Event Privacy Policy

LAST UPDATED: Jan 5, 2022

This is the Event Privacy Notice of VLCM, Inc. whose corporate headquarters is located at 852 East Arrowhead Lane, Salt Lake City, UT 84107.

VLCM runs various events, seminars, and conferences throughout the year to update, educate and provoke discussion amongst its clients, potential clients, and industry partners (“Events”). This privacy notice provides you with information about how VLCM uses your personal data when you register for and attend an Event run by VLCM.

How does this privacy notice relate to other privacy notices?

This privacy notice explains how we use your personal data in relation to your interest in, or attendance at, an Event run by VLCM. It supplements our Privacy Notice on our website, available here.

Registering for an Event

If you wish to attend one of our Event(s), please RSVP by submitting your contact details on the registration form provided on the Event registration site.

What personal data will be processed?

If you register on the Event registration site and consent to share your information with us, VLCM will receive the following information:

Your first and last name, company name and job title
Business phone number, business email address
Any additional details required for Event registration (shirt size, meal requirements, etc)

VLCM may photograph and film the Event which will be used to market our solutions and to promote future events. VLCM will therefore process your image. If you do not wish to be photographed or filmed at an Event, please contact us at events@vlcm.com. Where possible, we will provide photo- and film-free zones where those who do not want their picture taken can sit.

Records of communications sent to you by VLCM or that we receive from you in relation to an Event you will attend/have attended.

What is the purpose of processing?

VLCM will process your personal data for the following purposes:

To reserve a place for you at the event(s) you requested to attend;
To provide you with information about the event(s) for which you have registered, such as event updates, and possible changes, cancellation or similar information;
For general administration and organization of our events, for example to contact you with information about an event or conference that you are attending as we need to use your details for planning and logistics, to provide post-event prizes or giveaways, to provide you customer service in relation to the event, and general administration of your attendance at the event.
To fulfil and monitor our legal responsibilities, for example, under public safety legislation.
In accordance with your preferences, to communicate with you about other events, news, and solutions we provide (for example online webinars, lunch and learn events, etc);
To ask you for your feedback or review after an Event you have attended;
To pass on your contact details to our logistics partners to enhance your experience at an Event you have signed up to exhibit or sponsor at;
To create an attendee list (which will include your contact details for personalized post event engagement, not for automated marketing) which will be shared with a VLCM partner(s) after the Event.
To film and photograph the Event which will be used to provide OnDemand online content, to market our solutions and to promote future events on our website, social media channels and in marketing materials.
To improve our events, marketing, customer relationships and experiences; and
To plan better future events and attendee experience.

What is the legal basis of the processing?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

For our legitimate interests (for example, in order to manage and develop our business, study how customers use our products/services, to develop them, grow our business, and inform our marketing strategy).
Where we need to comply with a legal obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data, although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

To the extent that you may provide us with personal data about yourself that is sensitive, for example relating to any disability, allergies, or other dietary requirements that you have, we will process this information with your explicit consent, or if it is necessary:

For the establishment, exercise or defense of legal claims;
Very occasionally, when it is needed to protect your or another person’s vital interests and you are not capable of giving your consent (for example, in an emergency).

Who will your personal data be shared with?

Within VLCM, your personal data is shared only with those departments and staff who need access for the processing purposes set out above.

We may share some of the information with external organizations providing services for the Event you are attending, in particular we may share your information (including dietary requirements) with catering service if you are attending an Event where catering is offered. The information shared will only be used to provide the service required and will not be retained by these external organizations after the Event is concluded.

Your company name, job title, and business contact information may be shared with VLCMs industry partner(s) as part of the event attendee or lead list. These details are provided for personalized post event engagement, not as an opt-in for automated marketing communications.

How long is your personal data kept?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

Please refer to our Privacy Notice for further information.

If you consent to stay in touch with us, or subscribe to our email marketing communications, essential information to communicate with you will be kept until you withdraw your consent or unsubscribe to specific communication as explained in our Privacy Notice.

Your rights in relation to your data

Details about your rights are set out in our Privacy Notice.

Our Privacy Notice also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to our events team at events@vlcm.com or in writing to VLCM, 8520 E Arrowhead Ln, Salt Lake City, UT 84107 – Attn: Event Management