Event Privacy Policy

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Event Privacy Policy

Your privacy is important to us. This Event Privacy Policy describes our practices with respect to (i) the personal information we gather with respect to an event (ii) the way we use personal information internally; and (iii) our policy regarding sharing your personal information with others.  We are committed to processing your information in accordance with international legal standards, including the General Data Protection Regulation (GDPR) and other applicable data protection laws and data protection codes of conduct.

This policy addresses our privacy practices relating specifically to those customers attending an Event (as defined below).  For purposes of this Event Privacy Policy, “Personal Information” means any information that, by itself or in combination with other information, identifies or can reasonably be used to identify an individual, such as name, email address, IP address, telephone number, address, billing information or date of birth. Personal Information does not include information that is anonymized, or publicly available information. The term “Processing” means any operation or set of operations which is performed on Personal Information, whether or not by automated means, such as collection, use, organization, storage, alteration or destruction, disclosure, or transfer.  The term “Event” means any event hosted by CBORD or its affiliates, either virtual or in-person, whereby certain customers attend, and which may last a few hours or several days in duration (for example, a User Group Conference).


Declaration of Consent

By submitting Personal Information and other information, you consent to the Processing of such information in accordance with the terms of this Event Privacy Policy.  You may withdraw this consent at any time by notifying us at privacy@cbord.com, or by writing to The CBORD Group, Inc., 950 Danby Road, Suite 100C, Ithaca, NY 14850, Attention: Privacy Officer.


Collecting Information

We collect Personal Information that you voluntarily provide to us when you register and/or participate in an Event, or otherwise when you contact us.

The Personal Information that we collect depends on the context of your interactions with us with respect to an Event, and the choices you make. The Personal Information we collect may include but is not limited to the following:

Personal Information Provided by You:  We may collect names; phone numbers; email addresses; mailing addresses; job titles; user names; passwords; contact preferences; contact or authentication data; billing addresses; debit/credit card numbers; and other similar information.

We also collect, use, and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your data but is not considered Personal Information as this data does not directly or indirectly reveal your identity. Should we combine or connect aggregated data with your data to directly or indirectly identify you, however, we treat the combined data as Personal Information, which will be used per this Event Privacy Policy.

We do not collect any special categories of Personal Information about you (this includes information about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data, nor do we collect any information about criminal convictions and offenses).

Payment Data:  We may collect data necessary to process your payment if you make purchases, such as your payment instrument number (such as a credit card number), and the security code associated with your payment instrument. All payment data is stored by PayPal. You may find their privacy notice link(s) here: https://www.paypal.com/us/webapps/mpp/ua/privacy-full.

 All Personal Information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such Personal Information.

Protecting Personal Information

We take commercially reasonable steps to protect your Personal Information and to protect such information from loss, misuse, unauthorized access, disclosure, alteration, or destruction. We also take contractual, administrative and physical steps to protect against unauthorized access to and disclosure of Personal Information.

How We Use Personal Information

The Personal Information collected during an Event may be used by The CBORD Group, Inc., its divisions, subsidiaries, affiliates, subcontractors, Event sponsors, or other entities that are involved in providing any services for an Event.

We may use the information collected and provided, individually or in an aggregate form, in order to:

  • Register you for an Event. The registration process requires users to give us contact information like their name, job title, company, phone number, and email address. We do not share registration information with any entities except for those providing services for the Event.
  • Provide specific information to you from us and/or our affiliates.
  • Send you promotional material from us and/or our affiliates.
  • Post testimonials. We post testimonials that may contain Personal Information. Prior to posting a testimonial, we will obtain your consent to use your name and the content of the testimonial. If you wish to update, or delete your testimonials, please contact us by sending us an email at marketing@cbord.com and be sure to include your name and contact information.
  • Request information. We may use your information to request feedback and to contact you about the Event.
  • Enable user-to-user communications. We may use your information in order to enable user-to-user communications with each user’s consent.
  • Deliver and facilitate delivery of services to the user. We may use your information to provide you with the requested services.
  • Respond to user inquires/offer support to users. We may use your information to respond to your inquiries and solve any potential issues you might have with an Event.
  • Provide an attendee list to corporate sponsors of the Event to be used for marketing purposes.


Your Individual Rights

With certain legal exceptions and limitations, you may exercise the following rights. We will not discriminate against you, in any manner prohibited by applicable law, for exercising these rights.

Access. You have the right to request information about the categories and specific Personal Information we have collected about you, the sources of Personal Information, the purpose for collecting the Personal Information, the categories of third parties to whom we have shared your Personal Information for a business purpose and the types of Personal Information shared. You may request this information at the contact information above.

Deletion. You may request that we delete your Personal Information.

Correction. You have the right to ask us to correct your Personal Information


Corrections and Requests for Personal Information or Erasure of Personal Information

If you want us to correct your Personal Information or other information, or if you would like us to provide you with a copy of the Personal Information that we hold about you, or if you would like the Personal Information that we hold about you to be erased, please contact us by sending us an email at privacy@cbord.com or writing to us at The CBORD Group, Inc., 950 Danby Road, Suite 100C, Ithaca, NY 14850, Attention: Privacy Officer. We will respond to any such requests within thirty (30) days of receipt.


Personal Information Retention

Personal Information will be stored for as long as the information is required to fulfill our legitimate business needs or the purposes for which the Personal Information was collected, or for such period as is required by law.

When we have no ongoing legitimate business need to process your Personal Information, we will either delete or anonymize such information, or, if this is not possible (for example, because your Personal Information has been stored in backup archives), then we will securely store your Personal Information and isolate it from any further processing until deletion is possible.

Disclosing Personal Information to Third Parties


Any Personal Information that you provide to us will be used for our purposes only. Personal Information will not be shared with individuals or other companies other than those referred to in this Event Privacy Policy.

In some instances, however, we may need to provide Personal Information to third parties that we use to deliver specific products or services to you (such as shipping or direct mailing organizations). In such cases, our agreements with these third parties do not permit them to use Personal Information for purposes other than fulfilling those services or allow such third parties to further disclose your Personal Information.

We may also disclose aggregated data to our advertisers and other third parties to generate reports, marketing and technical research and for related business purposes.


E-Mail Addresses

You should know that e-mail is not necessarily secure against all forms of interception. If your communication includes sensitive information about your organization and you would prefer not to transmit this information in this fashion, please contact us by post or telephone rather than e-mail. We use e-mail addresses for marketing purposes and to inform those interested in our events, products, services or other items of interest.

Data Breaches

Whilst every effort and measure is taken to reduce the risk of data breaches, we have dedicated controls and procedures in place for such situations, along with the procedures that are required to make notifications to the relevant supervisory authority and data subjects (where applicable).


Comments and Questions

We welcome comments and questions regarding this Event Privacy Policy. Any such questions should be directed via e-mail to privacy@cbord.com.  Additionally, you may make your request in writing to The CBORD Group, Inc., 950 Danby Road, Suite 100C, Ithaca, NY 14850, Attention: Privacy Officer.

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