WECONFERENCE GROUP PRIVACY POLICY

Last Updated: October 6, 2020

Welcome to WeConference Group. Your privacy is our top priority. This Privacy Policy applies to all of the products, services, and websites (the “Services”) offered by WeConference Group and its subsidiaries or affiliated companies (collectively, “we,” “us,” or “our”).

Please read this Privacy Policy carefully as it explains your and our rights and obligations over your information. This Policy should be read in conjunction with our Terms of Use.

Note: For questions related to our privacy or any information we may hold about you, please contact us at info@weconferencegroup.com

1. DATA COLLECTION

When you access or use any of the Services, we may collect certain personally-identifying information (“Personal Information”) about you. This section describes the Personal Information we collect and the sources of that information.

Information We Collect

• Identifiers: We may collect your full name, email address, physical address, telephone phone number, IP Address, device ID, or other similar identifiers. We may also collect any other Personal Information that you provide to us, such as social media identifiers, language preference, or website URL.
• Internet or Other Electronic Network Activity Information: We may collect information regarding your interaction with the Services, including time and geolocation data, pages visited, links clicked, emails opened, language preferences, content you engage with, and the websites or individuals that led or referred you to our Services. We may also collect information automatically from your device, such as device type, operating system and Internet browser type. When we send you emails, we also collect information that helps us measure the performance of our email campaigns, including whether you received the email, opened the email, and what you clicked on, for example any links that are contained in the email.
• Commercial Information: We collect information about the products or services you have purchased, obtained, or considered from us, to help us provide you with the most relevant information, including:
• Webinars, virtual conferences, or other events or promotions you have registered for, attended, or participated in; and
• Your access to, use of, or interaction with our materials, information, emails or other content, including but not limited to digital subscriptions and sponsored white papers, or the Services (for example, how long you view a webinar, comments or other content you leave in a chat, your responses to polls or surveys, or whitepapers you have downloaded).
• Payment Information: In order to process your event registration or the purchase of other products or services, we collect credit card information or other payment information in an encrypted format.
• Professional or Employment-related Information: We may collect job-related information from you, such as your title, company, or website. You provide this Personal Information when you register for an event, access or use the Services, or through your voluntary communications with us, such as by providing contact or payment information (such as your email address or company credit card) or by responding to an email, newsletter, or survey.

Data Sources

You provide some Personal Information to us directly. For example, you provide Identifiers when you subscribe to our newsletter, register for or participate in an event, physically or virtually, or download Content, including, without limitation, whitepapers. You also need to provide Identifiers such as email address or full name when you contact us.

Some WeConference Group sites and promotions allow you to submit personally-identifying information about other people. For example, you might submit a person’s name and email address to provide a referral to help inform a friend about our websites, products, or services.  The types of personally-identifying information that we collect about other people at pages like these may include the person’s name, address, email address, or telephone number.  We will only ask you for the information about you or a colleague that we need in order to do what you request.

Third parties or public sources may provide us with certain Personal Information. For example, we may collect Personal Information from publicly accessible social media profiles and posts, private third parties, law enforcement, or public sources, to the extent we deem it necessary to do so for the purposes described in the Data Uses section below.

We may generate information about you based on our relationship with you. For example, we may infer your interests or preferences based on the webinars you attended, promotions you registered for, or whitepapers you downloaded.

2. DATA USES

This section describes the legal bases and purposes for which we process your Personal Information. We process your Personal Information:

To perform our contractual obligations to you. This includes but is not limited to providing you access to the Services, including without limitation the WeConference Group Websites, webinars, virtual conferences, and whitepapers; delivering digital subscriptions; processing customer service requests; sending you administrative updates, including confirmations; processing payment for your purchases; and performing our contractual obligations to you under the Terms of Use. We use the Personal Information that you provide about others in order to provide the products or services that you have requested; for example, to enable us to forward then any information relevant to their identifiable business interest. If you provide us someone else’s Personal Information for referral purposes, we may use that information to invite them to visit our websites or to provide them information about our Services. We process Identifiers, Payment Information, Internet or Other Electronic Network Activity Information, and Commercial Information for this purpose.

For legitimate business interests which outweigh the general privacy rights of individual data subjects. This includes but is not limited to analyzing and improving our Services and business operations; ensuring the security and availability of the Services; monitoring use of the Services to prevent fraud or abuse; and marketing, including using your Personal Information to send you our newsletters or offer you other products, programs, or services that we believe may be of interest to you. We may also syndicate the publicly available content of our community areas, including online forums, to unaffiliated third-party websites, using RSS or other technologies.  Any Personal Information you have shared in the community areas may be included in this syndication.

