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Conference and Workshop Privacy Statement

NCURA Conference and Workshop Privacy Statement

The National Council of University Research Administrators, NCURA, is committed to protecting your personal information and your right to privacy.  If you have any questions or concerns about our NCURA Conference and Workshop Privacy Statement, NCURA’s Privacy Statement or our practices with regards to your personal information, please contact us at info@ncura.edu

NCURA Conference and Workshop Privacy Statement
Updated as of December 12, 2018

Thank you for choosing to be a part of one of our Conferences or Workshops hosted by the National Council of University Research Administrators (“NCURA,” “organization,” “we,” “us,” or “our”) which may be hosted by the National Organization of NCURA or one of our 8 NCURA Regions. We are one organization under one 501 (C)(3) umbrella.  We are committed to protecting your personal information and your right to privacy.  If you have any questions or concerns about our statement, or our practices with regards to your personal information, please contact us at info@ncura.edu

Your privacy is important to us. We developed this privacy policy to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it.  This privacy statement applies to all personal data collected when you register for our conferences and workshops as either an exhibitor, a sponsor, a participant, or a spouse/significant other and when you attend our conferences and workshops.

Table of Contents

  1. Categories of Individuals
  2. What Personal Data Do We Collect?
  3. How Do We Use Your Personal Data?
    1. Common Purposes
    2. Conference or Workshop Delegates
    3. Conference or Workshop Exhibitors and Sponsors
    4. Conference or Workshop Speakers
    5. Conference or Workshop Spouses/Significant Others
  4. How Is Your Personal Data Shared?
  5. How Do We Keep Your Personal Data Safe?
  6. Do We Collect Personal Data from Minors?
  7. Our Use of Cookies and Other Tracking Technologies
  8. How Long Do We Keep Your Personal Data?
  9. What Are Your Privacy Rights?
  10. Updates to This Privacy Notice
  11. Contact Information

1. Categories of Individuals

We collect personal data on six (6) different categories of individuals.  This section defines these categories of individuals, so you can efficiently navigate to the other information related to the category you fall under.

Delegate. A participant is an individual who attends the conference or workshop.  A delegate may register for the conference or workshop as an attendee, speaker, sponsor, or media.

Exhibitors. An exhibitor is an organization that registers to exhibit at the conference or workshop.  The exhibitor may contain personal data on an individual who will be representing the organization.

Media. Media is an individual who registers to attend the conference from a media publication.  These individuals are considered a delegate when they attend the conference.

Speakers. A speaker is an individual who registers as a topic expert at the conference or workshop.  The speaker is considered a delegate when they attend the conference or workshop.

Sponsors. A sponsor is an organization that has committed to support the conference or workshop.  If an individual from the sponsoring organization attends the conference or workshop they would be considered a delegate.

Spouses/Significant Others. These are individuals who, during the registration process, have been identified as a spouse or significant other of a delegate.

2. What Personal Data Do We Collect?

We only collect personal data that is necessary for the purposes of our conferences and workshops which includes but is not limited to registering delegates, exhibitors, and spouses/significant others; communicating with delegates, exhibitors, sponsors, and spouses/significant others; and promoting our conference and workshop, exhibitors, speakers and sponsors. As part of this process we collect the following personal data:

Contact Details. This includes your first name, last name, email address, phone number, mobile number, fax number, organization name, business title, primary position, and business address.

Spouse/Significant Other Contact Details. This include first name, last name, and email address.

Payment Details. This includes your payment instrument number (e.g. credit card number, and the security code associated with your payment instrument).

Demographic Details. For members this includes your ethnicity, gender and generation to support NCURA’s commitment to diversity and inclusion.

Tracking Details. This included information collected while completing the registration form on our website such as IP address and browsing habits while on our site (www.ncura.edu).

Photographs. During the conference or workshop, photographs are taken of the delegates, exhibitors, and spouses/significant others, in a general atmosphere setting.

