Privacy Policy / Terms and Conditions

Overview - The 5th World 2SLGBTQ+ Conference for Criminal Justice Professionals

These Terms and Conditions govern your participation in the 5th World 2SLGBTQ+ Conference for Criminal Justice Professionals ("Conference"), organized and co-hosted by the British Columbia Association of Chiefs of Police ("BCACP") and Out On Patrol. 

By registering for or attending the Conference, you ("attendee") agree to comply with these Terms and Conditions.

Registration fee includes program attendance and access to the Conference’s website and mobile application.

Please make your own arrangements for visa (if applicable), accommodation and transportation during the conference.

Vancouver Police Department

The Vancouver Police Department (VPD) is recognized as the Host Agency for the 5th World 2SLGBTQ+ Conference for Criminal Justice Professionals. However, the VPD is not responsible for the planning, administration, coordination, registration, collection or management of personal information, financial management, or overall operation of the Conference.

The VPD's involvement is limited to providing in-kind operational and logistical support at the request of the Conference Planning Committee. The VPD is not a conference organizer, does not receive any financial benefit from the conference, and accepts no responsibility or liability for conference-related decisions, activities, services, registrations, payments, communications, or the actions or omissions of the conference organizers, partners, vendors, sponsors, exhibitors, speakers, attendees, or other third parties.

Eligibility Requirements

To attend the Conference, you may be required to provide information to verify your eligibility, such as proof of profession, organizational affiliation, or other relevant credentials. The Conference Planning Committee reserves the right to refuse, cancel, or revoke registrations if eligibility requirements are not met or if information provided is incomplete, false, or misleading.

Collection, Use, and Disclosure of Personal Information

As part of the registration process and for the operation of the Conference, the BCACP and Out On Patrol will collect personal information, including but not limited to your name, contact details, and professional affiliations. This data is collected for the purpose of: 

· administering the Conference, 

· verifying eligibility, 

· facilitating event communications, 

· providing access to conference website, applications, material and services, or 

· to meet legal, safety, operational, or emergency requirements. 

The BCACP and Out On Patrol will not sell, rent, or trade personal information and will only disclose personal information with your consent, as described in this policy, or where required or permitted by law.

BCACP and Out On Patrol will manage personal information in accordance with applicable privacy legislation in effect in Canada and the province of British Columbia.

Photography and Media Release

Please be advised that photographers and videographers may be present during the Conference. By attending the Conference, you acknowledge and consent to the capture and use of your image, likeness, voice, and/or appearance in photographs, videos, and other recordings taken during the event.

These materials may be used by BCACP (including member agencies), Out On Patrol, conference partners, sponsors, and participating organizations for promotional, marketing, educational, and communications purposes, including but not limited to websites, newsletters, reports, social media platforms, and future conference promotions, without compensation or further notice.

If you identify a specific photograph or video in which you appear and would prefer that it not be used, you may submit a request by emailing worldconference@outonpatrol.ca.  Please provide sufficient information to identify the content in question. While we cannot guarantee the removal of materials that have already been distributed, shared, or published by third parties, we will make reasonable efforts to remove identified content from platforms and materials under our control in a timely manner.

Attendance at the conference constitutes acceptance of this Photography and Media Release.

Providing Information on Behalf of Others

If you provide personal information on behalf of another individual, you represent and warrant that you have obtained their consent to provide that information and to permit its collection, use, and disclosure in accordance with this policy.

Third-Party Disclosure

Information, including attendee names or contact details, may be accessible to third-party service providers, sponsors, or exhibitors through event technologies such as the Conference mobile application or registrant directory. While the BCACP and Out On Patrol require these parties to respect standard privacy principles, they cannot fully control or monitor how such third parties use the data. You are encouraged to review the privacy policies of these third parties.

Personal information may be disclosed in the following circumstances:

- With the consent or authorization of the individual concerned;

- To verify employment, professional standing, or eligibility for conference participation;

- To venues, service providers, or event partners where necessary for conference operations;

- In emergency situations where disclosure is reasonably necessary to protect health, safety, or security; or 

- Where required or permitted by law.

Mobile Application and Registrant Directory

The conference website, registration platform, and mobile application are intended for verified attendees, exhibitors, speakers, sponsors, and other authorized participants (collectively referred to as "registrants"). While the BCACP and Out On Patrol take reasonable measures to safeguard personal information, no method of electronic transmission, storage, or communication can be guaranteed to be completely secure. By providing personal information, you acknowledge and accept these inherent risks.

Information that is voluntarily posted, published, or shared through these platforms may be viewed, copied, or further shared by other users. BCACP and Out On Patrol are not liable for its subsequent use or misuse.

Attendees are encouraged to exercise discretion when sharing personal or professional information.

Limitation of Liability

BCACP and Out On Patrol make no warranty regarding the accuracy or use of information disclosed during the Conference by presenters, sponsors, exhibitors, or attendees. BCACP and Out On Patrol deny liability for any reliance you place on such information. 

The BCACP and Out On Patrol are not responsible for disputes, harm, or losses arising from your interactions with sponsors, exhibitors, or other attendees, whether through the event platform or in person.

Registrant Code of Conduct

The 5th World 2SLGBTQ+ Conference for Criminal Justice Professionals is committed to providing a professional, inclusive, respectful, and welcoming environment for all attendees.

We encourage thoughtful, respectful, and passionate discussion, recognizing that participants may bring diverse perspectives and experiences. All registrants are expected to communicate in a courteous and professional manner. Violent, threatening, intimidating, discriminatory, harassing, or verbally abusive behaviour or language will not be tolerated. 

Registrants are asked to respect the privacy of others. While photography and videography by the conference organizers are addressed in the Photography and Media Release above, registrants should exercise discretion when taking photographs, recording video, or posting content on social media that includes other attendees. Whenever possible, obtain the consent of individuals before sharing images, videos, or identifying information about them.

All registrants are expected to conduct themselves in a manner that contributes to a safe and respectful conference environment. The Conference Staff reserves the right to remove a person from the conference or associated events and to revoke a person’s accreditation for failing to comply with these terms and conditions or for any behaviour that is deemed to be disruptive, inappropriate, or disrespectful. Individuals who are required to leave the conference will not be entitled to a refund of any registration fees or other costs. Where appropriate and depending on the nature and seriousness of the misconduct, the Conference Planning Committee may notify the registrant's employer, agency, oversight authority, or sponsoring organization.

Violations of this Code of Conduct may be reported to event organizers confidentially via worldconference@outonpatrol.ca. Conference staff will investigate all reports promptly and take appropriate action.

Contact Us

If you have questions, concerns, or requests regarding these Terms and Conditions, please contact: worldconference@outonpatrol.ca.