To comply with a legal obligation or requirement. We use and process your Personal Information when we believe doing so is necessary to comply with laws and regulations, pursuant to a judicial authorization, or to exercise or defend our legal rights or those of a third party.

With your consent. We process your Personal Information to send you our newsletter and other marketing communications that you requested or to which you affirmatively subscribed, or to respond to inquiries and questions that you initiated.

If we need to process your Personal Information for a purpose other than that for which the information was initially collected, we will provide you with information about that other purpose before we further process your Personal Information.

3. DATA SHARING AND DISCLOSURE

We may share your Personal Information with third parties in the following circumstances:

With your consent. We share your Personal Information if you affirmatively consent to it. If we are legally obligated to obtain your consent prior to sharing your Personal Information, we notify you of the specific purpose for which we are obtaining your consent, and we do not share beyond that purpose without notifying you of and obtaining additional consent for further disclosure. Please note: webinars, virtual conferences, whitepapers, and certain other features or portions of the Services (each, a “Sponsored Service” and collectively, the “Sponsored Services”) may be sponsored by third parties (“Sponsors”). In connection with this sponsorship, WeConference Group provides an attendee, participant, or user list to the Sponsors of the Sponsored Services, which includes names, titles, organizations, email addresses, telephone numbers, countries and a personal Linkedin website link. By using, accessing, or registering for a Sponsored Service, you consent to the sharing of your Personal Information with Sponsors.

With third party service providers and agents. We share Personal Information with a limited number of service providers who process it on our behalf to provide or improve our business functions, and who have agreed to privacy restrictions similar to the ones in our Privacy Policy by making similar commitments.

Email – Mailchimp

If you submit your email address, we will use your email address to send you our newsletter and any other materials that you opt into as identified elsewhere on our Website. We store and manage email addresses through a third-party provider – Mailchimp. Mailchimp is a third-party provider for purposes of the GDPR. Mailchimp stores email addresses and allows us to send email addresses to multiple subscribers at the same time. Mailchimp may also receive certain other information about you depending on the content of your submission to us and to Mailchimp through its own forms. Mailchimp will store any forms that you submit via any Mailchimp tools on our website.

For questions about how Mailchimp uses your Personal Information, please contact us.

3.2 Email – our subscriber form

You may also submit your email address to us directly via the contact form on our webpage. We store your email address information and any other information that you submit to us by these forms according to the procedures provided elsewhere in this Privacy Policy.

3.3  Payment information – PayPal

If you make any payments to us through our Website, we will collect such information as is necessary for us to deliver any products or services you purchase from us. This may include your name, address, and other delivery information provided to us. For products shipped physically, we will provide that information to the third-party shipping service identified on your purchase form. For more information about which shipping service will fulfill any delivery, please consult your receipt or contact us directly using the Contact Information provided below.

Payments made through our Website are made through PayPal. PayPal is a third party for purposes of the GDPR. When you make a purchase, card information and other Personal Information from your payment method (card issuer or bank, CVV, expiration date, card number, and other payment information as identified on purchase forms) is transmitted directly to PayPal. We do not keep or store payment information. That information is conveyed to PayPal in the form of a “token” or other encrypted digital package that is then decrypted by PayPal to process and collect payment for remission back to us. For questions about how this information is protected by PayPal or to exercise your rights to be forgotten, you may contact us directly.

If you have a PayPal account, you may also contact PayPal using the information that PayPal provides you through its own client management system.

3.4 Subscriptions

If you attend any event, we will store Personal Information like shipping information, your name, and any other information that you submit to us through your subscription or delegate form. We will store this information for purposes of fulfilling repeat orders, recurring orders, and future orders, for your convenience. This information is not shared with third parties except for shipping providers as described above. Please contact us directly at the information provided elsewhere in this policy for more information about how we store and use information related to the delivery of our physical products.

3.5 Website Analytics – Google Analytics

We collect information such as the number of users visiting the Website at any given time, the times during which visitors visit our website, the length of time that users use the website, which pages they visit, which products they order, and what other actions they take while on the website. We collect this information and provide it in an anonymized form to our data analytics provider, which is Google Analytics (the “Data Analytics Provider”). This information is used by WeConference Group to track the engagement, general geographic origin, and headcount of its users. This information is combined together to provide general demographic information on the Website’s users.

