Privacy : International Mass Timber Conference

This Privacy Policy sets out how we, IMTC Aquireco LLC — owner of the International Mass Timber Conference — (also referred to in this Policy as “Aquireco,” “Trifecta Collective,” “we,” or “our”), collect, store and use information about you when you use or interact with our website, www.masstimberconference.com (our website) and where we otherwise obtain or collect information about you. This Privacy Policy is effective from June 29, 2023.

Summary
Our details
Information we collect when you visit our website
Information we collect when you contact us
Information we collect when you sign up for conference email updates
Information we collect when you interact with our website
Information we collect when you place an order on our third-party registration form
How we collect or obtain information about you from third parties
Disclosure and additional uses of your information
How long we retain your information
How we secure your information
Transfers of your information outside the European Economic Area
Your rights in relation to your information
Your right to object to the processing of your information for certain purposes
Sensitive Personal Information
Changes to our Privacy Policy
Children’s Privacy
California Do Not Track Disclosures

Summary

This section summarizes how we obtain, store and use information about you. It is intended to provide a very general overview only. It is not complete in and of itself and it must be read in conjunction with the corresponding full sections of this Privacy Policy.

Data controller: Trifecta Collective LLC

How we collect or obtain information about you:

when you provide it to us (e.g. when you contact us, signing up for the conference email updates, and/or placing an order on our third-party registration software),
when we contact you,
when you submit a support ticket,
from your use of our website, using cookies, and
from the use of our event email marketing campaigns.

Information we collect when we contact you and when you contact us: the content of the emails we send to you and that you send to us are logged for our reference.

Information we collect when you sign up for conference email updates: first and last name, city, state/region, country, and email address.

Information we collect when you interact with our website: IP address; information from cookies; information about your computer or device (e.g. device and browser type); information about how you use our website (e.g. the pages you have viewed; the time when you view those pages and what you clicked on; the online source that referred you to our website; the geographical location from which you accessed our website, based on your IP address; and estimated demographics such as age and gender, based on your IP address).

Information we collect when you place an order on our third-party registration form: first and last name; title; company, agency, or association (if applicable); work address; work country; work phone; work email; dietary needs (if applicable); industry sector details; AIA number (if applicable), credit card information, billing address, billing country, billing phone number, billing email address.

Information we collect from your use of our email marketing campaigns: first and last name; company, agency, or association (if applicable); city; state/region; country; and email. We do not collect specific email performance data, only general overall campaign performance data.

How we use your information: for administrative and business purposes particularly to contact you, to update you on conference news and information, and to process orders you place on our third-party registration software; to improve our business, website, and email marketing; to advertise our conference; to analyse your use of our website and email campaigns; and in connection with our legal rights and obligations.

Disclosure of your information to third parties: on our registration form we ask if you want to opt out of communications about conference news and information, and if you want to opt out of information from our conference co-producer, WoodWorks. If you do not opt out then we only share information on U.S. based attendees with our conference co-producer partner, WoodWorks; only to the extent necessary to run our conference; to our service providers; to fulfill the conference purchases that you make with us; and where required by law or to enforce our legal rights.

Do we rent or sell your information to third parties (other than in the course of a business sale or purchase or similar event)? No

How long we retain your information: for as long as necessary, taking into account any legal obligations we have (e.g. to maintain records for tax purposes) or any other legal basis we have for using your information (e.g. your consent, performance of a contract with you or our legitimate interests as a business).

How we secure your information: using appropriate technical and organizational measures such as storing your information on secure servers, encrypting transfers of data to or from our servers using Secure Sockets Layer (SSL) technology, and only granting access to your information where necessary.

Use of cookies [and similar technologies]: we use cookies and similar information-gathering technologies such as web beacons on our website, including essential and statistical cookies.

Transfers of your information outside the European Economic Area: Your information will be transferred and stored outside the European Economic Area (EEA) if required to do so by law and because our company and its third-party vendors are located in the U.S.A.

Use of automated decision making and profiling: we do not use automated decision making. Regarding profiling, our web analytics service, Google Analytics, uses collects information such as your location (based on your IP address) and your behavior (based on cookies) when you access our website (such as the pages you visit and what you click on).

Your rights in relation to your information

to access your information and to receive information about its use
to have your information corrected and/or completed
to have your information deleted
to restrict the use of your information
to receive your information in a portable format
to object to the use of your information
to withdraw your consent to the use of your information
to complain to a supervisory authority

Sensitive personal information: we do not knowingly or intentionally collect what is commonly referred to as ‘sensitive personal information’. Please do not submit sensitive personal information about you to us. For more information, please see the main section below titled Sensitive Personal Information.

Our details

The data collected in respect of our website is administered by Tom Waddell, VP Marketing & Sales, Trifecta Collective LLC. You can contact the data administrator by writing to Trifecta Collective LLC, 2300 Clarendon Blvd., Ste. 305, Arlington, VA 22201, or by sending a message through our contact form.

