Effective 3 March 2023
Acknowledgement and Consent
Personal Information does not include your Personal Information that has been deidentified, pseudonymized, anonymized, aggregated, and/or otherwise processed so as to be unidentifiable in such a way that the data can no longer be attributed to a specific individual (by reasonable means) without the use of additional information, and where such additional information is kept separate and under adequate security to prevent unauthorized re-identification of a specific individual such that one could not, using reasonable efforts, link such information back to a specific individual (collectively, all of the foregoing in this sentence being referred to as “De-Identified Personal Information”).
Eligibility To Use The Services
We do not knowingly collect, solicit or maintain Personal Information from anyone under the age of 17 or knowingly allow such persons to register for or use our Services. If you are under 17, please do not send any Personal Information about yourself (such as your name, address, telephone number, or email address) to us. In the event that we learn that we have collected Personal Information from a child under age 17 without verification of parental consent, we will use commercially reasonable efforts to delete that information from our database. Please contact us if you have any concerns.
Information Collection and Use
We collect several categories of Personal Information from and about you as summarized in the following table:
|Specific Items of Personal Information
|Characteristics of protected classifications under California or federal law
|Internet or other electronic network activity; device information
|Professional or employment information
|Education information that is not publicly available personally identifiable information (pursuant to FERPA)
|Inferences drawn from any of the above to create a profile of a consumer
How We Collect Personal Information and from What Sources
Information You Provide Us. The Personal Information we collect through our Website, or from our business partners, service providers, exhibitors, and sponsors may include the following:
Payment Transaction Information
We may collect and store information related to purchases and donations made through the Services. Please note IAEE works with Service Providers (as defined below) to handle payment transactions. IAEE does not itself store your credit card; this information is normally handled for IAEE by our Service Providers. You are subject to the privacy policies and terms and conditions of our Service Providers when purchasing an IAEE membership, shopping for IAEE Products, or making donations, the terms of which may differ from those of IAEE for our Services. Please review the Service Providers’ privacy policies and terms and conditions before using their services.
Information We Collect Automatically
Unique Identifiers: When you use or access the Services, we may access, collect, monitor, store on your device, and/or remotely store one or more “Unique Identifiers,” such as a universally unique identifier (“UUID”). A Unique Identifier may remain on your device persistently, to help you log in faster and enhance your navigation through the Services. Some features of the Services may not function properly if use or availability of Unique Identifiers is impaired or disabled.
Log File Information: When you use our Services, we may receive log file information such as your IP address, browser type, access times, domain names operating system, the referring web page(s), pages visited, location, your mobile carrier, device information (including device and application IDs), search terms, and cookie information. We receive log file data when you interact with our Services, for example, when you visit our websites, sign into our Services, or interact with our email notifications. IAEE uses log file data to provide, understand, and improve our Services, and to customize the content we show you. IAEE may link this log file to other information IAEE collects about you via the Services.
Behavioral Tracking: We also may use these technologies to collect e-Identified Personal Information to track your click or browsing patterns or to learn about your online activities over time and across third-party websites or other online services, or associate Personal Information with other information collected in this manner, but, we do not allow personalized third-party behavioral tracking, though we may use.
Facial Recognition for Events: We may use Google Vision on our Websites that ask event attendees to upload a photo for their event badge for security purposes. This is used solely to identify if the photo contains an image of a human face. We store the photo that the attendee has uploaded and the facial recognition only adds a Yes/No answer as to whether the photo contains an image of a human face.
Location Analytics: Our mobile application includes functionality which allows our attendees to identify their location at the event, in certain cases. Application users choose to use the application anonymously or to login as an identified user, in which case the personal data provided upon registration may be used. Information such as IP address, device ID and location is gathered.
Membership Directory Content: In addition to data collected by us, members may update or supplement data provided in our membership directory. We permit members to upload and share user-generated content, such as photographs and resumes, with other members. The directory is not intended as a place for members to post third-party Content. We expect our members to respect the copyrights, intellectual property rights and data protection rights of others at all times. Our membership directory area is provided as a service to members to foster information exchange. The use of the data for any commercial purposes by you is expressly forbidden. If you feel that your information in the membership directory has been used inappropriately, please contact us.
Information We Collect from Third Parties
We may collect information that others provide about you when you use the Website, or obtain information from other sources and combine that with information we collect through the Website.
