PRIVACY POLICY

Welcome to VERTRA Forum’s Privacy Policy

Please read the entire Privacy Policy and our Terms of Use carefully and contact us with any questions. Any capitalized terms not defined below have the same meaning as used in the Terms of Use.

Effective Date: Feb 1, 2018

This website www.vertraforums.com is owned and operated by VERTRA Forums Inc., (“VERTRA”, “we”, “us”, “our”), whose registered office is located at 20 Bay Street, Suite 1100, Toronto, ON M5J 2N8, Canada.

VERTRA respects your privacy. We are committed to protecting personal information entrusted to us and using it properly. This Privacy Policy, the “Policy“, sets out how VERTRA, uses, protects, and preserves information and documents submitted by Users to us in any form, whether electronic or otherwise. It applies to this website and to any VERTRA website accessed via a User’s mobile phone, tablet, computer or other device to access the online applications, products and Services offered by us, that link to this Policy. By using our websites and by submitting information through our website, email, telephone or otherwise, you are agreeing to the terms of this Policy. If you have any questions about the Policy, please contact us directly by sending an email with your questions to privacy@vertraforums.com before you provide any information to VERTRA.

  1. Acceptance of Privacy Policy

By accessing and/or submitting your personal information to VERTRA in any form, whether electronic or written, you confirm you have read, understand and agree to be bound by the Terms of Use and this Policy. If you do not agree or cannot comply with any part of these Terms of Use and this Policy, please do not submit your personal information or use our website.

  1. Changes to this Privacy Policy

VERTRA reserves the right to change, modify, add or remove portions of this Policy at any time, for any reason, at our sole discretion. The new Policy will be posted by us with a new Effective Date to notify you of any changes. By accessing our Services after the Effective Date, you are deemed to consent to our most up-to-date Policy. Please refer back to this Policy for updates frequently if you are concerned about how your information is used.

  1. Sharing your information

We do not barter, rent or sell your personally identifiable information to others.

We may share generic aggregated demographic information about our website visitors/Users and the information you provide if you chose to participate in our market research surveys with our prospects, clients, partners and advertisers for the reasons listed below. However, we will only share the data and survey findings in a manner that does not identify you.

When you register for one of our events as a speaker, sponsor, delegate or any other participant type, your first and last name, job title and company name may be included in participant lists that are shared with other event participants and prospective customers.

We do not disclose your personal information to third parties except:

(i) For the purpose of servicing, administering and maintaining your account in connection with normal business operations including Services rendered by third party agents for functions related to Services delivery such as credit card processing or other customer management Services requests.

(ii) When required or permitted to do so by law.

(iii) To legal counsel for the purpose of obtaining legal guidance.

(iv) When you opt in and give us permission to do so.

  1. Why we collect your information

VERTRA collects and stores information about you for the following purposes:

(i) To improve customer experience and service;

(ii) To personalize User experience;

(iii) To respond to inquiries and support customer needs effectively and efficiently;

(iv) To fulfill our contractual obligations to you and process payment;

(v) To perform statistical and marketing analysis of User behavior to measure interest in different areas of our website and to better understand User purchasing patterns to improve the development of our Services;

(vi) To notify you by email, mail, telephone, text messages and through social media about relevant information we believe may be of interest to you about events, insights and other products and Services offered by our partners and by us; and

(vii) To accept and evaluate candidates who submit their application, resume and/or other relevant information for career opportunities with VERTRA.

  1. How we collect your information

Information you provide that we collect and store

(i) Customer inquiries and profiles: We collect your personal information when you provide it to us by completing forms on our website, by communicating directly with us by telephone, email, social media or otherwise. Your personal information includes your name, email, address, telephone number, personal profile description/biography, photograph, payment details and other information.

(ii) Market research surveys: Your personal information will also be collected if you chose to participate in our market research surveys. Participation in these surveys is completely voluntary and you may choose whether or not to participate and therefore disclose information. The information you provide will be included in the aggregated survey results. However, we will only share the survey findings with our customers, prospects and partners in a manner that does not identify you.