If you have any questions about this Privacy Policy, please contact the data administrator.

Information we collect when we contact you and when you contact us

We use a third-party service named Zoho to serve as our customer relationship management database. Whenever we email you, Zoho automatically logs the email and its contents in your contact record within our Zoho account. And whenever we call you, we manually enter in the notes from that conversation within your contact record. Whenever you contact us, your email (only) is logged within your contact record.

Information we collect when you sign up for conference email updates

We offer site visitors the opportunity to sign up for email news and updates on the conference. When visitors willingly opt-in for the updates, they provide first and last name, city, state/region, country, and email address. That information is sent to and stored with our third-party email marketing service, Zoho. The email updates are sent periodically from Zoho.

Information we collect when you visit our website

We collect and use information from website visitors in accordance with this section and the section titled Disclosure and additional uses of your information.

Website statistics information

We use third-party website statistics service, Google Analytics, the privacy policy of which is available here: https://policies.google.com/privacy. Google Analytics automatically logs the IP address you use to access our website as well as other information about your visit such as the pages accessed; information requested; the date and time of the request; the source of your access to our website (e.g. the website or URL (link), or social media channel, which referred you to our website); your browser version and operating system; certain assumed demographic information such as gender, age, and language; whether you are a new vs. returning visitor; and your frequency of visits.

Google’s servers are located in the following locations: https://www.google.com/about/datacenters/inside/locations/index.html, and, accordingly, your information is transferred outside the European Economic Area (EEA). For further information and information on the safeguards used, please see the section of this privacy policy titled Transfers of your information outside the European Economic Area.

Web server log information

We use a third-party service to host our website, named WPEngine, the privacy policy of which is available here: https://wpengine.com/legal/privacy/.

Use of website server log information for IT security purposes

Our third party hosting provider, WPEngine, collects and stores server logs to ensure network and IT security and so that the server and website remain uncompromised. This includes analyzing log files to help identify and prevent unauthorized access to our network, the distribution of malicious code, denial of services attacks and other cyber attacks, by detecting unusual or suspicious activity.

Unless we are investigating suspicious or potential criminal activity, we do not make, nor do we allow our hosting provider to make, any attempt to identify you from the information collected via server logs.

Legal basis for processing: compliance with a legal obligation to which we are subject (Article 6(1)(c) of the General Data Protection Regulation).

Legal obligation: we have a legal obligation to implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk of our processing of information about individuals. Recording access to our website using server log files is such a measure.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: we and our third party hosting provider have a legitimate interest in using your information for the purposes of ensuring network and information security.

Use of website statistics information to analyze website use and improve our website

Google Analytics automatically logs the IP address you use to access our website as well as other information about your visit such as the pages accessed; information requested; the date and time of the request; the source of your access to our website (e.g. the website or URL (link), or social media channel, which referred you to our website); your browser version and operating system; certain assumed demographic information such as gender, age, and language; whether you are a new vs. returning visitor; and your frequency of visits.

We use the information gathered from the analysis of this information to improve our website. For example, we use the information gathered to change the information, content and structure of our website and individual pages based according to what users are engaging most with and the duration of time spent on particular pages on our website.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: improving our website for our website users and getting to know our website users’ preferences so our website can better meet their needs and desires.

Cookies and similar technologies

Cookies are data files which are sent from a website to a browser to record information about users for various purposes.

We use cookies and similar technologies on our website, including essential, functional, and analytical cookies, and web beacons. For further information on how we use cookies, please see our cookies policy which is available here: https://www.masstimberconference.com/cookie-policy/.

You can reject some or all of the cookies we use on or via our website by changing your browser settings or non-essential cookies by using our cookie control tool (click the beige-colored icon in the lower left of the site), but doing so can impair your ability to use our website or some or all of its features. For further information about cookies, including how to change your browser settings, please visit www.allaboutcookies.org.

Information we collect from your use of our email marketing campaigns

We do not collect email performance data.

Information we collect when you contact us

We collect and use information from individuals who contact us in accordance with this section and the section titled Disclosure and additional uses of your information.

Contact form

When you send an email through the contact form on our website we collect your email address and any other information you provide in that email (such as your first and last name, reason for your message, and your message to us).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Transfer and storage of your information

We use third party email providers to store emails you send us. Our third party email provider is Zoho. Their privacy policy is available here: https://www.zoho.com/privacy.html.

Messages you send us via our contact form will be stored outside the European Economic Area on our third-party hosting service, WPEngine, and on Zoho. WPEngine’s servers are located in U.S.A. and their privacy policy is available here: https://wpengine.com/legal/privacy/. Zoho is located in India and their privacy policy is available here: https://policies.google.com/privacy.

For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below titled Transfers of your information outside the European Economic Area.

