Privacy & Terms

Last updated: October 2026 · Minneapolis Climate Week, February 1–5, 2027

This page covers two groups of people. Part 1 is for attendees — anyone who RSVPs to an event, signs up for the newsletter, or fills out a form. Part 2 is for organizers — anyone hosting an event during the week. If you're both, both apply.

Table of contents

1. The short version
2. Part 1 — For attendees
3. Part 2 — For organizers and hosts
4. Both: your rights and how to use them
5. Changes to this page
6. Contact

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The short version

• We collect the least we can get away with, and we tell you what for.
• We do not sell your data. Not to sponsors, not to anyone.
• We do share some information with the host of an event you RSVP to, because they need to know who's coming. We say exactly what below.
• Sponsors get counts and summaries. They do not get your name or your email.
• You can get out of anything at any time, and we'll actually do it.
• Most of the tools we use are third-party platforms — Luma, beehiiv, Notion — and their privacy policies apply to their part of the pipeline. We link them.

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Part 1 — For attendees

What we collect, and why

When you RSVP to an event. Event registration runs on Luma, not on this site. Luma collects your name and email address, and MCW may ask a few additional registration questions — typically your organization, your role, and the city you're coming from. Those extra questions exist for one reason: objective 3 of the week is creating an on-ramp for people new to the local climate community, and we can't tell whether we're succeeding without knowing roughly who showed up.

Answering optional questions is genuinely optional. You will not be turned away from a free event for skipping them.

When you sign up for the newsletter. The newsletter runs on beehiiv. We collect your email address. Nothing else is required. beehiiv records standard email engagement — whether a message was opened, whether a link was clicked.

When you fill out the Get Involved form. We collect what you type into it: your name, email, what you're interested in doing, and whatever context you choose to share. Fields marked optional are optional.

When you visit this website. Basic, aggregate analytics — pages viewed, roughly where in the world the visitor was, what kind of device. We do not run advertising trackers, we do not build advertising profiles, and we do not sell traffic data.

What we do with it

• Send you the newsletter, if you asked for it
• Get you into the event you RSVP'd to, and tell you if it changes or gets cancelled
• Count things, so we can say something true about the week afterward
• Follow up with you if you volunteered, offered a venue, or offered to sponsor
• Improve the week next year

Who else sees it

The host of an event you RSVP to. Events are hosted by independent organizations — nonprofits, businesses, community groups — not by MCW. When you RSVP, the host can see your registration information through Luma, because they need to know how many chairs to set out and who's in the room.

A host is a separate organization with its own privacy practices. We ask hosts to use your information only to run their event. We can't audit them. If a host adds you to their own mailing list, that is between you and them, and you unsubscribe from them directly.

TC3. Twin Cities Climate Collaborative organizes the week, so the MCW organizing team and TC3 staff and volunteers have access to registration and form data.

Service providers. Luma (registration), beehiiv (newsletter), Notion (our internal records and the content behind this site), and our website host. Each processes data on our behalf under its own terms.

Sponsors get aggregate information only. Attendance counts, event counts, categories of organization, general demographics in summary form. Sponsors do not receive attendee names, email addresses, or contact information from us. If a sponsor wants to reach you, they have to earn it at their own booth or their own event, the same as anyone else.

Law enforcement, only if we're legally required, and we will tell you unless we're legally prohibited from telling you.

Photography and recording

Events during MCW are frequently photographed, and some are recorded or livestreamed. Photos and video may be used in the newsletter, on this site, on social media, and in reports to funders and partners.

Every event offers a way to opt out. Tell the host or a volunteer at the door. Hosts are required to have a plan for this — usually a sticker, a lanyard color, or simply a note to the photographer. If you're in a photo you'd rather not be in, email us and we'll take it down.

Some events are on public property, where different rules apply and we can't control who else is taking pictures.

How long we keep things

Children

MCW events are open to all ages, and some are explicitly family events. We do not knowingly collect information directly from children under 13. A parent or guardian should register on a child's behalf. If you believe a child gave us information directly, email us and we'll delete it.

