Privacy Policy

GDPR NOTICE

Scope

The following notice applies to you if you are an individual located within the European Union (EU) and your Personal Data is processed in connection with Events Industry Council’s (EIC) marketing of goods or services within the EU or in connection with your organization’s membership in EIC. Personal Data means any information that allows you to be directly or indirectly identified.

Data Controller and Contact Information

EIC is the “data controller” for the processing of your Personal Data and can be contacted regarding the processing of your Personal Data by emailing privacy@eventscouncil.org or by calling (202) 367-1190.

Purposes and Legal Basis for Data Processing

We collect your Personal Data, such as your name and e-mail address, for the purposes of providing you with information that pertains to the Certified Meeting Professional (CMP) certification process and EIC’s ongoing industry efforts.  When you provide your consent for EIC to collect your Personal Data for this purpose, you consent to receive marketing e-mails, e-mail updates, and newsletters from EIC.

We also collect your Personal Data for the purposes of establishing membership within our organization or for registering for events.  We may also collect financial information as necessary to process payments for membership payments, event registration, or the purchase of publications or other products. 

Your membership information allows us to ensure that you receive member benefits to which you are entitled in exchange for the payment of membership fees and acting in accordance with our membership policies.  In order to gain the benefits of membership, we may require you to provide us with certain information that allows you to be identified.  If you choose to withhold certain Personal Data requested by us, it may not be possible for you to gain access to certain aspects of membership. 

The collection of your Personal Data for membership purposes is necessary to support our legitimate interests as a nonprofit organization.  “Legitimate interests” means our interest in conducting and managing our organization and fulfilling our mission and promises to our members.  As a result, we have a legitimate interest in processing your Personal Data when you become a member of our organization.  When we process your Personal Data for our legitimate interest, we ensure adequate protection of your Personal Data and consider your rights under data protection laws.

If we intend to use your information in a way that is different from the reasons for which it was collected, we will notify you before doing so and, if necessary, ask your permission before collecting any additional data or using it in any way.

Special Categories of Data

Information about a person’s racial or ethnic background, political opinions, religious beliefs, trade union membership, sexual orientation, and health is considered to be a “special category of personal data.”  For current members, we collect this information in order to carry out our legitimate activities as a nonprofit entity.  Our processing of these special categories of data for this purpose relates solely to our members. For non-members, this data is collected by us only on the basis of your consent to provide such data.  EIC collects this data during its event registration process, as well as during its CMP census.  This data will not be disclosed outside of our organization in a manner that allows you to be identified without your consent.

Access to Your Personal Data

EIC staff will have access to your Personal Data to the extent such staff are responsible for providing you with e-mail updates and newsletters from EIC and to the extent that staff are responsible for membership activities.

We may share our mailing list with other organizations for the purpose of sponsorship fulfillment.

If we intend to transfer your Personal Data to an organization outside of the European Economic Area, we will ensure that such organizations have in place an adequate level of data protection in accordance with the relevant data protection laws.

Data Processing and Storage of Personal Data

EIC uses reasonable efforts to securely store and process your Personal Data, in order to protect against unauthorized access or disclosure.  Any data that is no longer needed for the purposes for which it was collected will be deleted.  EIC stores Personal Data collected for marketing and outreach purposes until an individual opts-out of receiving such communications from EIC.

Rights:

Subject to applicable law, you have the following rights in relation to your personal data.  Should you make a request to exercise your rights, EIC will review the request in accordance with applicable law and respond within a month of receiving the request:

  • Right of access: You can request an electronic copy of your personal data contained within our system.Requests should be made by emailing privacy@eventscouncil.org. In order to complete your request, we may ask you to verify your identity.
  • Right to rectification: If your Personal Data is inaccurate or incomplete, you are entitled to have it rectified or completed.Updates to your Personal Data can be made by emailing privacy@eventscouncil.org.
  • Right to erasure: You may ask us to delete or remove your Personal Data.Requests should be made by emailing privacy@eventscouncil.org. If you ask us to delete your data from our system, you will no longer receive information from EIC regarding the CMP certification process or ongoing industry efforts.
  • Right to restrict or object to processing: You may ask us to restrict or block the processing of your Personal Data in certain circumstances or request no further contact from us.Requests should be made by emailing privacy@eventscouncil.org.
  • Right to data portability: You have the right to obtain your Personal Data from us that is contained in our system and, in some cases, have it transferred to another entity at your request.Requests for your data should be made by emailing privacy@eventscouncil.org.
  • Right to withdraw consent: If we rely on your consent to process your Personal Data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of our use of your Personal Data prior to the withdrawal of your consent. Requests should be made by emailing privacy@eventscouncil.org.
  • Right to lodge a complaint with the data protection authority: If you have a concern about our privacy practices, including the way we have handled your Personal Data, you can report it to the data protection authority that is authorized to hear those concerns.The relevant authority is the data protection authority in your country of residence, the country where you work, or the country in which the alleged unlawful use of your Personal Data occurred.

