OPENMEET PRIVACY POLICY

Introduction

This privacy policy sets out how OpenMeet (Open Meet Ltd.) uses and protects any information that you give us when you use this website. We at OpenMeet are committed to protecting your privacy.

This Privacy Policy applies to both our websites (Websites), including www.openmeet.com, and the OpenMeet technology applications (the Applications). This Privacy Policy governs our data collection, processing and usage practices. By using the Websites or the Applications, you consent to the data practices described in this Privacy Policy. If you do not agree with the data practices described in this Privacy Policy, you should not use the Websites or the Applications. This policy aligns to the principles of the General Data Protection Regulation (GDPR)(EU) 2016/679 regulatory requirements.

Should we ask you to provide certain information by which you can be identified when using our Website or Applications, then you can be assured that it will only be used in accordance with this privacy statement.

OpenMeet may change this policy from time to time by updating this page. You should check this policy from time to time to ensure that you are happy with any changes.

This policy is effective from 30 April 2018.

 

1. Important Information

1.1    Safe Harbour

OpenMeet complies with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework Program requirements, as set forth by the U.S. Department of Commerce and the European Commission and Swiss Administration, to provide organisations on both sides of the Atlantic with a mechanism to comply with data protection requirements when transferring personal data from the European Union and Switzerland to the United States in support of transatlantic commerce.

OpenMeet adheres to the Privacy Shield principles of: notice; choice; onward transfer; security; data integrity; access; and enforcement. To learn more about the Privacy Shield Framework, please visit www.privacyshield.gov/welcome.

1.2    Changes to This Privacy Policy

We may update this Privacy Policy from time to time by posting a new version online. You should check this page occasionally to review any changes. If we make any material changes we will notify you by posting the revised Privacy Policy on our Websites and, if you use our Applications, we will provide a notice to “users” before they are asked to provide any personal data. This helps to ensure you are always aware of what information we collect, how we use it and under what circumstances, if any, it is disclosed.

Your continued use of our Websites, Applications, and/or continued provision of Personal Information to us will be subject to the terms of the then-current Privacy Policy.

1.3    Contact Us

If you have any questions about this Privacy Policy or our treatment of the information you provide us, please write to us by email at info@openmeet.com or by mail to OpenMeet, Engagement House, 52 Billet Lane, Berkhamsted, HP4 1DR, UK.

 

2. Use of Our Applications by OpenMeet and Our Clients

2.1    The OpenMeet Applications

Our online and offline Applications allows any organisation that uses it (our clients, meeting attendees, OpenMeet itself and collaborating partners) to build event microsites, create attendee event applications and manage events. This can include collecting contact information and other demographic information from attendees who are participating in events. OpenMeet provides these Applications to our customers to manage their events, and to gain information about attendee opinion and practices.

2.2    Use by OpenMeet

We use our own Applications, and some third-party solutions, e.g. Survey Anyplace, Cvent and Centium Software, to manage our own events and at third party events our personnel are exhibiting or presenting at. Information that we collect and manage using our Applications for these events belongs to us and is used, disclosed and protected according to this Privacy Policy.

2.3    Use by Our Clients

Our clients use the Applications to build event microsites, audience engagement platforms, mobile information applications and to manage events. OpenMeet does not control the content of event microsites or the types of information that our clients may choose to collect or manage using these Applications. That information belongs to them and is used, disclosed and protected by them according to their privacy policies and is not subject to this Privacy Policy.

OpenMeet processes our clients’ information as they direct and in accordance with our agreements with our clients, and we store it on our service providers’ servers, but we do not have control over its collection or management. Our agreements with our clients prohibit us from using the information being collected and stored, except as necessary to provide and improve the Applications, as permitted by this Privacy Policy, and as required by law.

We have no direct relationship with individuals who provide Personal Information to our clients. Our clients control and are responsible for correcting, deleting or updating information they have collected from you using the Applications. We may work with our clients to help them provide notice to their visitors about their data collection, processing and usage. We are not responsible for our clients’ use of any information they collect via our Applications.

 

3. Information We Collect

3.1    When You Visit Our Websites

You are free to explore the www.openmeet.com website without providing any information about yourself.

If you complete a contact form, register to access our Blog or request any Whitepapers, we ask you provide Personal Information about yourself, and we collect navigational information.

If you are visiting one of our client audience engagement websites, we may request that you provide personal information to participate in the program.

3.2    Personal Information

This refers to any information that you voluntarily submit to us and that identifies you personally, including contact information such as: your name, e-mail address, company name, address, phone number, and other information about yourself or your business. Personal Information can also include information about any transactions, both free and paid, that you enter into on the Applications, and information about you that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from customers or service providers.