Google Analytics is a third party service provider for purposes of the GDPR.

You may contact Google Analytics at  https://support.google.com/analytics/?hl=en#topic=3544906.

3.6 Customer resources management

We use certain third-party customer resources management tools (such tools altogether as herein defined, the “CRM”).  Our CRM helps us to manage information that we collect from you. We input information into the CRM, such as your name, contact information, and other information necessary for our internal marketing and sales personnel to quickly access the aggregated total information that we have collected from you. The CRM stores this information in a password-gated account that only we may access. The CRM does not use this information for any purpose other than allowing us to access it and use it through our password-gated account.

3.7 Virtual Communication Services

We use a virtual communication platform for some of our webinars and virtual conferences. If you register for, attend, or participate in a webinar or virtual conference, we will collect such information as is necessary for us to provide you with access to the webinar or virtual conference and information about your participation in the virtual event. This may include your name, email address, telephone number, company name, job title, and company, as well as information about your interactions during an event, such as chat or video recordings. Your Personal Information ]allows us to deliver targeted content within the communication platform, to contact you about your use of the communication platform, for marketing and promotional purposes, and for other purposes consistent with this Privacy Policy.

4. DATA ACCESS AND CONTROL

If you prefer not to receive email communications from other companies, you may choose to remove yourself from any email lists that we provide to third parties for marketing purposes by sending us an email at info@weconferencegroup.com noting a request to that affect. You will still receive information from WeConference Group and its various brands, but we will not share your address information with anyone else. You can also opt-out of receiving marketing-related emails from us by clicking on the “Unsubscribe” link at the bottom of any email you receive from us, or writing to us directly with that request. We may still send you customer service, order information, or other account administration communications as necessary to administer and provide the Services.

We only want to communicate with you if you want to hear from us.  If you prefer not to be contacted at all, you may opt out of receiving any communications from us at any time by notifying us at info@weconferencegroup.com.

In all requests, please tell us what communications you would like to opt out of, what means we have been using to contact you (such as your email or postal address), the date of your request, and a way to reach you in case we need to personally contact you in an effort to comply with your request. We reserve the right to send you certain communications, such as technical alerts, without offering you the opportunity to opt out of receiving them.

Enforcement and Compliance with this Privacy Policy

We take our Privacy Policy seriously and we regularly review our own compliance with this Policy.  If you have any questions or concerns about this Policy, or if you think that we have used your personal information in a manner inconsistent with this Policy, please contact us.

Third Party Service Providers

We use third-party service providers (“Third-Party Service Providers”) to help us provide certain products and services to you. If your access to or use of any part of the Services requires you to register for an account with and directly provide information to a Third-Party Service Provider, you understand and acknowledge that the information you provide to the Third-Party Service Provider may be subject to that Third-Party Service Provider’s privacy policy and terms of use, and WeConference Group has no responsibility for the products or services that the Third-Party Service Provider provides to you.

Public Information

Some of our Services are public-facing. If you post, publish, share, or otherwise disclose Personal Information publicly, third parties may access and use it in compliance with our Terms of Service. We do not have control over the Personal Information that you post publicly. If you do not want third parties to access or use your Personal Information, please do not make your Personal Information publicly available.

5. DATA RETENTION

We retain your Personal Information according to applicable laws or regulatory requirements and keep it as long as is necessary to fulfill the purposes described in this Privacy Policy or for which the personal data was collected.

You may correct or delete any or all of the Personal Information you have provided to us at any time. Many of our websites provide means to review and update the Personal Information that you have provided on that website.  To inquire about personally identifiable information that WeConference Group has collected about you, or about other ways to correct factual errors in that information, please send us an email at info@weconferencegroup.com. We will decline to process requests where we cannot verify the identity of the requester.  We may also decline to process requests that are automated, repetitive, systematic, or impractical, or that might jeopardize the privacy of others.

In some limited circumstances, such as to resolve disputes, troubleshoot problems, and enforce our policies, we may retain some of the information that you have requested us to remove.  Therefore, you should not expect that all of your Personal Information will be completely removed from our databases in response to your requests.