We use a third party contact form provider to store messages you send us. Our contact form provider is Gravity Forms, located in the U.S.A. Their privacy policy is available here: https://www.gravityforms.com/privacy/. Messages you send to us via our contact form will be stored outside the European Economic Area on the servers of our hosting provider, WPEngine, and contact form provider, Gravity Forms, in the U.S.A.

Phone

When you contact us by phone, we collect your phone number and any information provide to us during your conversation with us or the message(s) you leave in our voice mailbox(es).

We do not record phone calls.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation)

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Transfer and storage of your information

Information about your call, such as your phone number and the date and time of your call, is processed by our third-party telephone service provider, Verizon Wireless. Their privacy policy is available here: https://www.verizon.com/about/privacy/privacy-policy-summary.

Information about your phone call will be stored by our third party telephone service provider outside the European Economic Area. For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below titled Transfers of your information outside the European Economic Area.

Post

If you contact us by post, we will collect any information you provide to us in any postal communications you send us.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation)

Legitimate interest(s): responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Information we collect when you interact with our website

We collect and use information from individuals who interact with particular features of our website in accordance with this section and the section titled Disclosure and additional uses of your information.

E-Newsletter

When you sign up to receive event news and updates from us on our website “updates” page, we collect first and last name, city, state/region, country, and email address. When you register for the conference through our third party registration form (Cvent) and you willingly choose to not opt out of news & updates, we collect your first and last name, title, company name, country, address, city, state/region, zip/postal code, email address, phone number, industry type, credit card information, billing address, billing country, billing phone, and billing email address, for the purpose of sending you periodic news and information about the conference. (Conversely, you opt of communications by clicking the box(es) and telling us the communications you do not wish to receive.)

Legal basis for processing: your consent (Article 6(1)(a) of the General Data Protection Regulation).

Consent: you give your consent to us sending you our e-newsletter by not opting out of communications using the steps described above.

Transfer and storage of your information

We use a third party service, Zoho, to send out our e-newsletter and administer our mailing list. Their privacy policy is available here: https://www.zoho.com/privacy.html.

Information you submit to subscribe for our e-newsletter is stored outside the European Economic Area on our third party mailing list provider’s servers in the U.S.A where our third party email provider stores your information. For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below titled Transfers of your information outside the European Economic Area.

Use of web beacons [and similar technologies] in emails

We do not use technologies such as web beacons (small graphic files) in the emails we send to allow us to assess the level of engagement our emails.

For more information about our third-party mailing list provider, please see their privacy policy which is available here: https://www.zoho.com/privacy.html.

Information we collect when you place an order on our third-party registration form

We collect and use information from individuals who place an order on our third-party registration forms, Cvent and Map Your Show, in accordance with this section and the section titled Disclosure and additional uses of your information.

Information collected when you place an order

Mandatory information

When you place an order for goods or services on our third-party registration forms, Cvent and Map Your Show, we collect first and last name, title, company name, country, address, city, state/region, zip/postal code, email address, phone number, industry type, credit card information, billing address, billing country, billing phone, and billing email address.

If you do not provide this information, you will not be able to purchase goods or services from us on our website or enter into a contract with us.

Legal basis for processing: necessary to perform a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: we need the mandatory information collected by our checkout form to establish who the contract is with and to contact you to fulfil our obligations under the contract, including sending you receipts and order confirmations. We ask you for your industry type so that we can know the industry types who attend each year and better structure the conference to fit the needs of our attendees.

Legal basis for processing: compliance with a legal obligation (Article 6(1)(c) of the General Data Protection Regulation).

Legal obligation: we have a legal obligation to issue you with an invoice for the goods and services you purchase from us and we require the mandatory information collected by our checkout form for this purpose. We also have a legal obligation to keep accounting records, including records of transactions.

Optional information

We also collect optional information from you, such as AIA number (if applicable), and dietary preferences (for the conference meals). We also ask you if you would like to opt out of receiving event news & updates from us. For further information, see ‘Marketing communications’ in this section below.

If you do not supply the optional information requested at checkout, we will not be able to give you AIA credit for sessions attended (if applicable), or accommodate any special dietary requests.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: We ask you to designate AIA number so that we can give you credit for your sessions attended, and we ask for your dietary preferences so that we can order the appropriate meals based on your preferences.

Processing your payment

After you place an order on our third-party registration forms, Cvent and Map Your Show, you will need to make payment for the goods or services you have ordered. We use two third party payment processors, Cvent Payment Services and Stripe, to process your payment.

Cvent Payment Services collects, uses and processes your information, including payment information, in accordance with their privacy policies. You can access their privacy policies via the following link(s): https://www.cvent.com/en/privacy-policy.

Stripe collects, uses and processes your information, including payment information, in accordance with their privacy policies. You can access their privacy policies via the following link(s): https://stripe.com/privacy.

If you place an order over the phone, we may either use Cvent, the payment processor described above, or Stripe, whose privacy policy can be found at: https://stripe.com/privacy.

