Plain-language privacy note

Your information is for this reunion only.

What is collected

Your name, email, Westminster connection and years, current city, location, day, and time-of-year preferences, likely adult-guest and child counts, consent record, and anything you choose to write in the optional memory field. If you attach an optional photo, we also collect the file, its filename and type, your name and email, the memory as context, and the permission statement presented when you upload. A one-way hash of the connecting network address is used to limit automated email abuse; the raw network address is not stored in the reunion database. If you submitted through an earlier pilot version, the private file may be a photo or video; its original permission statement remains attached to that record.

Why it is collected

To confirm the right alumni group, estimate interest, choose a sensible date and location, and plan the event. After signup, Recess sends one confirmation to the email address you provide and one organizer alert containing the signup details listed above. A successful photo upload sends the organizer a separate alert with the sanitized photo displayed privately in the message and a link to the protected organizer inbox. The organizer’s email provider will also receive and store that private copy. Ongoing reunion updates are optional and require a separate choice. By uploading a photo, you give the site organizer permission to use it for a reunion slideshow, memory wall, yearbook display, or printed event backdrop. Photos are stored privately for organizer review and are not posted publicly automatically.

What is not allowed

The list will not be sold, used to advertise unrelated services, or published as a class directory. Do not submit someone else’s email, phone number, address, or other private contact information.

Who processes it

The site organizer, Russell Cole, is responsible for how the information is used. Recess is an AI-assisted tool used to help operate the reunion. OpenAI Sites and its infrastructure providers host the page, signup records, new private photo submissions, and any earlier private photo or video submissions. Resend processes the email address and message content needed to deliver the one-time confirmation and organizer alerts. For a successful upload, it also processes the sanitized photo bytes for a separate organizer-only alert. The signup alert includes the submitted fields listed above, including the optional memory, while the private-photo alert includes the sanitized image and protected organizer link. Attio may later organize consented reunion records. Those services are used only to operate this reunion.

Retention and your choices

Records will be reviewed at least every 12 months and deleted or anonymized after the reunion and reasonable follow-up, unless a person asks to hear about a future reunion. You can unsubscribe at any time. You may also ask for a submitted photo—or an earlier pilot video—to be deleted or kept out of any public reunion display. A photo-deletion request covers both the protected organizer inbox copy and the private copy in the organizer’s mailbox; infrastructure-provider backups age out under each provider’s retention process. To request access, correction, or deletion, contact the organizer at russellcolevop@gmail.com.