Privacy Statement for Outreachy Last updated January 16, 2023

Scope of This Notice

This Privacy Statement is intended to describe the Software Freedom Conservancy's Outreachy Program's privacy practices and provide information about the choices you have regarding the ways in which information collected by Outreachy is used and disclosed.

Our Commitment to Privacy

Your privacy is important to Outreachy and Software Freedom Conservancy. To better protect your privacy and to comply with various laws and regulations, we have provided this Statement explaining our information practices and the choices you can make about the way your personal information is collected, used and disclosed. To make this Statement easy to find, we have made it available on our homepage and at every location where personally-identifiable information may be requested.

The Information We Collect

This Privacy Statement applies to all information collected by or submitted to Outreachy, including personal data. "Personal data" is data that can be used to identify an individual.

Outreachy collects personal data when:

• you create a user account;
• you sign up for a mailing list;
• you fill out an initial or final internship application;
• you sign up to coordinate mentors for a community;
• you submit a project in order to sign up to mentor for Outreachy;
• you participate in surveys and evaluations;
• you volunteer for informal career chats with interns;
• you submit questions or comments to us or our mailing lists.

Outreachy may also collect personal data from individuals (with their consent) at conventions, trade shows and expositions.

Outreachy collects information from the following types of people who access our website:

• Outreachy organizers who oversee the progress of several free and open source software communities (referred to as communities in this policy) during the application and internship periods
• community coordinators who track the progress of mentors
• community mentors who work directly with applicants and interns
• Outreachy applicants or interns
• People who volunteer for informal career chats with interns

The types of personal data collected may include (but are not limited to):

• your home, billing, or other physical address (including street name, name of a city or town, state/province);
• your country code;
• your e-mail address;
• your telephone number;
• any other identifier that permits Outreachy to make physical or online contact with you;
• information necessary to make payments to Outreachy interns and process sponsorship commitments;
• feedback from mentors on the progress of their Outreachy intern(s) during payment milestones;
• feedback from interns on the support of their Outreachy mentor(s) during payment milestones;
• any errors or exceptions you triggered on the Outreachy website, including your username, IP address, and which URL triggered the error or exception.
• any information that Outreachy collects online from you and maintains in association with your account, such as:
  • your Outreachy Account System username, e-mail address, and password;
  • the public name you want us to display on the Outreachy website and use in e-mail communications;
  • your legal name to use in intern or mentor contracts or payments;
  • your pronouns, whether to share those pronouns with mentors and coordinators, and whether to publicly display those pronouns on the Outreachy website;
  • information about your age, location, employment, time commitment information, and other information that we collect to determine your eligibility for the program
  • information about your gender identity, demographics, the representation of people who share your background and identity in the technology industry of the country you will be living in during the internship, the representation of people who share your background and identity in your learning environments, your experiences with systemic bias and discrimination, and other information that we collect to determine we are meeting our program goal to support people from groups under represented in the technology industry in their country
  • information about mentors and mentored projects, such as information about your role in your community, your mentorship background and the project you wish to mentor
  • (optional) your nickname on community forums/chat/IRC;
  • (optional) your language preference;
  • (optional) your timezone;
  • (optional) your location (city, state, country);
  • (optional) your photo;
  • (optional) your GitHub user profile URL;
  • (optional) your GitLab user profile URL;
  • (optional) your blog URL and RSS feed URL;
  • (optional) your Twitter user profile URL;
  • (optional) your Mastodon account and server URL;
• any information that Outreachy collects from people who volunteer for informal career chats with Outreachy interns:
  • (optional) your employer;
  • (optional) your relationship to Outreachy and Outreachy participation history;
  • (optional) open source communities you participate in;
  • (optional) open source roles you are paid to work on;
  • (optional) open source roles you volunteer for;

Publicly Available Personal Data

In keeping with the open nature and spirit of Outreachy, some personal data of Outreachy mentors and coordinators is made public by default. Specifically:

