Privacy Notice

1. Identity of the Data Controller

SICMUN is an educational Model United Nations program organized and administered by Delegates Beyond Borders LLC ("DBB").

For SICMUN operations, Delegates Beyond Borders LLC is the data controller responsible for the processing of personal data collected through the SICMUN website, registration forms, digital platforms, communications, payment processes, conference activities, and related services, in accordance with applicable United States federal and state laws.

• Data Controller: Delegates Beyond Borders LLC
• Address: 406 River Down Rd., Georgetown, Texas 78628, USA
• Email: info@dbbmun.org
• Phone: (512) 587-5858

For purposes of this Privacy Notice, references to "SICMUN," "Delegates Beyond Borders," "DBB," "we," "us," or "our" refer to Delegates Beyond Borders LLC in connection with SICMUN.

2. Who This Privacy Notice Applies To

This Privacy Notice applies to personal data collected in connection with SICMUN from individuals with whom DBB maintains or may maintain an educational, academic, administrative, commercial, or collaborative relationship, including, among others:

• students and participants;
• parents and legal guardians;
• Faculty, teachers, advisors, and chaperones;
• school administrators and personnel of educational institutions;
• conference staff, volunteers, and collaborators;
• prospective participants and families;
• vendors and service providers;
• users of the SICMUN website, forms, digital platforms, and communication channels.

Because SICMUN may involve minors, DBB recognizes the special responsibility involved in processing information relating to children and adolescents. When required by applicable law, personal data relating to minors will be processed with the knowledge, authorization, or verifiable consent of a parent or legal guardian.

3. Personal Data We May Collect

Depending on the nature of the participant's relationship with SICMUN, DBB may collect the following categories of personal data:

Identification Data

• full name;
• age and date of birth;
• sex, when reasonably necessary for program administration;
• nationality;
• photograph;
• signature;
• information contained in identification or travel documents when required for a related activity.

Contact Information

• home or mailing address;
• email address;
• telephone number;
• contact information of parents or legal guardians;
• emergency contact information.

Academic and School Information

• educational institution;
• academic level and school grade;
• Model United Nations experience;
• delegation, committee, country assignment, or other conference-related academic information;
• information reasonably necessary to organize and administer SICMUN.

Administrative, Financial, and Transaction Information

• billing information;
• payment and transaction information;
• refund information;
• information reasonably necessary to document registration, payment, or participation.

DBB will not request financial, identification, or other personal information that is not reasonably necessary for the corresponding SICMUN activity, service, or relationship.

4. Sensitive Personal Data

When reasonably necessary to protect the safety, health, accessibility, or well-being of participants, SICMUN may require certain sensitive or special-category information, including:

• allergies;
• relevant medical conditions;
• medications;
• dietary restrictions related to health conditions;
• information necessary to respond to emergencies;
• special assistance or accessibility needs.

DBB will limit the processing of such information to what is reasonably necessary for participant safety, accessibility, conference administration, and emergency response. When applicable law requires express consent or another specific authorization, DBB will request it through an appropriate physical or electronic mechanism.

5. Primary Purposes of Processing

Personal data collected in connection with SICMUN may be used for purposes necessary to administer the conference and the relationship with participants, families, schools, Faculty, and collaborators, including:

• identifying participants, parents, guardians, Faculty, school representatives, staff, and collaborators;
• responding to requests for information;
• managing registration, enrollment, and participation;
• creating academic and administrative conference records;
• assigning delegations, committees, countries, roles, or other conference responsibilities;
• communicating schedules, preparation materials, conference information, and operational updates;
• coordinating with schools, universities, conference venues, and service providers;
• responding to emergencies and participant safety matters;
• managing payments, refunds, invoices, and related administrative processes;
• providing follow-up before, during, and after SICMUN;
• complying with contractual, administrative, tax, regulatory, and legal obligations;
• evaluating and improving SICMUN and related educational programs.

6. Secondary Purposes

DBB may also use certain personal data to:

• communicate future SICMUN editions, educational programs, events, and opportunities;
• send institutional information;
• maintain communication with former participants, families, schools, and educational communities;
• conduct satisfaction surveys;
• prepare statistics and internal analyses;
• develop and improve educational programs and services.

Individuals may request that their personal data not be used for these secondary purposes by contacting info@dbbmun.org. Refusal to allow processing for secondary purposes will not affect participation in SICMUN.

7. Children Under 13 and Other Minors

SICMUN is primarily designed for students and may include participants who are minors. DBB therefore applies heightened care to personal information relating to minors.

If SICMUN permits a child under 13 to provide personal information online directly to DBB, or if DBB otherwise has actual knowledge that it is collecting personal information online directly from a child under 13, DBB will follow the requirements of the Children's Online Privacy Protection Act and Rule (COPPA), as applicable.

Before collecting personal information online directly from a child under 13, except where a legal exception applies, DBB will:

• provide the child's parent or legal guardian with direct notice of the information practices applicable to the child;
• obtain verifiable parental consent before collecting, using, or disclosing the child's personal information;
• give the parent or legal guardian the opportunity to review the child's personal information and request its deletion;
• allow the parent or legal guardian to refuse further collection or use of the child's personal information;
• avoid conditioning participation on the child providing more personal information than is reasonably necessary;
• maintain reasonable procedures designed to protect the confidentiality, security, and integrity of the child's personal information;
• retain the child's personal information only for as long as reasonably necessary for the purpose for which it was collected and applicable legal obligations.

Where information about a minor is provided by a parent, legal guardian, school, or other authorized adult rather than collected online directly from the child, DBB will process that information in accordance with this Privacy Notice and applicable law.

