This Privacy Policy describes how Conference Schedule Tool ("we", "us", or "our") collects, uses, and protects your information when you use our conference scheduling web application (the "Service").

By using the Service, you agree to the practices described in this policy. If you have questions, contact us at admin@smts.ca.

1. Information We Collect

a) Information from Google Sign-In

When you sign in using Google, we receive the following from your Google account:

• Display name — used to identify you within the app
• Email address — used as your account identifier and for notifications
• Profile photo URL — displayed in your speaker or attendee profile

We do not receive your Google password, payment information, contacts, calendar data, or any other Google account data beyond what is listed above.

b) Information from Email/Password Sign-In

If you register with an email address and password, we store your email address as your account identifier. Passwords are securely managed by Firebase Authentication and are never stored in plaintext by us.

c) Information You Provide

• Speaker profiles — bio, headshot URL, company, title, and social links you choose to share
• Session proposals — title, abstract, and other CFP (call for proposals) submission details
• Personal agenda — sessions you bookmark or mark as favourites

d) Automatically Collected Information

Firebase (our backend infrastructure, provided by Google) may collect basic technical data including IP addresses and device/browser information for security and abuse prevention. We do not use third-party analytics or advertising trackers.

2. How We Use Your Information

• Authentication — to verify your identity and maintain your session
• Conference features — to display your profile, proposals, and personal schedule
• Email notifications — to send confirmation emails when you submit a session proposal (via Resend email service)
• Admin functions — conference organizers can view attendee email addresses and proposal details to manage the conference

We do not sell your data, use it for advertising, or share it with any third party for marketing purposes.

3. Data Storage and Security

Your data is stored in Google Firebase Firestore, a cloud database operated by Google LLC, located in Google's secure data centres. Data in transit is encrypted using TLS. We follow industry-standard practices to protect your information from unauthorised access.

No method of electronic storage is 100% secure, and we cannot guarantee absolute security. However, we take commercially reasonable steps to protect your data.

4. Data Sharing

We share your data only in the following limited circumstances:

• Firebase / Google — as our infrastructure provider for authentication, database hosting, and cloud functions
• Resend — email delivery service used to send transactional emails; receives your email address only for the purpose of delivering messages to you
• Conference organizers — if you submit a session proposal or speaker profile, authorised conference administrators can view and manage that information
• Legal requirements — we may disclose information if required by law or to protect our legal rights

5. Public Information

If you create a speaker profile, your name, bio, headshot, and session information may be displayed publicly on the conference speakers page and schedule. You can contact us to request removal or updates to your public speaker profile.

6. Data Retention

We retain your account data as long as your account is active. If you request account deletion, we will delete your personal data within 30 days, except where we are required by law to retain it or where it forms part of an anonymised aggregate record.

7. Your Rights

You have the right to:

• Access your personal data we hold
• Correct inaccurate data by updating your profile
• Request deletion of your account and associated data
• Withdraw consent by discontinuing use of the Service

To exercise any of these rights, contact us at admin@smts.ca.

8. Children's Privacy

The Service is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us and we will promptly delete it.

9. Third-Party Links

The Service may contain links to external websites (such as speaker social profiles or sponsor sites). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the effective date above. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Saskatchewan Mathematics Teachers Society
Email: admin@smts.ca