• (for coordinators and mentors) the public name you want us to display on the Outreachy website;
• (for coordinators) your affiliation as a coordinator for an open source community;

If you are a current or past Outreachy intern, the following data is made public by default if you have provided it:

• the public name you want us to display on the Outreachy website;
• your affliation as an Outreachy intern and your affliation as an intern with a specific project under an open source community;
• your pronouns (if you choose to publicly display those pronouns on the Outreachy website);
• (optional) your location (city, state, country);
• (optional) your photo;
• (optional) your GitHub user profile URL;
• (optional) your GitLab user profile URL;
• (optional) your blog URL and RSS feed URL;
• (optional) your Twitter user profile URL;
• (optional) your Mastodon account and server URL;

If you wish for this information to be kept private, you can opt-out of displaying this information publicly by changing your information in the Outreachy account system. If you wish to change or remove your photo, please e-mail the Outreachy organizers.

Using (Processing) Your Personal Data

Outreachy uses the personal data you provide to:

• create and maintain your accounts;
• identify and authenticate you;
• attribute data and content you produce directly and indirectly in our public-facing services;
• answer your questions;
• send you information;
• for research activities, including the production of statistical reports (such aggregated information is not used to contact the subjects of the report);
• send you surveys.

We also use this personal data to provide you with information related to your account and the products or services you acquire from us, to better understand your needs and interests, to improve our service, to personalize communications, and to comply with or fulfill any contractual obligations to you. It is in Outreachy’s legitimate business interests to provide you with the information, communications, and services you request; to create a public record of the data and content produced by Outreachy’s services; and to maintain the integrity of that data and content for historical, scientific, and research purposes.

Sharing Your Personal Data

Unless you consent, Outreachy will never process or share the personal data you provide to us except as described below.

Sharing Mentor and Coordinator Personal Data

Outreachy organizers, approved applicants, approved mentors, or approved coordinators for the currently active round can see additional data about approved coordinators and mentors, such as:

• your e-mail address;
• detailed information about your project and the open source community;
• (if you stated your pronouns could be displayed to Outreachy participants) your pronouns;
• (optional) your nickname on community forums/chat/IRC;
• (optional) your language preference;
• (optional) your timezone;
• (optional) your location (city, state, country);
• (optional) your GitHub user profile URL;
• (optional) your GitLab user profile URL;
• (optional) your blog URL and RSS feed URL;
• (optional) your Twitter user profile URL;
• (optional) your Mastodon account and server URL;

Outreachy organizers, approved applicants, approved mentors, or approved coordinators for the currently active round can see additional data about approved communities, approved mentored projects, and approved mentors:

• the name of your community;
• your affliation as a coordinator or mentor for a community;
• the length of time mentors have contributed to a community;
• a description of mentors' contributions to the community;
• whether you have mentored before for Outreachy, Google Summer of Code, or another mentor program;
• your mentorship style;
• (optional) mentor and coordinator usernames on community chat/forum/IRC channels;

Sharing Applicant Personal Data

When an approved Outreachy applicant records a contribution to a mentored project, Outreachy displays information to approved mentors and coordinators to help inform their intern selection and resolve intern selection conflicts across multiple projects or communities. If you do not record a contribution, this information is not displayed. People who are logged into the Outreachy website who are approved coordinators or approved mentors for any community in the participating round can see additional data about approved applicants who record a contribution to a mentored project:

• the public name you want us to display on the Outreachy website and use in e-mail communications;
• your e-mail address;
• your pronouns (if you choose to share those pronouns with mentors and coordinators), and whether to use those pronouns on public community forums/chat/IRC;
• your time commitment summary (number of days free from full-time commitments during the internship)
• (optional) your nickname on community forums/chat/IRC;
• (optional) your language preference;
• (optional) your timezone;
• (optional) your location (city, state, country);
• (optional) your GitHub user profile URL;
• (optional) your GitLab user profile URL;
• (optional) your blog URL and RSS feed URL;
• (optional) your Twitter user profile URL;
• (optional) your Mastodon account and server URL;

