YOUR INFORMATION

Privacy policy

Last updated: 5 September 2026

CruiseNOG is at a very early planning stage. John MacFadyen currently manages planning and the information collected through this website. You can contact him at events@cruisenog.net or on Beer4Peer Slack. If there is enough interest, a not-for-profit organisation will be created to manage CruiseNOG; it has not yet been formed. This policy explains how information is handled when you visit this site or express interest.

What we collect

If you submit an expression of interest, we collect your name and email address, any organisation and suggestions you choose to provide, the time of submission, your verification and mailing-list status, and a record of the consent wording you accepted. We also store expiring hashes of private links and minimal delivery status records when updates are sent. Name, email, and consent are required to join the interest list; other fields are optional.

Please don’t include sensitive personal information, passport or payment details, or personal information about other people in your suggestions. You can browse without submitting the form.

Our hosting providers may also process technical information, such as IP addresses, browser information, requests, and security logs, to deliver and protect the site. This information is separate from the expression-of-interest record. To limit abuse, the application keeps short-lived, keyed hashes of email addresses and network addresses with request counts. It does not store raw IP addresses in those counters; the counters expire within an hour and are removed during cleanup.

How we use it

We use your expression of interest to assess demand, understand preferences, plan a possible event, and contact you about CruiseNOG as the idea develops. You join the mailing list only after confirming your email address. Submitting the form is not a booking, a payment, or a commitment to attend. Repeating a signup does not overwrite an existing opt-out.

We won’t sell your details, publish your submission, or use the list for unrelated marketing. We may summarise interest and suggestions without identifying individual respondents.

Who can access it

Access is limited to the site owner and people authorised to help organise CruiseNOG, where access is needed for those purposes. Service providers process information to host, store, and secure the site. The site is hosted on a Vultr virtual server in Sydney, Australia, with form records stored in a SQLite database. GitHub provides sign-in for approved organisers; subscribers do not need a GitHub account. Twilio Email is the planned email delivery provider. Once enabled, it receives the recipient email address and message contents needed to deliver verification links and updates; it does not receive your organisation or planning suggestions as a mailing-list upload.

We do not share the interest list with cruise operators, sponsors, or other organisations for their own marketing. We may disclose information where required by law.

Storage and overseas processing

Form submissions are stored in the site’s hosted database, rather than just in your browser. Access controls restrict access to records, and the site does not offer a public page or API for reading submissions.

The primary website database is hosted in Sydney. GitHub, Twilio and hosting support services may process information outside Australia. Email delivery remains disabled until its privacy settings and processing arrangements have been reviewed. We do not promise that all information stays in Australia.

How long we keep it

Unverified entries expire after seven days. Verification links expire after 24 hours and management links after 30 minutes. Expired data is removed during service use, organiser cleanup, or the hourly cleanup task. Confirmed records are retained while needed for CruiseNOG planning and updates, or until you request deletion. Opting out stops updates but retains your record so the preference is respected; deletion removes the active record. Organiser activity events contain action names and times rather than subscriber details, and are retained for up to 90 days before cleanup. When planning ends, the organiser will delete or de-identify information that is no longer needed, unless retention is required by law.

After you verify access through a private email link and confirm deletion, the application immediately deletes your active contact record, suggestions, private-link records, and local per-recipient delivery history. You can also contact John to request deletion. Copies in provider backups, email operations, or security logs may remain until those providers’ retention periods expire; this app cannot erase a message already delivered to an inbox. Limited abuse-prevention hashes may remain until their short expiry. Provider-held deletion requests can be raised with John for follow-up.

Cookies and analytics

We have not added advertising trackers or third-party audience analytics to this site. Our email integration sends plain text and does not insert tracking pixels or rewrite links; provider privacy settings must be checked before delivery is enabled. Hosting and access-control services may use essential cookies or similar technology for security and organiser sign-in. Organiser sessions expire after eight hours; temporary sign-in cookies expire after ten minutes.

Your choices and privacy enquiries

Use the “Manage your details” link to request a private email link. It lets you view, download, or correct your details, stop mailing-list updates, or confirm deletion. Mailing updates also include an unsubscribe link. We verify access to your email address before allowing access or deletion; clicking an ordinary email link alone does not delete data. You can also email John for access, correction, withdrawal, deletion, or a privacy concern. While email delivery is disabled, contact John directly for these requests.

Privacy contact: John MacFadyen — events@cruisenog.net. You can also reach him on Beer4Peer Slack.

Manage your details or request a private link

If you raise a concern, the organiser will review it and respond. You can also find information about privacy rights and complaints from the Office of the Australian Information Commissioner.

Changes to this policy

We will update this page as the event and its arrangements develop and show the revision date above. If management transfers to a future not-for-profit organisation, we will explain who will manage the information and update this policy. If we propose a materially different use of your information, we will explain that change and seek further consent where needed.