Privacy Notice
Word Conference is organized by the Claretians in the Philippines through the Claretian Communications Foundation, Inc. (CCFI) and Claret Media, with partner institutions. This notice explains how information submitted through the WordCon website is used and protected.
Information we collect
When you register, WordCon may collect your full name, email address, phone number, participation type (on-site or online), seasonal preorder details, payment method, payment transaction/reference number, and the proof-of-payment file you upload. For on-site participants, the system records ticket issuance and check-in. For online participants, the system records whether livestream access was issued and uses pseudonymized technical security information to protect viewing sessions.
Why we use it
Your information is used to process WordCon registration, verify payment, issue acknowledgement receipts and tickets or online access, communicate event information, manage seasonal reservations, support check-in, prevent misuse of paid livestream access, and maintain necessary event and accounting records.
Payment proofs
Uploaded payment-proof files are used only for payment verification and related dispute or reconciliation needs. For each WordCon year, these files are retained through December 7 and, once payment verification is complete, are scheduled for deletion beginning December 8. The payment reference, amount, verification result, acknowledgement number and other necessary transaction records may remain as part of CCFI's event/accounting records. An authorized administrator may temporarily place a proof on retention hold when reasonably necessary for a payment dispute, legal requirement, or accounting review.
Livestream access
Paid online participants receive participant-specific access credentials. Access codes are stored in protected hashed form, and the website permits only one active viewing session per paid registration. Technical session information is pseudonymized and used for security and misuse prevention.
Service providers and embedded services
The website is hosted on Hostinger infrastructure. WordCon may use email services to send registration and access messages, QR Ph-compatible payment services chosen by participants, and a livestream provider such as evmux. The venue section also includes an embedded Google map. These providers process technical information under their own applicable terms and privacy practices when their services are used.
Who can access registration information
Access to the WordCon administration area is restricted by authenticated accounts and role permissions. Payment proofs are limited to authorized payment/registration administrators and Super Admins. Check-in staff do not need access to payment-proof files.
Security
The site uses encrypted HTTPS connections, server-side authentication, role-based permissions, CSRF protection for administrative changes, rate limiting against repeated access attempts, secure random ticket and receipt credentials, and protected server storage for payment-proof files. No internet service can guarantee absolute security, so access is limited to information needed for the event.
Your choices and requests
You may request correction of inaccurate registration details or ask CCFI about access to, correction of, or deletion of personal information where applicable and consistent with necessary accounting, legal, security, or event records. Contact the WordCon/CCFI organizers through the official contact channels published by Claret Media or Claretian Publications.
Changes to this notice
This notice may be updated when WordCon processes or service providers change. The registration system records the privacy-notice version accepted when a participant submits registration.
Privacy Notice version: 2026-08-30