Transfer and storage of your information

Cvent is located in the U.S.A. Information relating to the processing of your payment is collected, accessed from, transferred to, or stored in the United States or in other countries where Cvent operates, including countries outside the European Economic Area (EEA), Switzerland, and UK.

Stripe is a global business. Information relating to the processing of your payment is stored within AND outside the European Economic Area on their third party payment processor’s servers in the European Union, U.S.A., and India.

Legal basis for processing: necessary to perform a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: to fulfill your contractual obligation to pay for the goods or services you have ordered from us.

Marketing communications

We will automatically send you news and updates about the International Mass Timber Conference once you make a purchase and/or register for attendee passes and/or exhibit spaces for the conference. At checkout you will have the option of opting out of receiving emails from us that have news and updates about the conference. You check a box to designate that you do not want these emails.

Transfer and storage of your information

We use a third party service, Zoho, to administer our mailing list.

Information you submit to subscribe for our e-newsletter will be stored outside the European Economic Area on our third party mailing list provider’s servers in the U.S.A. For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below titled Transfers of your information outside the European Economic Area.

Use of web beacons [and similar technologies] in emails

We do not use technologies such as web beacons in the emails we send to allow us to assess the level of engagement our emails receive.

For more information about our third party mailing list provider, please see their privacy policy which is available here: https://www.zoho.com/privacy.html.

Information collected or obtained from third parties

This section sets out how we obtain or collect information about you from third parties.

Generally, we do not receive information about you from third parties. However, the third parties from which we might receive information about you may include WoodWorks.

It is also possible that third parties with whom we have had no prior contact may provide us with information about you.

Information we obtain from third parties will generally be your name and contact details, but may include any additional information about you which they provide to us.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where a third party has passed on information about you to us (such as your name and email address) in order for us to provide services to you, we will process your information in order to take steps at your request to enter into a contract with you and perform a contract with you (as the case may be).

Legal basis for processing: consent (Article 6(1)(a) of the General Data Protection Regulation).

Consent: where you have asked that a third party to share information about you with us and the purpose of sharing that information is not related to the performance of a contract or services by us to you, we will process your information on the basis of your consent, which you give by asking the third party in question to pass on your information to us.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: where a third party has shared information about you with us and you have not consented to the sharing of that information, we will have a legitimate interest in processing that information in certain circumstances.

For example, we would have a legitimate interest in processing your information to perform our obligations under a sub-contract with the third party, where the third party has the main contract with you. Our legitimate interest is the performance of our obligations under our sub-contract.

Similarly, third parties may pass on information about you to us if you have infringed or potentially infringed any of our legal rights. In this case, we will have a legitimate interest in processing that information to investigate and pursue any such potential infringement.

Where we receive information about you in error

If we receive information about you from a third party in error and/or we do not have a legal basis for processing that information, we will delete your information.

Information obtained by us from third parties

In certain circumstances (for example, to verify the information we hold about you or obtain missing information we require to provide you with a service) we will obtain information about you from certain publicly accessible sources, both EU and non-EU, such as business directories, media publications, social media, and websites (including your own website if you have one).

In certain circumstances we will also obtain information about you from private sources, both EU and non-EU, such as individuals with mass timber professions and interests and who are most typically attendees and supporters of the International Mass Timber Conference and who have a relationship with you.

Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: where you have entered into a contract or requested that we enter into a contract with you, in certain circumstances, we will obtain information about you from public sources in order to enable us to understand your business and provide services to you or services to a sufficient standard.

For example, we would obtain and/or verify your email address from your website or from a directory where you ask us to send you information by email but we do not possess the information or we need to confirm that we have recorded your email address correctly.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: in certain circumstances, we will have a legitimate interest in obtaining information about you from public and private sources. For example, if you have infringed or we suspect that you have infringed any of our legal rights, we will have a legitimate interest in obtaining and processing information about you from such sources in order to investigate and pursue any suspected or potential infringement.

Profiling

Profiling is any form of automated processing of your information to evaluate personal aspects about you, in particular to analyse or predict things like your performance at work, economic situation, health, personal preferences, interests, reliability, behavior, location or movements.

Use of profiling for web analytics

Our web analytics service, Google Analytics, uses collects information such as your location (based on your IP address) and your behavior (based on cookies) when you access our website (such as the pages you visit and what you click on). We will only process information from cookies if you have consented to us setting cookies on your computer in accordance with our cookies policy, which you can learn more about at https://www.masstimberconference.com/cookie-policy/.

Information collected about you, once collected is anonymized and stored on an aggregate basis.

Logic involved: by automatically analyzing and categorizing information such as the location (based on IP address) as well as the behavior and devices of visitors to our website (using cookies), we are able to gain a better understanding of what our website visitors want (in terms of the content of our website and our products), how to improve our website and how to advertise and market our services to them.

Significance and envisaged consequences: cookies will be used to track and store information about your behaviour and device on our website (unless you have opted out from receiving such cookies by [insert method of opting out from analytical cookies used on your website]) and your location will be analyzed based on your IP address.

Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: running and managing our business efficiently.

Disclosure and additional uses of your information

This section sets out the circumstances in which will disclose information about you to third parties and any additional purposes for which we use your information.

Disclosure of your information to service providers

We use a number of third parties to provide us with services which are necessary to run our business or to assist us with running our business and who process your information for us on our behalf. These include the following:

Telephone provider(s), including Verizon Wireless and Blackfoot Communications. Their privacy policies are available here: https://www.verizon.com/about/privacy/privacy-policy-summary and https://www.blackfoot.com/privacy-policy/
Email provider(s), including Zoho Mail. Their privacy policy is available here: https://www.zoho.com/privacy.html
Hosting provider(s), including WPEngine. Their privacy policy is available here: https://wpengine.com/legal/privacy/
Registration form software, including Cvent. Their privacy policy is available here: https://www.cvent.com/en/cvent-global-privacy-policy
Customer relationship database manager, including Zoho. Their privacy policy is available here: https://www.zoho.com/privacy.html
Cloud database, including Google Drive. Their privacy policy is available here: https://policies.google.com/privacy
Website traffic analytics, including Google Analytics. Their privacy policy is available here: https://policies.google.com/privacy
Customer service representative who contracts with FBN. Information on the representative can be obtained by sending a request for information via our contact form.

Our third party service providers are located in the USA and India.

Your information will be shared with these service providers where necessary to provide you with the service you have requested, whether that is accessing our website or ordering goods and services from us.

Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest relied on: where we share your information with these third parties in a context other than where is necessary to perform a contract (or take steps at your request to do so), we will share your information with such third parties in order to allow us to run and manage our business efficiently.

Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: we may need to share information with our service providers to enable us to perform our obligations under that contract or to take the steps you have requested before we enter into a contract with you.

Disclosure of your information to other third parties

We disclose your information to other third parties in specific circumstances, as set out below.

Providing information to third parties such as Google Analytics. Google collects information through our use of Google Analytics on our website. Google uses this information, including IP addresses and information from cookies, for a number of purposes, such as improving its Google Analytics service. Information is shared with Google on an aggregated and anonymised basis. To find out more about what information Google collects, how it uses this information and how to control the information sent to Google, please see the following page: https://www.google.com/policies/privacy/partners/.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): meeting our contractual obligations to Google under our Google Analytics Terms of Service (https://www.google.com/analytics/terms/us.html)

You can opt out of Google Analytics by installing the browser plugin here: https://tools.google.com/dlpage/gaoptout.

Providing information to third parties such as WoodWorks. WoodWorks is provided attendee contact information for all U.S. based attendees (only) unless those U.S. based attendees opt out of WoodWorks communications via the registration form.

Transfer and storage of your information

Information collected by Google Analytics is stored outside the European Economic Area on Google’s servers in the United States of America.

Sharing your information with third parties, which are either related to or associated with the running of our business, where it is necessary for us to do so. These third parties include our conference co-producer, our accountants, our insurer, an independent sales person, and an independent customer service representative. Further information on each of these third parties is set out below.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: running and managing our business efficiently.

Conference Co-Producer

We share information on U.S. based attendees (only) with our conference co-producer. For example, we share contact information for all U.S. based attendees unless those attendees opt out of receiving information from our co-producer.

Our co-producer is WoodWorks and is located in Washington, DC, USA.

Accountants

We share information with our accountants for tax purposes. For example, we share invoices we issue and receive with our accountants for the purpose of completing tax returns and our end of year accounts. Our accountants are Campbell & Associates, PC, located in Missoula, Montana, USA.

Independent contractors

We use an independent sales contractor in our business. Your information will be shared with the independent contractor only where it is necessary for them to perform the function we have hired them perform in relation to our business. Our independent contractor is Paul Toussaint, located in Charlo, Montana, USA.

Insurer

We will share your information with our insurers where it is necessary to do so, for example in relation to a claim or potential claim we receive or make or under our general disclosure obligations under our insurance contract with them. Our insurer is PayneWest Insurance. Their privacy policy is available here: https://www.paynewest.com/privacy/.

Customer Service Representative

Our independent customer service representative works with us from November through the end of the conference in March. They only handle data where necessary to do so in order to answer customer questions; provide pass transfers, refunds, and other requests; and support management in the normal course of administrating the conference. Our customer service representative is located in the U.S.A.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: running and managing our business effectively.

AND/OR

Legal basis for processing: necessary to perform a contract or to take steps at your request prior to entering into a contract (Article 6(1)(b) of the General Data Protection Regulation).

Reason why necessary to perform a contract: we need to share your information with other companies in order to be able to meet our contractual obligations to you or to take steps at your request prior to entering a contract, for example because of the services or information you have requested.

Sharing your information with a prospective or actual purchaser or seller in the context of a business or asset sale or acquisition by us, a merger or similar business combination event, whether actual or potential.

Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): sharing your information with a prospective purchaser, seller or similar person in order to allow such a transaction to take place.

Disclosure and use of your information for legal reasons

Indicating possible criminal acts or threats to public security to a competent authority

If we suspect that criminal or potential criminal conduct has been occurred, we will in certain circumstances need to contact an appropriate authority, such as the police. This could be the case, for instance, if we suspect that fraud or a cyber crime has been committed or if we receive threats or malicious communications towards us or third parties.

We will generally only need to process your information for this purpose if you were involved or affected by such an incident in some way.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: preventing crime or suspected criminal activity (such as fraud).

In connection with the enforcement or potential enforcement of our legal rights

We will use your information in connection with the enforcement or potential enforcement of our legal rights, including, for example, sharing information with debt collection agencies if you do not pay amounts owed to us when you are contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as legal rights that we have under copyright law or tort law).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: enforcing our legal rights and taking steps to enforce our legal rights.

In connection with a legal or potential legal dispute or proceedings

We may need to use your information if we are involved in a dispute with you or a third party for example, either to resolve the dispute or as part of any mediation, arbitration or court resolution or similar process.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest(s): resolving disputes and potential disputes.

For ongoing compliance with laws, regulations and other legal requirements

We will use and process your information in order to comply with legal obligations to which we are subject. For example, we may need to disclose your information pursuant to a court order or subpoena if we receive one.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: where the legal obligations are part of the laws of another country and have not been integrated into the United Kingdom’s legal framework, we have a legitimate interest in complying with these obligations.

How long we retain your information

This section sets out how long we retain your information. We have set out specific retention periods where possible. Where that has not been possible, we have set out the criteria we use to determine the retention period.

Retention periods

Server log information: we retain information on our server logs indefinitely. We do not have control over server logs and individual information stored there. That is the sole responsibility of our webhost.

Order Information: when you place an order for goods and services, we retain that information indefinitely unless you inform us via email, phone, or contact form that you want the data deleted.

Correspondence and enquiries: when you make an enquiry or correspond with us for any reason, whether by email or via our contact form, we will retain your information indefinitely unless you inform us via email, phone, or contact form that you want the data deleted.

E-Newsletter: we retain the information you used to sign up for our event news & information emails for as long as you remain subscribed (i.e. you do not unsubscribe) or if we decide to cancel our e-newsletter service, whichever comes earlier.

Criteria for determining retention periods

In any other circumstances, we will retain your information for no longer than necessary, taking into account the following:

the purpose(s) and use of your information both now and in the future (such as whether it is necessary to continue to store that information in order to continue to perform our obligations under a contract with you or to contact you in the future);
whether we have any legal obligation to continue to process your information (such as any record-keeping obligations imposed by relevant law or regulation);
whether we have any legal basis to continue to process your information (such as your consent);
how valuable your information is (both now and in the future);
any relevant agreed industry practices on how long information should be retained;
the levels of risk, cost and liability involved with us continuing to hold the information;
how hard it is to ensure that the information can be kept up to date and accurate; and
any relevant surrounding circumstances (such as the nature and status of our relationship with you).

How we secure your information

We take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:

only sharing and providing access to your information to the minimum extent necessary, subject to confidentiality restrictions where appropriate, and on an anonymised basis wherever possible;
using secure servers to store your information;
verifying the identity of any individual who requests access to information prior to granting them access to information; and
using Secure Sockets Layer (SSL) software to encrypt any information you submit to us via any forms on our website and any payment transactions you make on or via our website.

Transmission of information to us by email

Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.

We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.

Transfers of your information outside the European Economic Area

Your information will be transferred and stored outside the European Economic Area (EEA) in the circumstances set out below. We will also transfer your information outside the EEA or to an international organisation in order to comply with legal obligations to which we are subject (compliance with a court order, for example). Where we are required to do so, we will ensure appropriate safeguards and protections are in place.

Server log information

Information collected when you visit our website is transferred outside of the EEA and stored on the servers of our third-party hosting company, WPEngine, and on the servers of our website data analytics service, Google Analytics. You can access their privacy policies here: https://wpengine.com/legal/privacy/ and https://policies.google.com/privacy.

Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.

Safeguard(s) used: our third-party hosting provider has self-certified its compliance with the EU-U.S. Privacy Shield, the of list of which is available here: https://www.privacyshield.gov/list.

Contact form

Information you submit to us via our contact form is transferred outside the EEA and stored on our third-party hosting and email provider’s servers. Our hosting provider is WPEngine and our email provider is Zoho Mail. You can access their privacy policies here: https://wpengine.com/legal/privacy/ and https://www.zoho.com/privacy.html.

Country of storage: Unites States of America. This country is not subject to an adequacy decision by the European Commission.

Safeguard(s) used: WPEngine has self-certified its compliance with the EU-U.S. Privacy Shield, documentation of which is available here: https://www.privacyshield.gov/welcome.

