Effective date: September 21, 2026
This Privacy Policy explains what information we collect, why we collect it, and what choices you have when you use the IHNYC RC web properties, including the members-only Internal Calendar (the “Service”). The I-House Programs Calendar and the House Desk Bulletin are run by House Desk, a separately stewarded product; the IHNYC Service Docs Privacy Policy covers them.
Quick Summary
- Programs Calendar: subscriptions to the I-House Programs Calendar, including its feed links on
calendar.ihnyc-rc.org, are run by House Desk and covered by its privacy policy (see Section 3). - Internal Calendar: if you subscribe to the members-only Internal Calendar, you give us your name and email so we can issue a private feed link.
- Token safety matters: calendar links are sensitive—anyone with your tokenized link may be able to access your calendar feed.
- Security logs: like most services, we keep access/security logs and may use anti-abuse tools.
- Analytics: the event log that measured calendar sign-ups and feed use belongs to the Programs Calendar, which House Desk runs. The former Mixpanel integration has been removed (see Section 4.4).
- AI processing on Cloudflare: update summaries and casework triage run on Cloudflare Workers AI (Llama models) on Cloudflare’s platform. We do not send your data to OpenAI or other external AI providers.
- WhatsApp group chats: the Resident Council website does not read WhatsApp group chats. House Desk, a separately stewarded product, does; its privacy policy describes what it keeps (see Section 4.7).
- Cookies: Cloudflare, including Turnstile and Access where enabled, may set cookies.
- We don’t sell personal information.
- Questions? Email admin@ihnyc-rc.org.
This summary is here to help. The full policy below is what controls.
Important relationship notice. Affective Technologies operates the website and technical backend supporting the Resident Council and is not affiliated with the Council, with International House NYC, or with AVI Foodsystems.
1. Who we are
The Service is operated by Affective Technologies LLC (“Affective Technologies,” “we,” “us,” or “our”).
2. What the Service includes
The Service includes IHNYC RC web properties such as ihnyc-rc.org (informational pages and public updates) and the members-only Internal Calendar, together with the operational tooling behind them, including the automations and databases described below.
calendar.ihnyc-rc.org also serves the I-House Programs Calendar. That calendar, its subscriptions, event intake from the weekly “Happenings” newsletter, and the Bulletin (which replaced Resident Notes) are run by House Desk and covered by the IHNYC Service Docs Privacy Policy, not this one.
3. Calendars (high level)
- Programs Calendar. The I-House Programs Calendar, its subscriptions (email verification, private feed links and renewal emails) and its feed links on
calendar.ihnyc-rc.orgare run by House Desk. See Programs Calendar subscriptions in the IHNYC Service Docs Privacy Policy. - Event creation. House Desk receives and reviews the events and notices in the weekly “Happenings” newsletter; see Published information and source material. Newsletter mail sent to a Resident Council address by mistake is refused before it is read.
- Internal Calendar. RC members can subscribe to the members-only Internal Calendar from a sign-in-protected page. The name and email address entered there go to our n8n automation host, which issues a private feed link and keeps the subscription and link records needed to serve the feed. Feed requests reach n8n through House Desk’s hosting on
calendar.ihnyc-rc.org, which forwards them and keeps no Internal Calendar subscription records. - Anti-abuse. We may use Cloudflare Turnstile (where enabled), Cloudflare Access (sign-in-protected pages and admin panels where enabled), and rate limiting/cooldowns for repeated requests.
Important: calendar feed links can be sensitive. If someone gets your private feed link, they may be able to fetch your feed until the token expires or is revoked.
4. Information we collect
4.1 Information you provide
The informational website does not offer user accounts/logins. If you subscribe to the Internal Calendar, you provide:
- Name
- Email address (to issue and manage your private feed link)
If you use the contact form, you provide the details you enter; see Section 4.8.
If you use third-party services linked from the site (for example, external forms, documents, or resources hosted on other domains), those services may collect information under their own policies.
