Privacy Policy - Conferience

Conferience Ltd. ("Conferience," "we," or "us") provides an event management solution that helps Event Organizers or Organizers ("Clients") deliver various tools and solutions ("Services"), through a cloud-based platform ("Platform"), which enable real-time active participation of Attendees/App Users ("Users") in any type of event, whether in-person or virtual.

The term "You" refers to both Event Organizers and Users, unless otherwise specified.

Introduction

At Conferience, we respect your privacy and your personal information. We have developed the following policy to be as clear and straightforward as possible. Our goal is for you — our members — to always feel informed and empowered regarding your privacy on Conferience.

"Personal Information" means any information that can be used, either alone or in combination with other information, to personally identify an individual, including but not limited to first and last name, personal profile, email, home or other physical address, or other contact details.

ANONYMOUS OR IDENTIFIED ACCESS FOR USERS

What personal information we collect, when and how we collect it

No login procedures. We do not currently require Users to provide Personal Information in order to access the event application. Users are anonymous across any of the services and features provided by Conferience. Unless Users are asked to type their names in a feature such as Questions, Polling, Ideas, Event or Speaker Rating, in the web app, in the Conferience native app, in a branded web app, or in a native app created or supported by Conferience, there is no way to identify them.

Registration - Login Feature: We receive and/or collect Personal Information from Users when there is a Login process. Event Organizers may use Conferience through a Login and Registration process. In this process, Users are identified across all modules, services, and features of Conferience, as they provide email, name, password, organization, phone numbers, and other personal data.

Personal data collection: We receive and/or collect Personal Information from Users when this has been requested by the Event Organizer through Polling, Questions, Ideas, Event Rating, Attendee List, etc. In this process, Users are identified across all modules, services, and features of Conferience, as they provide some of their personal data.

"Contact Us" Information

When you send us a "Contact Us" request, either by submitting an online form available on our website and application or by sending an email to an email address we display, you may be asked to provide us with certain information, such as your name and email.

Location Data via the Navigate Me Feature

We may provide certain location-based services ("Location Services") in connection with the Services, which depend on data related to the geographic location of your mobile device ("Location Data"). If you choose to participate in these Location Services, through the Navigate me feature, you agree that we may collect or receive your Location Data. You should be able to use the settings on your mobile device to disable location sharing features.

Use of the Registration Platform

During your registration process through the registration platform, you are asked to fill in your personal details. These are used solely for the purposes of the event and remain in your account for as long as you wish, unless you request us via email to permanently delete them from the Conferience database.

Use of reCAPTCHA

We use reCAPTCHA on our website. reCAPTCHA is a free service provided by Google that helps protect websites from spam and abuse. A "CAPTCHA" is a Turing test that distinguishes humans from bots. It is easy for humans to solve, but difficult for "bots" and other malicious software to figure out.

You acknowledge and understand that the reCAPTCHA API works by collecting hardware and software information, such as device and application data, and sending this data to Google for analysis. The information collected in connection with the use of the service will be used to improve reCAPTCHA and for general security purposes. It will not be used for personalized advertising by Google.

ACCESS FOR EVENT ORGANIZERS

Event Organizer Account

Event Organizers may create an account on the official Conferience website after selecting one of the subscription plans, where available, or after contacting us directly and receiving initial credentials from us via email.

When you decide to create an account, you automatically agree to our Terms of Service.

You may delete your account at any time, as described in the Account Creation and Deletion section of the Terms of Service.

INFORMATION WE COLLECT

We collect data from any open-ended questions in any survey or poll, as well as from questions or ideas that participants submit or share through the respective features of the Conferience application. Unless you log in to Conferience or type your name in any of the Questions, Ideas, or Polling fields, the data you provide is anonymous.

With regard to organizers, we collect data from them such as email, name, company, professional title, and from each event, the date, venue, speaker profiles from the Agenda, or logos with URLs and profiles from Sponsor information. Organizers may always change their password through the Content Management System.

Device Information

We collect device-specific information such as the hardware model, operating system version, and screen resolution.

