The Midwest Furry Fandom, Inc. (“MFF") Privacy Policy governs MFF’s collection and use of personal information from staff members, convention attendees, and visitors to our website. Providing requested personal information in connection with serving as MFF staff, attending Midwest FurFest, or visiting MFF’s website constitutes your consent to the terms of this policy.

What information does MFF collect, and why?

MFF collects, uses, and stores personal information such as your legal name, physical address, date of birth, and contact information (including Email address and phone numbers). We use this information to make online services available to you, share relevant event information with you, and to comply with MFF’s staffing, legal, and contractual obligations.

MFF also automatically receives and records non-personal information on server logs including your computer’s or mobile device’s IP address, cookie information, and the page you requested.

How does MFF share information with third parties?

MFF may disclose your personal information when:

• We have your express consent to share the information for a specified purpose.
• We need to respond to subpoenas, court orders, or such other legal process.
• We need to ensure your personal safety and wellbeing at one of our events.
• We need to protect the personal safety of the users of our websites or defend the rights or property of MFF.
• We must enforce MFF’s policies or its legal and contractual rights.
• When required for MFF’s internal operations after removing identifying information such as your name, contact information, and badge number.

Is my personal information secure?

MFF uses reasonable safeguards to protect personal information that you provide including access control procedures, network firewalls and physical security measures, some of which are maintained by contracted third party agents and service providers. In addition, MFF retains your personal information only as long as necessary to fulfill the purposes identified above or as required by law, contract, or MFF policy.

Unfortunately, no data transmission over the Internet can be considered 100% secure so please be careful when deciding whether to provide personal information to MFF.

What else do I need to know?

MFF may, in its sole discretion, amend this policy from time to time, so please review this policy periodically. Anyone may find the most recent version of this policy, and other policies, on our wiki. Your continued use of MFF websites or participation in MFF activities after any such amendments constitutes your agreement to the terms of the revised policy.

If you wish to revoke your consent to the terms of this privacy policy, you may do so by contacting legal@FurFest.org. If you do so, MFF will delete personal information you may have provided. You may need to re-register for MFF services or activities if you want to participate in them in the future.

Midwest FurFest is dedicated to providing a harassment-free convention experience for all, regardless of age, race, gender, gender identity or expression, sexual orientation, disability, physical appearance, or personal beliefs. We do not tolerate harassment of any kind of convention attendees, volunteers, staff, or guests; harassment is considered a serious breach of this code of conduct. This policy applies equally to attendees, staff, contractors, and agents of MFF. If someone requests to be left alone, respect their wishes. Individuals experiencing harassment should contact any member of MFF staff as soon as possible.

Wearing or displaying garments, costumes, or signage that are deemed by MFF to intimidate, or communicate hostile messaging or sentiment is not permitted anywhere at MFF functions. Individuals in violation of this policy will be required to remove such items.

Guidelines related to what is expected of you and your personal social media accounts, as a member of Midwest FurFest - Applicable to all staff

We know you’re excited to be a part of Midwest FurFest and we want you to feel comfortable talking about it openly. However, it’s critical that people consider our official social media channels the official go-to source of answers for their questions. In order to avoid misunderstandings, we have come up with a few guidelines to provide helpful and practical advice for you when operating on the internet as an identifiable volunteer of this organization:

• Speak for yourself.   Your personal social media account is your own.  When referring to Midwest FurFest, always write in the first person. And always be clear that you are speaking for yourself and not on behalf of Midwest FurFest.
• Keep Midwest FurFest off your profile.  We know that you are proud of your work for Midwest FurFest, but we ask that you not include that you are a Midwest FurFest Staff member in your online profiles. This can not only change the tone of your posts, but can make you a target of unwanted attention. (Please note that this applies only to personal social media accounts and does not pertain to professional references.)  Feel free to use a disclaimer along the lines of "Opinions expressed are my own and do not express those of any other organization."
• Be clear about who you are.   While we do not want you to identify yourself as a Midwest FurFest Staff member in your profile, staff may share their perspectives working as a staff member; just be clear that you are sharing your own, personal, experiences. While sharing positive observations is best (and encouraged!), it's even okay to share the challenges — "this can be tough work!" — though we ask that you be cautious and avoid disparagement or other communication which can be taken to diminish the efforts of your fellow staff members and the organization as a whole.
• You are responsible for your own content.  Please remember that the internet never forgets. This means everything you publish, even privately, can be easily saved and shared with the world for a very, very long time.
• Keep internal information, internal.   As a staff member, you are privy to a great deal of information, and just because it is shared openly at staff meetings or on internal networks (email, the Wiki, Jira, etc.), that does not mean it is O.K. to share this externally. Don't hesitate to ask! But by default, please assume that all internal messages, even those from the Board, Chair, Leads, etc. are not meant for social media. These things will be shared through official channels, if/when they are meant to be made public.
• Do not comment on legal matters.   This can include everything from threats to illegal acts. We urge you to share this information with your leads or the legal department (legal@furfest.org) but beg you to please not comment about these matters on social media. Please do not attempt to correct or clarify, do not draw attention to the matter. One of the hardest things to do on social media is “nothing," but as a volunteer of Midwest FurFest, we are asking you to forward these kinds of things to the appropriate people and then do exactly that.
• Respect the convention.   We all get frustrated sometimes, but when known staff members openly speak ill of the organization, this can't be "taken back". So, please remember: Using your public voice to trash or embarrass Midwest FurFest, our attendees, our business partners, other staff or even yourself, is not appropriate.
• Understand that we all make mistakes.   Have you posted something that has been proven wrong? Try to be the first to clarify your own error.  Edit or delete your post, but also take the time to make it clear that you have done so and why.
• Please respect copyright.   Do not infringe on other people's copyrights and trademarks. If it is not yours, don't use it.  It is very simple.  It is that artist/company/person's choice to share their material with the world, not yours.  Before posting someone else's work, please check with the owner first.  
• Respect your audience.   Don't use slurs, personal insults, or engage in any conduct that would not be acceptable at Midwest FurFest. You should also show proper consideration for others' privacy and for topics that may be considered objectionable or inflammatory. We all appreciate respect.

Purpose and Scope:  The purpose of this policy is to maintain an adequate level of security and information integrity to protect Midwest Furry Fandom ("MFF") and its business unit's data and information systems from unauthorized access, use and information disclosure. This policy defines the rules necessary to achieve this protection and to ensure a secure and reliable operation of MFF information systems. All systems, compute resources, services and email for which MFF exercises administrative control are included in this policy, whether hosted by MFF or contracted to a third party.

While particularly applicable toward individuals with credentials allowing access to MFF systems, networks, software, information, and datasets, this policy applies to any staff, agent, consultants or contractors with access to, or provided, information not generally accessible to the general public.

Policy: In general, accounts shall be used solely for activities within the scope of an individual's roles and responsibilities.  Only authorized users are granted access to information systems, and users are limited to specific defined, documented and approved applications and levels of access rights.  Computer and communication system access control is to be achieved via user IDs that are unique to each individual user to provide individual accountability. Individuals are prohibited from gaining access to, or using, a computer system without proper authorization granted through the MFF corporate leadership structure,  sharing accounts, or in any way damaging, altering, or disrupting the operations of these systems. Individuals shall not attempt to circumvent system security without the explicit permission of the owner of that system.

Definitions:

• Non-public Information is defined as any information that is inaccessible without credentials or explicit written permission by the Data Owner, and not published to the general public.
• Restricted Information is defined as any information inaccessible without specific permissions beyond the basic (default) access level for the application or system. This information includes, but is not limited to, Personally Identifiable Information (PII), contracts, security logs (operational, computing, or otherwise), proprietary data, attendee records and personnel records.

Prohibited Uses: Staff may not use MFF resources for any unofficial purposes. Specifically prohibited activities include:

• Setting up personal businesses.
• Sending chain letters.
• Transmitting unsolicited commercial or advertising material
• Disclosing Midwest Furry Fandom’s confidential information and messages without authorization.
• Distributing, disseminating, or storing any materials that are discriminatory, obscene, or illegal.
• Distributing, disseminating, or storing or any materials that might be considered indecent, pornographic, offensive, or abusive unless directly related to official Midwest Furry Fandom business such as Midwest FurFest dealer’s room, art show, or artist alley activities.
• Conducting personal attacks on others or take actions that violate Midwest Furry Fandom, Inc.’s anti-harassment policy.
• Violating Midwest Furry Fandom, Inc.’s or any third party’s copyrights, trademarks, or other intellectual property rights.
• Gaining unauthorized access to or making unauthorized use of FurFest.org or any third party’s computer system.
• Publishing unsolicited personal views on social, political, religious or other non-business related matters.
• Undertaking deliberate activities that waste staff effort or networked resources.
• Distributing computer viruses or malware

Appropriate Access of Non-Public Information: The bulk of information found on MFF systems and resources are classified non-public. Such information may be freely accessed and shared by, and among, all active staff and approved individuals. Non-Public Information shall not be disclosed, shared, published or released without written permission from corporate management, or convention leadership at the department director level or above.