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Part 2 — For organizers and hosts

This part applies if you host an event during Minneapolis Climate Week. Listing an event means agreeing to it.

What listing an event requires

• Your event is publicly listed on Luma and visible to anyone browsing the week.
• You add the MCW organizing team as a co-host or manager on your Luma event, so we can see registrations, fix listing errors, and reach your attendees if something goes wrong.
• Your event asks the shared MCW registration questions. These support objective 3 — measuring whether the week actually creates an on-ramp — and they're the same questions for every event.
• You report basic stats afterward. Registrations, actual attendance, and anything notable. This is part of the deal, not optional.
• You display the data-sharing notice at registration so your attendees know their information reaches both you and MCW. We provide the exact wording; don't rewrite it.

What you're agreeing to about attendee data

Read this part properly. It's the part people get wrong.

• Use attendee information only to run your event. Confirmations, logistics, changes, a thank-you, a follow-up directly related to what happened.
• Do not add MCW attendees to your general marketing list without separate, explicit consent. Someone RSVPing to your workshop is not someone subscribing to your newsletter. If you want them on your list, ask — with a checkbox they have to tick, defaulted to off.
• Do not sell, rent, trade, or transfer attendee data. To anyone. Including your own sponsors.
• Do not share attendee data with your sponsors as a named list. Counts and summaries are fine.
• Keep it secure, and delete it when you no longer need it.
• Honor opt-outs and deletion requests you receive directly, and forward anything meant for us.
• Handle photography opt-outs at your event. Have an actual plan before doors open.

Violating this section is grounds for removing your event from the calendar and declining future listings. We'd rather never do that, which is why it's written down in advance.

What MCW does with your organizer information

Your name, organization, email, and phone go into our organizer records, held in Notion. We use them to coordinate the week, resolve calendar conflicts, and follow up about next year. Your organization name and event details are public — that's the point of a calendar. Your personal phone number is not published.

We may name your organization in the newsletter, in reports to funders and partners, and in the Climate Week Network's materials. If you'd rather we didn't, tell us.

Your event, your liability

Your event is yours. MCW lists it, promotes it, and coordinates around it. MCW does not run it, insure it, staff it, or accept responsibility for what happens there. You are responsible for your venue, your accessibility commitments, your safety arrangements, and your compliance with applicable law.

Use of the MCW name and marks

You may use the Minneapolis Climate Week name and logo to promote your listed event, following the brand kit. You may not use them to imply MCW endorses your organization, your product, or your position on anything beyond hosting an event. We can ask you to stop, and you agree to stop.

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Both: your rights and how to use them

Whatever state or country you're in, here's what you can ask for:

• See it. A copy of what we hold about you.
• Fix it. Correct anything wrong.
• Delete it. We'll delete what we can and tell you honestly what we can't — for example, aggregate counts already published in a report can't be unpicked.
• Stop the email. Unsubscribe from any newsletter, or ask us to stop contacting you entirely.
• Take it with you. A machine-readable export of what you gave us.
• Object. Tell us to stop a particular use, and we'll stop unless we're legally required not to.

Email hello@mplsclimateweek.org and we'll respond within 30 days. We're volunteers; if it's going to take the full 30 days, we'll say so rather than going quiet.

A note on scope. Some of the rights above are guaranteed by law in some places — the GDPR in the EU and UK, and comprehensive privacy laws in California, Colorado, Connecticut, Virginia, and a growing number of other states. We extend them to everyone who asks, regardless of where they live, because maintaining two tiers of person is not worth the trouble it saves.

For data held on Luma, beehiiv, or Notion, we may need to route your request through that platform. We'll do that rather than making you do it.

Changes to this page

We'll update this page when what we do changes. The "last updated" date at the top changes with it. Material changes get mentioned in the newsletter — we won't quietly rewrite it and hope nobody notices.

Contact

Minneapolis Climate Week, organized by the Twin Cities Climate Collaborative hello@mplsclimateweek.org