Log Information

When you use our services, we automatically collect and store certain information in server logs. However, due to anonymity, we have no way of knowing personal information. We can only obtain device-related information. The information we collect includes but is not limited to:

Details about how you used our service, such as your search queries.
Information about the date and usage timestamps.
Details about your connection, such as IP address, date, time, edge-location, ssl-protocol, ssl-cipher, or time-taken to serve your request.
Device event information such as crashes, system activity, hardware settings, browser type, browser language, date and time of your request, and referral URL.
Cookies that may uniquely identify your browser.

Location Information

When you use the "Navigate me" feature of Conferience, we may collect and process information about your actual location. Currently, we only use the IP address as a source of information to approximately determine your current location.

Local Storage

We may collect and store information, including personal information, locally on your device using mechanisms such as browser web storage, including HTML5, and application data caches.

CLIENT DATA

The Organizer is and remains the owner of all data, content, contact information, including personal information, software, or material that belongs to, is held by, used by, or created by or on behalf of the Users.

Organizers and Users grant Conferience the right to access, use, process, and analyze their data so that Conferience may provide, maintain, and improve its Services, prevent or address Service, security, or integrity issues, and resolve any technical problems.

Conferience shall take standard industry measures to back up all Client and User data stored through the Services.

The protection of Client and User data is a top priority for Conferience and it shall maintain administrative, physical, and technical safeguards. These measures shall include measures to prevent unauthorized access, use, modification, deletion, and disclosure of Client and User data by Conferience personnel.

Organizers may ensure, at their own responsibility, that they protect the data of their Users and employ, at a minimum, reasonable data practices to maintain the confidentiality and security of their Users' data and to prevent unauthorized access. Organizers bear sole responsibility for downloading their data, whether during or after the event, whether in XL or PDF format, creating backups outside the Conferience platform. They are solely responsible for the security, protection, and backup of exported data as well as Event Data.

Conferience treats all Client and User data in accordance with the principles of confidentiality.

Client and User Data Ownership

You own all your data at all times. Conferience treats all your data in accordance with the principles of confidentiality.

DATA PRIVACY

Any information we collect through our Platform regarding Clients and App Users is governed by our Privacy Policy. You hereby acknowledge that you have read and agree to be bound by our Privacy Policy.

Conferience and its Clients represent and warrant that they:

will provide at least the same level of privacy protection as required by the EU-US Privacy Shield and Swiss-US Privacy Shield Principles ("Principles") with respect to such information,
will take reasonable and appropriate measures to ensure that they effectively process personal information transferred in a manner consistent with the Principles,
will notify App Users if we determine that you can no longer fulfill the obligation to provide the same level of protection as required by the Principles,
may take reasonable and appropriate measures to stop and remediate unauthorized processing,
may provide a summary or representative copy of the relevant privacy provisions of this Agreement to any authorities upon request,
comply with all applicable laws with respect to such information, including but not limited to the European Union General Data Protection Regulation (2016/EC/679) ("GDPR").

Restrictions

Unless authorized by us, you agree not to do, and not to permit any third party to do, any of the following: (i) license, redistribute, sell, lease, lend, or rent the Platform or the Services, (ii) disassemble, reverse engineer, decompile, decrypt, or attempt to extract the source code of the software that operates the Service, (iii) copy, modify, improve, or create derivative works or features of the Service or any part thereof, (iv) circumvent, disable, or otherwise interfere with security-related features of the Service or features that prevent or restrict the use or copying of any content or enforce limitations on the use of the Service, (v) remove, alter, or obscure any proprietary notice or identification, including copyright, trademark, patent, or other notices, contained in or displayed on or through the Service, (vi) use any communication system provided by the Service for the sending of unauthorized and/or unsolicited commercial communications, (vii) use the name, logo, or trademarks of Conferience without our prior written consent, and/or (viii) use the Service to violate any applicable laws, rules, or regulations, or for any unlawful, harmful, irresponsible, or inappropriate purpose, or in any manner that violates this Agreement.