4.2 Calendar subscription records
Programs Calendar subscription records, including verification requests and private-link records, are House Desk’s; see Section 3. Internal Calendar subscription and link records are kept by our n8n automation host.
4.3 Technical, security, and access data
When you use the Service (including when your calendar app fetches the Internal Calendar feed), we and our infrastructure providers automatically receive technical and security information, such as:
- IP address and user agent, as Cloudflare’s network receives them when serving your request
- Request path, status, and timestamps
- Infrastructure/security metadata (for example, Cloudflare identifiers like
CF-RAY) - Theme preference stored in your browser via
localStorage(key:ihnyc-rc-theme)
The calendar-feed access records described in earlier versions of this policy (hashed IP addresses, approximate country, calendar client, request latency, and email-provider message IDs) belong to the Programs Calendar and are covered by House Desk’s policy.
4.4 Product and security event logging
The first-party event log that recorded calendar sign-ups, feed use, and email delivery belongs to the Programs Calendar. House Desk keeps it, and its policy covers it.
Mixpanel (retired). The service previously sent a copy of these events to Mixpanel’s EU endpoint. That integration has been removed and no current event path writes to Mixpanel. Where it was active, Mixpanel received a distinct_id derived from a SHA-256 hash of the normalized email plus a server-side pepper, not the raw email.
4.5 Email delivery events
Magic-link and renewal emails, and the delivery reports about them, belong to the Programs Calendar and are covered by House Desk’s policy. The Resident Council’s own email, such as contact-form relays and casework messages, is sent through Resend.
4.6 Event and notice content
Events and notices from the weekly “Happenings” newsletter are received, reviewed, and published by House Desk; see Section 3. The Resident Council’s systems no longer write newsletter content to Notion.
Public council-member data comes from RC Console D1 rather than Notion. The Council supplies that profile content; RC Console produces the public member artifact used by the site.
4.7 WhatsApp group chats
The Resident Council website and its services do not read, store, or process WhatsApp group chats. The WhatsApp intake that earlier versions of this policy described is operated by House Desk, a separately stewarded product. The IHNYC Service Docs Privacy Policy describes what House Desk keeps, including a private archive of messages from the group chats it is connected to.
4.8 Resident Notes and casework
Resident Notes (called resident observations in earlier versions of this policy) moved to the House Desk Bulletin, which House Desk’s policy covers. The Resident Council site keeps a frozen public copy of the notes it published before the move.
Private casework can arrive through email or a contact-form relay. A case may include the issue text, source, timestamps, department, urgency, status, routing owner, reply-thread identifiers, and attachments or contact details the resident supplied. Related reports or replies may be consolidated into one open case. Email is archived before processing so a failed parse can be recovered.
Casework is stored in a private Notion database with a stricter operator access boundary than RC Console. Current role owners are read from RC Console. Casework is not published as an event, House Update, or Resident Note.
5. How we use information
We use the information we collect to:
- Operate the informational site and the members-only Internal Calendar
- Issue, revoke, and serve Internal Calendar feed links
- Secure the Service (fraud prevention, abuse prevention, debugging, auditing, and incident response)
- Measure usage and improve the Service (analytics and performance monitoring)
6. Cookies and similar technologies
Depending on which parts of the Service you use, cookies and similar technologies may be set by us and/or by our providers. For example:
- Cloudflare may set cookies or use similar identifiers for security/performance features, and Cloudflare Turnstile and Cloudflare Access (where enabled) may set additional cookies to operate.
- Mixpanel may have set cookies while the retired analytics integration was active. The current service does not load that integration.
You can control cookies through your browser settings. Blocking cookies may impact some features.