Zoho has self-certified its compliance with the EU-U.S. Privacy Shield, documentation of which is available here — https://www.privacyshield.gov/welcome — and here — https://www.zoho.com/privacy/privacyshieldframeworks.html.

The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46(2)(f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here: http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm.

Support tickets

Information you submit to us via our support tickets is transferred outside the EEA and stored on the servers of our third-party customer support vendor, Zoho. You can access their privacy policies here: https://www.zoho.com/privacy.html.

Country of storage: Unites States of America. This country is not subject to an adequacy decision by the European Commission.

Email

Information you submit to us by email is transferred outside the EEA and stored on our third party email provider’s servers. Our third party email provider is: Zoho Mail. You can access their privacy policy here: https://www.zoho.com/privacy.html.

Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.

Safeguard(s) used: Zoho has self-certified its compliance with the EU-U.S. Privacy Shield, documentation of which is available here — https://www.privacyshield.gov/welcome — and here — https://www.zoho.com/privacy/privacyshieldframeworks.html. The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46(2)(f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here: http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm.

E-Newsletter

Information you submit to us when you sign up for our e-newsletter is transferred outside the EEA and stored on our third party mailing list provider’s servers. Our third-party mailing list provider is: Zoho. You can access their privacy policy here: https://www.zoho.com/privacy.html.

Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.

Safeguard(s) used: our third party mailing list provider has self-certified its compliance with the EU-U.S. Privacy Shield which is available here: https://www.privacyshield.gov/welcome.

Google Analytics

Information collected by Google Analytics (your IP address and actions you take in relation to our website) is transferred outside the EEA and stored on Google’s servers. You can access Google’s privacy policy here: https://www.google.com/policies/privacy/.

Country of storage: United States of America. This country is not subject to an adequacy decision by the European Commission.

Safeguard(s) used: Google has self-certified its compliance with the EU-U.S. Privacy Shield which is available here: https://www.privacyshield.gov/welcome. The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46(2)(f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here: http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm.

Registration Form

Information you submit on our conference registration form is transferred outside the EEA and stored on their servers in the USA and India. Cvent is our registration form service provider and you can access their privacy policy here: https://www.zoho.com/privacy.html.

Country of storage: United States of America and India. USA is not subject to an adequacy decision by the European Commission.

Safeguard(s) used: Cvent data security information is available here: https://www.cvent.com/en/event-data-security.

Payment Processor

After you place an order on our website you will need to make payment for the goods or services you have ordered. We use third-party payment processosr, Cvent Payment Services or Stripe, to process your payment.

Cvent collects, uses and processes your information, including payment information, in accordance with their privacy policies. You can access their privacy policies via the following link(s): https://www.cvent.com/en/cvent-global-privacy-policy.

If you place an order over the phone, we may either use Cvent, the payment processor described above, or Stripe, whose privacy policy can be found at: https://stripe.com/privacy.

Country of storage: Cvent is located in India. Information relating to the processing of your payment and personal data may be collected, accessed from, transferred to or stored in the United States or in other countries where it operates, including countries outside the European Economic Area (EEA). Personal data may be accessed by Cvent personnel providing services in any country where it have facilities or in which it engages third party service providers (processors or subprocessors), including India, Australia, and Singapore.

Safeguard(s) used: Cvent uses a variety of organizational, technical and administrative measures to protect personal data within its organization.

Your rights in relation to your information

Subject to certain limitations on certain rights, you have the following rights in relation to your information, which you can exercise by writing to Trifecta Collective LLC, 2300 Clarendon Blvd., Ste. 305, Arlington, VA 22201, or sending a message through our contact form:

to request access to your information and information related to our use and processing of your information;
to request the correction or deletion of your information;
to request that we restrict our use of your information;
to receive information which you have provided to us in a structured, commonly used and machine-readable format (e.g. a CSV file) and the right to have that information transferred to another data controller (including a third-party data controller);
to object to the processing of your information for certain purposes (for further information, see the section below titled Your right to object to the processing of your information for certain purposes); and
to withdraw your consent to our use of your information at any time where we rely on your consent to use or process that information. Please note that if you withdraw your consent, this will not affect the lawfulness of our use and processing of your information on the basis of your consent before the point in time when you withdraw your consent.

In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or of an alleged infringement of the General Data Protection Regulation.

For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO), the contact details of which are available here: https://ico.org.uk/global/contact-us/.

Further information on your rights in relation to your personal data as an individual

The above rights are provided in summary form only and certain limitations apply to many of these rights. For further information about your rights in relation to your information, including any limitations which apply, please visit the following pages on the ICO’s website:

You can also find out further information about your rights, as well as information on any limitations which apply to those rights, by reading the underlying legislation contained in Articles 12 to 22 and 34 of the General Data Protection Regulation, which is available here: http://ec.europa.eu/justice/data-protection/reform/files/regulation_oj_en.pdf.

Verifying your identity where you request access to your information

Where you request access to your information, we are required by law to use all reasonable measures to verify your identity before doing so.

