PERSONAL DATA WE PROCESS ABOUT YOU
1. Event registration through our Platform
1.1 We use our event platform (EventCreate - View Privacy Statement) to collect personal data that you directly input into event registration forms as well as in any other page we set up as an event organizer, such as your name, title, email address, your employer’s name, and other transaction-related information. This data, except for cardholder information, is collected by us and we process it in the performance of a contract with you (the event registration) as well as in our legitimate interest to manage our events and contact you, as follows:
(a) Manage our event attendees;
(b) Contact you with regard to the event you have registered;
(c) Run statistics with regard to our event attendees;
(d) Improve our future events; or
(e) Contact you with regard to other events, activities, products and services offered by CFA Society Hartford.
1.2 Event registration, participation and related matters
In order to participate in certain of our in-person events, you may be issued a name tag that identifies the level of access that your registration grants you. You will be asked to show this name tag at the entry in the various areas of our events, as this is in our legitimate interest to manage the access to our events.
Where we provide food in our events, we may ask you about food allergies or other conditions, so that we adapt our menu accordingly. Providing this information is optional and we will only process it with your consent and at your request.
The information above is stored by us in accordance with our retention policy.
1.3 Speakers
If you are a speaker in our events, we may be processing your name, title, employer, employment history, education, as well as your presentation slides (if applicable), photos and videos of you at our events. The presentation slides (if applicable), photos and videos may be shared with our members through the channels we consider appropriate.
Speaking at our event will constitute consent to take photos and videos of you and share them publicly, given that our interest is to publicize our events. This processing is made in our legitimate interest to promote our events and the data is stored in compliance with the CFA Society Hartford retention policy.
1.4 Partner marketing
When you attend our events, you may receive promotional goods or a conference bag with various items, provided by CFA Society Hartford and some provided by our event partners. This product placement is made without providing your personal data to our partners, therefore if you are interested in any of their products, please contact them directly.
2. HOW WE SHARE INFORMATION
We will disclose your personal data only for the purposes and to those third-parties as described below. We will take appropriate steps to ensure that your personal data is processed, secured and transferred according to applicable law.
2.1 Disclosure to third-parties
We will share the strictly necessary parts of your personal data, on a need-to-know basis with the following categories of third-parties:
(a) Speaker and speaker employer is provided only the name and company of those registered.
(b) Payment processors that process payments for event registrations (Stripe - View Privacy Policy). These platforms act as controllers with regard to your data, collect most data directly from you and such personal data processing is subject to the third-party’s own privacy policy.
(c) Companies that provide products and services to us (processors) and are located in the United States or, in the event of in-person events, in the countries where the events are held, such as:
(i) Third-parties involved in organizing our events, client support or sales activities; and
(ii) Information technology systems suppliers and support, including email archiving, telecommunication suppliers, back-up and disaster recovery and cybersecurity services.
(d) We will also disclose your personal information to third-parties:
(i) If you request or authorize us to do so, such as by consenting to us sharing your contact information with CFA Society Hartford members in connection with an event or with sponsors/exhibitors of an event;
(ii) To persons demonstrating legal authority to act on your behalf;
(iii) If we are under a duty to disclose or share your personal information in order to comply with any legal obligation, any lawful request from government officials and as may be required to meet national security, law enforcement requirements, or prevent illegal activity;
(iv) To respond to any claims, to protect our rights or the rights of a third-party, to protect the safety of any person or to prevent any illegal activity; or
(v) To protect the rights, property or safety of CFA Society Hartford, our employees, customers, suppliers, visitors or other persons.
2.2 Restrictions on use of personal information by recipients
Any third-party processors with whom we choose to share your personal information pursuant to the above are limited (by law and by contract) in their ability to use your personal information for the specific purposes identified by us. We will always ensure that any third parties with whom we choose to share your personal information are subject to privacy and security obligations consistent with this Privacy Notice and applicable laws. However, for the avoidance of doubt this cannot be applicable where the disclosure is not our decision, including where you request it.
Save as expressly detailed above, we will never share, sell or rent any of your personal information to any third party without notifying you and, if applicable, obtaining your consent.