The following Additional Privacy Statements (the "Additional Statements") have been added by the Event Organiser and are specific and in relation to this Event ("HSMAI ROC@HOME LIVE") only. These set out additional Promotion and Insight activities that are being conducted by the Event Organiser and sets out additional data processing that they expect to do:
HSMAI respects the privacy of its members and other visitors to its Web site. To protect online privacy, HSMAI has implemented the following policy.
Information HSMAI Collects: It is our general policy to collect and store only personal information that our members and visitors knowingly provide. If our privacy policies change, we will notify all users by e-mail or a special announcement placed on the Web site. From General Users. HSMAI does not collect any personal information from users browsing its Web site. Only aggregate data — such as the number of hits per page — are collected. Aggregate data are only used for internal and marketing purposes and do not provide any personally identifying information.
From HSMAI’s Members, Conference Registrants, and Other Customers. To gain access to members-only resources and personalization features on HSMAI.org, members and other users are asked to register and provide some limited information. This information is submitted voluntarily. HSMAI asks users to provide their name, tilte, member number (for members), organization name, business phone, and e-mail. Similar information may be submitted to HSMAI through membership applications, conference or event registration, publication orders, subscriptions, and contest registrations. Additionally, for some e-mails sent in HTML format by HSMAI to its members through electronic newsletters, we will collect specific information regarding what the recipient does with that email. For those emails, HSMAI will monitor whether a recipient subsequently clicks through to links provided in the message. Other information collected through this tracking feature includes: email address of a user, the date and time of the user’s “click,” a message number, name of the list from which the message was sent, tracking URL number and destination page. HSMAI only uses this information to enhance its products and distribution of those products to its members. This information is not sold or distributed in any other manner.
Duration of storage General and personal data will be kept by HSMAI only as long as reasonably necessary taking into consideration its need to answer queries or resolve problems, to provide improved and new services and to comply with legal requirements under applicable laws.
Use Of Data Collected HSMAI uses information voluntarily submitted by members and other customers in the following ways:
HSMAI Member Services and Products. Generally, HSMAI and its direct subsidiaries use data collected to improve its own web content; to respond to visitors’ interests, needs and preferences; and to develop new products and services.
Disclosures to Third Parties. HSMAI also makes contact information available through the HSMAI Membership Directory to other members using its Web site and to those who register for its conferences. On occasion, HSMAI may also provide limited data to third parties that offer products and services. Users may request HSMAI refrain from disclosing the data it collects to third parties on the membership application form, account registration form or any other form on which they are providing information; an opt-out box will appear on each form on which a user provides information. Alternatively, users may contact HSMAI at [email protected] or 703-506-3280 to express their preferences if they determine later that they do not wish to have the information shared.
Consent to Use Personal Information. In accordance with applicable data protection laws and regulations, HSMAI or its agents must store, host and otherwise process the information (including personal data) supplied by the User when registering. HSMAI may send such data outside the European Economic Area for processing. If you reside in the European Union, please indicate your consent that the personal information you have provided may be transferred and stored in countries outside of the EU, including the United States. User supplies as defined above when registering to allow HSMAI (or its designated agents) to use the information to send the User unsolicited direct mail advertisements, promotions, and solicitations for third parties’ products and services.
Credit Card Account Information. HSMAI does not disclose or retain credit card account information provided by its members and customers. When members and customers choose to pay using their credit cards, HSMAI submits the information needed to obtain payment to the appropriate clearinghouse. We may share your personal information with companies (including our affiliates) that perform services on our behalf, for example, companies that help process credit card payments. Our service providers are required by contract to protect the confidentiality of the personal information we share with them and to use it only to provide specific services on our behalf.
Your Rights In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability to the extent applicable. Moreover, you have a right to lodge a complaint with a supervisory authority. Under certain conditions you also have the right to have your personal data that is stored by HSMAI blocked and deleted, unless HSMAI has to keep these data for legitimate business or legal purposes. To contact HSMAI with questions or issues about HSMAI’s data processing, you should contact HSMAI at [email protected]. HSMAI gives you many choices regarding HSMAI’s use and disclosure of your personal data for marketing purposes. By contacting us at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from HSMAI and request that we not share your personal data with unaffiliated third parties for their marketing purposes. HSMAI will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, HSMAI will not be able to remove your personal data from the databases of unaffiliated third parties with which HSMAI has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request). Please also note that if you do opt-out of receiving marketing-related messages from HSMAI, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages. You may manage your receipt of marketing and non-transactional communications by clicking on the “unsubscribe” link located on the bottom of the Company’s marketing emails. Additionally, you may unsubscribe by contacting us at [email protected].