6. DATA SECURITY

We take appropriate physical, electronic, and procedural measures to safeguard and protect your Personal Information.  We use a variety of security measures, including encryption and authentication, to maintain the confidentiality of your Personal Information.  We store your Personal Information on systems behind firewalls that are only accessible to a limited number of persons, each of whom is required to keep the information confidential.  We also take appropriate measures to secure the transmission of sensitive personal information from your computer to our computers.  When you transmit sensitive personal information to us, like credit card information, we offer the use of a secure connection to our servers.  To the extent you select the secure connection method or your browser supports such functionality, all credit card account information that you supply is transmitted via Secure Socket Layer (SSL) technology.  Regardless of these measures, no system connected to the Internet or data transmission sent over the Internet can be guaranteed to be 100% secure.  We will provide notice if we become aware of any security breach that may affect any sensitive personal information pertaining to you that we have stored on our systems.

WeConference Group employees, agents, and contractors who have access to personally-identifying information are required to protect this information in a manner that is consistent with this Privacy Policy and may not use the information for any purpose other than to carry out the services they are performing for WeConference Group.  These individuals are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution, if they fail to meet these obligations.

7. EU DATA RIGHTS

If you access the Services while physically located in the European Economic Area, you may have certain rights under applicable data protection laws, including the EU General Data Protection Regulation (GDPR), which include the rights to:

• Request access to and obtain a copy of your Personal Information;
• Request correction of incorrect or inaccurate Personal Information you have provided;
• Request erasure of Personal Information that we no longer need to fulfill the purposes for which it was collected or that no longer serves our other legitimate interests;
• Object to or restrict the processing of your Personal Information;
• Request transfer of your Personal Information to a third party;
• Not be subject to a decision based solely on automated processing; and
• Withdraw consent to process your Personal Information that we process on the basis of consent. Please note however that this will not affect the lawfulness of the processing before you withdraw consent.

You may request to exercise any of the rights above by contacting us using the information in the Contact Information section below. We may ask you to provide information to verify your identity and right to access the information in your request. We will consider and act upon any such requests in accordance with applicable data protection laws.

If you have complaints or disputes about this Privacy Policy or our privacy practices, please contact us using the Contact Information provided below.

8. THIRD PARTY LINKS

The Services may contain links to third-party websites. For example, we may post links to sponsors on our Website, during webinars, or in our digital products. We do not control, and are not responsible for, third parties’ privacy practices and content. When you click on a link to a third-party site, the third party may collect your personal information, which will be governed by the third party’s privacy policy. Please read the third party’s privacy policy and terms of use to learn about how they collect and process your personal information.

9. COOKIES AND OTHER TECHNOLOGIES

When you access or use the Website, we may send one or more cookies (small, removable data files) to your computer.  We use cookies to uniquely identify your browser, which allows us to enhance and personalize your online experience at WeConference Group websites.  For example, cookies allow us to recognize you when you return to a Website and present relevant content to you when you visit.  Most browsers are initially set up to accept cookies, but you can configure your browser to warn you when cookies are sent, or to refuse all cookies.  Some of the features and services of WeConference Group websites may not operate properly if your cookies are disabled.

On our websites, we may also use tiny graphic images called pixel tags, web beacons, or clear gifs. These tiny images help us to analyze our users’ online behavior and collect other data, such as page views or advertising responses.  Pixel tags also allow us to send you email in a format that you can read, and let us know when you have opened an email message from us.  Pixel tags may also be used to deliver cookies.  Some of our websites also use third-party advertising companies to serve ads when you visit. These companies may use your Personal Information to provide advertisements about goods and services of interest to you.

These companies may collect information about you on our behalf.  We require that these parties agree to process any such information based on our instructions and in compliance with this Privacy Policy and any other appropriate confidentiality and security measures.

We allow third-party companies to serve ads and/or collect certain anonymous information when you visit our web site. These companies may use Personal Information or other Internet and network activity information (e.g., click stream information, browser type, time and date, subject of advertisements clicked or scrolled over) during your visits to this Website and other sites in order to provide advertisements about goods and services likely to be of greater interest to you. These companies typically use a cookie or third-party web beacon to collect this information.

10. CHANGES TO THIS PRIVACY POLICY

We will provide you with notice of changes to the way we process your Personal Information and will obtain your consent as required by applicable law. All changes are effective immediately upon posting a notice of such changes. Your continued access to and use of the Services following the posting of changes constitutes your acknowledgment of and consent to such changes. You can see when this Privacy Policy was last updated by checking the “Last Updated” date displayed at the top of this Privacy Policy.