Privacy Notice

🏫Who operates this website

The Southeast Education Service Center (SESC) operates this conference scheduling website for the Utah Rural Schools Conference 2027.

This notice supplements SESC’s Personal Data Collection Notice / Privacy Policy.

📋Information we collect and use

When you create an account, we collect your name, email address, and password. We associate your selected conference sessions with your account so you can save and access your personal schedule across devices. Account information is also used for sign-in, password recovery, and account support.

Conference organizers may add your name and email address from the conference registration list so your account is ready when you sign in. We use your email address to send account messages only: invitations to set up your account, password-reset links, and sign-in links you ask for. Session selections are also counted (without names) to plan room sizes and seating, and organizers can see which sessions each attendee picked to plan the day. On the day of the conference, organizers may record when you check in. To keep you signed in, the site stores a sign-in cookie in your browser; it is not used for advertising or tracking. The site may also remember display preferences (such as dark mode or larger text) in your browser; these stay on your device and are not sent to SESC.

SESC maintains access, login, and internet security logs to protect its services and detect misuse. Its general policy permits limited cookies or similar technologies for security, performance, and compliance and states that SESC does not directly employ advertising cookies.

✋Your choices

You may browse the public agenda without an account. Providing account information is voluntary, but you cannot save a personal schedule to an account without providing the required information.

🤝Who may receive information

Your name, email address, session selections and check-in status can be seen by the SESC conference organizers who manage this site, to support your account, plan rooms and run check-in. Presenters can see the names (not the email addresses) of the attendees who picked their own sessions, so they can plan for the room. A presenter can send a message to their attendees through this site; it comes from the conference email address with attendees in blind copy, so presenters never see attendee email addresses. Organizers may copy attendee lists and session sign-ups into SESC’s Google Workspace (Google Sheets) for planning. Technology providers that handle this information for SESC: the website and its data are hosted on a server managed by SESC, and account emails (invitations, password resets, sign-in links) are delivered through SESC’s Google Workspace email service. We do not sell your information or share it for advertising.

Information may also be disclosed as required by law, including applicable public-records requirements under Utah’s Government Records Access and Management Act (GRAMA). Do not assume that all information submitted to a governmental entity is confidential.

🔒Security

SESC’s privacy policy describes safeguards including encryption, controlled access, vendor safeguards, and annual employee privacy and security training.

For this website specifically: all pages are served over an encrypted (HTTPS) connection; passwords are stored only as one-way scrambled hashes, so no one at SESC can see them; password-reset and sign-in links expire and work only once; repeated failed sign-in attempts are slowed down; and only the conference organizers who manage the site can see attendee information.

🗄Records and retention

Conference registration and session-selection records are retained for six years under Utah General Retention Schedule GRS-150, Training administration records, and then destroyed, unless a legal hold or other applicable requirement requires continued preservation. Account credentials and security logs are managed separately under their applicable retention schedules.

Under GRAMA, the conference agenda and session information are public. Attendee names, email addresses, session selections and check-in records are classified as private under Utah Code § 63G-2-302(2), because releasing them would be a clearly unwarranted invasion of personal privacy. Passwords, sign-in and reset tokens, and security logs are classified as protected under Utah Code § 63G-2-305, because releasing them would jeopardize the security of SESC’s systems. Private and protected records may still be disclosed when GRAMA or other law requires it.

✏️Access and corrections

For questions about accessing your information, contact SESC using the information below. To request a correction, submit a written request to SESC’s Records Officer describing the information, the reason for the correction, and any supporting documentation.

You may also ask SESC for an explanation of how your personal data is collected, used and shared, or ask for a copy of this notice at any time. You can ask us to close your account. Your registration and session-selection records are then kept for the GRS-150 retention period before they are destroyed.

⚖️Questions or concerns

If you have a concern about how your information is handled, please contact SESC first using the information below. You may also contact the Utah Office of Data Privacy at privacy.utah.gov.