EU Data Subject Rights If you are a resident of the EU, you have the following additional rights regarding use and access to your data (as specified under the GDPR). -Right of access. You may request a copy of the information that we have on you by sending a request to [email protected]. We will reply with seven days and provide a copy of the information within thirty days. -Right of rectification. You can update your information at any time by logging into our website and updating your profile. If there is information on your profile that you cannot edit and wish to have it changed, please send an email to [email protected]. We will reply with seven days and correct any incorrect information within thirty days. -Right to be forgotten. Under certain circumstances, you can request that we delete your data from our records. The decision on whether we can delete your data is based on factors including compliance, record keeping, and other restrictions that HSMAI does not have control over. To request to have your data deleted, please send an email to [email protected]. We will reply with seven days and accommodate your request within 30 days if we can do so. If we cannot delete or “anonomize” your data, we will provide you the reasons for doing so, and you have a right to object to our reasoning. -Right to restriction of processing. You can grant or remove consent for processing of your data at any time by logging into the sight and updating your preferences. -Right of portability. If you would like a copy of the data that we have on you in a machine readable format (we provide it in JSON format), please send an email to [email protected]. We will reply with seven days and provide a copy your data in JSON format within thirty days.
Privacy Issues Arising From Links To Other Sites This Web site contains links to other web sites. HSMAI has no control over and is not responsible for the privacy policies or content of such sites.
Means Of Redress If any User suspects HSMAI has handled its personal information in a manner that does not comply with this privacy statement, please contact us by e-mailing to [email protected] or by calling 703-506-3280.
Copyright Notice The contents of all material available on this Internet web site are copyrighted by Hospitality Sales & Marketing Association International (HSMAI) unless otherwise indicated. Copyright is not claimed as to any part of an original work prepared by a U.S. or state government employee as part of that person’s official duties. All rights are reserved by HSMAI, and the content may not be reproduced, downloaded, disseminated, published, or transferred in any form or by any means, except with the prior written permission of HSMAI, or as indicated below. Members of the association may download pages or other content for their own use, consistent with the mission and purpose of the association. However, no part of such content may be otherwise or subsequently reproduced, downloaded, disseminated, published, or transferred, in form or by any means, except with the prior written permission of, and with express attribution to HSMAI. Copyright infringement is a violation of federal law subject to criminal and civil penalties. HSMAI is a service mark of Hospitality Sales & Marketing Association International.
Legal Disclaimer and Notices Regarding Content The information contained herein is provided to HSMAI by HSMAI members, HSMAI staff, and non-members. While HSMAI makes every effort to present accurate and reliable information on this Internet site, HSMAI does not endorse, approve, or certify such information, nor does it guarantee the accuracy, completeness, efficacy, timeliness, or correct sequencing of such information. Use of such information is voluntary, and reliance on it should only be undertaken after an independent review of its accuracy, completeness, efficacy, and timeliness. Reference herein to any specific commercial product, process, or service by trade name, trademark, service mark, manufacturer, or otherwise does not constitute or imply endorsement, recommendation, or favoring by HSMAI.
HSMAI (including its employees and agents) assumes no responsibility for consequences resulting from the use of the information herein, or from the use of the information obtained at linked Internet addresses, or in any respect for the content of such information, including (but not limited to) errors, omissions, the accuracy or reasonableness of factual or scientific assumptions, studies or conclusions, the defamatory nature of statements, ownership of copyright or other intellectual property rights, and the violation of property, privacy, or personal rights of others. HSMAI is not responsible for, and expressly disclaims all liability for, damages of any kind arising out of use, reference to, or reliance on such information. No guarantees or warranties, including (but not limited to) any express of implied warranties of merchandise or fitness for a particular use or purpose, are made by HSMAI with respect to such information.
