Privacy notice: what we collect and why.
This notice explains what Off Campus collects when you register for a workshop, why we need it, who can see it, and how to change or delete it. Last updated 18 October 2026.
The short version
- Only staff see your phone number and email.
- Other participants see your first name and last initial.
- WhatsApp, photos and news are your choice, and you can change them.
- Delete your data any time from your pass.
What we collect
- About you: your name, mobile number and email.
- Where you study or work: college or organisation, branch, year and city (all optional).
- For teams: your interests, skills, usual team role, AI experience, learning goals, what you're looking for, and your Instagram handle if you add it.
- Friends you're coming with, if you name them, so we can seat you at different tables.
- At the workshop: your check-in time, seat, team, poll answers, and a log of what you took part in.
- Your choices: whether you want the WhatsApp community, are happy to appear in photos, and want news about future workshops, with the time you set them.
Why we use it
- To find you at the registration desk and check you in.
- To seat you with people you haven't met and build balanced teams around shared interests.
- To run live polls and show your seat, team and results on your pass.
- To let you get your pass back on a new phone, using your mobile number and email together.
- To add you to the WhatsApp community, use photos, or send you news, only if you switched those on.
- To plan better workshops, using totals and patterns, not individual profiles.
We don't sell your data, show you ads, or use advertising or tracking cookies.
Who can see it
- Workshop staff (registration desk, facilitators and organisers) can see your profile, including your phone number, to check you in and run the day.
- Other participants only ever see your first name and last initial (for example “Aarav S.”) and your team role, on the projector and in your team list. They never see your phone number or email.
- Our service providers store and serve the app for us: Convex (database) and Vercel (website hosting). They process data only to run the service.
What stays on your phone
Your browser keeps a link to your pass, a saved copy of it so the QR still opens on weak Wi-Fi, and any registration you haven't finished yet. Clearing your browser's site data removes them. Staff sign-in keeps a login token in the browser on staff devices.
How long we keep it
We keep your profile so you can reuse it at future workshops without filling it in again. It stays until you delete it. Workshop records (check-in, seat, team, poll answers) stay with your profile for the same reason.
Your choices and rights
- See and correct your data: open your pass and tap the pencil to edit your profile.
- Change your choices: switch WhatsApp, photos or news on or off from the same screen, any time.
- Delete everything: tap “Delete my data” at the bottom of your pass. This permanently removes your profile, your workshop registrations, your poll answers and your activity log.
- Lost your pass? Use Find my pass with your mobile number and email, or ask at the registration desk.
Under 18?
If you're under 18, please ask a parent or guardian before you register, and let the registration desk know when you arrive.
Questions or requests
Talk to the organisers at the registration desk, or message the admins of the workshop WhatsApp community. If we change this notice, we'll update the date at the top.