Privacy

The short version

• We collect what running a conference needs, and nothing to sell or trade.
• No analytics, no tracking pixels, no advertising, no third-party scripts. One cookie, and only once you sign in.
• What you tell us about food and access is treated as health information and deleted a month after the event.
• You can ask for a copy of everything we hold about you, or ask us to delete it. Write to us and we will answer within 30 days.

Who holds it

NeuroX New Jersey decides what is collected and why. Ask anything about this notice, or make any of the requests below, by writing to privacy@neuroxnj.com.

What we collect

If you register to attend

Your name, email address, and — if you give them — your organisation, job title and phone number. What you paid and the payment provider’s reference. When you arrived, if you came. Anything you wrote in the notes box.

Card details never reach us. Payment happens on the provider’s own page and what comes back to us is a reference.

What you tell us about food and access

Dietary requirements and access needs are handled as health information, because at this conference in particular they can amount to one. Only the people running the event see them, they are used for catering and for making the day work, and they are deleted 30 days afterwards. You never have to give them, and leaving them blank changes nothing about your registration.

If you offer to speak, present or volunteer

What you put on the form: your organisation and role, a short biography, a link, what you would like to talk about, and anything else you wanted us to know. You get an account so you can come back and see where it got to.

If you swap details with other delegates

Nothing at all, unless you make a card. There is no card until you ask for one, and whether your email address goes on it is a separate question we ask separately — you can be recognisable without being reachable.

When somebody scans your code they save you to their list. Nothing is sent to you, and you are not added to theirs. Turning your card off stops anybody new reading it and stops your address showing to people who already saved it — what stays is that the two of you met, which is their record of their own day.

If you ask to hear when there is news

Your address, your name if you gave one, and which page you signed up on. Nothing is sent until you click the link confirming the address is yours, so nobody can put you on the list by typing your address into the form.

If we have talked to you about the conference

The team keeps an address book of people it is working with — past speakers, people who have been approached, organisations involved — along with working notes about where a conversation has got to. If you ask for a copy of what we hold, those notes are part of it.

What we do not do

• No tracking. No analytics, no advertising pixels, no third-party scripts of any kind.
• No record of where you are. Your IP address is not stored, and neither is your browser or device.
• One cookie. It is set when you sign in, it keeps you signed in, and signing in cannot work without it. Nothing else sets one, which is why this site has no consent banner to click through.
• Your reading settings stay with you. Theme, text size, line spacing and the dyslexia-friendly typeface are saved in your own browser and never sent to us. We cannot tell who uses them.
• Nothing is sold, rented or traded. Not to a data broker, not to a sponsor, not to anybody.

How long we keep it

Periods run from the end of the conference unless noted. This table is generated from the same schedule the deletion job reads, so it cannot say one thing while the software does another.

The address book is a working relationship rather than an event record — somebody who spoke in 2024 is who gets asked in 2027. It is reviewed once a year instead, and anybody can ask to be removed at any time. Notes about a contact live and die with that contact, and are removed with them. A record of what people were told, holding no personal data beyond the name of whoever pressed send. Kept as the answer to "what did we say and when" — the messages it produced are governed by the outbox line above and go at twelve months. The link between a sponsor's contact and their portal sign-in. It lasts as long as the sponsorship does, on the same reasoning as a staff account below — removing somebody's access is a decision a person makes, not a date. The account itself is a `user` row and follows that line. A record of what was pushed and to how many devices, holding no personal data beyond the name of whoever pressed send. A notification cannot be recalled or looked up once it is in somebody's tray, so this is the only evidence it happened — which matters most on the day somebody asks whether the room change went out, or why it went out twice. The questions themselves, plus the name of whoever wrote them. It holds nothing about a delegate — the answers are governed by the line above — and it is the record of what was asked, which has to outlive the answers or next year's results cannot be compared with this year's. A staff account lasts as long as the person is on the team. Removing them is a decision somebody makes, not a date. Which "About this page" panels a member of staff has folded away. It holds nothing but the page's address and a date, it is only ever read back to that same person, and it goes with their account. Anybody can clear their own from their account page at any time. Somebody's access to one event, which lasts exactly as long as the event's owner leaves it in place, on the same reasoning as the staff account above. It goes when access is taken away, when the account is removed, or with the event. Which team somebody was in. It holds nothing about them but the link to their registration, and goes with that registration under its own rule above, or with the event. Which judge scores which cohort. It names a staff account and nothing else, and goes with the event or the account. A judge's marks for a team. It is the record of how a prize was decided, names only the judge's account, and goes with the event. A reviewer's next step for a team, and whether they have finished. It is written to the team as a whole, names no participant, and names only the reviewer's account. It goes with the event, the team or the account. A reviewer's written feedback for a team on one standard. Like the line above, it is about the team's work, never a person in it, and goes with the event, the team or the account. The record that staff shared a team's feedback with the team, and the private link that opens it. It holds the name of whoever shared it and nothing about the team's members. Taking the feedback back deletes it, and it goes with the event or the team. The record of who was given access to what, and by whom. It names staff, not delegates, and it is kept with the event because its job is to answer questions after the fact. It goes when the event is deleted. How long to keep it beyond that is a decision for the data controller, and is listed as open in docs/data-protection.md. The record of each communication submitted for approval: what was written, who wrote it, who acted on it, and what they decided. It holds staff names, not delegate data, and is the evidence trail for the approval workflow. It goes with the event. The encrypted TOTP secret for a staff account. It lasts as long as the account does, and is removed when the account is deleted (cascade) or when the user or an admin resets it. Removing it on a schedule would be worse than keeping it — it would force re-enrolment at unpredictable times. Hashed one-time recovery codes. They live and die with the enrolment: all codes are replaced on regeneration and deleted on account removal (cascade). A used code stays with a usedAt timestamp until the set is regenerated, so the count of remaining codes stays accurate.

A registration is emptied rather than removed outright. The record of what was paid hangs off it and has to be kept for seven years for tax, so what is left afterwards is a reference number, a status and two dates — a booking having happened, with nothing saying who it was.

Who else sees it

• Railway hosts the application and its database.
• Stripe takes payments, and sees your name, address and the amount. Only if you buy a ticket.
• Resend or Postmark deliver our email, and see the address and the message. Only for messages we send you.

Nobody else. All three are US companies and your details are handled in the United States, including if you register from elsewhere.

What you can ask for

• A copy of everything we hold about you. That includes the working notes, not only the tidy fields.
• A correction to anything wrong.
• Deletion. See below for the two cases where something small is kept, and why.
• To stop hearing from us, which the link at the foot of every message does on the spot, with no sign-in and no questions.

Write to privacy@neuroxnj.com and we will answer within 30 days. We will not ask you for identification beyond what we need to be sure it is you.

The two things deletion leaves behind

A fingerprint of your email address, if you ask to come off the announcement list entirely. Removing the row and nothing else would undo the protection that makes leaving safe: the next person to type your address into the sign-up form would put you back on, and you would get a confirmation you never asked for. The fingerprint is a one-way hash — we cannot turn it back into your address. To be exact about its limits: somebody holding both it and a list of addresses could test whether one of them matches. Every suppression list works this way, and it is the reason we call it a fingerprint rather than calling it anonymous.

The record of a payment, for seven years, because tax law asks for it. It holds an amount, a date and a reference, and no name.

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