Privacy Policy

Who we are

We are Starfleet, Sol Sector Command, an Independent Star Trek Fan Club. Our website address is: http://www.solsector.org.

What personal data we collect and why we collect it

Comments

When visitors leave comments on the website we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Forms

When you submit data to us via a form, you should expect that we will use the data for the purposes stated at the top of the form. After you submit the form, only the officers who are authorized by the Command Council have access to view it.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Helpdesk Tickets

We maintain a helpdesk ticketing system to track requests and issues from our membership. We do not require you to login to the site. Any information you provide as part of a ticket is only used to facilitate solving your issue.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We use Google Analytics to track visitors and social shares made at our website. Google automatically collect and store certain information in their server logs which includes device event information such as crashes, system activity, hardware settings, browser type, browser language, the date and time of your request and referral URL, cookies that may uniquely identify your browser or your Google Account, in accordance with their data privacy policy: https://policies.google.com/privacy

Who we share your data with

We do not share our data with anyone outside the organization with the exception of some third party service providers, but only for the purpose of contacting you or maintaining our records. If you opt into mailing lists or our Facebook group, you may be subject to the privacy policy of those providers.

How long we retain your data

If you leave a comment the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

If you create a helpdesk ticket the ticket and its metadata are retained indefinitely. This is so we can track member issues to improve the experience for all of our members. Helpdesk adminsitrators can also see and edit that information.

For members who join the organization, we store your membership information for as long as you wish to be a member of the organization. All members can see, edit, or delete their personal information at any time. Fleet level personnel can also see and edit that information.

What rights you have over your data

If you are a member of the organization, have an account on this site, have submitted a helpdesk ticket, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Form data is processed through Google Forms and may be stored in Google Sheets. This usage is in accordance with Google’s privacy policy.

Contact information

You may contact us by using the helpdesk system or by sending an email to s3c.helpdesk@gmail.com

Additional information

How we protect your data

We utilize SSL encryption on our websites. We store our databases on secure servers with strong password requirements.

What data breach procedures we have in place

If a data breach occurs, we will notify the membership within 10 days using whatever communications methods we have available. We request that you not provide any financial information to us as we have no need for it.

What third parties we receive data from

We receive Google Analytics data from Google when people visit our website.

What automated decision making and/or profiling we do with user data

We do not do any automated decision making and/or profiling based on our data.

Industry regulatory disclosure requirements

None at this time.

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