Privacy policy

This policy covers Global Youth Conferences and everything on this website. It is written to be read, not to be survived. If anything here is unclear, write to info@globalyouthconferences.org and we will explain it in plain terms.

What we collect

When you register for an event, the form asks for:

• Your full name, as it appears on your passport
• Your email address and phone number
• Your passport number
• Your country and, optionally, your school or organisation
• A CV or qualification document, which you upload (.pdf, .doc, .docx, .jpg, .jpeg, .png, up to 5 MB)
• An optional note explaining what you want to work on

We also record the time of submission, the IP address the form was submitted from, and your browser’s user-agent string. These exist to detect automated abuse of a public form, and nothing else.

When you browse the site, we collect nothing unless analytics has been enabled by the organising team. Where it is, Google Analytics is loaded with IP anonymisation on. There are no advertising trackers, no third-party fonts, and no social embeds that phone home.

Why we need it

The passport number is the item people ask about most, so to be direct about it: an official invitation letter for a visa application must carry your name and passport number exactly as they appear in your passport. A mismatch is rejected at the consulate. We ask for it at registration so the letter can be issued the moment your place is confirmed, rather than starting a round of emails when time is short.

The rest is used for:

• Reviewing your application — the CV and your note are read by the organising committee to assess fit
• Contacting you about your registration, payment and the event itself
• Issuing documents — invitation letters, certificates of participation
• Venue and visa requirements, where a host country or venue requires a delegate list

What we do not do

• We do not sell your data. Not to anyone, at any price.
• We do not share it with third parties for marketing, and we do not add you to unrelated mailing lists.
• We do not publish delegate details — including your name and country — without asking you first.
• We do not use your uploaded document for anything other than assessing your application.

Who can see it

Registration records are visible only to the organising team, who access them through a password-protected dashboard. Uploaded documents are stored under randomised filenames, are excluded from search engines at the server level, and are not linked from any public page.

Where a host country, venue or partner institution requires a delegate list as a condition of entry, we share only what that requirement specifies — usually name, nationality and passport number — and we tell you before we do it.

How long we keep it

• Registrations that led to attendance are kept for three years, so we can reissue certificates and verify participation if you need it for an application.
• Registrations that did not proceed — withdrawn, unpaid or unsuccessful — are deleted within twelve months.
• Uploaded documents are deleted with the registration they belong to.

Your rights

You can ask us, at any time, to:

• Tell you exactly what we hold about you
• Correct anything that is wrong
• Delete your record entirely
• Send you a copy of your data in a portable format

Email info@globalyouthconferences.org with your registration reference — it begins with GYC- — and we will action it within thirty days. There is no charge, and asking will not affect your application.

One limit worth stating honestly: if you ask us to delete your data while your registration is active, we cannot continue processing your application, because the application is the data. We will tell you that before acting rather than deleting your place by surprise.

Security

The site is served over HTTPS. Dashboard access requires a password, stored only as a bcrypt hash — we cannot read it, and neither can anyone who obtains the database. Uploaded files are stored outside the public content of the site and served with a no-index header.

No system is perfect. If we ever discover a breach affecting your data, we will tell you what happened and what it means for you, rather than issuing a statement about how seriously we take security.

Children

Our programmes are designed for people aged 16 and over. If you are under 18, please register with a parent or guardian’s knowledge — some host countries also require their written consent for travel.

Changes to this policy

If we change how we handle personal data in a way that affects you, we will say so on this page and email anyone with an active registration. We will not make a material change quietly.

Contact

Questions, corrections and deletion requests all go to the same place: info@globalyouthconferences.org.