Confidentiality

We maintain the confidentiality of all information and data that we collect, receive, or process in connection with this Agreement and shall not copy, release, disclose, share, or allow access, directly or indirectly, to any such confidential information prior to your written consent. The restrictions of this section do not apply to any information that: (i) at the time of disclosure or subsequently is generally available and known to the public or any third party, excluding the case of unauthorized disclosure directly or indirectly by the non-disclosing party, (ii) was or becomes available to the non-disclosing party on a non-confidential basis from a source other than the disclosing party, (iii) has been acquired or developed independently by the non-disclosing party without breach of any obligation under this Agreement.

Data Management, Processing, and Analysis

In accordance with our policy, we review data only in aggregate in order to derive results for improving our Services and providing technical support to you. We do not process personally identifiable data.

Use of Anonymous Information

We may use Anonymous Information or disclose it to third-party service providers in order to improve our Services and enhance your experience with them. We may also disclose Anonymous Information, with or without compensation, to third parties, including advertisers and partners. "Anonymous Information" means information that does not allow the identification of an individual User, such as aggregate information about the use of our Services.

Opting Out of Communications

If you are an Event Organizer, you should be aware that we retain your email in the Conferience community. In this way, we can inform you about our offers, new features, or any technical or design improvements.

You may choose not to receive future promotional, advertising, or other Service-related emails from us by selecting the unsubscribe link at the bottom of each email. Please note that even if you opt out of receiving the above emails, we will continue to send you a response to any "Contact Us" request, as well as administrative emails, for example in connection with a password reset request, that are necessary to facilitate your use of the Services.

Advertising

Event Organizers have the right to advertise through the application with banners, different solutions, and products from sponsors or other third parties. Users accept receiving advertisements through the application.

Ownership of Your Data

You retain any and all rights you may have in the data you enter and host on the Conferience platform or in data collected by others from Conferience on your behalf.

Contact details will be stored for end users who agree to provide such information through the web-app platform. In accordance with the UK Law Freedom of Information Act 2000 and the Data Protection Act 1998, you have the right to view, modify, and delete all personal data relating to you that is collected by Conferience or its Event Organizers. To exercise these rights, you may send an email to info@conferience.com. Conferience will delete all your data within up to 30 days of receiving your email.

To delete your account and all your data, if you are a User, your request must be submitted in writing from the email address used to register with Conferience or online and automatically through its platform, and, if you are an Organizer, through the Content Management System.

Conferience agrees to make every effort to protect personal data, particularly to prevent the distortion, damage, or disclosure of such data to unauthorized third parties. Conferience agrees to notify you in the event of a breach of such data, if deemed necessary, within up to 72 hours of discovering the data breach.

Conferience will use your data solely for the purpose of providing the web-app platform and services as set forth herein and in accordance with all applicable data protection laws and regulations. Conferience may also claim ownership, particularly for evidentiary purposes, of any act, document, or record in any medium, including established electronic media, received or stored directly or indirectly by Conferience in a database.

Sensitive Personal Information

Notwithstanding anything to the contrary in this Agreement, Clients and Users acknowledge and agree that any use of Conferience to transmit, process, or store Sensitive Personal Information, as defined below, is unnecessary for the use of Conferience. Accordingly, Clients and Users shall be solely responsible for any such use of Conferience by Clients or their employees, agents, subcontractors, and Conferience shall bear no risk or liability for the same. "Sensitive Personal Information" is defined as: (a) social security numbers, (b) passport numbers or other government-issued identification numbers, date of birth and/or gender, except solely to the extent required by applicable regulations of the Department of Homeland Security or other governmental regulatory body, (c) health or medical information, except for food allergies or medical contact information, (d) financial account information, and (e) other information that a reasonable person would recognize as particularly sensitive, excluding, for the avoidance of doubt, contact information such as name, postal address, email, and telephone number.

We will seek your consent before using information for any purpose other than those set forth in this Privacy Policy.

