Groupize Privacy Policy

Last modified January 31, 2020

Introduction

Groupize, Inc., a Delaware corporation (“Groupize,” “we,” “us,” and “our”), is strongly committed to the privacy of all of its users. If you have any additional privacy or security questions after reading this information, please contact us. Capitalized terms that we do not define in this Privacy Policy are defined in our Terms and Conditions. Please read the Terms and Conditions.

This policy describes our practices in connection with information that we collect through our software platforms and applications (collectively, the “Groupize Services” or “our Services”) as well as our privacy practices in relation to the use of Groupize’s websites (such as www.groupize.com and other Groupize websites that link to this policy) and external marketing activities.

This policy also describes your data protection rights, including a right to object to some of Groupize’s processing. The Policy does not apply to information collected by any third party, including through any third-party application or content (including advertising) that links to or is accessible from the Groupize Services.

Are you a Customer, Customer Business Contact or Visitor?

This policy applies to the following classification of individuals that interact with Groupize:

  • CUSTOMERS: Customers are individuals that are employees or associates of our direct customers, including customer personnel that are assigned a login ID and are authorized to access and use the Groupize Services pursuant to an active agreement, or under a temporary evaluation license, if available. Additionally, Customers include individuals who self-register to access the Groupize Services.
  • CUSTOMER BUSINESS CONTACTS: Customer Business Contacts are individuals that interact with our Customers through the Groupize Services. These include our Customers’ current and prospective clients, members, attendees, sponsors, exhibitors, marketing partners, hotel guests or other business contacts.
  • VISITORS: Individuals and prospective customers who interact with our websites (for instance, to read about Groupize products and services, download a white paper, or sign up for an online demo), as well as those who attend Groupize marketing events (for instance, live events and webinars) and whom we meet at a tradeshow or learn about through a referral from third parties or other external sources.
What types of personal data do our Customers collect?

The Groupize Services are flexible and allow our Customers to collect a variety of personal data from and about their Customer Business Contacts, including name, organization, title, postal address, e-mail address, telephone number, fax number, social media account ID, and other information including but not limited to dietary preferences, interests, opinions, activities, age, gender, education and occupation.

Groupize’s use of personal information collected through our Services shall be limited to the purpose of providing the service for which our Customers have engaged Groupize, to improve our services, or as required or permitted by law.

If you do not agree with our policies and practices, you may choose not to use our Services.

Please do not include any Protected Health Information, as defined in the HIPAA Rules (defined in the https://www.groupize.com/terms-conditions/ or sensitive financial information, such as any person’s social security number, passport number, bank account or credit card numbers or passwords in your communications using the Services or as part of your Contact Information. We do not require such information and disclaim all liability for the dissemination of such information.

How do our Customers Collect Personal Data?
  • When Customer Business Contacts voluntarily and explicitly enter personal data into the Groupize Services.
  • When our Customers enter Customer Business Contacts into the Groupize Services, when permitted, including by having a legitimate business interest or obtaining explicit consent from a Customer Business Contact.
  • Automatically, as Customer Business Contacts interact with the Groupize Services, using commonly used information gathering technologies such as cookies. For additional information about these technologies, see the section below titled “How does Groupize use cookies and similar technologies?”.
How do our Customers Use Personal Data?

If a Customer Business Contact chooses to use the Groupize Services to conduct business with a Customer, any information provided in connection with that interaction will be transferred to, and under the control of, the Customer.

Customers will also have access to information (including personal data and Groupize Service usage data) related to how Customer Business Contact interact with the Groupize Services they use. In such instances, the Customers act as data controllers towards the Customer Business Contact, under the European Economic Area (“EEA”) data protection laws. Therefore, Groupize cannot and does not take responsibility for the privacy practices of Customers.

The information practices of our Customers are governed by their privacy policies. We encourage Customer Business Contacts to review the Customers’ privacy policies to understand their practices and procedures.

Does Groupize use or sell personal data collected by our Customers?

Groupize does not use personal data of our Customer Business Contacts for any purposes other than to provide services that our Customers have contracted us to provide through the Groupize Services, as noted below, to improve our services, or as required or permitted by law. Groupize does not sell personal data of our Customer Business Contacts.

How does Groupize collect and process personal data from our Customers and their Customer Business Contacts?