Website Privacy Policy

The Events Industry Council (“EIC” “us,” “our,” or "we") has created this privacy policy in order to demonstrate our commitment to your privacy and protection of personal information that we collect and process. The following discloses our information gathering and dissemination practices. Unless the context indicates otherwise, the terms “you” and “your” refer to both you individually and any entity on whose behalf you are accessing our Website.

This privacy policy applies to information we collect (our “Collection Places”):

  • On this Website (including its integrated third party platforms);
  • On other platforms we use to facilitate our management of the services we provide to you (e.g. event registration sites, CadmiumCD, Cvent, QuickMobile, Kleertech, Microsoft Dynamics or exam administration sites, such as Prometric or Learning Management Systems such as Multiview, GoToWebinar, or Roundtable; and
  • In email, text, other electronic messages or by telephone or other communications between you and us and (if you are a member or certificant) between you and other members, CMPs, candidates for CMP certification, preferred providers, member organizations, and other individuals or entities with whom EIC interacts or has a professional or customer relationship through the Website.
  • In off-line collection of information of about CMPs, candidates for CMP certification, preferred providers, member organizations, and other individuals or entities with whom EIC interacts or has a professional or customer relationship.

If you have questions or concerns regarding this policy, we welcome you to contact us at: privacy@eventscouncil.org.

1. Acknowledgement of this Privacy Statement

Your use of any of our Collection Places signifies that you have read and understand all of the terms of this privacy policy.

2. Personal Information You Provide Voluntarily

“Personal Information” is information about you that is linked to you as an individual. We collect personal information at our Collection Places that include, but is not limited to, name, telephone number, email address, employer, professional title, date of birth, home or business and mailing address, gender, details regarding your entity and business, your job title, username and password, company contacts for corporate members, photographs, and education. 

The personal information you are asked to provide (including whether its provision is mandatory or not) is needed so that we may facilitate your access, purchase, use and/or participation in our service offerings, such as (collectively “Services”):

  1. Membership;
  2. Events;
  3. Educational programs;
  4. Online forums;
  5. Certification/accreditation activities;
  6. Volunteer opportunities;
  7. Products for sale;
  8. Career services;
  9. Surveys; and
  10. Any other services and products that are updates or extensions to our Services or relate to other member benefits.

If you choose not to provide us with your personal information, you may not be able to enjoy certain components of our Services.

Additionally, we will also collect personal information when:

  • You voluntarily provide it to us;
  • You request us to contact you via mail, e-mail, or telephone to provide information, updates, or promotions about our Services;
  • You interact with EIC and our Collection Places, such as, but not limited to, when you create a EIC account, apply for CMP certification, or register for the CMP Exam;
  • You purchase products, services, or event registrations;
  • You search or apply for jobs through our Career Center;
  • You participate in our surveys;
  • We enter into agreements for affiliated partnerships (e.g., exhibitors, sponsors, advertisers).

We will provide you with the choice and means for limiting the use and disclosure of your personal information before we use or disclose the information for a purpose that is materially different from the purpose described below.

At other times, we may collect information that cannot be used to identify you.  For example, we may aggregate non-personal information about you and other customers who visit our Websites. Aggregated information will not contain any information that can be linked directly back to you.

For those Website users located outside the United States including the European Economic Area, we advise you that your information may at times be accessible by individuals who are located worldwide or other geopolitical regions have not been determined to provide the same level of data protection as in your country, province, territory or geopolitical region. By providing us with your personal information, you are consenting to our use of it in accordance with this privacy policy, including the transfer of your information across international boundaries to jurisdictions anywhere in the world as permitted by local law.  For individuals in the EU, if we intend to transfer your personal information to another country that has not been deemed to provide adequate data protection safeguards or to an entity with which we do not have a contractual relationship, we will ask for your consent.

3. Personal Information We Collect Automatically

In addition to the Collection Places, we may use any number of tools to collect information about you, your computer access points, and the web browser that you use to connect to our Website. For example, cookies are tiny text files that we place on your computer’s hard drive when you visit our Website. We may use cookies to personalize your interactions with our Websites. You do not have to accept our cookies and you may set your browser to restrict their use and you may delete them after they have been placed on your hard drive.  If you do not accept or delete our cookies, some areas of our Website may take more time to work, or may not function properly.  

Under the laws of various EU countries, cookies may be served, as long as individuals have provided their consent, having been given clear and comprehensive information, in particular about the purposes for which their personal data will be processed. In at least these countries, effective consent may be provided by using browser settings, as long as you take positive action. Before using our Website, you are advised to check your current browser settings to ensure that the settings reflect your consent for us to place cookies on your devices.