Outreachy organizers may use anonymized quotes from essay questions in sponsor materials and on the Outreachy website: * examples of the systemic bias, discrimination you have faced

Only Outreachy organizers and designated applicant reviewers will have access to the following private personal data for applicants who have filled out an initial application:

• the date you submitted your application;
• your IP address;
• your legal name to use in intern contracts or payments;
• your pronouns, if you choose not to share your pronouns with mentors and coordinators;
• your time commitment detailed information:
  • whether you are currently applying to Google Summer of Code
  • your student enrollment status and academic calendar
  • your enrollment status in a coding school or online self-paced courses
  • your contracted employment hours
  • your hours working as a self-employed contractor
  • your volunteer time commitments or other time commitments
• information that determines whether the Software Freedom Conservancy is allowed to pay you as a contractor under U.S. non-profit laws:
  • your eligibility to work for 30-hours a week in your country of residence and all countries you will be living in from the start of your internship and five weeks after the internship ends
  • whether you are a citizen, resident, or national of Crimea, Cuba, Iran, North Korea, Russia, or Syria. Outreachy's fiscal parent, Software Freedom Conservancy, is a 501(c)(3) U.S. non-profit. As a U.S. non-profit, Conservancy must ensure that funds are not sent to countries under U.S. sanctions programs, such as Cuba, Iran, North Korea, Russia, or Syria.
  • what country you will be living in during the internship, for use when the list of countries and regions under U.S. sanctions changes
  • your status as a person or entity restricted by United States of America export controls or sanctions programs
• information that helps us determine if you are eligible for an Outreachy internship:
  • your age (whether you are over 18)
  • your participation status in past Google Summer of Code, Outreach Program for Women, or Outreachy internships
  • your status as a national or permanent resident of the United States of America
  • any limitations on the dates or hours you can work due to student visa restrictions
• information that helps us determine if you will need to fill out a W8-BEN or a W-9 form:
  • whether you are a U.S. national or permanent resident
  • whether you will be in the United States of America at any time during your internship, or five weeks after the internship ends
• information that helps us determine if we are meeting our program's goal of supporting people from groups under-represented in the technology industry:
  • your racial/ethnic demographics (for U.S. nationals and permanent residents only)
  • your gender identity, including whether you are transgender or genderqueer
  • your prior experiences contributing to free and open source software
  • your concerns or barriers that have kept you from participating in free and open source software
  • examples of the systemic bias, discrimination you have faced
• information that helps us improve our promotional efforts:
  • where you heard about Outreachy from

If you wish to remove your initial application information from the Outreachy website, please contact us via our Personal Data Request Form. Currently, removing the initial application information means that any recorded contributions or applications to mentored projects will be deleted, and you will not be eligible to be accepted as an Outreachy intern. We are working on features to allow more fine-grained data removal.

The Software Freedom Conservancy will collect personal data from interns that is necessary to fulfill its contractual obligations and make payments to interns. This information is not sold or distributed to third parties.

Sharing Volunteer Personal Data

If you opt-in, you may be contacted by Outreachy participants for an informal career chat. If you wish to opt-out, please contact us via our Personal Data Request Form.

Informal career chat volunteers provide the following information:

• name;
• email;
• your relationship to Outreachy and Outreachy participation history;
• (optional) your employer;
• (optional) open source communities you participate in;
• (optional) open source roles you are paid to work on;
• (optional) open source roles you volunteer for;

That information is visible to:

• interns who are in good standing
• alums in good standing
• mentors of an intern or alum in good standing, who are approved to participate in Outreachy by a community coordinator
• community coordinators who are approved by Outreachy organizers to participate in Outreachy

Sharing Outreachy Website User Personal Data

Only Outreachy organizers will have access to:

• any errors or exceptions you triggered on the Outreachy website, including your username, IP address, and which URL triggered the error or exception.