Appropriate Access of Restricted Information:  Access to Restricted Data must be approved by the designated Data Owner. Restricted data shall not be disclosed, shared, published or released to any party not specifically approved by the Data Owner. Copies of Restricted Information shall not be retained on non-MFF systems without approval of the Data Owner. Processing Restricted Information should not be performed on non-MFF systems when at all possible. When such workflows are required, users shall securely remove Restricted Information from non-MFF systems at the conclusion of the workflow. Financial data must be protected in accordance with all applicable PCI DSS Requirements.

Determining Access Approval:  In Confluence, approved individuals may be determined by using the padlock button (or additionally the "Access" button, if available) on the toolbar; other systems and applications vary.

Monitoring. No warranty of privacy, express or implied, is conveyed. Any data may be inspected or examined in MFF accounts and systems. e-mail accounts are not personal, and there is no right to privacy associated with their use.

Inappropriate Systems Use or Information Disclosure: Inappropriate use, disclosure, retention, copying or other mishandling of non-public and restricted information may result in dismissal and/or pursuit of civil remedies by MFF.

Agreement: I understand and shall comply with the terms and conditions of this policy. I further understand administrative access (access levels beyond that of a normal user) requires an express additional agreement prior to receiving or using administrative credentials.

Midwest Furry Fandom, Inc., has elected to obtain Worker’s Compensation coverage for staff members receiving non-cash benefits that are unavailable to non-staff, including, but not limited to, registration credit and early access to hotel rooms. We are required to characterize the type of work our staffers perform for the purpose of insurance reporting. At the time of reporting, your primary department will be used to determine the nature of the work you performed.

Any claim against this coverage is subject to eligibility review by the insurer; Midwest Furry Fandom, Inc. cannot, and does not, guarantee eligibility or coverage for any specific person or circumstance. Contractors, agents and other individuals covered by their employer's policy while staff are expressly excluded from staff coverage. Questions regarding coverage or filing a claim should be directed to hr@furfest.org.  Additional information is posted online in the wiki and during the convention in Operations as required by Illinois state law.

This policy is not in effect as of 7/1/2022

I, the undersigned, do hereby state that I wish to participate in activities sponsored by the organization known as Midwest Furry Fandom, Inc., an Illinois not‐for‐profit corporation (hereafter "MFF").

MFF publishes policies that govern and may restrict the activities in which I can participate. These policies include, but are not limited to the Midwest FurFest Code of Conduct.

MFF makes no representations or claims as to the condition or safety of the land, structures or surroundings, whether or not owned, leased, operated or maintained by MFF.

I understand that all activities are VOLUNTARY and that I do not have to participate unless I choose to do so. I understand that these activities are potentially dangerous or harmful to my person or property, and that by participating voluntarily accept and assume the risk of injury to myself or damage to my property.

I understand that MFF does NOT guarantee any insurance coverage for my person or my property. I acknowledge that I am responsible for my safety and my own health care needs, and for the protection of my property.

On-site Medical Consent: You hereby consent to receive medical treatment deemed necessary if you are injured or requires medical attention during you participation in the MFF's events. You understand and agree that you are solely responsible for all costs related to such medical treatment and any related medical transportation and/or evacuation. You hereby release, forever discharge, and hold harmless MFF from any claim based on such treatment or other medical services.

In exchange for allowing me to participate in these MFF activities and events, I agree to release from liability, agree to indemnify, and hold harmless MFF and any MFF agent, officer or MFF employee acting within the scope of their duties, for any injury to my person or damage to my property. This clause is not applicable to the Board of Directors or Corporate Officers.

This Release shall be binding upon myself, successors in interest, and/or any person(s) suing on my behalf.

I have read the statements in this document. I agree with its terms and have voluntarily signed it. I understand that this document is complete unto itself and that any oral promises or representations made to me concerning this document and/or its terms are not binding upon MFF, its officers, agents and/or employees.

I UNDERSTAND THAT THIS IS A LEGAL DOCUMENT. I HAVE READ AND UNDERSTOOD THIS RELEASE AND I UNDERSTAND ALL ITS TERMS. I EXECUTE IT VOLUNTARILY AND WITH FULL KNOWLEDGE OF ITS MEANING AND SIGNIFICANCE.

I have been provided a link to the Staff Safety Manual (https://wiki.furfest.org/display/HR/Staff+Safety+Manual), understand its contents and agree to abide by the policies and guidance therein.

Midwest Furry Fandom, Inc., develops and publishes policies and rules covering safety, licensing, media use, conflict of interest and other subjects. These policies exist to ensure a safe environment for all and to ensure compliance with contracts, and state and federal law. I understand that making myself aware and abiding by these policies is a condition of continuing as staff with Midwest FurFest. A complete set of policies is made available to staff on the Midwest FurFest wiki.