DSEC Portal Privacy Policy

1.1. Personal Information You Provide

When you create an account or use the Portal, we may collect:

• Identity Information: First name, last name, preferred name
• Contact Information: Email address, phone number (optional)
• Account Credentials: Username, password (encrypted)
• Profile Information: Biography, skills, interests, graduation year, campus affiliation
• Student Status: Whether you're a Deakin student, your student ID (if applicable)
• DUSA Membership: DUSA membership status and membership email (if linking accounts)

1.2. Information Collected Automatically

When you use the Portal, we automatically collect:

• Usage Data: Pages visited, features used, time spent, click patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Cookies and Similar Technologies: Session cookies, preference cookies, analytics cookies

1.3. Information From Third Parties

If you sign up using social login (Google or GitHub):

• OAuth Information: Email address, name, profile photo
• GitHub Data: Public repositories, contributions (if you consent to linking)

1.4. Information From Events and Activities

When you participate in DSEC events:

• Registration Data: Event sign-ups, attendance records
• Project Contributions: Code contributions, project involvement, GitHub activity
• Photos and Videos: Images or recordings from events (with consent)

2.1. Core Portal Functions

• Provide access to Portal features and services
• Authenticate your identity and manage your account
• Facilitate communication between members
• Organize and manage events, workshops, and projects
• Process event registrations and track attendance

2.2. Club Operations

• Maintain membership records in accordance with DUSA requirements
• Coordinate projects and team collaborations
• Send newsletters and updates about club activities
• Administer grants, sponsorships, and financial matters
• Comply with DUSA reporting obligations

2.3. Improvement and Analytics

• Analyze Portal usage to improve functionality
• Understand member preferences and interests
• Develop new features and services
• Monitor Portal security and prevent fraud

2.4. Communication

• Send important account and security notifications
• Provide event reminders and updates
• Share newsletter content (if you opt in)
• Respond to your inquiries and support requests
• Announce opportunities, workshops, and hackathons

4.1. Within DSEC

• Your profile information is visible to other Portal members (you can control visibility in settings)
• Event attendance may be shared with event organizers and DSEC executives
• Project contributions may be visible to project team members

4.2. With DUSA

We share necessary information with DUSA for:

• Membership verification and validation
• Financial reporting and grant administration
• Compliance with DUSA Club Manual requirements
• Event approval and risk assessments

4.3. With Deakin University

We may share information with Deakin University for:

• Campus event coordination
• Facility bookings and room reservations
• Student misconduct investigations (if required)
• Academic integrity matters (if applicable)

4.4. With Third-Party Service Providers

We use trusted service providers for:

• Email Services: Newsletter distribution and transactional emails
• Cloud Hosting: Portal infrastructure and data storage
• Analytics: Understanding Portal usage (anonymized where possible)
• OAuth Providers: Google and GitHub for social login

4.5. We Do NOT Share With

• Sponsors or Recruiters: Member lists are never sold or shared with external companies
• Other Clubs: Your information stays within DSEC unless you explicitly consent
• Marketing Companies: We do not provide data to third parties for marketing purposes

4.6. Legal Requirements

We may disclose information if required by:

• Court orders or legal processes
• Deakin University student misconduct procedures
• Law enforcement requests (with proper authority)
• Protection of rights, safety, or property

5.1. Data Security

We implement industry-standard security measures:

• Encryption: Passwords are hashed and encrypted; HTTPS for all Portal communications
• Access Controls: Limited access to personal data; role-based permissions
• Regular Audits: Security reviews and vulnerability assessments
• Secure Storage: Data stored in compliant cloud infrastructure

5.2. Privacy by Design

• BCC Email Lists: All group emails use BCC to protect recipient privacy
• No Public Member Lists: Member details are not posted publicly
• Visibility Controls: You can control what information is visible to others
• Data Minimization: We only collect information necessary for Portal functions

5.3. DUSA Compliance

We follow strict DUSA guidelines regarding:

• Collection and use of member information
• Storage of personal data
• Restrictions on sharing with third parties
• Compliance with state and federal privacy laws

6.1. Access and Correction

You have the right to:

• Access your personal information held by DSEC
• Request correction of inaccurate or incomplete data
• Update your profile information at any time through Portal settings

6.2. Communication Preferences

You can:

• Opt out of promotional emails while still receiving essential notifications
• Unsubscribe from newsletters at any time
• Manage notification preferences in your account settings

6.3. Account Deletion

You may request account deletion by contacting us. Note:

• Some information may be retained for legal or compliance purposes
• Deletion does not affect DUSA membership records
• Event attendance records may be retained for club archives

6.4. Restrict or Object to Processing

You may request that we:

• Stop processing your data for certain purposes
• Limit how we use your information
• Object to processing based on legitimate interests

6.5. Data Portability

You can request a copy of your data in a structured, machine-readable format.

7.1. Types of Cookies We Use

• Essential Cookies: Required for Portal login and core functionality
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Help us understand Portal usage (anonymized)

7.2. Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may affect Portal functionality.

7.3. Third-Party Tracking

We do not allow third-party advertising tracking on the Portal.