Conference Software Solutions Privacy Policy

Last Revised: May, 2018

Introduction

Conference Software Solutions (“CSS”) respects your privacy and is committed to protecting it through our compliance with this policy (“Policy” or “Privacy Policy”).  This Policy covers CSS’s practices for collecting and processing information about our customers, event attendees, website visitors and job applicants. Please read this notice carefully to understand what we do.  If you do not understand any aspects of our Privacy Policy, please feel free to contact us with questions as described at the end of this Policy.  This Policy may change from time to time.  Your continued use of our website and participation with CSS after we make changes is deemed to be acceptance of those changes, so please check the Policy periodically for updates.

Third Party Sites

CSS’s website may contain links to third party websites that are not owned or controlled by CSS.  Please be aware that we are not responsible for the privacy practices of such other websites.  We encourage you to be aware when you leave our website and to read the privacy statements of each and every website that collects personal information.

No Information From Children Under Age 18

If you are under the age of 18, please do not attempt to register with us at our website or provide any personal information about yourself to us.  If we learn that we have collected personal information from a child under the age of 18, we will promptly delete that information.  If you believe we have collected personal information from a child under the age of 16, please contact us through the contact information below.

Information We Collect About You and How We Collect It

Information You Provide to Us

The type of information we collect from you depends on the relationship you have with us:

• If you are a customer of CSS:  Customer information that you provide voluntarily when becoming a client includes your email and password; payment and contact information; and other information necessary for us to sufficiently service your needs.
• If you are a job applicant:  Typical information that you provide voluntarily via telephone, online or in person, including your name, mailing/email addresses, telephone/fax number, employment history with job descriptions, education, references, affiliations and other relevant information for payroll, benefits and administration purposes.

Information We Obtain From Third Parties 

If you are an attendee to an event utilizing the CSS platform:  Typical information that you provide when registering for the event, including name, contact information, job title, employer information, LinkedIn profile links and other personal and professional profile information.

Information We Collect Automatically Through Your Use of Our Website

As you navigate through and interact with CSS’s website, we may use automatic data collection technologies to collect the following information about your equipment, browsing actions and patterns:

• details of your visits to our website, including traffic data, geolocation data, logs, what website you viewed immediately prior to visiting our website, what search engine and search keywords you may have used to get to our website, and other communication data and the resources that you access and use on the website; and
• information about your computer and internet connection, specifically your IP address operating system and browser type.

The information we collect automatically includes Personal Data and/or we may maintain it or associate it with Personal Data we collect in other ways or receive from third parties.  It helps us to improve our website and to deliver a better and more personalized service, enabling us to:

• estimate our audience size and usage patterns;
• store information about your preferences, allowing us to customize our website according to your individual interests;
• speed up your searches; and
• recognize you when you return to our website.

The technologies we use for this automatic data collection include:

Cookies (or browser cookies).  A cookie is a small file placed on the hard drive of your computer.  You may refuse to accept browser cookies by activating the appropriate setting on your browser.  However, if you select this setting you may be unable to access certain parts of our website.  Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our website.

Lawful Basis for Procession Your Personal Data

We have a lawful basis for each of our processing activities (except when an exception applies as described below):

• By using our website or event platform, you consent to our collection, use and sharing of your Personal Data as described in this Privacy Policy.  If you do not consent to this Privacy Policy, please do not use the website or event platform;
• Legitimate Interests. We will process your Personal Data as necessary for our legitimate interests such as facilitating communication between CSS and you, providing you profile information to other event attendees, improving our website, promoting our company safeguarding our employees and IT infrastructure; and
• To Fulfill Our Obligations to You Under Our Contracts.We process your Personal Data in order to fulfill our obligations to you pursuant to our contracts. This includes for the purpose of connecting you at events to other attendees; and
• As Required by Law. We may also process your Personal Data to respond to legal process, such as subpoenas or as necessary for us to protect our interests or otherwise pursue our legal rights and remedies (for instance, when necessary to prevent or detect fraud, attacks against our network or other criminal and tortious activities), defend litigation and manage complaints or claims.

How We Use Your Information

We use information that we collect about you, or that you or our client provide to us, including any Personal Data:

• to present our website and its contents to you;
• to provide you with information that you request from us about CSS and its platform;
• to fulfill any other purpose for which you provide it;
• to carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection;
• to provide your profile information to others attending an event in the normal course of facilitating meetings between parties;
• to carry out academic, training, communication, administrative, record-keeping and other CSS activities;
• to communicate with event attendees news, policies and logistical information;
• to facilitate collection of payments and fulfill tax reporting obligations;
• to notify you about changes to our websites or any programs or activities of CSS;
• in any other way we may describe when you provide the information; and
• for any other purpose with your consent.

The Personal Data collected from you may be required to enter into the contracts with CSS and to participate in CSS event management activities including meeting facilitation, and for us to perform under the contracts. If you refuse to provide such Personal Data, then in some cases we may not be able to fulfill our obligations to you, or you may not be able to access and use all of the features available to you on our website.

How We Disclose Your Information

We may disclose aggregated information about our applicants and attendees and information that does not identify any individual, without restriction.