We collect personal data from our Customers in order to facilitate communication and delivery of the Groupize Services that our Customers are interested in or contract us to provide. For example, we may collect Customer contact information, whether through the execution of a contract, use of our services, a form on our website, queries submitted to our chat agent, an interaction with our sales or customer support team, sign up for an event, or a response to one of our surveys or marketing emails. We may also collect credit card information (e.g., credit card number and expiration date, billing address, etc.) or other customary bank information needed for billing and payment purposes.

We may record Customer telephone calls made to our Client Services team for legitimate business interests related to providing Customer support, compliance with laws, training, and quality assurance. We retain such recordings until 90 days after the date of recording unless otherwise needed for contract implementation or further employee training.

We and our vendors collect Customer usage information about how our Customers interact with the Groupize Services. This includes which webpages you visit, what you click on, when you perform certain actions, what language preference you have, what you buy, and so on.

We process Customer’s and their Customer Business Contacts’ personal data in the following manner:

  • To disclose to our affiliates for the purpose of providing services to our Customers and their Customer Business Contacts.
  • To disclose to contractors, service providers, and other third parties as reasonably necessary or prudent to provide, maintain and support the Groupize Services for our Customers and their Customer Business Contacts, such as, for example, payment processors and data center or Web hosting providers. Groupize does not share, sell or trade any information with such third parties for any promotional purposes.
  • To deliver the services that our Customer has contracted us to provide through the Groupize Services. Some examples include:
    • If a Customer Business Contact uses one of the Groupize Services to register for an event, we will use their provided e-mail address to send them information and announcements relating to that event.
    • If a Customer Business Contact uses one of the Groupize Services to pay for event registration fees or other products and services using their credit cards, we will pass the credit card information to payment card processors to validate the payment information and complete the transactions.
    • When a Customer submits an eBid to a venue, or to a Customer’s Business Contact as directed by the Customer, Groupize will contact that venue, management company or Customer Business Contact and disclose information, which contains personal data, necessary for it to respond to the eBid.
    • When a Customer or Customer Business Contact uses their social media credentials to share information on their social media platform or to log into one of the Groupize Services, we will share information with their social media account provider. The information we share will be governed by the social media site’s privacy policy.
  • To deliver to a third party in the event of a merger, divestiture, restructuring, recapitalization, reorganization, dissolution or other sale or transfer of some or all Groupize’s assets, whether as a continuing operating business or as part of bankruptcy, liquidation or similar proceeding, in which personal data held by Groupize about our Customers and Customer Business Contacts is among the assets transferred.
  • For our internal business purposes that include administering access and use of the Groupize Services, data analysis, securely identifying Customers upon logging onto an Application, enhancing or modifying the Groupize Services, determining the effectiveness of our promotional campaigns, billing for our Services, and operating our business.
  • As we believe to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to respond to requests from public and government authorities including public and government authorities outside your country of residence; and (c) to protect against or identify fraudulent transactions.
  • For other purposes when Customer Business Contacts provide explicit consent.

We aggregate and anonymize information about (i) Customers and Customer Business Contacts, and (ii) the use of the Groupize Services in order to improve the Groupize Services and to create benchmark and other business intelligence products. None of the aggregated and anonymized information contain personal data (i.e., does not identify any individual).

What is the legal basis for Groupize to process personal data from the EEA?

For individuals that are from the European Economic Area (EEA), our legal basis for collecting and using their personal information will be our legitimate interest where the processing is in our, or a third party’s, legitimate interests and not overridden by the individual’s data protection interests, or fundamental rights and freedoms. These interests are to provide individuals with access to the Groupize Services and features of the Groupize Services; to send them information they have requested; to ensure the security of the Groupize Services by trying to prevent unauthorised or malicious activities; or, to enforce compliance with our terms of use, contracts and other policies. In some EEA countries, we are relying on consent as a legal basis for using data for marketing purposes.

How long does Groupize store personal data collected by our Customers?

Where we process personal data for legitimate business interests described in the section “Does Groupize use or sell personal data collected by our Customers, “we keep your information for as long as your account is active or as needed for our own obligations and applicable law. For example, to the extent permitted by applicable law, we may keep certain information if it is necessary to comply with our legal obligations, meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce the Terms.

How can a Customer Business Contact access, correct or delete their personal data?

 In various countries, including countries in the EEA, as well as in some U.S. states, upon their request, Customer Business Contacts have the right to access their personal data and, if necessary, have it amended, deleted or restricted. Customer Business Contacts can also ask for some types of personal data to be delivered to them, or another organization they nominate, in a structured and machine-readable format.