Mobile Device Details, when using our Conference Application, we collect information about your device such as what platform you use to access the conference content.

3. How Do We Use Your Personal Data?

We use personal data collected via our conference or workshop website, electronic registration form, or physical registration form for a variety of business purposes described below.  We process your personal data for these purposes on the bases of our legitimate interest, to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligation.  We elaborate on the specific lawful basis of processing for each purpose of processing listed below.

Common Purposes

To promote the conference or workshop.  We have determined that it is in our legitimate interest to promote the conference or workshop, which includes exhibitor and sponsorship opportunities, to our members and non-members to ensure the continued growth of the conference or workshop and to demonstrate our commitment to supporting the research administration profession.

To process your registration.  We have determined that it is in our legitimate interest to process the personal data you provide us to complete the registration process as either a delegate, exhibitor or spouse/significant other.

To send follow-up communications. We have determined that it is in our legitimate interest to process your personal data to communicate with you, pertinent information regarding the conference or workshop.

To keep a record of your continuing education credits. NCURA offers CEUs for all National Programs and Select Regional Programs for all participants. These records are kept for 20 years to enable a registrant to receive a transcript of their CEUs.

To keep a record of your continuing professional education credits. NCURA is an authorized provider of CPE credits through the National Association of State Boards of Accountancy and records are kept for 20 years to enable a registrant to receive a transcript of their CPE credits.

To conduct the conference or workshop survey.  We have determined that it is in our legitimate interest to conduct this survey to understand the opinions of the conference or workshop delegates and exhibitors to make necessary changes for subsequent conferences or workshops to ensure attendance continues to grow.

To publish the conference or workshop program.  We have determined that it is in our legitimate interest to provide a program to all attendees of the conference or workshop, which includes contact details of the exhibitors and speakers, to provide pertinent information while attending the conference or workshop.

To promote the exhibitors, sponsors, and speakers of the conference or workshop.  We have determined that it is in our legitimate interest to promote the exhibitors, sponsors, and speakers (topic experts) of the conference or workshop to demonstrate the prominence of the conference or workshop and increase attendance

For events held in conjunction with the conference.  During the registration process you have the option to attend the Workshop offerings.  By selecting the option to a workshop, you are consenting to us processing your personal data to complete the registration.

To communicate conference or workshop exhibitor, sponsor, and topic expert opportunities.  We have determined that it is in our legitimate interest to send potential exhibitors, sponsors, and topic experts information regarding opportunities for the conference or workshop in an effort to subsidize cost, to provide relevant research administration information/knowledge, to  promote best practices, innovations, and trends, and demonstrate that NCURA is a thought leader and on the cutting edge of the latest information for the research administration profession and community.

To promote NCURA.  We have determined that it is in our legitimate interest to promote NCURA resources, publications, programs, membership, and member benefits to our members and non-members who register for the conference or workshop to grow our membership base and increase the impact of our organization and programs.

Conference or Workshop Delegates

A conference or workshop delegate is any individual who has registered to attend the event as an attendee, speaker, sponsor, and media.  We use the personal data we collect and receive:

To provide a list of delegates in the conference mobile app.  We have determined that it is in our legitimate interest to provide conference delegates with the capability to communicate with other delegates during the conference via the mobile application. 

To publish the conference or workshop registrant list to fellow registrants, exhibitors and sponsors. We have determined that it is in our legitimate interest to provide our registrants, exhibitors and sponsors with a list of the individuals who are registered to attend a conference or workshop to encourage additional attendance and to highlight the prominence of the conference or workshop.

Conference or Workshop Exhibitors and Sponsors

A conference or workshop exhibitor is an organization that has completed the process for exhibiting at an NCURA Conference or Workshop.   A conference or workshop sponsor is an organization that has agreed to sponsor a conference or workshop.  We use the personal data we collect and receive:

To communicate exhibitor and sponsor benefits.  We have determined that it is in our legitimate interest to send the conference or workshop exhibitors and sponsors information about special opportunities as a benefit to their role in the conference or workshop.