Outreachy may share your personal data with third parties under any of the following circumstances:

• Your publicly available personal data in the Outreachy account system, as described above, is accessible by anyone unless you, as the account holder, opt out as already described in this Privacy Statement.
• As required to provide service, and for e-mail housing (as a consequence of uses already described in this Privacy Statement). It is in Outreachy’s legitimate business interest to provide all users an accurate record of data and content provided by Outreachy’s services, and to maintain the integrity of that data and content for historical, scientific, and research purposes. This data and content may include but is not limited to e-mail, code changes, comments, and artifacts.
• As required by law (such as responding to a valid subpoena, warrant, audit, or agency action, or to prevent fraud).
• For research activities, including the production of statistical reports (such aggregated information is used to describe our services and is not used to contact the subjects of the report).

Receiving E-Mail

Outreachy may send you e-mail about your account, to inform you of important upcoming Outreachy events, or in response to your questions. For your protection, Outreachy may contact you in the event that we find an issue that requires your immediate attention. Outreachy processes your personal data in these cases to fulfill and comply with its contractual obligations to you, to provide the services you have requested, and to ensure the security of your account.

Outreachy manages several mailing lists. The subscriber list is hidden from other subscribers, so your e-mail information will not be shared unless you post to the list. All mailing lists are moderated, so that spammers cannot send unwanted e-mail. Mailing list subscriber lists are never sold or distributed to third parties. You can unsubscribe from any of these lists directly through the mailing list website.

The Outreachy website sends automated e-mails to applicants who have filled out an initial application, mentors, and coordinators. By signing up to participate in the program, you agree to receive notification e-mails at the e-mail address listed in your account. We are working to allow Outreachy website users to opt-out of e-mail notifications in the future.

Cookies and Other Browser Information

Outreachy's online services automatically capture IP addresses. We use IP addresses to help diagnose problems with our servers, to administer our website, and to help ensure the security of your interaction with our services. Your IP address is used to help identify you and your location, in order to provide you data and content from our services as quickly as possible. It is in Outreachy’s legitimate business interest to maximize the efficiency and effectiveness of its services for all users.

As part of offering and providing customizable and personalized services, Outreachy uses cookies to store and sometimes track information about you. A cookie is a small amount of data that is sent to your browser from a Web server and stored on your computer's hard drive. All sections of outreachy.org where you are prompted to log in or that are customizable require your browser to accept cookies.

Generally, we use cookies to:

• Remind us of who you are and to access your account information (stored on our computers) in order to provide a better and more personalized service. This cookie is set when you register or "sign in" and is modified when you "sign out" of our services.
• Estimate audience size. Each browser accessing Outreachy is given a unique cookie that is used to determine the extent of repeat usage and usage by a registered user versus by an unregistered user.
• Personalize the Outreachy website's content for Outreachy organizers, applicants, interns, mentors, and coordinators.

If you do not want your personal information to be stored by cookies, you can configure your browser so that it always rejects these cookies or asks you each time if you accept them or not. However, you must understand that the use of cookies may be necessary to provide certain services, and choosing to reject cookies will reduce the performance and functionality of the site. Your browser documentation includes instructions explaining how to enable, disable or delete cookies at the browser level (usually located in the “Help”, “Tools” or “Edit” facility).

Our Commitment to Data Security

Outreachy trains its administrators on our privacy policy guidelines and makes our privacy policy available to our partners. Our website uses Secure Socket Layer (SSL) technology, which encrypts your personal data when you send your personal information on our website. In addition, Outreachy and its partners enter into confidentiality agreements which require that care and precautions be taken to prevent loss, misuse, or disclosure of your personal data.

