EMO Privacy Policy
Effective Date: May 18, 2009
eMeetingsOnline, Inc. and its subsidiaries (“EMO,” “we” or “us”) know that you care about how your personal information is used and safeguarded. EMO wants to provide you with information concerning EMO’s collection, use and sharing of your personal information. This Privacy Policy addresses EMO’s information handling practices related to personal information collected through, processed by, and stored by, EMO’s systems or otherwise, including www.emeetingsonline.com and its associated domains.
Please print a copy of this privacy policy for your records by using the print function of your browser. In addition, this Privacy Policy is available on our homepage at www.emeetingsonline.com. Please bookmark our homepage or write down and save the web address of our homepage so you can access our Privacy Policy (and any updates thereto) at a later date. PLEASE ALSO NOTE THAT BY USING THE EMO SOFTWARE OR WEBSITE YOU ARE ACCEPTING THIS PRIVACY POLICY, AGREEING THAT IT IS REASONABLE AND CONSENTING TO EMO’S PERSONAL INFORMATION PRACTICES IN THIS PRIVACY POLICY.
EU Safe Harbor
EMO has chosen to comply with the European Union Community Directive on Data Protection 95/46/EC, commonly referred to as the “EU Privacy Directive” by certifying our compliance with the U.S. Department of Commerce’s “Safe Harbor” program. EMO adheres to the principles of the Safe Harbor program, which are Notice, Choice, Onward Transfer, Access and Accuracy, Security, and Oversight/Enforcement. More information on the program can be found at http://www.export.gov/safeharbor/.
The Information EMO Collects.
EMO collects information from you in conjunction with conferences, events and meetings organized by event organizers that are EMO clients. The categories of personal information EMO collects from you may include personal information to facilitate your attendance and participation at events, personal information to communicate to you about events, goods and services, and personal information to facilitate the purchase goods and services and process transactions on your behalf. However, for a particular event, conference or meeting, EMO does not determine the types of information that is collected from you using the EMO software or website or the purposes for which it is processed. By configuring the EMO software and website, the event organizers that contract with EMO solely determine types of data they collect from you using EMO’s software and website and the purposes for which it processed. Examples of the standard types of data that event organizers will typically collect using EMO’s software and website include, name, address, phone numbers, email, passport number and payment card numbers. In addition, event organizers may configure EMO’s software to enable it to collect additional personal information beyond the standard fields enabled in EMO’s software, including, for example, social security numbers or other identifying information.
If you are asked to input particular personal information into the EMO software or website and do not want that personal information collected then please do not input such information into EMO’s software or website. However, in some cases you may not be able to proceed with your transaction without inputting a particular type of personal information. In such instances you should contact the relevant event organizer or supplier directly to determine how to proceed with your transaction or dealings.
EMO may also collect personal information from you by means other than the EMO software or website. For example, event organizers may provide EMO with spreadsheets or emails setting forth the personal information of event attendees or prospective attendees, and this information may be inputted or downloaded into EMO’s systems. In addition, event organizers may allow EMO to download personal information directly from the event organizer’s systems. Please note that EMO does not knowingly collect information from children under the age of 13 and does not target its websites to children under 13.
As you use EMO’s software and website, EMO shall also collect standard usage logs through our web server, such as IP address and session ID. In addition, we use per-session “cookies” while you are visiting our websites or using our software. Cookies are a small piece of data stored locally by your browser that saves information and helps identify your computer. Per-session cookies are used to store information only within a session. These cookies are cached only while you are visiting the EMO web server issuing the per-session cookie, and are deleted from the cache when you close the session. You may have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline all cookies if you prefer. Alternatively, you may be able to modify your browser setting to notify you each time a cookie is tendered and permit you to accept or decline cookies on an individual basis. If you choose to decline cookies, however, that may hinder performance and you may not be able to use EMO’s software or website. For more information on cookies, please visit this link: http://en.wikipedia.org/wiki/HTTP_cookie
How We Use Personal information
EMO is a service provider that processes data for event organizers and other parties that use EMO’s software or website. EMO’s software and website is a tool that helps event organizers put on and organize meetings, events and conferences. EMO’s software and website also helps attendees, speakers and other persons like you attend, register for and complete transactions related to meetings, events and conferences. For example, depending on how EMO’s software and website is configured, your personal information will be used in the following ways:
• Registration for an event, conference or meeting
• Registration for a session, workshop or other sub-part of an event, conference or meeting
• Selection, registration and payment of hotels, limousines or rental cars
• Process payment card transactions related to the event, conference or meeting and services and goods related to the event, conference or meeting
• Purchase of tickets for outside events such as concerts or tours
• Creation of badges, passes or other items to identify event attendees
• Acceptance of abstracts, papers and presentations from event speakers
• Marketing of events, sessions, services and goods through e-mail, mailings or other means
• Communication to attendees via e-mail, mailings or other means concerning the event, announcements or services and goods related to the event
• Creation of reports and conducting internal research concerning events, including aggregation of personal data processed and stored on EMO’s systems; and
• Customer service or technical support concerning the use of the EMO software or website.
Please be aware that the event organizers using EMO’s software and website solely determine the purposes and means of the processing of personal information collected from you using EMO’s software and website. This means that for a given event, the event organizer will choose the features of the EMO software or website that the event organizer desires to use or make available, and will determine how your personal information is processed by EMO’s software or website. Therefore, EMO may not engage in all of these processing activities for a particular event, conference or meeting.