To process the complimentary registration bag insert form.  Exhibitors and certain sponsors of the conference or workshop can opt-in to provide an item (e.g. literature or logo item) in the registration bag which is given to conference or workshop attendees.  The processing of your personal data for this purpose is based on your consent which you give to us by completing the registration form. 

To publish the conference or workshop exhibitor and sponsor list. We have determined that it is in our legitimate interest to provide our members and non-members with a list of the exhibitors and sponsors for the conference or workshop to encourage additional attendance and to highlight the prominence of the conference or workshop.

Conference or Workshop Speakers

A conference or workshop speaker is an individual who will be discussing and providing more detailed information on topics related or of interest to the research administration profession and community.  We use the personal data we collect and receive:

To process the topic expert submissions. By submitting a topic expert submission, you are giving NCURA your consent to process your personal data in relation to topic expert opportunities.

Conference or Workshop Spouses/Significant Others

Is an individual who, during the registration process, have been identified as a spouse or significant other of a delegate.

To communicate information regarding spouse/significant other program.  We have determined that it is in our legitimate interest to provide an individual who is attending as a spouse or significant other of a delegate information about applicable conference events, workshop event or programs.

4. How Is Your Personal Data Shared?

We share or disclose your personal data for the following reasons:

For the conference mobile application. We provide conference attendees with the capability to communicate with other attendees during the conference via the mobile application.  We make visible your first name, last name, organization name, business title and email. If you are a speaker, we include your photo. Other delegates and exhibitors also have the option to “add you to their address book”.  When they do this a new contact is created in their mobile device’s address book that includes your full name, business title, organization name, email and photo (if present in the app).

To publish the conference or workshop registrant list. We provide our members and non-members with a list of the individuals who are registered to attend the conference or workshop which includes first name, last name, organization name, and business title to encourage additional attendance and to highlight the prominence of the conference or workshop.

To provide technical support of the conference mobile application.  During the conference delegates and exhibitors have the option to use the conference mobile application.  When the application is installed we collect information on what platform you are using.  This information is shared with our mobile application platform vendor to help with support and testing.

To promote the exhibitors, sponsors, and speakers.  We share the name of the organizations of certain individuals with other delegates to promote them as an exhibitor, sponsor, or speaker.

To facilitate the setup of required infrastructure.  We have determined that it is in our legitimate interest to provide the contact information of exhibitors to the conference or workshops hotel’s A/V Services Department, so they can contact the exhibitors regarding their requirements for electrical, Internet access and audio/visual needs.

For the conference or workshop program.  We share the contact details of the conference or workshop exhibitors and speakers, with the publisher of the conference or workshop program.  This publisher will only process your information in relation to the publishing of the program.

To process your payment information. As part of the registration process as either a delegate or exhibitor we partner with a reputable and established payment authorization service to handle the process of payment information.

For the conference or workshop survey.  We may use a third-party survey tool in conducting surveys.  As part of this process we need to share your email address with them.

To provide registrant list to exhibitors and sponsors.  We provide the contact details (except email addresses and phone/fax numbers) of the conference or workshop registrants to our exhibitors and sponsors.

To provide a copy of all photographs to the graphic designer. We provide our graphic designer with a copy of all photographs taken during the conference or workshop for future marketing material.

For compliance with applicable laws and regulations.  National Council of University Research Administrators NCURA web sites will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on NCURA or the site; (b) protect and defend the rights or property of NCURA; and, (c) act under exigent circumstances to protect the personal safety of users of NCURA, or the public.

5. How Do We Keep Your Personal Data Safe?

National Council of University Research Administrators, NCURA, secures your personal information from unauthorized access, use or disclosure. National Council of University Research Administrators, NCURA secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure.