At certain places within this HSMAI Internet site, live “links” or other Internet addresses can be accessed. Such external Internet addresses contain information created, published, maintained, or otherwise posted by institutions or organizations independent of HSMAI. HSMAI does not endorse, approve, certify, or control these external Internet addresses and does not guarantee the accuracy, completeness, efficacy, timeliness, or correct sequencing of information located at such addresses. Use of such information is voluntary, and reliance on it should only be undertaken after an independent review of its accuracy, completeness, efficacy, and timeliness. Reference herein to any specific commercial product, process, or service by trade name, trademark, service mark, manufacturer, or otherwise does not constitute or imply endorsement, recommendation, or favoring by HSMAI.
HeySummit is not responsible for any part of the above Additional Statements and is only responsible for the Core Privacy Statements set out hereunder:
The following Core Privacy Statements (the "Privacy Statements"), together with the Core Terms of Service and any other documents referred to herein set out we will use the data you provide us at heysummit.com and/or www.app.HeySummit.com (the "Platform") and what Insight activities are ongoing there too.
Please read these Privacy Statements carefully and ensure that you understand them. You will be able to change your Privacy Preferences at any time throughout your time using the Platform and thereafter.
HeySummit’s purpose in establishing this Privacy Statement is to give you information about how HeySummit collects and processes your personal data through your use of the HeySummit Services, including any data you may provide through the HeySummit platform. If you do not agree with the terms, do not access or use the HeySummit Services, websites or any other aspect of HeySummit’s business.
This Privacy Statement applies to all users of HeySummits Platform and associated technology. It is important that you read this Privacy Statement together with any other Privacy Statement or fair processing policy we may provide on specific occasions when we are collecting, or processing, personal data about You, so that you are fully aware of how and why we are using your data. This Privacy Statement supplements other notices and privacy policies and is not intended to override them.
Data protection law in certain jurisdictions differentiates between the “controller” and “processor” of information. HeySummit and Event hosts are independent controllers of certain types of your personal data, such as your registration data (like name and email) and attendance data (like Event name, date and time of Event, and Event sessions attended). Event hosts are the controller, and HeySummit is the processor of Event data, such as information and materials submitted to, or during an Event.
We keep our Privacy Statement under regular review and it may be updated periodically. Laws, regulations, and industry standards evolve, which may make those changes necessary, or we may make changes to our services or business. We will notify you by posting an updated, date-stamped version of this Privacy Statement on our website. If we make changes that materially alter your privacy rights, we will provide notice to you in accordance with applicable law. Notice may be by posting a notice on our website, by email to you at the email address that you most recently provided to us, or by other means, consistent with applicable law. Accordingly, please keep your account information, including email address, updated.
The HeySummit Services include links to third-party websites and applications as well as to partner providers of multiple different types of services associated with a particular Event.
Clicking on links to third party websites, content or applications may allow those third parties to collect or share data about you. We do not control those third-party websites or content and are not responsible for their privacy statements or the way in which they collect or use your data.
Where you access or use third party services provided by an Event organiser, advertiser, sponsor or any other party who participates in an Event, we encourage you to request details of and read the Privacy Statement of that party. We do not control those third parties and are not responsible for their privacy statements or the way in which they collect or use your data.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identifying information has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data as this data will not directly or indirectly reveal your identity.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of an agreement we have with you, and you fail to provide that data when requested, we may not be able to perform the agreement we have or are trying to enter into with you (for example, to provide you with access to the HeySummit Services).
We use different methods to collect data from and about you including through:
The legal basis for using your information as set out in this Privacy Statement are as follows:
Purposes for which we will use your personal data
We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Type of data
|Lawful basis for processing including basis of legitimate interest
|To register you as a user of the HeySummit Event Platform
|Performance of a contract with you
|To process any paid entry to an Event:
(a) Managing payments, fees and charges
(b) Verifying your identity and details of your payment method or credit card account
(c) Communicating with you, for example sending you confirmation of your attendance for an Event.
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests
To manage our relationship with you which will include:
(a) Providing access to Platform services
(b) Notifying you about changes to our terms or Privacy Statement
(c) Asking you to leave a review or take a survey
(d) Investigating complaints
(d) Marketing and Communications
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how users use the HeySummit Event Platform and associated products/services)
|To administer and protect our business and our services (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Necessary for our legitimate interests (for running our business, administering our CRM, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
|To deliver relevant Platform content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
(e) Marketing and Communications
|Necessary for our legitimate interests (to study how users use the HeySummit Event Platform and to grow our business and inform our marketing and growth strategy)
|Share your information to support the Host or Event Organiser or Team Member(s) to create, manage and deliver the Event.
