Table of Contents
Privacy Policy
Last updated: December 29, 2024
At IEEE at UCSD, we are committed to protecting your privacy and ensuring the security of your personal information. This privacy policy explains how we collect, use, and safeguard your data.
1. Information We Collect
What data we gather and why
Personal Information
- • Name, email address, and profile picture (from Google OAuth or email signup)
- • Academic information (major, graduation year, student PID, IEEE member ID)
- • Contact preferences, display settings, and accessibility preferences
- • Payment information (Zelle details for reimbursements only)
- • IEEE email address and credentials (when you request an @ieeeucsd.org account)
Activity Data
- • Event attendance records, check-in codes, food preferences, and participation points
- • Account creation date, last login time, and authentication method used
- • Reimbursement requests, receipts, and financial transaction records
- • Resume files (optional, stored only if you choose to upload for sponsor sharing)
- • Event files and attachments uploaded by officers
Technical Information
- • IP addresses (for security and session management)
- • Browser type, version, and device information
- • Authentication method (Google OAuth or email/password)
- • Session cookies for authentication and preference storage (no analytics tracking)
2. How We Use Your Information
The purposes for data processing
We use the information we collect for the following purposes:
3. Information Sharing and Disclosure
Who has access to your data
Within Our Organization
- • Officers: Executive and General Officers may access member data for organizational management, event coordination, and reimbursement processing
- • Sponsors: Silver tier and above sponsors may access resume database (only with your explicit consent)
- • Webmaster: Receives notifications about IEEE email account creation and system administration
Third-Party Service Providers
Purpose: Primary data storage, authentication,
and file hosting
Data Shared: All user data, files, and authentication
credentials
Location: United States (Google Cloud)
Services Used: Firestore (database), Cloud Storage
(files), Authentication
Purpose: Transactional email delivery service
Data Shared: Recipient email addresses, names,
and email content (invitations, notifications, reimbursement
updates, event updates)
Privacy Policy: resend.com/legal/privacy-policy
Purpose: Email hosting provider for @ieeeucsd.org
accounts
Data Shared: Email account credentials, email
content, and mailbox data (only for users who request IEEE email
accounts)
Privacy Policy: mxroute.com/privacy-policy
Purpose: AI-powered receipt parsing for reimbursement
automation
Data Shared: Receipt images and extracted text
data (only when you submit reimbursements)
Privacy Policy: openrouter.ai/privacy
Reimbursement receipts, event invoice data, and any other data uploaded to AI services is processed by third-party AI providers and is outside of our direct control once transmitted. We use AI solely to parse and extract data for improved efficiency and automation. Please note that AI-generated results may sometimes be inaccurate, and we recommend reviewing all AI-parsed data for correctness before submission.
Purpose: Event calendar integration and synchronization
Data Shared: Event names, dates, locations,
and descriptions (public event information only)
Privacy Policy: policies.google.com/privacy
Legal Requirements
We may disclose information if required by law, court order, subpoena, or to protect the rights, safety, and security of our members and organization. We will notify affected users when legally permitted.
4. Data Storage and Security
Where and how we protect your data
Storage Locations
Security Measures
5. Data Retention
How long we keep your information
Data Deletion: Members may request data deletion by contacting the webmaster. We will comply with deletion requests subject to organizational record-keeping requirements and legal obligations.
6. Your Rights and Choices
You have the following rights regarding your personal information:
Access and Portability
- Request access to your personal data
- Receive a copy of your data in a portable format
- Review your account information and activity
Modification and Deletion
- Update your personal information
- Request correction of inaccurate data
- Request deletion of your account and data
- Withdraw consent for optional data processing
Resume Management
You may delete your resume from our platform at any time by going to your account Settings page and removing it from your profile. This will prevent your resume from being shared with sponsors in the future.
Important Notice
Please note that once your resume has been shared with or downloaded by sponsors, we cannot retrieve or delete those copies. Sponsors may retain resumes in their own recruiting systems independently of our platform. We recommend only uploading your resume if you are comfortable with it being distributed to our sponsor partners.
To exercise these rights, contact the Webmaster at [email protected]
7. Cookies and Tracking
How we use cookies on our site
No Analytics or Tracking
We do not use Google Analytics, third-party tracking pixels, or advertising cookies. We only use essential cookies required for the website to function properly.
We use minimal cookies and similar technologies to provide essential functionality:
Required for login, session management, and secure access to your account. These cookies cannot be disabled as they are essential for the website to function.
Remember your display preferences (theme, language), accessibility settings, and notification preferences to enhance your experience.
Used to cache data locally for offline functionality and improved performance. This includes theme preferences and temporary form data.
Browser Controls: You can control cookie settings through your browser preferences. Note that disabling essential cookies will prevent you from logging in and using authenticated features of the website.
8. International Data Transfers
Cross-border data processing
Our primary data storage is located in the United States through Google Firebase services. By using our services, you consent to the transfer of your information to the United States.
We ensure that any international data transfers comply with applicable data protection laws (including GDPR where applicable) and maintain appropriate safeguards for your personal information through:
- • Google's compliance with EU-U.S. Data Privacy Framework
- • Standard contractual clauses with service providers
- • Encryption and security measures for data in transit
9. Changes to This Policy
How we notify you of updates
We may update this privacy policy periodically to reflect changes in our practices, legal requirements, or new features. Significant changes will be communicated through:
Important: Continued use of our services after policy changes constitutes acceptance of the updated policy. If you disagree with changes, please contact us or discontinue use of the service.
10. Contact Information
If you have questions about this privacy policy or our data practices, please contact:
IEEE at UCSD Webmaster
Email: [email protected]
For urgent privacy concerns, please include "PRIVACY" in the subject line.
This privacy policy is maintained by IEEE at UCSD, a student organization at the University of California, San Diego. We are committed to protecting your privacy and complying with applicable data protection laws.
This privacy policy was last reviewed on January 1, 2026. For the most current version, please visit this page directly.