6. Do We Collect Personal Data from Minors?

National Council of University Research Administrators, NCURA does not knowingly solicit data from individuals under the age of 18.  By registering for the conference or workshop, you represent that you are at least 18 years of age.  If we are made aware that personal data from an individual under the age of 18 has been collected, we will deactivate their account and take reasonable measure to promptly delete all associated personal data from our records.  If you become aware of any personal data, we have collected from an individual under the age of 18 please contact us using our contact information provided below.

Conference registrants may choose to enroll their child in an NCURA Kiddie Corp program that provides day care at the NCURA Annual Meeting. All personal data regarding the minors in the Kiddie Corp program is between the individual registering the minor and Kiddie Corp. NCURA does not receive any personal information of minors participating in the Kiddie Corp program.
 

7. Our Use of Cookies and Other Tracking Technologies.

National Council of University Research Administrators, (NCURA) keeps track of the Web sites and pages our customers visit within NCURA to determine what NCURA services are the most popular. This data is used to deliver customized content and advertising within NCURA to customers whose behavior indicates that they are interested in a particular subject or area in NCURA.

We use cookies (small text files placed on your device) and similar technologies to provide our services and help collect data. Cookies allow us, among other things, to store your preferences and settings; provide interest-based advertising; and analyze how our services are performing. We also use web beacons to improve your experience on our services, including helping provide you with content customized to your interests. They also help us to understand whether users read email messages and click on the links contained within those messages so that we can deliver relevant content and offerings. Our services may include web beacons and cookies from third-party service providers. You have a variety of tools to control cookies, web beacons and similar technologies, including browser controls to block and delete cookies and controls from some third-party analytics service providers to opt out of data collection. Your browser and other choices may impact your experiences with our services.

One of the primary purposes of cookies is to provide a convenience 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 register with NCURA site or services, a cookie helps NCURA to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same NCURA site, the information you previously provided can be retrieved, so you can easily use the NCURA features that you customized.

You can set your browser to block or alert you about cookies, but some parts of the site will not work. Most Web browsers automatically accept cookies, but you can 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 NCURA services or Web sites you visit.

8. How Long do we Keep Your Personal Data?

We only keep your personal data for as long as necessary for the purposes defined in this privacy statement unless a longer retention period is required or permitted by applicable laws and regulations.  When we no longer have a legitimate interest in processing your personal data, we will either delete or anonymize it.

9. What Are Your Privacy Rights?

Individuals in certain regions such as the European Economic Area have been granted rights to their personal data as a result of the European Union’s General Data Protection Regulation (GDPR).  If you are located in a European Economic Area Member State, you have the following rights to your personal data:

Right to Access.  You have the right to request access to the personal data we possess as part of the conference or workshop process.

Right to Rectification.  You have the right to ensure your data is accurate and to either correct any inaccuracies on your own or request that we correct them for you.

Right to Erasure.  In certain circumstances you have the right to request that we delete all the personal data we possess associated with you.

Right to Restrict Processing.  You have the right to request that we restrict processing your personal data for certain purposes.  Including sending NCURA related communications.

Right to Withdrawal Consent.  For the processing that is based on consent, you have the right to withdrawal consent at any time.

Right to Log a Complaint with a Supervisory Authority.  If you believe we are unlawfully processing your personal data, you have the right to log a complaint with your local Supervisory Authority.  You can find the contact details here.

All individuals have the right to opt-out of email marketing.  You can unsubscribe from our marketing email lists at any time by clicking on the unsubscribe link in the emails or by contacting us using the details provided below.

10. Updates to this Privacy Statement.

National Council of University Research Administrators will occasionally update this Statement of Privacy to reflect organization and customer feedback. NCURA encourages you to periodically review this Statement to be informed of how NCURA is protecting your information.

11. Contact Information.

If you have any questions or comments about this policy, you may contact us at:

National Council of University Research Administrators
1015 18th Street, NW, Suite 901
Washington, DC 20036
(202) 466-3894 * info@ncura.edu