Privacy notes for Futureproof Festival.

We collect the information you choose to send us through Futureproof Festival forms: name, email address, organization, role, interests, accessibility notes, volunteer details, sponsor or speaker inquiries, and any message you include.

A media accreditation application also includes outlet and role information, public links to recent work, assignment status, an optional editor or producer contact or public assignment-letter link, coverage plans, requested dates, and working-access notes. Do not use that form for sensitive personal or accessibility information.

The private matchmaking intake, now closed, collected your name, email, ticket or Startup Exhibitor reference, connection intent, what you are building, what you offer and seek, up to five sectors or interests, location, commitment level, optional session access needs, and your contact-sharing choice.

The attendee directory opt-in collects the name you want shown and the email you registered with. It can also take a photo you upload, a short bio, up to three links and a word for your invite code. The photo, bio and links appear on your page only if you tick the box for each one.

Ticket checkout is handled by Luma. When you buy or reserve a pass, Luma may collect payment, registration, and attendee details under its own privacy and payment terms.

Private exhibitor onboarding collects organization and contact details, public copy, approved logo and rights-cleared artwork-reference links, two attendees, demo, logistics, accessibility and safety needs, an event-day contact, and asset-rights and public-use approval. It accepts no file uploads or payment details.

We use festival information to reply to inquiries, send event updates, coordinate access and volunteer requests, manage sponsor or speaker conversations, and operate the attendee experience.

We use media accreditation information only to assess editorial purpose, verify evidence when needed, make an accreditation decision, issue and check in a named credential, coordinate approved working access, and understand published coverage.

We use exhibitor onboarding information to review proposed public materials, prepare attendees, and coordinate demo, accessibility, logistics, and safety needs. Submitted materials are not public by default.

We use matchmaking information only to confirm Festival eligibility, prepare a human-run session, support access needs, and make a follow-up introduction when both people request it and permit contact sharing. We do not create public profiles or use automated compatibility scoring.

We use an attendee directory opt-in only to build the page you asked for. Your page shows your name and only the fields you ticked, with your invite code and ticket link. Your email stays private: we use it to check that you are registered and to send you your page. Nothing from your Luma registration appears on a directory page. The form and any photo are kept in our private workspace and deleted by December 31, 2026. If you ask for a poster, we use your photo to make one with an AI image-generation service, and you see it before it goes anywhere. We count visits, copies of the code and invitations, and ticket-link clicks on each page, not who made them.

We do not sell attendee, sponsor, speaker, volunteer, or newsletter contact lists.

The website may use privacy-conscious analytics and event tracking to understand which public pages and calls to action are working. Outbound registration links may include campaign parameters so the crew can understand which of our own pages drove a Luma checkout visit.

Service providers may include website hosting, form handling, email delivery, analytics, and Luma ticketing. They should only receive the information needed to provide those services.

Media application analytics record only that a submission succeeded and which form provider handled it. Applicant, outlet, editor, coverage-plan, and submitted URL values are not sent to GA4 or Plausible.

Exhibitor onboarding is stored in a private operations workspace through the website host; the route loads no analytics and sends no answers to analytics. Luma receives attendee details only if the team later issues passes through that separate service.

Matchmaking analytics likewise recorded only that the private intake succeeded and that the form went through. Names, emails, registration references, answers, intent, access needs, and contact-sharing choices are not sent to GA4 or Plausible.

When FestivalChat is enabled, it is an AI assistant powered through Anthropic's commercial API. The message you type and the recent conversation are sent to Anthropic to generate an answer. FestivalChat uses public-safe festival material and has no registration, payment, account, or private attendee lookup.

Futureproof Festival does not write FestivalChat transcripts to its own database. Anthropic publishes its own commercial API retention and model-training practices. Do not put payment, health, accessibility, confidential, or other sensitive information in the chat; email us instead when a question needs a person.

Read our AI Policy for the broader rules governing AI-assisted writing, code, graphics, operations, and decisions about people.

Rejected applications and private verification details are deleted by January 31, 2027. Accepted records are minimized after the event to the accreditation decision, attendance and credential history, outlet, and published-coverage evidence needed for event operations and impact reporting.

Personal accommodation information is not collected in the media application; accessibility requests continue through a separate accessibility contact.

Matchmaking is cancelled for 2026, and the intake is closed to new submissions.

Matchmaking intake exports, pairing sheets, interest cards, and unmatched requests are deleted within 30 days after the session. Paper records containing participant information are shredded. Futureproof Festival keeps only non-identifying aggregate counts.

You may withdraw before organizer-mediated contact details are sent. Once another participant has received an introduction you authorized, Futureproof Festival cannot retrieve it from their inbox. Sent introduction emails may remain under the normal retention settings of the participants' and organizer's mail systems.

Matchmaking data is not a newsletter opt-in and is not reused for marketing, a member directory, sponsor leads, research, automated matching, or another event.

Exhibitor links work once, and we store only enough to know a link has been used. We review exhibitor personal data at completion and delete or anonymize what is no longer needed, except for limited safety, finance, or event-operation obligations.

You can change or remove your attendee directory page at any time by emailing us.

You can ask us to update, remove, or stop using your contact information for festival communications. Some records may need to be retained for ticketing, safety, finance, or event operations.

For privacy or accessibility requests, email hello@bc-ai.ca or kk@bc-ai.ca.