3.3    “Sensitive Information”

This refers to credit or debit card numbers, personal financial account information, Social Security numbers, passport numbers, driver’s license numbers or similar personal identifiers, racial or ethnic origin, physical or mental health condition or information, or other employment, financial or health information.

3.4    Navigation Information

This refers to information about your computer and your visits to our websites such asyour IP address, geographical location, browser type, referral source, length of visit and pages viewed. Please see the “Navigation Information” in section 5.

3.5    Payment Information

We may collect and process payment information from you when you participate in an event, directly or on behalf of our customers, including credit card numbers and billing information, using third party PCI-compliant service providers. Except for this, we do not collect Sensitive Information from you.

3.6    Information About Children

Our websites and Applications are not intended for or targeted at children under 13, and we do not knowingly or intentionally collect information about children under 13. If you believe that we have collected information about a child under 13, please contact us at: info@openmeet.com, so that we may delete the information.

 

4. How We Use the Information We Collect

4.1    Compliance with Our Privacy Policy

We use the information we collect only in compliance with this Privacy Policy. We never sell your personal data to any third party.

We may share your personal details with our client on whose behalf we have collected your data.

4.2    Use of Personal Information

In addition to the uses identified elsewhere in this Privacy Policy, we may use your Personal Information to: (a) improve your browsing experience by personalizing the Websites and to improve the Applications; (b) send information to you which we think maybe of interest to you; by post, email, or other means; (c) send you marketing communications relating to our business or the businesses of  carefully-selected third parties which we think may be of interest to you; (d) share with our customer on whose behalf we have collected your personal information; and (e) provide other companies with statistical information about our users — but this information will not be used to identify any individual user.

We may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, we do not transfer your unique Personal Information to the third party. In addition, we may share data with trusted partners to contact you based on your request to receive such communications, help us perform statistical analysis, or provide customer support. Such third parties are prohibited from using your Personal Information except for these purposes, and they are required to maintain the confidentiality of your information.

4.3    Use of Navigational Information

We use Navigational Information to operate and improve our Websites and Applications.

We may also use Navigational Information alone, or in combination with, Personal Information of users of the www.openmeet.com website, to provide you with personalized information about OpenMeet.

We may also use Navigational Information alone, or in combination with, Personal Information of users, to provide to provide our customers with analysis of information you provide, which we collect from our Websites and Applications.

4.4    Customer Testimonials and Comments

We may post client testimonials and comments on our Websites, which may contain Personal Information. We obtain each client’s consent via email prior to posting the client’s name and testimonial.

4.5    Use of Credit Card Information

If you give us credit card information, we use it solely to check your financial qualifications and collect payment from you. We use third-party service providers to manage credit card processing.

4.6    Service Providers

We employ other companies and people to provide services to visitors to our Websites, our customers, and users of the Applications and may need to share your information with them to provide information, products or services to you. Examples may include meeting logistics management, analyzing data, providing marketing assistance, processing credit card payments, registration processing, abstract management services, and providing customer service.

4.7    Security of Your Personal Information

We use a variety of security technologies and procedures to help protect your Personal Information from unauthorized access, use or disclosure. We secure the Personal Information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. When sensitive Personal Information (such as a credit card number) is collected on our Websites and/or transmitted to other websites, it is protected through the use of encryption.

4.8    Social Media Functions

Some of our Websites include Social Media Features, such as the Facebook Like button and Widgets, such as the Share This button or interactive mini-programs that run on our sites. These features may collect your IP address, which page you are visiting on our sites, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. This Privacy Policy does not apply to these features. Your interactions with these features are governed by the privacy policy and other policies of the companies providing them.

4.9    External Websites

Some of our Websites provide links to other websites. We do not control, and are not responsible for, the content or practices of these other websites. Our provision of such links does not constitute our endorsement of these other websites, their content, their owners, or their practices. This Privacy Policy does not apply to these other websites, which are subject to any privacy and other policies they may have.

4.10    Public Forums

We may offer publicly accessible message boards, blogs, and community forums. Please keep in mind that if you directly disclose any information through our public message boards, blogs, or forums, this information may be collected and used by others. We will correct or delete any information you have posted on the Websites if you so request, as described in “Opting Out and Unsubscribing” below.

4.11    Retention of Personal Information

We retain Personal Information that you provide us as long as we consider it potentially useful in providing this information to our customers on whose behalf we have collected your data for analysis, reporting or for contacting you about their products services.

We may retain Personal Information that is provided via www.openmeet.com, as long as we consider it potentially relevant to contact you about our services.

