Privacy Policy

1. Introduction and Scope

This Privacy Policy describes the practices of the Young Professional Career Engagement Program ("YPCEP," "we," "us," or "our") regarding the collection, use, and disclosure of personal information from users ("you," "your") of our website and associated services (collectively, the "Service").

We are dedicated to safeguarding your privacy. This policy outlines the types of information we collect, the purposes for which we process it, the legal bases for that processing, and your rights concerning your data.

By using our Service, you acknowledge that you have read and understood this Privacy Policy. Specific data processing activities, such as those related to analytics, are contingent upon your explicit consent, as detailed herein.

2. Information We Collect

We collect information to provide and improve our Service. The types of data collected are categorized as follows:

2.1. Information You Provide Directly
When you register for an account with YPCEP, we collect the Personal Data you submit through the registration form. This information is necessary for account creation and program participation and includes, but is not limited to:

• Full Name
• Email Address
• Any additional information submitted within the registration or profile fields.

2.2. Information Collected Automatically via Analytics
Subject to your explicit consent, we utilize the PostHog analytics platform to automatically collect information about your interaction with our Service. The purpose of this collection is to monitor Service performance, identify and rectify technical errors, and enhance the user experience. This data includes:

• Usage Data: Information detailing your navigation of the Service, including pages visited, features utilized, interactive elements clicked, and the duration of sessions.
• Technical Data: Information about the device and software you use to access the Service, including your IP address, operating system, browser type and version, and screen resolution.
• Event Data: Records of specific actions you perform within the Service, which we define as "events." These may include creating, reading, updating, or deleting information, which helps us analyze user behavior patterns.
• Session Replay Data: To assist with debugging and service improvement, PostHog may capture information visible on your screen during your use of the Service. This may include Personal Data that is displayed on the page at the time of the recording. Access to these session replays is strictly limited to authorized YPCEP developers for the express purpose of diagnosing and resolving technical issues. This information is treated as confidential internal data and is not sold or shared with any third parties.

2.3. Information We Do Not Knowingly Collect
We do not use the Service to knowingly solicit or collect Sensitive Personal Information, such as data related to health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, or financial account information.

3. Purpose and Legal Basis for Processing

We process your Personal Data for specific purposes and only when we have a valid legal basis to do so.

4. Data Sharing and Third-Party Services

We do not sell, rent, or lease your Personal Data to third parties. Access to and sharing of your information is strictly limited as described below:

• Program Leadership: Your registration information is accessible to your assigned YPCEP leaders and system administrators on a strict need-to-know basis for the sole purpose of program administration, guidance, and technical maintenance.
• Third-Party Service Providers (Data Processors): We engage PostHog, Inc. as a Data Processor to provide analytics services. PostHog processes Usage, Technical, and Event Data on our behalf and in accordance with our instructions. Their processing is governed by their own legal and privacy policies, which can be reviewed here:
  • PostHog Privacy Policy: https://posthog.com/privacy
  • PostHog Terms of Service: https://posthog.com/terms

For the purposes of data protection law, YPCEP is the Data Controller of your Personal Data.

5. Cookies and Consent Mechanisms

The PostHog analytics service utilizes cookies (small data files stored on your device) to differentiate between users and track user sessions.

These analytics cookies are placed on your device only if you grant explicit consent by selecting "Accept" (or a similar affirmative action) on our privacy consent banner. If you decline consent, the analytics tracking functionality will be disabled for your session, and no such data will be collected.

You may withdraw or modify your consent at any time through the "Privacy Choices" link located in the navigation bar or footer of our website.

6. Data Security and Retention

Security: We implement reasonable administrative, technical, and physical safeguards designed to protect the Personal Data we collect from unauthorized access, use, alteration, or destruction.

Retention: We adhere to the principle of data minimization and retain your Personal Data only for as long as necessary to fulfill the purposes for which it was collected.

• Active Participants: We retain your registration data for as long as you remain an active participant in the YPCEP.
• Program Alumni: Upon your successful completion of the program, your account status will be designated as "Alumni." Your Personal Data will be retained for the purpose of providing post-program support, networking opportunities, and follow-up communication relevant to your professional journey.
• Data Deletion: You may request the deletion of your active or alumni data at any time by exercising your Right to Erasure as described in Section 7 of this policy. Analytics data is retained for a period necessary to fulfill the analytical purposes outlined in Section 3, after which it is anonymized or deleted.

7. Your Data Protection Rights

Depending on your geographical location and applicable law, you may have certain rights regarding your Personal Data. These rights may include:

• The Right to Access: The right to request copies of your personal data.
• The Right to Rectification: The right to request the correction of any information you believe is inaccurate or incomplete.
• The Right to Erasure (Right to be Forgotten): The right to request the deletion of your personal data, under certain conditions.
• The Right to Restrict Processing: The right to request the restriction of the processing of your personal data, under certain conditions.
• The Right to Object to Processing: The right to object to our processing of your personal data, under certain conditions.
• The Right to Data Portability: The right to request that we transfer the data we have collected to another organization, or directly to you, under certain conditions.
• The Right to Withdraw Consent: The right to withdraw your consent for data processing at any time where consent is the legal basis.

To exercise any of these rights, please contact us using the information provided in Section 9. We will respond to your request within the timeframes required by applicable law.

8. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new policy on this page and updating the "Effective Date" at the top. Your continued use of the Service after such changes constitutes your acceptance of the new policy.

9. Contact Information

Should you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

https://byums-mentoring.byu.edu/contact/