Privacy Policy
Last updated August 27, 2026
Who we are
HackUTD is a student-run organization at The University of Texas at Dallas. This policy covers information we collect through our application and event portal and through this website. Questions go to hello@hackutd.co.
What we collect
Account information. Your email address, and how you signed in (email link or Google). If you sign in with Google, we receive your Google profile picture.
Application information. What you enter on the application form. Depending on the questions we ask in a given year, this typically includes:
- Your name and phone number
- Age and country of residence
- School, major, and expected graduation
- Links you choose to share, such as LinkedIn or GitHub
- Your résumé, if you upload one
- Gender, race, and ethnicity
- Dietary restrictions and shirt size
Event information. When you check in, and when your badge is scanned at meals, workshops, and activities during the event, plus any points you earn.
Review information. Scores and notes our organizers record about your application while deciding admissions.
Notification settings. If you turn on push notifications, your browser gives us a subscription token so we can send them.
Why we collect it
- To review applications and decide who to admit
- To email you about your application, the event, and logistics
- To run check-in, meals, workshops, and activities on the day
- To order the right amount and kind of food, and the right shirt sizes
- To understand who our events reach, and report that to our university and funders in aggregate
- To keep the event safe and enforce our Terms of Service
Sensitive information
Gender, race, ethnicity, and dietary restrictions are optional. You can leave them blank and still apply and attend.
We ask for gender, race, and ethnicity only to understand and report on who our events reach, and we report them in aggregate — never tied to your name. Dietary restrictions are used solely to order food you can eat, and are shared with caterers as counts rather than as named lists wherever possible.
These answers are never part of an admissions decision, and reviewers scoring your application do not see them.
Who we share it with
We do not sell your information. We share it only with the service providers that make our events work, and only as much as they need:
- SuperTokens — sign-in and session management
- SendGrid — sending email
- Google Cloud — hosting our portal and storing uploaded résumés
- Neon — our database
- Vercel — hosting our websites
Sponsors. We share aggregate statistics about our attendees with sponsors. We share your résumé or contact details with a sponsor only if you have explicitly opted in to that.
We may also disclose information if the law requires it, or if we reasonably need to in order to protect the safety of our participants.
How long we keep it
We keep application and event data for the cycle it belongs to, and clear it when we reset the portal for the following year. Résumés are deleted with that reset. We keep your account and email address until you ask us to delete it.
Your choices
- You can see and edit your application from the portal until you submit it
- You can delete your account from your profile page in the portal, which removes your application and résumé
- You can turn push notifications off in the portal or in your browser settings
- You can email us to ask what we hold about you, to correct it, or to have it deleted
If you are somewhere with laws giving you additional rights over your personal data — for example the GDPR in the UK and EU — those rights apply, and you can exercise them by emailing hello@hackutd.co.
Security
Access to applicant data is limited to organizers who need it. Sign-in is handled by a dedicated authentication provider, and résumés are stored in access-controlled cloud storage. No system is perfectly secure, so please do not put information in your application that you would not want an organizer to read.
Children
Our events are intended for participants aged 18 and over. We do not knowingly collect information from children under 13. If you believe a child has given us information, email hello@hackutd.co and we will delete it.
Changes
We will update this page if our practices change, and the date at the top will change with it. Significant changes will also be announced by email to applicants.
Contact
Questions, requests, or complaints: hello@hackutd.co.