Third Party Services: If you link, connect, or login to your account with a third party social media service (e.g., Facebook, Google, Instagram, Yelp, etc.), the third party service may send us information such as your registration and profile information from that service. This information varies and is controlled by that service or as authorized by you via your privacy settings at that service.
Other Sources: To the extent permitted by applicable law, we may receive additional information about you, such as demographic data or fraud detection information, from third party service providers and/or partners, and combine it with information we have about you. For example, we may receive background check results or fraud warnings from service providers like identity verification services for our fraud prevention and risk assessment efforts. We may receive information about you and your activities on and off the Website through partnerships, or about your experiences and interactions. Other examples of such providers include, but are not limited to, backend processing, fulfillment, and automation, certification, video hosting platform, email management, authentication, form processing, website usage tracking, managing calendar invites and scheduling, and database hosting and management.
Some content or applications, including advertisements, on the Website are served by third parties, including advertisers, ad networks and servers, content providers and application providers. First-party or third-party cookies may be used alone or in conjunction with web beacons or other tracking technologies to collect information about you when you use our Website. A first-party cookie is a cookie set by the domain name that appears in the browser address bar. A third-party cookie is a cookie set by (and on) a domain name that is not the domain name that appears in the browser address bar. It might be set as part of a side resource load (image, JS, iframe, etc., from a different hostname) or an AJAX HTTP request to a third-party server. The information that first-party and third-party cookies collect may be associated with your Personal Information or they may collect information, including Personal Information, about your online activities over time and across different websites and other online services (i.e., tracking such activities). They may use this information to provide you with interest-based (behavioral) advertising or other targeted content.
We do not control these third parties’ tracking technologies or how they may be used. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly. More information on how to opt-out of third-party advertiser tracking mechanisms here.
Google Tools. We use tools provided by Google as described below.
Google reCAPTCHA. We use Google reCAPTCHA, which identifies bots by collecting hardware and software information and sending that data to Google for analysis. More about Google reCAPTCHA is available here.
Users can set preferences for how Google advertises to you using the Google Ad Settings page. Alternatively, you can opt out by visiting the Network Advertising Initiative Opt Out page or by using the Google Analytics Opt Out Browser add-on.
You also may submit information, such as comments, reviews, testimonials, etc., to be published or displayed (“posted”) on public areas of the Website, or transmitted to other users of the Website or third parties (collectively, “Content”). Your Content is posted and transmitted to others at your own risk. We cannot control the actions of other users of the Website with whom you may choose to share your Content. Therefore, we cannot and do not guarantee that your Content will not be viewed by unauthorized persons. By posting any Content or submitting Content for posting you agree to and do hereby grant us and our licensors, affiliates, partners, successors and assigns, a nonexclusive, perpetual, irrevocable, worldwide, sublicensable, transferrable, royalty-free right and license to use, store, display, publish, transmit, transfer, distribute, reproduce, rearrange, edit, redact, modify, aggregate, summarize, adapt, create derivative works of and publicly perform the Content that you post or otherwise submit to us for any purpose, in any form, medium, or technology now known or later developed (“Right to Use”).
The Right to Use you grant us above also extends to any Content that you have posted to our Facebook or other social media account pages, or on other websites, e.g., Google, Yelp, Trip Advisor, Instagram, etc. The term “Use” includes, but is not limited to, use, reproduce, modify, publish, list information regarding, edit, delete, translate, distribute, publicly display, publicly perform, and make derivative works of the content.
How We Use Your Information
We use information that we collect about you or that you provide to us, including any Personal Information, for one or more of the following purposes:
Automated Decision Making. We may use your Personal Information you provide us and which we obtain from other sources to better understand your interests so we can try to predict what other products, services and information you might be most interested in. This practice involves making automated decisions about you based on this information in order to better enable us to tailor our interactions with you to make them more relevant and interesting. You may object to our doing this at any time by contacting us.
Collection and Use of Sensitive or Special Categories of Information. We use sensitive or special categories of Personal Information we collect, namely, race and ethnic origin, in conducting research surveys of users we conduct on behalf of third parties such as auto-industry related companies. We disclose aggregate information to such third parties, but we do not disclose identifiable sensitive Personal Information.