Access/Accuracy

We wish to maintain accurate Personal Information, to the extent that you provide us with such information. If you wish to delete or correct any other Personal Information that we may store and you have difficulty doing so on your own, you may submit an access request by sending an email to info@conferience.com. Your email should include sufficient details of your request. Notwithstanding the foregoing, we may retain certain Personal Information in connection with pending or potential legal disputes, as required by law enforcement authorities or other government agencies, or as requested by you, in order to process and maintain records of financial transactions.

Security

The security of Personal Information is important to us. We follow generally accepted industry standards, including the use of appropriate administrative, physical, and technical safeguards, to protect the Personal Information submitted to us. However, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security or confidentiality. If you have any questions about security on the Service, you may contact us at info@conferience.com.

Third-Party Service Providers

Conferience processes personal information on servers of our infrastructure provider in Ireland, while several other specialized third-party service providers also assist us. Accordingly, we may process your personal information on servers located outside your country of residence.

Specifically, we use:

Sub-processor	Purpose	Data	Country
Amazon Web Services, Inc.	Infrastructure as a service	All client data: content, contacts, purchases, technical data	Ireland
Google, Inc.	Emails and virtual workspace	Communication data, purchase data	USA, Chile, Ireland, Netherlands, Finland, Belgium, Taiwan, Singapore

Commitment

We are committed to protecting your privacy. Protecting your privacy online is an evolving area, and we are continuously evolving our Service to meet these demands. If you have comments or questions about our Privacy Policy or the Personal Information we may store and use, please contact us at info@conferience.com.

USEFUL TERMS

Admin: A person authorized by you to create, copy, delete, and hide Events in the Conferience Content Management System list, as well as to manage your access to the Platform and Event Performance analytics. Event Organizers are Admins with access to all such information.
Agreement: Collectively, these Terms and the Privacy Policy.
App Store: The Apple App Store, Google Play, or other mobile device application stores.
App User: A person who accesses through any browser on any smart device and/or downloads the Conferience native app or any branded app created by Conferience. The App User may use the Services only for personal use and not for resale or distribution to any other person or legal entity.
Attendee: A person who may attend the event and use the application on any type of electronic device.
Branded app: A native application with the Organizer's logo and all the functionality of the app, such as notifications for different features.
CMS: The term refers to the Content Management System, where the event organizer has the ability to create an event, presentation, poll, survey, or other features where they can have full control of the Conferience application environment.
Conferience Community: The group of people, organizers, and/or participants who are open to ideas, discussions, updates on new features, or improvements to existing features from Conferience.
Content: All materials, data, information, and other content, whether or not protected by copyright, originating from you and delivered through Conferience features in the application.
Event: A gathering of two or more people/users with common interests who participate either in person or virtually.
Event Organizer: Any organizer who creates an event consisting of more than two users/participants/attendees for any type of event held virtually or in person.
Feature: A characteristic of a platform service provided in the application. Organizers can display it in the event application environment through the Content Management System.
Native app: An application for a specific mobile device, such as a smartphone or tablet. It is installed directly on the device. Users typically obtain these applications through an online store or marketplace, such as iOS apps from the Apple Store or Android apps from Google Play.
Organizer: Anyone who decides to organize one or more events. This may be a company or an individual.
Pack or Plan: The subscription plan with different prices and different features.
Participant(s): Anyone who participates in an event organized by an organizer, other than the organizer themselves.
Platform: Collectively, the standard proprietary Conferience platform consisting of the Conferience website, the Content Management System, the web application, and the native application.
Registrant: A person who registers through the Login/Registration process via Conferience based on a unique email ID and password per Event, whether such ID is provided through open registration or by you.
Registration: The Conferience web registration process.
Media Wall: One of the Conferience features where participants can upload their photos, whether selfies or regular photos that include the faces of other participants/users.
Service: The solutions, tools, features, and support in the Conferience application offered by Conferience.
Web app: The term refers to the environment in which the user accesses through any web browser to actively participate in any type of event.
You: The term user refers to any person or entity that has created a profile to use the Conferience Content Management System as an organizer or as a participant who accesses the Conferience application with an event identifier to participate in the event web application.