How We Share or Disclose Personal information
Since the EMO software and website is a data processing tool used by event organizers to put on events, conferences and meetings, event organizers will have access to all of the personal information you input into the EMO software and website, and the ability to use EMO’s software to transmit your personal information to their systems and process and store it there. EMO will also share your personal information with various suppliers of goods and services for the purpose of processing transactions initiated using the EMO software and website, including for example, hotels, limousine companies, theaters and concert halls. EMO will also share your personal information with various service providers for the purpose of processing and fulfilling transactions, including payment card processing companies, global distribution systems and other intermediaries. In addition, EMO may share and provide access to your personal information with various service providers such as technical or customer support representatives that assist EMO with the maintenance of EMO’s software and website, and/or assist with the configuration, access to and use of EMO’s software and website. We may provide non-identifiable personal information in aggregate form to event organizers in the form of reports generated by EMO’s software.
EMO may also disclose personal data if required to do so by law, court order, as requested by other government or law enforcement authority, or in the good faith belief that disclosure is otherwise necessary or advisable. Additionally, EMO may disclose personal information to protect the rights or properties of EMO, or when we have reason to believe that disclosing the information is necessary to identify, contact or bring legal action against someone who may be interfering with our rights or property, whether intentionally or otherwise, or when anyone else could be harmed by such activities. In addition, circumstances may arise where, whether for strategic or other business reasons, EMO decides to sell, buy, merge or otherwise reorganize its business, including in the event of bankruptcy. If such a transaction occurs, the purchasers, creditors, trustees or other persons or entities involved in such sale, purchase, merger or reorganization may have access to your personal information as a result of such sale, purchase, merger or reorganization.
PLEASE BE AWARE THAT EMO DOES NOT MONITOR OR CONTROL, AND IS NOT RESPONSIBLE FOR, THE USE OF YOUR PERSONAL INFORMATION BY EVENT ORGANIZERS, SUPPLIERS, SERVICE PROVIDERS OR GOVERNMENTAL OR LEGAL AUTHORITY. IF YOU WANT TO DETERMINE HOW AN EVENT ORGANIZER, SUPPLIER, SERVICE PROVIDER OR GOVERNMENTAL OR LEGAL AUTHORITIES WILL HANDLE AND USE YOUR PERSONAL INFORMATION YOU MUST READ THEIR PRIVACY POLICY OR CONTACT THEM DIRECTLY.
Your Choices Concerning EMO’s Handling of Your Personal Information
If you do not wish for such entities or persons described in this Privacy Policy to have access to or obtain your personal information, or disagree with EMO’s collection or intended use of your personal information, then please do not:
• check the box indicating that you agree that this privacy policy is reasonable and consent to EMO’s personal information handling practices; and
• input your personal information into, or use, the EMO software and website, and be aware that we may not be able to process your intended transaction.
If you have already provided EMO with your personal information and still do not wish for us to provide access to or share your information with third parties or process or use your personal information, then contact our Privacy Contact at the contact information listed below and request that EMO cease such activities. Within a reasonable time after receiving your request, we will either cease such activities or notify you if such cessation is not reasonably practicable. Again, be aware that we may not be able to process transactions or otherwise serve you in such circumstances.
EMO’s software allows event organizers to send e-mail marketing communications and other communications to individuals whose personal information is stored in EMO’s systems. EMO’s emailing software functionality provides the ability for recipients to opt-out of future email marketing communications, and you can utilize the opt-out feature if you no longer wish to receive such communications. If you continue to receive marketing communications originating from EMO’s system after using the opt-out feature, please contact our Privacy Contact at the contact information listed below. Please note, that besides the opt-out feature of EMO’s emailing software, EMO generally has no control over the marketing and other onward distribution or marketing activities of event organizers, service providers, suppliers and other participants in your transactions. Please contact such event organizers, suppliers and other participants if you wish to stop marketing communications coming directly from them.
How We Secure Your Information
EMO utilizes appropriate physical, technical and administrative controls and procedures to safeguard the information we collect from loss, misuse and unauthorized access, disclosure, alteration and destruction. However, we cannot guarantee that those controls and procedures will never be defeated or fail, or that those controls or procedures will always be sufficient or effective. In our efforts to protect your online transactions, we use a technology called Secure Sockets Layer (SSL). If your browser is capable of SSL, your personal information will be automatically encrypted, or encoded, before it is sent over the Internet to EMO’s systems.
How You Can Access or Correct Your Information
EMO strives to keep your personal information accurate and reliable for its intended use. Upon your reasonable and proportional request to the Privacy Contact at the contact information listed below, we will use reasonable efforts to provide you with access to your information in order verify its accuracy and correct, amend or delete your information if it is inaccurate. However, EMO cannot change or reverse transactions that you have initiated. If you want to change or reverse a transaction you will need to contact the event organizer or supplier that you transacted with. Please note, the most effective way to ensure the reliability, completeness and accuracy of your personal information in our records is to take care that you or your intermediary inputs your information correctly.
Links to Other Sites
Links to other websites may be embedded in EMO’s website or accessible from EMO’s website. Please note that when you click on one of these links, you are entering another website for which EMO has no responsibility. We encourage you to read the privacy policies of all such sites as their policies may be materially different from this Privacy Policy.
Notification of Change
If we decide to change our Privacy Policy, we will post the modified Privacy Policy on our homepage (www.emeetingsonline.com) and other places we deem appropriate so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We reserve the right to modify this privacy statement at any time, so please visit our homepage and review our Privacy Policy frequently.
Enforcement
If you feel that we are violating this Privacy Policy, please contact our Privacy Contact at the contact information listed below. If you feel that we do not provide you with an appropriate response, you may file a report with TRUSTe at http://www.truste.org/consumers/watchdog_complaint.php
Privacy Contact — How To Contact Us
Should have any questions or need to contact us about this Privacy Policy, please sent us an email at:
privacycontact@emeetingsoline.com
Or send us a letter to:
eMeetingsOnline, Inc.
5994 S. Holly St.
Suite #142
Denver, Colorado 80111-4221
