated from Ontario, Canada. The operator is the platform's privacy officer — the person accountable for how your information is handled. For anything privacy-related (questions, requests, complaints), email delegatelyprivacy@gmail.com. We aim to respond within 30 days.

What we collect

• Delegate registrations — when you register for a conference: your name, email address, school, date of birth, Model UN experience level, committee preferences, and answers to any questions that conference added to its form.
• Parent/guardian details— if you're under 18: your parent or guardian's name and email address, used only to ask them to confirm your registration.
• Organizer accounts — conference staff sign up with an email address and password (passwords are stored only as secure hashes by our authentication provider, never readable by us).
• Position papers — documents delegates upload for their committee.
• Technical basics — a few functional cookies (your login session, your dark/light theme choice, a sidebar preference, and — while joining by invite code — a short-lived cookie holding that code) and anonymous, aggregate visit statistics via Vercel Web Analytics, which uses no cookies and cannot identify you.

Why we collect it

One reason: to run the conference you're part of — reviewing registrations, assigning committees and seats, tracking papers and awards, and sending you a confirmation email. We ask for your date of birth only to know whether a parent or guardian needs to confirm your registration. We collect information with your consent, and we don't use it for advertising, profiling, or anything unrelated to the conference.

If you're under 18

When someone under 18 registers, we email their parent or guardian a copy of the registration and ask them to confirm it. We don't knowingly keep information about anyone under 14 without a parent or guardian's consent — if we learn that has happened, we delete the registration. Parents/guardians: to review or remove your child's information at any time, email delegatelyprivacy@gmail.com.

Who can see your information

• Your conference's organizers— the secretariat of the conference you registered for, and the director(s) of the committee you're assigned to. That's the entire point of the platform. Other conferences can't see you.
• Our service providers— the companies whose infrastructure the platform runs on: Supabase (database), Vercel (hosting and anonymous analytics), and Google/Gmail (email delivery). They process data on our behalf and don't get to use it for their own purposes.

We never sell personal information, never share it with advertisers, and no third parties collect personal information across this site.

Where it's stored

The database lives in Canada (Supabase's Canada Central region). Because our hosting and email providers are US companies, data passes through and may be processed on systems outside Canada, where it can be subject to local laws. We choose providers with strong security practices and contractual privacy protections.

How long we keep it

Conference organizers set each conference's dates. Three months after the conference ends, personal data from the conference is deleted automatically: delegate registrations and answers, uploaded position papers, award winner records, and committee directors' details. The conference itself (its name, committees, registration form, and award categories) stays until its organizers delete it, as does organizer account information. The only thing kept about delegates afterwards is an anonymous count of how many took part. Organizers can delete individual registrations or the whole conference sooner, and you can always ask us directly to delete your information (email delegatelyprivacy@gmail.com) — we'll remove it unless the conference still genuinely needs it, in which case we'll tell you when it will be gone.

How we protect it

Connections to the site are encrypted, and database access rules ensure each conference's team can only see its own conference's data. No system is perfectly secure, but if a breach ever creates a real risk of harm to you, we'll notify you and the relevant privacy regulator as the law requires.

Your rights

You can ask to see the information we hold about you, correct it, delete it, or withdraw your consent — just email delegatelyprivacy@gmail.com. If you're not happy with how we handle a request, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, in Quebec, the Commission d'accès à l'information (cai.gouv.qc.ca).

Cookies, analytics, and Do Not Track

Every cookie we set is strictly functional — your login session, your theme choice, a sidebar preference, and a short-lived invite-code cookie during the join flow. None of them track you, so there's no cookie banner to click. Our visit statistics come from Vercel Web Analytics, which is cookieless and only ever shows us anonymous, aggregate numbers. Because we don't track anyone in the first place, the site behaves the same whether or not your browser sends a “Do Not Track” signal.

Changes to this policy

If this policy changes in a way that matters, we'll update the effective date above and flag the change on the site. The current version always lives at this address.

Contact

Privacy officer, Delegately — delegatelyprivacy@gmail.com. See also our Terms of Service.