We may also disclose Personal Data that we collected from you or that you provide to us as described in this Privacy Policy:

• to our subsidiaries and affiliates;
• to contractors, service providers, managed service providers, and other third parties we use to support operations;
• to fulfill the purpose for which you provide it;
• for any other purpose disclosed by us when you provide the information;
• to comply with any court order, law or legal process, including to respond to any government or regulatory request;
• if we believe disclosure is necessary or appropriate to protect the rights, property or safety of CSS, our event attendees; and
• with your consent.

We use the following third party services to help us provide you with the services and to improve our website and understand our users:

• Google Analytics and Other Analytics Providers.  We may use Google Analytics, a web analytics service provided by Google, Inc. (“Google”) to collect certain information relating to your use of the website.  Google Analytics uses cookies as described above.  You can find out more about how Google uses data when you visit our website by visiting “How Google uses data when you use our partners’ sites or apps” (located at www.google.com/policies/privacy/partners).
• Other Services.  We may also use other third party providers to help us understand our users and to help us analyze and debug errors you may encounter when using our website.  These organizations are under contractual obligations to use this data only for providing the services to us and to maintain this information strictly confidential.  These third parties may, however, aggregate the information it collects with information from their other customers for their own purposes.

Your Rights to Your Information and Accessing and Correcting Your Information

Applicable data protection laws may provide you with certain rights with regard to our processing of your Personal Data.

• Access and Update. Certain Personal Data may be available for you to review and change by logging into your account via our website.  You may also contact us via the methods below to notify us of any changes or errors in your Personal Data, to ensure that it is complete, accurate, and as current as possible.
• You may have the right to restrict our processing of your Personal Data under certain circumstances.  In particular, you can request we restrict our use of it if you contest its accuracy, if the processing of your Personal Data is determined to be unlawful, or if we no longer need your Personal Data for processing, but we have retained it as permitted by law.
•  You have the right to lodge a complaint with the applicable supervisory authority where you believe your rights under applicable data protection laws have been violated.  However, before doing so, we request that you contact us directly in order to give us an opportunity to work directly with you to resolve any concerns about your privacy.
• Withdrawal of Consent. To the extent that our processing of your Personal Data is based on your consent, you may withdraw your consent at any time.  Withdrawing your consent will not, however, affect the lawfulness of the processing based on your consent before its withdrawal, and it will not affect the lawfulness of our continued processing that is based on any other lawful basis for processing your Personal Data.
• Deletion of Data. You have the right to request that we delete all of your Personal Data.  We will only delete your Personal Data when we no longer have a lawful basis for processing your Personal Data or after a final determination that your Personal Data was unlawfully processed.  We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.  In all other cases, we will retain your Personal Data as set forth in this Policy.  In addition, we cannot completely delete your Personal Data as some data may rest in previous backups.  \
• How You May Exercise Your Rights. You may exercise any of the above rights by contacting us through any of the methods below. If you contact us to exercise any of the foregoing rights, we may ask you for additional information to verify your identity.  We reserve the right to limit or deny your request if you have failed to provide sufficient information to verify your identity or to satisfy our legal and business requirements.

Do Not Track

Currently, our website does not recognize if your browser sends a “do not track” signal or similar mechanism to indicate that you do not wish to be tracked or receive interests-based advertisements.

Data Retention Periods

CSS will retain your Personal Data unless you request that we delete all of your Personal Data pursuant to this Policy.  If we receive your request to delete all of your Personal Data, we may retain such Personal Data for the longer of: (a) for as long as necessary to comply with any other legal requirement, or (b) for as long as necessary for us to protect our legal interests or otherwise pursue our legal rights and remedies.

Data Security

We use industry standard physical, technical and administrative security measures and safeguards to protect the confidentiality and security of your personal information.  However, since the Internet is not a 100% secure environment, we cannot guarantee, ensure, or warrant the security of any information you transmit to us.  There is no guarantee that information may not be accessed, disclosed, altered, or destroyed by breach of any of our physical, technical, or managerial safeguards.  It is your responsibility to protect the security of your login information.  Please note that emails and other communications you send to us through our website are not encrypted, and we strongly advise you not to communicate any confidential information through these means.

Consent to Procession of Personal Data in the United States

Our website and its entire contents, features, and functionality are made available to you from the United States. If you are a resident of the European Economic Area (“EEA”) or other jurisdiction outside of the U.S., in order to provide our website, products and services to you, we may store your Personal Data outside of the EEA, including to the United States. This information may be collected directly from you. By using and accessing our website, users who reside or are located in countries outside of the United States agree and explicitly consent to the collection to and processing of Personal Data on servers located outside of the country where they reside, and that the protection of such Personal Data may be different than required under the laws of their residence or location.

Changes to Our Privacy Policy

It is our policy to post any changes we make to our Privacy Policy on this page.  The date the Privacy Policy was last revised is identified at the top of the page.  To ensure you are viewing our current policy, you must periodically visit our website and this Privacy Policy to check for any changes.

Contact Information

If you have any questions, concerns, complaints or suggestions regarding our Privacy Policy, have any requests related to your Personal Data pursuant to applicable laws, or otherwise need to contact us, please contact us through the “Contact Us” page and we will route your question or request to our personnel who can help you.  Alternatively, you may contact us by postal mail and/or by phone at one of the following addresses:

To Contact CSS:

Conference Software Solutions, Inc.
4250 N. Mozart, Suite 1S
Chicago, IL 60618
privacy@conferencesolutions.com
+855-607-4277