7. Third-party services and processors
We use the following third-party services to operate the Service (these act as service providers/processors, depending on context):
| Service | Purpose |
|---|---|
| Cloudflare | Hosting and infrastructure: Pages, Workers, D1 (database), R2 (storage), KV, Turnstile, Access, and Email Routing |
| Cloudflare Workers AI | On-platform models that classify and summarize public updates, and classify, sanitize, and route redacted casework candidates. |
| Notion | Content and casework databases (the curation/staging surface the Council edits before publishing) |
| Resend | Transactional email delivery |
| GitHub | Stores public site code and generated public content artifacts |
| Short.io | Click statistics for short links used on the site |
| n8n | Automation host for the members-only Internal Calendar: it issues and checks private feed links and serves the feed. It no longer parses newsletters. |
| Mixpanel | Retired analytics provider; no current event writes |
The Service may also link to third-party websites and resources (for example, Notion pages, Google Forms, Canva documents, and other external resources). If you follow those links, your interaction is governed by the third party’s policies.
Some pages may display embedded content or previews of third-party documents. When that happens, third parties may receive standard request data (such as IP address and user agent) as part of serving or rendering that embedded content.
8. How we share information
We may share information in the following circumstances:
- Service providers. We share information with the vendors listed above to operate the Service (hosting, storage, security, email delivery, automations, analytics, and document/content platforms).
- Legal and safety. We may disclose information if required by law, or if we believe disclosure is necessary to protect our rights, safety, users, or the integrity of the Service.
We do not sell personal information.
9. Data retention
We retain information for as long as reasonably necessary to operate the Service, maintain security, comply with legal obligations, resolve disputes, and enforce our policies. Retention periods may vary by data type, system configuration, and operational needs, and we may update them over time.
When information is no longer needed for these purposes, we take reasonable steps to delete it or de-identify it, unless we are required to keep it longer by law or for legitimate business and security needs.
| Data Type | Retention |
|---|---|
| Programs Calendar records (subscribers, verification, private links, feed access and event logs, email delivery) | Kept by House Desk; see its privacy policy |
| Internal Calendar subscription and link records | Retained to provide the subscription and for security; you can ask us to revoke a link |
| Mixpanel analytics copy (legacy) | No current writes; any prior data follows the former account’s retention settings |
| Notion content | Retained according to Resident Council’s operational practices |
| Resident Notes | A frozen public copy of notes published before the move to House Desk remains on the site |
| Private casework | Retained for routing, follow-up, audit, and recovery according to operational and legal needs |
10. Your choices and privacy requests
- Cookies. You can manage cookies through your browser settings.
- Theme preference. You can clear the theme preference by clearing site data in your browser (local storage).
- Link safety. If you believe your Internal Calendar link has been shared or compromised, contact us so we can revoke it and issue a new one. For a Programs Calendar link, see House Desk’s policy.
- Privacy requests. You may request access, correction, deletion, or other help with your information by contacting us (see Section 14). We’ll respond consistent with applicable law and the needs of operating and securing the Service.
11. Data security
We use reasonable administrative, technical, and organizational measures to help protect the Service and the information we process. This includes measures like access controls (for example, Cloudflare Access where enabled), bot mitigation (for example, Cloudflare Turnstile where enabled), and rate limiting/cooldowns for repeated requests. No method of transmission or storage is perfectly secure.
12. International users
If you access the site from outside the United States, your information may be processed in the United States or other jurisdictions where our service providers operate. For users in the European Economic Area (EEA) and other jurisdictions with data protection laws, we comply with applicable requirements, including GDPR. We try to use GDPR-compliant service providers when possible, including running model inference on Cloudflare’s platform, and maintain appropriate data processing agreements where required.
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. If changes are significant, we will update the Effective date above. If you keep using the Service after the update takes effect, you’re agreeing to the updated policy.
14. Contact
For privacy questions or requests, contact: admin@ihnyc-rc.org
15. Intellectual property and platform notice
The technical backend and implementation details that operate the Service are intellectual property of Affective Technologies LLC. This Privacy Policy describes how data is handled by the Service; it does not grant any rights to the underlying technology.