Making this Privacy Notice available does not replace any direct parental notice, verifiable parental consent, school authorization, or other specific consent that may be required by applicable law.

8. SICMUN Conference Operations and Educational Activities

Operating SICMUN may require certain personal data to be shared with third parties that are reasonably necessary to provide the conference, educational activities, participant services, or related operations.

Depending on the activity, these third parties may include:

• participating educational institutions and schools;
• universities and conference venues;
• conference organizers, academic partners, and program collaborators;
• technology, registration, payment, and communication service providers;
• insurance, medical, emergency, security, or accessibility providers when applicable;
• vendors providing food, transportation, lodging, activities, or other services when applicable;
• governmental, law-enforcement, health, or safety authorities when legally required.

DBB will endeavor to share only the information reasonably necessary for the corresponding purpose and will take reasonable steps to use service providers capable of protecting the information they receive.

9. Disclosure and Transfer of Personal Data

Delegates Beyond Borders LLC may disclose or transfer personal data when reasonably necessary to fulfill the purposes described in this Privacy Notice, administer SICMUN, perform a contractual or educational relationship, provide a requested service, protect participants, or comply with a legal obligation.

When applicable law requires consent for a particular disclosure or transfer, DBB will request such consent before making it.

DBB does not sell personal information collected from SICMUN participants, families, schools, Faculty, or collaborators.

10. Website, Forms, Cookies, and Digital Tools

SICMUN and DBB may collect information through:

• the SICMUN website;
• electronic registration and consent forms;
• email;
• conference administration systems;
• DBB Hub or other relationship-management systems, when used;
• communication tools;
• QR codes;
• applications or platforms used to administer SICMUN.

When the SICMUN website uses cookies, persistent identifiers, analytics tools, plug-ins, or similar technologies, DBB will provide information regarding their use and, when required, appropriate choices or controls.

If COPPA applies, DBB will account in its privacy practices for personal information collected online from children under 13 by third-party plug-ins, service providers, or other operators acting through the SICMUN website or online services, as required by applicable law.

11. DBB Hub and Relationship Management

Delegates Beyond Borders LLC may use technological tools and internal systems, including DBB Hub, to manage SICMUN relationships with schools, students, families, Faculty, staff, prospective participants, and collaborators.

These systems may be used to register contacts, administer participation, document communications, manage payments and operational follow-up, maintain institutional relationship histories, and improve service. Access will be limited to authorized persons according to their responsibilities.

12. Use of Image, Voice, and Audiovisual Material

During SICMUN, photographs, video recordings, audio recordings, or other audiovisual materials may be created. DBB may request authorization to use such materials for educational, informational, institutional, documentary, or promotional purposes, including publication on websites, presentations, printed materials, digital media, and official social media channels.

Authorization for promotional or advertising use of an individual's image or voice will be requested separately when applicable and is not a general condition for participation in SICMUN.

For minors, authorization must be granted by a parent, legal guardian, or other legally authorized representative when required by applicable law. DBB will endeavor to ensure that use of images and audiovisual material respects the dignity, integrity, and privacy of participants.

13. Protection and Retention of Information

Delegates Beyond Borders LLC will adopt reasonable administrative, technical, and physical measures designed to protect personal data against loss, misuse, unauthorized access, disclosure, alteration, or destruction.

Access to information will be limited to persons who reasonably need it to perform their duties or provide services related to SICMUN.

Personal data will be retained only for the period reasonably necessary to fulfill the purposes for which it was collected and to comply with applicable administrative, tax, contractual, regulatory, safety, or legal obligations. When information is no longer reasonably necessary, DBB will delete, anonymize, or otherwise dispose of it using reasonable measures.

14. Privacy Rights

Depending on the individual's state of residence and the circumstances of the processing, participants, parents, legal guardians, and other data subjects may have rights under applicable United States federal or state privacy laws.

Such rights may include, when applicable, rights to request access to, correction of, or deletion of personal information, information regarding certain processing or disclosures, limitations on certain uses, or withdrawal of consent where legally permitted.

Parents or legal guardians of children under 13 whose personal information is subject to COPPA may also have the right to review the child's personal information, request deletion, and refuse to permit further collection or use, subject to applicable law.

Requests may be submitted to: info@dbbmun.org

A request should contain sufficient information to identify the person making the request and enable DBB to locate the relevant records, together with a clear description of the requested action. DBB may take reasonable steps to verify identity or parental/legal authority before acting on a request.

15. Withdrawal of Consent, Communication Preferences, and Other Requests

An individual or, when applicable, a parent or legal guardian may request, when legally permitted:

• withdrawal of previously granted consent;
• limitations on certain uses or disclosures of personal information;
• discontinuation of promotional or institutional communications;
• objection to certain secondary purposes;
• exercise of other rights recognized under applicable law.

Requests may be submitted to info@dbbmun.org. Any withdrawal or limitation remains subject to legal, contractual, administrative, tax, safety, or security obligations that justify or require continued retention or processing of certain information.

16. Changes to This Privacy Notice

Delegates Beyond Borders LLC may modify or update this Privacy Notice as a result of legal changes, changes to SICMUN operations, new technologies, new service providers, or evolution of the program.

The current version should remain available through the official SICMUN website or other official SICMUN digital channels. When changes are material, DBB may also communicate them through email or other available contact methods.

17. Contact

For questions, requests, or comments regarding privacy and personal data protection in connection with SICMUN:

Delegates Beyond Borders LLC
406 River Down Rd.
Georgetown, Texas 78628, USA
Email: info@dbbmun.org
Phone: (512) 587-5858