We may also collect additional information from your web browser each time you visit our Website. We may collect information about the pages that you visit and the time spent on each web page or area of the Website, the promotions or advertisements that you click on, and other actions that you take while using our Website. This information may include your Internet Protocol (“IP”) address, the type of browser, the time that your browser was used to access our Website, and the referring website’s address. We may also use tools such Google Analytics.

We may also collect information that cannot be used to identify you.  For example, we may aggregate non-personal information about you and other individuals who visit our Website. Aggregated information will not contain any information that can be linked directly back to you.

Our Service Providers (defined below) may also use other standard web-based technologies to analyze your movements while accessing our Websites.  The technologies include web “beacons,” “pixel tags,” and “clear gifs.” These technologies help us ascertain the effectiveness of our product and service campaigns and marketing programs, allow us to customize the services offered on or through our Website, and help determine the best use for Website content, and product and service offerings. Some of this information, including the IP address, may be stored on our Internet service provider’s server logs, and may be available for extended periods of time.

4. Choice

We will offer you the opportunity to choose (opt out) whether your personal information is: (a) to be disclosed to a third party and that third party intends to use the personal information for a purpose that is materially different from the purpose for which the personal information was originally collected; or (b) We intend the personal information to be used for a purpose other than the purpose for which it was originally collected or subsequently authorized by you. 

5. Our Use of Your Personal Information

EIC may use your personal information to:

  1. Provide information about our Services and affiliate partnerships;
  2. Fulfill your member benefits or certification issuance or verification of certification requirements;
  3. Facilitate your attendance/participation at our conferences and events (both in person and virtual);
  4. Track your attendance at conferences and trade shows (including exhibitor spaces);
  5. Prepare invoices and process payments;
  6. Respond to any of your questions or requests or other communications you send to us;
  7. Carry out our obligations and enforce our rights arising from any contract entered between you and us;
  8. Fulfill any other purpose for which you provide information to us;
  9. Present our Website effectively to you; or
  10. Perform any other legitimate purpose reasonably consistent with your membership or affiliated partnership.

Additional uses of your non-personal and personal information will allow us to tailor our Services specific to your needs, to help organize and manage our relationship with you or your business, to conduct business, to provide you with support, and to perform functions that are described to you at the time of collection.

In general, we will use the personal information we collect from you only for the purposes described in this privacy policy or for purposes that we explain to you at the time we collect your personal information. However, we may also use your personal information for other purposes that are not incompatible with the purposes we have disclosed to you (such as archiving purposes in the public interest, research purposes, or statistical purposes) if and where this is permitted by applicable data protection laws.

6.  Our Disclosure of Your Personal Information to Third Parties

We may share your personal information with the following categories of recipients:

  • Third party service providers (“Service Providers”) who provide (without limitation) administrative/operational services; data processing; membership services; marketing & communication services; meeting management services; website hosting services; membership database services; credit card processing; conference registration; conference mobile applications; ; conference/event hotels and venues; or who otherwise process personal information for purposes that are described in this privacy policy or notified to you when we collect your personal information;
  • Other EIC members, CMPs, candidates for CMP certification, preferred providers, member organizations, and other individuals or entities with whom EIC interacts or has a professional or customer relationship may receive certain items of your personal information as part of a certification directory or through collaboration portals. In addition, if you sign up to attend a member meeting or other EIC-sponsored event, all other EIC members who sign up for the event will be notified of your intended attendance at the event and may be given your full name, address, company name, and email address and certification status. We are not responsible for other members use or misuse of your personal information; and
  • Affiliated partners, such as exhibitors, sponsors and advertisers, may receive membership lists or event attendance lists that include your full name, address, company name, and email address and certification status. We are similarly not responsible for the use or misuse of your personal information by our affiliated partners.

We may also disclose your personal information as is necessary to: (a) comply with a subpoena or court order; (b) cooperate with law enforcement or other government agencies; (c) establish or exercise our legal rights; (d) protect the property or safety of our company and employees, contractors, vendors, suppliers, and customers; (e) defend against legal claims; (f) help with internal and external investigations; or (g) as otherwise required by law or by law. We may disclose your information in connection with the sale or merger of EIC or any transaction that involves the sale or assignment of some or all of our assets. EIC may also disclosure your information to protect and/or defend the rights of EIC or to give effect to the CMP Ethics Policy Disciplinary Procedures.

7. Data Storage and Security

We make reasonable efforts to ensure that our Service Providers have implemented physical, electronic, and procedural security measures to assist with safeguarding your personal information, and to help protect against unauthorized access and disclosure. Notwithstanding our efforts, the Internet has inherent security risks.  We cannot promise, and you should not expect, that your personal information, personal searches, and other communications will always remain secure. You should take care with regard to how you handle and disclose your personal information or any username or password that you are required to use to access all of our Collection Places.