Text Messages. Our Services may include sending you Short Message Service (“SMS”) messages, which may deliver up to two messages per day to your wireless device (unless you communicate further with us), but message frequency may vary. We may use your information to contact you about your, purchases, returns (if available), Website updates, conduct surveys, or informational (e.g., meetings and events) and service-related communications, including important security updates. After you send the SMS message “STOP” to us, we will send you an SMS message to confirm that you have been unsubscribed. Alternatively, you may submit your request by email to us, including the email address and phone number you registered with us, or by any reasonable means. After this, you will no longer receive SMS messages from us. If you want to join again, just sign up as you did the first time and we will start sending SMS messages to you again. For help, please reply to a text with HELP. Message and data rates may apply, depending on your cell phone plan. Carriers are not liable for delayed or undelivered messages.
Disclosure of Personal Information
We may or do disclose your Personal Information, in whole or in part, to the following types of third parties, and for one or more of the following purposes:
|Type of Third Party
|Data storage or hosting providers
|Secure storage and transmission of your data
|Database and software service providers
|Management and tracking of your data
|Legal and compliance consultants, such as external counsel, external auditors, or tax consultants
|Provide professional services to us
|Identity management providers
|Payment solution providers
|Secure processing of payments you provide to us
|Manufacturers, retailers, and wholesalers
|Submission, processing, and management of rebates, discounts, offers, loyalty rewards, and the like
|Fulfillment and shipping vendors
|Fulfillment and delivery of Products and Services
|Survey and research providers
|Perform studies on our behalf
|Advertising partners, including social media providers
|Deliver targeted advertisements
|Assist in the development ,management, and support of our Website
|Outbound call center providers
|Perform outreach on our behalf regarding our Products and Services
|Publishers and learning providers
|Develop products on our behalf
|Learning technology and online event providers
|Delivery and improvement of web events and learning programs and the tracking of your progress
|Schedule and deliver credential and designation examinations
|Digital credential providers
|Deliver digital badges earned through your participation in learning programs
|Our volunteers or committee members
|Perform various functions on our behalf
|Unrelated third-party list renters
|One-time mail or email approved by us
Service Providers. We may share your Personal Information with third parties for the purpose of providing or improving the Services to you. We may share your Personal Information with third party service providers which perform services on our behalf (“Service Providers”). This includes, without limitation, Service Providers which provide services relating to: outbound and/or inbound communications, data analysis, credit checks, screening checks, collection services, marketing assistance, managing customer information, creating, hosting, and/or providing customer or support services on our behalf, fulfilling orders, delivering packages, sending postal mail and email, removing repetitive information from customer lists, providing search results and links (including paid listings and links), processing credit card payments, or managing our conferences and other events. These Service Providers may have access to your Personal Information in order to provide these services to us or on our behalf. If we engage Service Providers for any of the foregoing, use of your Personal Information will be bound by obligations of confidentiality and their use of Personal Information will be restricted to providing their services to us. We may store Personal Information in locations outside our direct control (for instance, on servers or databases located or co-located with hosting Service Providers)..
Event-Related Disclosure. From time to time, we may conduct events, run contests, make special offers, or other activities (“Events”), possibly together with an exhibitor, sponsor or other Service Provider. If you provide information to such third parties, you give them permission to use it for the purpose of that Event and any other use to which you consent. We cannot control such third parties’ use of your information. If you do not want your information to be collected by or shared with such third parties, you can choose not to participate in these Events.
Sale of Personal Information. We disclose our mailing lists to certain carefully screened third parties in exchange for monetary or other consideration, and these third parties may communicate with you regarding their own products and services. We may share your Personal Information with exhibitors for their marketing and commercial purposes (including, but not limited to, their sending you marketing and related communications), but only if you have both registered for a conference and either had your attendee credentials scanned by the exhibitor at its booth or enter an exhibitor’s booth virtually online (this does not apply to casual website visitors or conference attendees who are not registered to enter the exhibit hall).
Disclosure of De-Identified Personal Information. We may share De-Identified Personal Information with third parties for any purpose. De-Identified Personal Information or non-Personal Information may be aggregated for system administration and to monitor usage of the Website. It may be utilized to measure the number of visits to our Website, average time spent, number of pages viewed and to monitor various other Website statistics. This monitoring helps us evaluate how visitors use and navigate our Website so we can improve the content. We may share De-Identified Personal Information or anonymous information (including, but not limited to, anonymous usage data, referring/exit pages and URLs, IP address, platform types, number of clicks, etc.) with interested third parties in any way we choose and for any purpose. We may disclose, sell, rent, etc., your De-Identified Personal Information to third parties and we may receive valuable consideration for doing so.
