This notice explains how ICOY (the International Conference on Youth), operated by ACRI Education and Research Foundation, handles personal information collected through icoy.org.
What we collect
- Enquiries: your name, email, organisation, country and message when you use a contact form.
- Licence applications: the host's contact details, date of birth, residential address, profile photo and application answers, and co-organisers' names and emails.
- Host accounts: email address and a securely hashed password.
- Speakers: name, role, organisation, biography, optional photo, email, and the record of their signed speaker release (and a parent or guardian's name and email for speakers under 18).
- Event registration on icoy.org: for free events that take registrations here, your name, email and (optionally) your school or organisation. The event's organisers can see your name and email and may use your email only to send you updates about that event and its feedback form.
- Event summaries: organisers publish a summary of each event on icoy.org and in ICOY's reports. Summaries must not name attendees.
- Certificates: certificates are made in the organiser's browser. ICOY does not receive or store the names on them or the organiser's signature, and keeps no record that they were made.
- Feedback: when you answer an event feedback form, your 0–10 score and optional comment. Feedback is anonymous: we do not ask for your name or email. Your browser keeps a random identifier so the same person cannot answer twice.
- Leadership and Advisory Board: names, roles, photos and short biographies published with the person's agreement.
How we use it
To reply to enquiries, review and administer licences, publish event pages, record speaker consent, publish approved recordings, collect event feedback, and keep ICOY events safe and consistent with the guidelines.
What is public
Event pages show event details, speakers' names, roles, biographies and photos (only after they sign the release), organisers' names and roles, and sponsors. Email addresses, home addresses, dates of birth, phone numbers and sponsorship amounts are never published.
Where it is stored
Information is stored in ICOY's Google Workspace (Google Sheets and Google Drive) and emails are sent through Zoho Mail. We do not sell personal information or share it for marketing.
How long we keep it
For as long as needed to run ICOY and keep a record of licences, events and consent, with these exceptions:
- Registrations taken on icoy.org are deleted automatically 7 days after the event.
- Individual feedback responses and comments are deleted 7 days after the event. We keep only the event's overall score: the number of responses, how many chose each number from 0 to 10, and the Net Promoter Score.
When attendees register with an organiser directly, by the organiser's email or link, ICOY does not receive their details.
Your choices
To see, correct or delete your information, or to ask for a recording to be removed, write to regional@icoy.org or admin@icoy.org.