We will not keep your personal information longer than necessary for the purpose for which it was collected.  We will securely destroy or erase personal information from our systems when it is no longer required to accomplish the purpose for which it was collected. We also will endeavor to ensure the deletion and destruction of personal information stored and maintained by third parties. We may, however, retain some personal information in order to comply with applicable laws, regulations, rules and court orders.

8. Children and Data Collection

Our Website content is not directed toward children who are under the age of 18.  We do not knowingly collect personal information from children.  If we or our Service Providers become aware that a child has provided us with personal information without parental consent, that information will be deleted from our databases.  If you have questions about personal information that may have been submitted by a child, please email us at privacy@eventscouncil.org.

9. How You May Access and Change the Information that EIC Collects

The first time that you provide us with registration information through our Website, you may be offered the opportunity to subscribe to and receive additional information about our products and services. Each commercial e-mail that we send to you will offer you the opportunity to opt-out of continuing to receive such messages.  We may take up to 10 business days to process your opt-out requests. In some instances, we may have already shared your information with one of our authorized third parties before you changed your information preferences, and you may briefly continue to receive e-mail even after you have opted out. FTC e-mail compliance guidance allows us to send you transactional and relationship e-mail without offering you the opportunity to opt-out of receiving those types of e-mail.

If you believe that your personal information is inaccurate or incomplete, you are entitled to have it rectified or completed. Updates or corrections to your personal data can be made by emailing privacy@eventscouncil.org. In order to comply with your request, we may ask you to verify your identity.

For those Website users located in the European Union, we are required by law to advise you that your personal information may, at times, be accessible by individuals who are located worldwide including in countries that the European Commission has not determined provide the same level of data protection as in your country. By providing us with your personal information, you are consenting to our use of it in accordance with our privacy policy, including the transfer of your personal information across international boundaries to jurisdictions anywhere in the world as permitted by local law, including, without limitation the United States.

In some cases, the United States may not be deemed to have data privacy laws that afford an equal level of protection for your personal information as those laws legislated at the direction of the European Union, however, please be assured that we will continue to adhere to the principles stated in this privacy policy and in applicable laws in connection with any personal information. We will endeavor to preserve the integrity, confidentiality, and security of personal information and afford such personal information an adequate level of protection.

10. Rooms/Forums/Message Boards/News Groups

Our Website may make digital forums available to its users. Please remember that any information disclosed in these areas becomes public information, and you should exercise caution when deciding to disclose information through these areas of the Website.

11. Enforcement

We use a self-assessment approach to assure compliance with this privacy policy and periodically verifies that the policy is accurate, comprehensive for the information intended to be covered, prominently displayed, completely implemented and accessible and in conformity with the EU privacy principles. We encourage interested persons to raise any concerns using the contact information provided and we will investigate and attempt to resolve any complaints or disputes regarding the use and disclosure of personal information in accordance with the principles.

If a complaint or dispute cannot be resolved through our internal process, we agree to dispute resolution using (an independent resourced mechanism) as a third party resolution provider.

For individuals located in the EU, you have the right to lodge a complaint with the data protection authority that is authorized to hear those concerns. The relevant authority is the data protection authority in your country of residence, the country where you work, or the country in which the alleged unlawful use of your Personal Data occurred.

12.  General Information and Privacy Support Contact

We may update this privacy policy from time to time, and you should take the time to review it each time that you visit one of our Web sites. We are committed to protecting your personal privacy.  If you have questions or comments about our efforts to protect your personal privacy, or if you require additional information about our privacy commitment, please contact us at privacy@eventscouncil.org.

13. Additional Rights

Subject to applicable law, individuals in the EU have the following rights in addition to those identified above:

  • You have the right to access your personal data that we retain in our systems.Requests for a copy of your personal data should be made by contacting privacy@eventscouncil.org. In order to comply with your request, we may ask you to verify your identity.
  • You have the right to request that we delete or remove your personal information.Requests should be made by email to privacy@eventscouncil.org. We will evaluate your request based on applicable law.
  • You have the right to object to our processing of your personal data or ask that we restrict our processing activities.Such objections or requests should be made by email to privacy@eventscouncil.org.
  • You have the right to data portability in certain circumstances, such as where our processing of your personal data is based on your consent.Under those circumstances and where technically feasible, you have the right to have your personal data transmitted directly from EIC to another data controller.Requests should be made by email to privacy@eventscouncil.org.
  • If we rely on your consent to process your personal information, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on your prior consent. Requests should be made by email to privacy@eventscouncil.org.