Access to the Information IAEE Has Collected about You
IAEE provides certain tools and settings within the Services to help you access, correct, delete, or modify your Personal Information associated with the Services. IAEE welcomes you to contact us regarding the Personal Information we have collected about you, including regarding the nature and accuracy of the data that has been collected about you, to request an update, modification, or deletion of your information, to opt-out of certain Services uses of your information, or to withdraw any consent you may have granted to IAEE.
Opting-Out of Communications from IAEE
Users may opt-out of receiving certain communications from IAEE by following the unsubscribe process described in an email communication, or you may manage your communications preferences at our website page here. However, please note you may not opt-out of Services-related communications, such as account verification, changes or updates to features of the Services, or technical and security notices. Please note that if you choose to delete your information or opt-out of the collection and use of your information, you understand that certain features, including but not limited to access to the Services, may no longer be available to you.
Security of Your Information
IAEE uses reasonable efforts to secure and protect the privacy, accuracy, and reliability of your information and to protect it from loss, misuse, unauthorized access, disclosure, alteration and destruction. IAEE implements security measures as we deem appropriate and consistent with industry standards. As no data security protocol is impenetrable, IAEE cannot guarantee the security of our systems or databases, nor can we guarantee that personal information we collect about you will not be breached, intercepted, destroyed, accessed, or otherwise disclosed without authorization. Accordingly, any information you transfer to or from Services is provided at your own risk.
Please do your part to help us keep your information secure. You are responsible for maintaining the confidentiality of your password and IAEE Account, and are fully responsible for all activities that occur under your password or IAEE Account. We specifically reserve the right to terminate your access to the Services and any contract you have with us related to the Services in the event we learn or suspect you have disclosed your IAEE Account or password information to an unauthorized third party.
Safely Using IAEE’s Services
Despite IAEE’s safety and privacy controls, we cannot guarantee the Services are entirely free of illegal, offensive, pornographic, or otherwise inappropriate material, or that you will not encounter inappropriate or illegal conduct from other users when using the Services. You can help IAEE by notifying us of any unwelcome contact by contacting us using the information below.
Retention of Personal Information
We retain your information after you request such deletion for longer periods for specific purposes to the extent that we are obliged to do so in accordance with applicable laws and regulations and/or as necessary to protect our legal rights or for certain business requirements. We may retain De-Identified Personal Information for as long as we deem appropriate. For example, if we process your payments, we will retain this data for longer periods of time as required for legal, regulatory, tax, or accounting purposes. Additional examples of specific reasons we would retain some Personal Information for longer periods of time include:
Even if you delete your account, keep in mind that the deletion by our Service Providers may not be immediate and that the deleted information may persist in backup copies for a reasonable period of time.
Notices; Opting Out
By providing us with your email address (including by “following,” “liking,” linking your account to our Website or Service or other services, etc., on a third party website or network), you consent to our using the email address to send you marketing-related communications, e.g., newsletters, etc., as well as Service-related emails, e.g., account/membership renewal, invoices, receipts, voting, legal notices, etc. For residents of countries outside of the US, by clicking on our website the option to receive such communications, you consent to our sending such communications.
If you prefer not to receive marketing-related communications from us, please let us know by clicking on the unsubscribe link within a marketing message or newsletter you receive, or by updating your email preferences under your profile, or by contacting us. Opting out may prevent you from receiving email messages regarding updates, improvements, special features, announcements, or offers. You cannot opt out of receiving Service-related notices by email unless you terminate your account or membership.
Transfer and Storage of Your Information
Please note information IAEE collects about you may be transferred, processed and/or accessed by us in the United States, or another country where we, or our Service Providers operate. Please be aware Personal Data may be transferred to, and maintained on, computers located outside of your state or country where privacy laws may differ from and may not be as protective as those where you live. If you are located outside the United States and choose to allow us to collect information about you, please be aware that IAEE may transfer your Personal Data to the United States and process and store it there.
Your California Privacy Rights
Under California Civil Code Section 1798.83 (known as the “Shine the Light” law), IAEE members and customers who are residents of California may request certain information about our disclosure of personal information during the prior calendar year to third parties for their direct marketing purposes. To make such a request, please write to us at the address below or at email@example.com with “Request for California Privacy Information” on the subject line and in the body of your message. We will comply with your request within thirty (30) days or as otherwise required by the statute. Please be aware that not all information sharing is covered by the “Shine the Light” requirements and only information on covered sharing will be included in our response.