Where we process your personal data on the basis of your consent, you have the right to withdraw your consent. See the Groupize contact section below. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. Customer Business Contacts in the EEA also have the right to complain to a supervisory authority for data protection in the country where they live, or where they work – although we hope that we can assist with any queries or concerns you have about our use of your personal data.

Groupize processes Customer Business Contacts’ data under the direction of our Customers and has no direct control or ownership of the personal data we process. Customers are responsible for complying with any regulations or laws requiring notice, disclosure or obtaining consent prior to transferring the data to Groupize for processing purposes. Any Customer Business Contact that seeks to access, correct or delete data, should direct their query to the Customer. If the Customer requests Groupize to remove the personal data of a Customer Business Contact to comply with data protection regulations, Groupize will process this request within the required time under the applicable regulation or law.

We will not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. In such instances, we will inform the Customer about the legal obligations that prevent us from fulfilling the request.

How can a Customer access, correct, or delete their personal data?

Customers have the same rights to access, correct or delete their personal data as outlined above.

Any Customer can access, correct or delete their data, or their Customer Business Contact data by submitting a request on our website at www.Groupize.com/contact. Groupize will process this request within the required time under the applicable regulation or law.

We will not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. In such instances, we will inform the Customer about the legal obligations that prevent us from fulfilling the request.

We will maintain an audit history of any requests to access, correct or delete personal information to maintain a record of compliance with regulatory requirements.

California Residents

If you are a California resident, California law provides you with specific rights regarding your personal information, including the right to request that we disclose certain information to you about our collection and use of your personal information over the past 12 months; the right to request that we delete any of your personal information that we have collected from you, subject to certain exceptions; and the right to opt out of the sale of your personal information. To make such a request, contact us at www.Groupize.com/contact, or send a letter to:

Groupize, Inc.

100 Cummings Center, Suite 343

Beverly, Massachusetts 01915

Attn: Copyright Infringement

Attention: Privacy Officer

Please note that we are only required to respond to two such requests per individual each year. You also have the right not to be discriminated against if you exercise any of your rights under California privacy law.

Groupize may have collected the following categories of personal information of California residents in the past 12 months:

  • Identifiers such as a name, postal address, Internet Protocol address, email address, or other similar identifiers.
  • Categories of personal information described in subdivision (e) of California Civil Code Section 1798.80.
  • Characteristics of protected classifications under California or federal law.
  • Commercial information, including records of products or services purchased or considered.
  • Internet or other electronic network activity information.
  • Geolocation data.
  • Audio and visual information, such as customer service call recordings and photographs.
  • Professional or employment-related information.
  • Education information.
  • Inferences drawn from any of the information identified above.

This information is collected and used for the purposes disclosed in this Privacy Policy. Groupize may have disclosed a Customer’s or Visitor’s, name, title, or business contact information to host venues (e.g., restaurant or hotel) or event sponsors of Groupize marketing events in the 12 months immediately preceding the posting of this updated privacy policy. If a Customer or Visitor wishes to have their information excluded from this type of disclosure, click www.Groupize.com/contact to submit the request. Groupize may have disclosed any of the above categories of personal information pursuant to an individual’s consent or under a written contract with a service provider for a business purpose in 12 months immediately preceding the posting of this updated privacy policy.

How does Groupize use cookies and similar technologies?

Cookies and Web Beacons

We and our vendors use cookies or similar automatic data collection technologies as individuals interact with the Groupize Services to collect certain information about their equipment, browsing actions and patterns, including:

  • Details of your visits to the Groupize Services, such as the date and time you access the Groupize Services, length of time you spend on the Groupize Services, websites that linked to the Groupize Services or websites linked from the Groupize Services, the resources and content that you access and use on the Groupize Services.
  • Information about your computer and internet connection, such as your IP Address, computer type, screen resolution, language, Internet browser type and version.

Below are the technologies we use for automatic data collection. We do not use any of these technologies to collect information from Customer Business Contacts for marketing or advertising purposes.

