How your information is handled

What is collected

For a registration: your full name, email address and mobile number; your district, lodge and the capacity you attend in; one participant photograph; and, where a settlement obligation applies, proof of settlement.

For a contact inquiry: your name, email address, subject and message.

No postal address, date of birth or government identification number is requested, and none should be entered into a free-text field.

What stays private

Your participant photograph and any settlement proof are stored as private evidence. They have no public address, they never appear in the public gallery, and they are excluded from every administrative export. An authorised administrator can view them only through a short-lived link issued after a permission check, and that access is recorded.

Checking your registration

After submitting, you receive a reference and a tracking code. These are shown once, and the tracking code cannot be guessed from your reference. Entering them returns your current status and nothing more — no photograph, no proof, no other person’s details. A tracking code does not sign you in and grants no administrative access.

How long it is kept

Registration data is retained until 30 calendar days after the convention date. Because the exact date within November 2026 has not yet been published, the deletion date cannot be stated yet and is not estimated here.

When that period ends, participant photographs and personal details that are no longer needed are deleted, and only minimal closure records are kept. The website is then retired.

The destination and retention period for contact inquiries are still being settled. Until they are, contact inquiries are stored for administrator review only, and this page will be updated rather than filled in with an assumed answer.

Questions

Use the contact form to ask about your information. A contact inquiry is handled separately from registrations and never creates one.