(e) Marketing and Communications
|To provide our own services as per our collective agreements and support the Event Organiser to conduct their agreements with you.
|To use data analytics to improve our Platform, products/services, marketing, user and Partner relationships and experiences.
|Necessary for our legitimate interests (to define types of users for certain Platform services and to keep our services and web site updated and relevant, to develop our business and to inform our marketing strategy)
|To make suggestions and recommendations to you about Events or other services available through the HeySummit Event Platform that may be of interest to you
(f) Marketing and Communications
|Necessary for our legitimate interests (to develop the products and services available through the HeySummit Event Platform)
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You may opt out of any non critical marketing communications but some communications are directly related to the provision of our Services.
Recommendations from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think may be of interest to you. This is how we decide which services and offers may be relevant for you. Subject to applicable law, we may send you information that we think may be of interest to you.
You can ask us or third parties to stop sending you marketing messages at any time. You can contact us or, where applicable, use the instructions located at the bottom of your email. Please note that regardless of your request, we may still use and share certain information as permitted by this Privacy Statement or as required by applicable law. For example, you may not opt out of certain operational communications, such as those reflecting our relationship or transactions with you.
We use various technologies to collect information, and this may include sending cookies to your computer or mobile device. Cookies are small data files stored on your hard drive or in device memory that help us to improve the HeySummit Services and your experience, see which areas and features of our Services are popular and count visits. We may also collect information using web beacons (also known as “tracking pixels”). Web beacons are electronic images that may be used in our Services or emails and help deliver cookies, count visits, understand usage and campaign effectiveness and determine whether an email has been opened and acted upon. Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove or reject browser cookies. Please note that if you choose to remove or reject cookies, this could affect the availability and functionality of our Services.
Advertising and Analytics Services Provided by Others
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may share your personal data with the parties set out below for the purposes set out in the table “Purposes for which we will use your personal data” above.
Where third parties provide Events or support the provision of Services made available to you, these third parties may receive certain personal data about you. Whilst we are not in control of these third parties, we require all third parties to respect the security of your personal data and to treat it in accordance with the law.
To help constantly improve and tailor the service we provide to you, we may use aggregated information so that we can administer and improve our services, analyze trends, gather broad demographic information and detect suspicious or fraudulent transactions and most importantly monitor and improve our operations on a day to day basis. In carrying out this activity, we may pass some information to third parties in aggregate and anonymized format.
Your disclosure to third parties
Except as otherwise expressly included in this Privacy Statement, this document addresses only the use and disclosure of information we collect from you. If you disclose your information to others, different rules may apply to their use or disclosure of the information you provide to them. HeySummit does not control the privacy policies of third parties, and you are subject to the privacy policies of those third parties where applicable. We encourage you to ask questions before you disclose your personal information to others.
We may transfer your personal data outside your country of residence, including the European Economic Area (EEA), in our performance of services.
Whenever we transfer personal data out of the EEA, we ensure an appropriate degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We have put in place commercially reasonable security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. That said, no method of electronic transmission or storage is 100% secure and cannot guarantee absolute data security.
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint, if we reasonably believe there is a prospect of litigation in respect to our relationship with you, or as required or permitted by applicable law.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
If you provide personal data in connection with the submission of Event Content, we may process sensitive personal data as part of the HeySummit Services.
This includes details 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.
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
Time limit to respond
We try to respond to all legitimate requests within one month or within the timeline provided by applicable law. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
If you have any questions about this Privacy Statement or our privacy practices, including any requests to exercise your legal rights, please contact us as follows:
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). You may also direct your complaint or concern to your applicable data protection authority. We would, however, appreciate the chance to address your concerns before you approach the ICO or another data protection authority.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. In respect to HeySummit, that is the performance of our agreement with you to make the HeySummit Services available. We are not involved in the processing of your Personal Data during any engagement you enter into with our third party partners.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
External Third Parties
Requests to exercise your rights may be submitted by emailing us at [email protected] Please be prepared to provide your first and last name and email address that matches information we currently have on file. Where we are unable to verify your identity based upon this information alone, we may require additional details. We will respond to verifiable requests received from California consumers as required by law.
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