  • Browser Cookies. A cookie is a small file placed on a computer hard drive. Web browsers can be configured to restrict or entirely block cookies, to configure cookie notification settings and/or to delete cookies already present on the browser or device. Information on how to do this is provided by the web browser’s help/reference section. Limiting or restricting certain types of cookies may prevent a Customer or Customer Business Contact from using certain portions of the Groupize Services, depending on how the browser settings are configured. For example, event registration cannot be completed successfully if cookies are disabled in the web browser. Unless the browser setting has been adjusted so that it will refuse cookies, our system will issue cookies when the browser interacts with the Groupize Services. For more information about cookies and how to disable them, see www.allaboutcookies.org.
  • Session Cookies and Persistent Cookies. A “session” cookie lasts for a single browser session only and is deleted when the user closes the web browser. Session cookies allow website operators to link the actions of a user during a browser session. A “persistent” cookie remains on the user’s device (even while powered off) until it expires or is deleted. A persistent cookie will be reactivated when a user returns to the website which posted the cookie. We use persistent cookies to help customize your web experience when you return to a web page or our website.
  • Neither of these cookies can read or access other cookies or any data from a user’s hard drive. Further, neither of these cookies alone will personally identify a user; however, a cookie will recognize a user’s individual web browser or device through an IP Address, browser version, operating system and other information, and individuals who log in to their Groupize accounts will be individually identifiable to particular Groupize Services using session cookies.
  • Web Beacons. Pages in the Groupize Services and our e-mails will contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags and single-pixel gifs). Web beacons differ from cookies in that the information is not stored on your hard drive, but invisibly embedded on web pages or in email. Web beacons permit us to track online movements of web users, for example: to count users who have visited those pages or opened an e-mail and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity). This enables Groupize to provide a website experience more tailored to our users’ preferences and interests.
  • Flash Cookies. Certain features of our services will use local storage, such as “Flash cookies” to collect and store information about your preferences and navigation to, from and on our Websites. Flash cookies are not managed by the same browser settings as are used for browser cookies. If you do not want Flash cookies stored on your computer, you can adjust the settings of your Flash player to block Flash cookie storage using the tools contained in the Website Storage Settings Panel available at the following link.

At this time, we do not respond to browser ‘do not track’ signals, as we await for a uniform standard put forth by regulators or the privacy industry. Groupize earnestly considers an individual’s independent right to determine how their personal data is processed and continues to monitor developments in this area.

Advertising

We use third parties (such as LinkedIn, Google AdRoll, YouTube) to serve advertisements that may be of interest to you on other websites. For more information and the ability to control your preferences, please visit:

http://preferences-mgr.truste.com

http://www.networkadvertising.org/managing/opt_out.asp

http://www.aboutads.info/

https://policies.google.com/privacy/partners

https://www.linkedin.com/psettings/guest-controls/retargeting-opt-out

https://account.microsoft.com/privacy/ad-settings/signedout

https://my.outbrain.com/recommendations-settings/home

https://adssettings.google.com/authenticated

https://www.facebook.com/ads/preferences/

https://twitter.com/settings/personalization

https://www.quora.com/optout

If you are located in Switzerland or the European Union, please click here.

How does Groupize process data from Visitors?

Groupize processes Visitor data separately and distinctly from the way we process Customer and Customer Business Contact data. By visiting our websites, attending Groupize marketing events or providing us with your personal information, Visitors consent to the collection, processing and storage of their personal information as described in this section.

Visitor Personal Data Collected

Groupize collects personal data including name, title, postal address, e-mail address, telephone number, social media account ID, company information (including financial and billing information when purchasing Groupize services), survey responses, message board posts, chat messages, contest entries and promotional inquiries. We may collect this information through a form on our website, queries submitted to our chat agent, an interaction with our sales or customer support team, when signing up for an event, or a through a response to one of our surveys or marketing emails. We use this information to provide you with additional details about our services, conduct research, provide whitepapers or to contact you after your visit.

We also collect personal data from third party sources, such as public databases, joint marketing partners, and social media platforms. For example, if a Visitor elects to connect her social media account to her account for our websites, certain personal data from the social media account will be shared with us, which may include personal data that is part of the Visitor’s profile or her friends’ profiles.

If you elect to do so, when you provide a reference, we collect personal information about your contacts, such as:

  • Name
  • Work email
  • Organization
  • Phone number
  • City of residence
  • ZIP code

When you provide us with personal information about your contacts we will only use this information for the specific reason for which it is provided.

If you believe that someone else has provided us with your personal information and you would like to request us to remove it from our database, please submit a request at www.Groupize.com/contact. Additionally, we and our analytics service providers collect personal data from cookies and similar technologies to collect information about the pages Visitors view, links Visitors click on, Visitors’ web browser information, Visitors’ IP address and other actions Visitors may take when accessing our websites. For additional information about our use of these technologies and how to control them, see “Cookies and similar technologies“ section above.