We will delete this information from the servers at an earlier date if you so request, as described in “Opting Out and Unsubscribing” below. If you provide information to our clients as part of their use of the Applications, our clients decide how long to retain the Personal Information they collect from you. If a client terminates its use of our Applications, then we will provide client with access to all information stored for the client by the Applications, including any Personal Information provided by you, for export by the client according to our agreement with our client. After termination, we may, unless legally prohibited, delete all client information, including your Personal Information, from our Applications.

4.12    International Transfer of Information

To facilitate our global operations, we may transfer and access Personal Information from around the world, including the United States. This Privacy Policy shall apply even if we transfer Personal Information to other countries.

4.13    Corporate Status

If we (or our assets) are acquired by another company, whether by merger, acquisition, bankruptcy or otherwise, that company would receive all information gathered by OpenMeet from our Websites and Applications.

4.14    Compelled Disclosure

We reserve the right to use or disclose your Personal Information if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights or to comply with a law, court order, or legal process.

 

5. Navigational Information

5.1    Cookies

We use “cookies” to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a Web server. Cookies are not used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a Web server in the domain that issued the cookie to you. One of the primary purposes of cookies is to provide a convenient feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize pages on our Websites, or use the Applications, a cookie helps us to recall your specific information on subsequent visits. When you return tothe same Website, the information you previously provided can be retrieved, so you can easily use the customized features.

You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the OpenMeet Applications or Websites you visit. OpenMeet keeps track of the Website pages you visit within OpenMeet, in order to determine what portion of the OpenMeet Websites or Applications is the most popular or most used.

This data is used to deliver customized content and promotions within the OpenMeet Websites and Applications to customers whose behavior indicates that they are interested in a particular subject area.

5.2    Log Files

We may collect demographic information, such as your Post / ZIP code, age, gender, preferences, interests and favorites using log files that are not associated with your name or other personally identifying information. There is also information about your computer hardware and software that is automatically collected by us. This information can include: your IP address, browser type, domain names, access times and referring website addresses. This information is used by OpenMeet for the operation of our Applications, to maintain quality of the Applications, and to provide general statistics regarding use of our Websites. For these purposes, we may link this automatically-collected data to Personal Information such as name, email address, address, and phone number.

5.3    Navigational Information Collected by Our Clients

Our customers can use the tools we provide, as well as tools provided by third parties, to collect Navigational Information when you visit their web pages on our Applications. OpenMeet does not control our customers’ use of these tools, nor do we control the information they collect or how they use it.

5.4    Flash Cookies and Other Third-Party Tracking Technologies

The Adobe Flash Player (and similar applications) use technology to remember settings, preferences and usage similar to browser cookies but these are managed through a different interface than the one provided by your Web browser. This technology creates locally stored objects that are often referred to as “Flash cookies.” OpenMeet does not use Flash cookies. However, our customers of our software platform may create pages on the OpenMeet platform that employ Adobe Flash cookies. OpenMeet does not have access or control over our customers’ Flash cookies, but you may access your Flash management tools from Adobe’s web site directly. Similarly, our customers may create pages using the OpenMeet Applications that use technology from tracking utility companies, such as cookies and web beacons. The use of these technologies by our customers is not covered by our privacy statement. We do not have access to or control over these third-party tracking technologies.

5.5    Third-Party Tracking Technologies

The use of cookies and web beacons by any tracking utility company is not covered by our privacy statement. We do not have access or control over these third-party tracking technologies.

 

6. Opting Out and Unsubscribing

6.1    Reviewing, Correcting and Removing Your Personal Information

If you provide us with your Personal Information, you have the following rights with respect to that information:

– To review the user information that you have supplied to us

– To request that we correct any errors, outdated information, or omissions in user information that you have supplied to us

– To request that your user information not be used to contact you

– To request that your user information be removed from any solicitation list that we use

– To request that your user information be deleted from our records

– To opt out of being solicited by OpenMeet or third parties

To exercise any of these rights, please contact us at info@openmeet.com or by mail to OpenMeet, Engagement House, 52 Billet Lane, Berkhamsted, HP4 1DR. We will promptly change, correct, or delete your information and notify you of the action we have taken.

6.2    To Unsubscribe from Our Communications

You may unsubscribe from our marketing communications by clicking on the “unsubscribe” link located on the bottom of our e-mails, or by contacting us by email at: info@openmeet.com, or by mail to: OpenMeet, Engagement House, 52 Billet Lane, Berkhamsted, HP4 1DR. Clients cannot opt out of receiving transactional emails related to their account with us or our related Applications.

6.3    To Unsubscribe from Our Clients’ Communications

Our clients are solely responsible for their own marketing emails and other communications; we cannot unsubscribe you from their communications. You can unsubscribe from our clients’ marketing communications by contacting them directly.