These measures are designed to protect your information and to reduce the risk of identity fraud, identity theft or general unauthorised access to your information.

How we verify your identity

Where we possess appropriate information about you on file, we will attempt to verify your identity using that information.

If it is not possible to identity you from such information, or if we have insufficient information about you, we may require original or certified copies of certain documentation in order to be able to verify your identity before we are able to provide you with access to your information.

We will be able to confirm the precise information we require to verify your identity in your specific circumstances if and when you make such a request.

Your right to object to the processing of your information for certain purposes

You have the following rights in relation to your information, which you may exercise in the same way as you may exercise by writing to Trifecta Collective LLC, 2300 Clarendon Blvd., Ste. 305, Arlington, VA 22201, or sending a message through our contact form:

to object to us using or processing your information where we use or process it in order to carry out a task in the public interest or for our legitimate interests, including ‘profiling’ (i.e. analysing or predicting your behaviour based on your information) based on any of these purposes; and
to object to us using or processing your information for direct marketing purposes (including any profiling we engage in that is related to such direct marketing).

You may also exercise your right to object to us using or processing your information for direct marketing purposes by:

clicking the unsubscribe link contained at the bottom of any marketing email we send to you and following the instructions which appear in your browser following your clicking on that link; or
sending a message through our contact form.

Sensitive Personal Information

‘Sensitive personal information’ is information about an individual that reveals their racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic information, biometric information for the purpose of uniquely identifying an individual, information concerning health or information concerning a natural person’s sex life or sexual orientation.

We do not knowingly or intentionally collect sensitive personal information from individuals, and you must not submit sensitive personal information to us.

If, however, you inadvertently or intentionally transmit sensitive personal information to us, you will be considered to have explicitly consented to us processing that sensitive personal information under Article 9(2)(a) of the General Data Protection Regulation. We will use and process your sensitive personal information for the purposes of deleting it.

Changes to our Privacy Policy

We update and amend our Privacy Policy from time to time.

Minor changes to our Privacy Policy

Where we make minor changes to our Privacy Policy, we will update our Privacy Policy with a new effective date stated at the beginning of it. Our processing of your information will be governed by the practices set out in that new version of the Privacy Policy from its effective date onwards.

Major changes to our Privacy Policy or the purposes for which we process your information

Where we make major changes to our Privacy Policy or intend to use your information for a new purpose or a different purpose than the purposes for which we originally collected it, we will notify you by email (where possible) or by posting a notice on our website.

We will provide you with the information about the change in question and the purpose and any other relevant information before we use your information for that new purpose.

Wherever required, we will obtain your prior consent before using your information for a purpose that is different from the purposes for which we originally collected it.

Children’s Privacy

Because we care about the safety and privacy of children online, we comply with the Children’s Online Privacy Protection Act of 1998 (COPPA). COPPA and its accompanying regulations protect the privacy of children using the internet. We do not knowingly contact or collect information from persons under the age of 18. The website is not intended to solicit information of any kind from persons under the age of 18.

It is possible that we could receive information pertaining to persons under the age of 18 by the fraud or deception of a third party. If we are notified of this, as soon as we verify the information, we will, where required by law to do so, immediately obtain the appropriate parental consent to use that information or, if we are unable to obtain such parental consent, we will delete the information from our servers. If you would like to notify us of our receipt of information about persons under the age of 18, please do so by sending a message through our contact form.

California Do Not Track Disclosures

“Do Not Track” is a privacy preference that users can set in their web browsers. When a user turns on a Do Not Track signal in their browser, the browser sends a message to websites requesting that they do not track the user. For information about Do Not Track, please visit www.allaboutdnt.org.

At this time, we do not respond to Do Not Track browser settings or signals. In addition, we use other technology that is standard to the internet, such as pixel tags, web beacons, and other similar technologies, to track visitors to the website. Those tools may be used by us and by third parties to collect information about you and your internet activity, even if you have turned on the Do Not Track signal. You can reject some or all of the cookies we use on or via our website by changing your browser settings or non-essential cookies by using our cookie control tool (click the beige-colored icon in the lower left of the site), but doing so can impair your ability to use our website or some or all of its features. For further information about cookies, including how to change your browser settings, please visit www.allaboutcookies.org.

Privacy

Contents

Summary

Our details

Information we collect when we contact you and when you contact us

Information we collect when you sign up for conference email updates

Information we collect when you visit our website

Information we collect from your use of our email marketing campaigns

Information we collect when you contact us

Information we collect when you interact with our website

Information we collect when you place an order on our third-party registration form

Information collected or obtained from third parties

Disclosure and additional uses of your information

How long we retain your information

How we secure your information

Transfers of your information outside the European Economic Area

Your rights in relation to your information

Your right to object to the processing of your information for certain purposes

Sensitive Personal Information

Changes to our Privacy Policy

Children’s Privacy

California Do Not Track Disclosures