Groupize’s Use of Visitor Personal Data Collected

Groupize processes Visitor personal data to:

  • Analyze how our websites are accessed;
  • Personalize your browsing experience and present products or features that may be more applicable to you;
  • Identify website technical problems;
  • Discover, investigate and re-mediate fraudulent or illegal activity;
  • Transmit notices related to product, service, or policy changes;
  • Respond to your product and service inquiries;
  • Send you information such as product announcements, newsletters, whitepapers, other relevant offers, and upcoming promotions or events (where required, dependent on jurisdiction, we will seek and obtain your explicit consent before sending marketing emails);
  • Plan and host Groupize corporate events, host online forums and social networks in which Visitors may participate;
  • Analyze and identify new prospects;
  • Create tailored advertising, sales and promotional programs; and
  • Bill customers for our services and assess the financial capability of prospective customers to afford Groupize’s solutions.

If you wish to remove yourself from marketing communications from Groupize, please click here: www.Groupize.com/contact.

Storing of Visitor Personal Data

Where we process Visitor personal data for marketing purposes or with Visitor consent, we process the data until the Visitor asks us to stop. It typically takes up to 30 days to implement your request, but in no event longer than required by applicable law. Groupize will not retain Visitor personal data longer than the statutory retention period permitted in the local jurisdictions where Groupize services are marketed and provided. We also keep a record of when Visitors have asked us not to send direct marketing or to process Visitor data indefinitely so that we can respect the Visitor’s request in the future.

Storing of Visitor Personal Data

Groupize may share information with third party service providers contracted to provide services on our behalf as well as third parties who resell Groupize services.

Groupize may also engage with business partners to jointly offer products, services or other programs such as webinars or whitepapers and from time to time, we may share personal data if you purchase or show interest in any jointly-offered products or services.

Groupize will only share personal data of Visitors who attend a Groupize marketing event with third parties if a) the Visitor explicitly consents, b) the Visitor permits their badge to be scanned, or c) it is permissible under applicable law.

Access, Correct, or Delete Visitor Data

Visitors have the same rights to access, correct or delete their personal data as do our Customers, as outlined in section “How can a Customer access, correct or delete your personal data?

Any Visitor that seeks to access, correct or delete data, can do so by submitting a request on our website at www.Groupize.com/contact. Groupize will process this request within 30 days.

We will not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. In such instances, we will inform the Visitor about the legal obligations that prevent us from fulfilling the request.

We will maintain an audit history of any requests to access, correct or delete personal information to maintain a record of compliance with regulatory requirements.

California Residents

If you are a Visitor and a California resident, California law provides you with specific rights regarding your personal information. All practices described in the California resident section of “How can a Customer access, correct, or delete their personal data?” also applies to California Visitors.

Cookies and Similar Technologies

All practices related to cookies and their usage described in section “How does Groupize use cookies and similar technologies” also applies to Visitors when they interact with our websites.

Does Groupize process information of children?

Groupize will never knowingly contact or collect personal data from anyone under the age of 13. If you believe we have inadvertently collected such information, please contact us so we can promptly remove the information. You may, at any time, direct us to delete all identifiable information regarding you that you have provided or that has been collected from you. To do so, please contact our Privacy Officer at the contact information below. However, if you do any of the foregoing, you may not be able to use the website.

How does Groupize secure the data it processes?

We use a variety of organizational, technical and administrative measures to protect personal data within our organization. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any account you might have with us has been compromised), please immediately notify us of the problem by contacting us in accordance with the “How do you contact Groupize” section below.

How do you contact Groupize?

If you have any questions, comments, or concerns about this Privacy Policy, please contact us at www.Groupize.com/contact.

Postal Mail Address:

Groupize, Inc.

100 Cummings Center, Suite 343

Beverly, Massachusetts 01915

Attn: Copyright Infringement

Attention: Privacy Officer

Will there be changes and updates to this Privacy Policy?

We may occasionally update this Privacy Policy. When we do, we will also revise the “last updated” date. For changes to this Privacy Policy that may be materially less restrictive on our use or disclosure of your personal information, we may attempt to notify you by email of the change. We encourage you to review this Privacy Policy from time to time to stay informed about how we are protecting the information we collect. If you continue to use the Site after we have attempted to contact you about material changes to the privacy policy, we will assume that you agree to the changes.

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