Do Not Track
IAEE does not currently employ a process for automatically responding to “Do Not Track” (DNT) signals sent by web browsers, mobile devices, or other mechanisms. Per industry standards, third parties may be able to collect information, including Personal Data, about your online activities over time and across different websites or online services when you use Services. You may opt out of online behavioral ads at http://www.aboutads.info/choices/. You also may limit certain tracking by disabling cookies in your web browser. While we do not track your visit to our Website, if you do not allow cookie tracking, our service providers (e.g., Webscribble) may track cookies and you would need to opt out or disable this through their website.
GDPR: The Following Provisions Apply only to Citizens and Residents of the United Kingdom, EEA, and Switzerland
We provide adequate protection for the transfer of Personal Information to countries outside of the EU Region through one or more of the following methods: (a) a series of intercompany agreements based on or incorporating the Standard Contractual Clauses, (b) we may rely on the European Commission’s adequacy decisions about certain countries, as applicable, (c) we may obtain your consent for these data transfers from Europe to the United States to other countries, (d) we may adopt binding corporate rules, or (e) to the extent applicable, we may rely on derogations as set forth in GDPR Article 49 for the transfer and onward transfer of personal information collected from individuals in Europe to the United States and other countries that the EU Region may view as not providing adequate data protection. Regarding method (e), we may transfer Personal Information to a third party to perform a contract with you, with your explicit consent or in a manner that does not outweigh your rights and freedoms. If this Personal Information is not processed and transferred, we will not be able to execute the contract with you or you will not have access to any or all the benefits and features associated with your transaction.
We also may need to transfer your information to other group companies or service providers in countries outside the EEA. This may happen if our servers or suppliers and service providers are based outside the EU Region, or if you use our Products and/or Services while visiting countries outside these areas.
YOUR SPECIFIC CONSENT TO PROCESSING OF “SENSITIVE” OR “SPECIAL” CATEGORIES OF PERSONAL INFORMATION
Certain types of Personal Information are considered, under the privacy laws of some countries, to be “sensitive” or “special” categories of information, e.g., race, ethnic origin, health data, certain biometric data (for uniquely identifying an individual), and information about sex life or sexual orientation.
We “process” or use information we collect about race, ethnic origin, and gender identity (if you choose to submit such information) for the purposes of designing our products and services to meet the needs of our members. You specifically consent to our processing this type of data for these purposes.
Our Legal Basis for Processing Personal Information (EU Region Visitors Only)
If you are a visitor using our Website from the EU Region, our legal basis for collecting and using the Personal Information described above will depend on the Personal Information concerned and the specific context in which we collect it. However, we will normally collect Personal Information from you only where we need the Personal Information to perform Services for you for which you have contracted with us, or where the processing is in our legitimate interests or rely upon your consent where we are legally required to do so and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we also may have a legal obligation to collect Personal Information from you or may otherwise need the Personal Information to protect your vital interests or those of another person.
The collection and processing of your personal information may be necessary for the purposes of our legitimate interests. Such legitimate interest purposes may include:
We provide adequate protection for the transfer of Personal Information to countries outside of the EU Region through one or more of the following methods: (a) a series of intercompany agreements based on or incorporating the Standard Contractual Clauses, (b) we may rely on the European Commission’s adequacy decisions about certain countries, as applicable, (c) we may obtain your consent for these data transfers from the EU Region to the United States to other countries, (d) we may adopt binding corporate rules, or (e) to the extent applicable, we may rely on derogations as set forth in GDPR Article 49 for the transfer and onward transfer of Personal Information collected from individuals in the EU Region to the United States and other countries that the EU Region may view as not providing adequate data protection. Regarding method (e), we may transfer Personal Information to a third party to perform a contract with you, with your explicit consent or in a manner that does not outweigh your rights and freedoms. If this Personal Information is not processed and transferred, we will not be able to execute the contract with you or you will not have access to any or all the benefits and features associated with your transaction.
We also may need to transfer your information to other group companies or service providers in countries outside the EU Region. This may happen if our servers or suppliers and service providers are based outside the EU Region, or if you use our Products and/or Services while visiting countries outside these areas.
Your Data Rights Under GDPR
If you are subject to GDPR, your rights include the following:
International Association of Exhibitions and Events
12700 Park Central Drive, Suite 308
Dallas, TX 75251 USA
T: +1 (972) 458-8002
F: +1 (972) 458-8119