Public Forums Reminder

Outreachy often makes chat rooms and mailing lists available to its users. Please remember that any information that is disclosed in these areas becomes public information. Exercise caution when deciding to disclose your personal data. Although we value individual ideas and encourage free expression, Outreachy reserves the right to take necessary action to preserve the integrity of these areas, such as removing any posting that is vulgar, inappropriate, or found to be in violation of our Code of Conduct. It is in Outreachy’s legitimate business interests to provide all users an accurate record of data and content provided in the public forums it maintains and uses; to maintain the integrity of that data and content for historical, scientific, and research purposes; and to provide an environment for the free exchange of ideas relevant and constructive to the development and propagation of open source software.

Our Commitment to Children's Online Privacy

Out of special concern for children's privacy, Outreachy does not knowingly accept online personal information from children under the age of 13. Outreachy does not knowingly allow children under the age of 13 to get an account on our sites. Outreachy does not knowingly collect or solicit personal information about children under 13.

In the event that Outreachy ever decides to expand its intended site audience to include children under the age of 13, those specific web pages will, in accordance with the requirements of the Children's Online Privacy Protection Act (COPPA), be clearly identified and provide an explicit privacy notice addressed to children under 13. In addition, Outreachy will provide an appropriate mechanism to obtain parental approval, allow parents to subsequently make changes to or request removal of their children's personal information, and provide access to any other information as required by law.

About Links to Other Sites

This site contains links to other sites. Outreachy does not control the information collection of sites that can be reached through links from outreachy.org. If you have questions about the data collection procedures of linked sites, please contact those sites directly.

Your Rights and Choices in the EEA and Around the World

Where the EU General Data Protection Regulation 2016/679 (“GDPR”) applies to the processing of your personal data, especially when you access the website from a country in the European Economic Area (“EEA”), you have the following rights, subject to some limitations, against Outreachy:

• The right to access your personal data;
• The right to rectify the personal data we hold about you;
• The right to erase your personal data;
• The right to restrict our use of your personal data;
• The right to object to our use of your personal data;
• The right to receive your personal data in a usable electronic format and transmit it to a third party (also known as the right of data portability); and
• The right to lodge a complaint with your local data protection authority.

If you would like to exercise any of these rights, you may do so by providing your Outreachy website username and/or email address, and a description of the data to be removed in our Personal Data Request Form. Please understand, however, the rights enumerated above are not absolute in all cases.

Where the GDPR applies, you also have the right to withdraw any consent you have given to uses of your personal data. If you wish to withdraw consent that you have previously provided to Outreachy, you may do so via our Personal Data Request Form. However, the withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

Outreachy will undertake its best efforts to also provide these rights to people accessing our website outside of the EEA.

How to Access, Modify or Update Your Information

Outreachy gives you the ability to access, modify or update your personal data at any time. You may log in and make changes to your login information (change your password), your contact information, your general preferences and your personalization settings. If necessary, you may also contact us and describe the changes you want made to the personal data you have previously provided using the Personal Data Request Form. If you wish to remove your personal data from Outreachy, you may contact us using the Personal Data Requests Form and request that we remove this information from the Outreachy Account System. Other locations where you may have used your personal data as an identifier (e.g. Bugzilla comments, list postings in the archives, wiki change history, and spec changelogs) will not be altered.

How to Contact Us

If you have any questions about any of these practices or Outreachy's use of your personal information, please feel free to contact us by e-mail, or contact us by mail at:

Outreachy
c/o Software Freedom Conservancy
137 Montague St, STE 380
Brooklyn, NY 11201

Outreachy will work with you to resolve any concerns you may have about this Statement.

Changes to this Privacy Statement

Outreachy reserves the right to change this policy from time to time. If we do make changes, the revised Privacy Statement will be posted on this site. A notice will be posted on our homepage for 30 days whenever this privacy statement is changed in a material way.

This Privacy Statement was last amended on January 14, 2021.

This Privacy Policy is licensed under the Attribution-ShareAlike 4.0 International (CC BY-SA 4.0). It is a derivative work of Red Hat's Privacy Policy for the Fedora Project, used under Attribution-Share Alike 3.0 Unported.