Effective as of December 17, 2024
Conscience (“we,” “our,” or “us”) has prepared this Event Privacy Policy (“Event Privacy Policy”) to describe our privacy practices regarding the information collected from visitors, participants, and registrants to our event (“Personal Information”, the “Event”). This Event Privacy Policy operates in addition to our Website Privacy Policy (located at https://conscience.ca/privacy-policy/) (collectively the “Privacy Policies”).
By submitting your Personal Information in connection with your participation in the Event, you expressly acknowledge that your Personal Information will be stored and processed in accordance with the Privacy Policies.
Personal information we collect and use
Event Registration
We use our registration process to collect Personal Information that you directly input into our registration forms. We may also collect Personal Information directly submitted through submission forms or other pages we set up as an event organizer. This data is collected by us and we process it in order to::
- Complete your registration for the Event and distribute your ticket.
- Manage our Event and Event attendees.
- Contact you about the Event.
- Generate statistics about the Event.
- Improve our future events.
By completing the registration form you represent and warrant that you are the person making the registration or have the express authority from that person to make the registration on their behalf.
We collect the following information from you during your registration to the Event:
- First and Last name
- Email Address
- Affiliation
- Organization Type
- Professional Role
- Where you are travelling from
- We may also collect the following optional information: dietary restrictions, preferred pronouns, and accommodation/accessibility needs
How we share this information
We will disclose your Personal Information only for the purposes and to those third parties in the Privacy Policies. We will take appropriate steps to ensure that your personal information is processed, secured, and transferred according to applicable laws.
Disclosure to Third Parties
We may need to disclose your Personal Information to third parties in order to run the Event. When such disclosure is necessary, we will only share the strictly necessary elements of your personal information, on a need-to-know basis with the following categories of third parties related to the Event:
Event Attendees
If you provided consent during the registration process for such disclosure, we may share your Personal Information with other attendees. In such cases, we disclose the following information:
- First and last name
- Affiliation
Third-Party Service Providers
Conscience uses certain third-party service providers (“processors”) to help us run our Event. These include:
- Processors that help us run the Event, register participants, and provide event services. For example, we may share personal information with service providers who host our websites or provide email services on our behalf. We may share your registration details with these processors solely for the purpose of providing services for the Event.
- We currently use Fourwaves as our registration provider and payment processor.
- We currently use Insightly as our Customer Relationship Management (CRM) software provider.
- We use MailChimp to send emails and newsletters.
We may also disclose your personal information to third parties:
- If you request or authorize so.
- If you consented to permit us to share your personal information with the event sponsors.
- To persons demonstrating legal authority to act on your behalf.
- 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 or law enforcement requirements or prevent illegal activity.
- 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.
- To protect the rights, property or safety of Conscience, our employees, customers, suppliers, or other persons.
Transfers of personal data
Please be aware that the personal information we collect may be transferred to and maintained on servers or databases located outside your state, province, country, or other jurisdiction, where the privacy laws may not be as protective as those in your location.