(iii) Registration for events, products and Services: We require your personal contact information to fulfill your request for information, products and Services; register for live or virtual events as a paid or complimentary participant; purchase or subscribe to any product or Services we provide. Your billing information, such as credit card information, may also be required along with your full name, email, full contact details and other information for the purpose of fulfilling your purchase order transaction.

(iv) Payment information: When you register for a VERTRA Forum and provide your credit card details or any other payment information, and/or pay for any other product or Service we offer, we may retain your payment information for the purpose of fulfilling your order.

(v) Employment applications: Any personal information we collect about you in association with career postings, such as your resume, social insurance number (SIN) or other identification will be used for the purpose of accepting and evaluating candidates. This includes applications for freelance, contract and other service applications.

(vi) Third parties: We may collect information about you that we receive from other sources and combine it with the information we collect about you.

Information we collect through tracking technologies

(i) Cookies: We use “cookies” to distinguish you from other Users of our website and to help improve the Services. A cookie is a small data file that we transfer to your device. We may use “stored cookies” to save your User ID and/or login password for future logins to the Services. We may use “session cookies” to enable certain features of the Services, to better understand how you interact with the Services and to monitor web traffic routing and aggregate usage on the Services. You can change the settings on your browser options to prevent cookies or prompt you before accepting a cookie from websites you visit but you may not be able to fully use our Website if you decide not to accept cookies.

(ii) Information regularly collected by web browsers: This may include your browser type, date and time stamps associated with transactions, Internet Protocol “IP” address, information you searched for on our website, local preferences, system configuration information, identification numbers associated with your devices, metadata, web page visited before visiting our website, your mobile carrier, and other interactions with the Services.

  1. Links to other websites

This website contains links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other websites. We encourage our Users to be aware when they leave our website and to read the privacy statements of any other website that collects personally identifiable information.

  1. Security

We store your personal information on industry standard servers that we have selected in electronic format and we keep the computers/servers and any paper-based contracts in which we store personally identifiable information in a secure environment. To maintain the privacy of your personal information from improper use and unauthorized access we select servers that engage security software and generally accepted standards to store and protect the information submitted to us. Unfortunately, no system is 100% secure and while we also apply strict procedures and processes to do our best to protect your personal information, we cannot guarantee the security of your personal information or any documents stored on our website or otherwise transmitted to us.

  1. Encryption

All data is sent using HTTPS when transmitted from our servers to your browser and encrypted via Secure Sockets Layer (“SSL”) encryption. Our database backups are also encrypted. Additionally, to prevent unauthorized access and ensure the appropriate use of information, we have managerial, physical and electronic procedures in place to protect the information we collect online and offline. For example, only employees who need the information to perform a specific job, such as customer service and finance, are granted access to your personal information. Many Users are unable to access encrypted emails and while we endeavor to safeguard your personally identifiable information after we receive it, please be advised that emails sent from VERTRA to Users are in unencrypted form. Furthermore, any data transmission over the internet such as through email, social media, public networks or other cannot be guaranteed 100% secure.

  1. Retaining your information

We retain your personal information only for as long as we need it to meet the purposes set out in our Policy within statutory retention periods. The length of time we keep your personal information depends on:

(i) The type of Services you have with us.

(ii) For archival purposes, such as when a User unsubscribes from email notifications.

(iii) Any legal or regulatory requirements we may have to meet.

When your personal information is no longer required for a legal requirement or specific purpose, it will be erased from our records and/or destroyed in a secure manner.

  1. VERTRA is not for children

The Services offered on the website are not intended to be accessed by those who are under 18 years of age. We therefore do not take any special precautions to protect the information of persons under the age of 18. However, we will immediately delete the information submitted by anyone under age 18 upon being advised that the person is a minor.

  1. Business transfers

VERTRA may sell, transfer, or otherwise share some or all of its business or assets including your personal information and non-identifying information in connection with a merger, acquisition, reorganization or sale of assets or in the event of bankruptcy.

  1. International data transfers

VERTRA operates in Canada and is governed by Canadian Law. Personal information you submit on our website, by communicating directly with us by email, social media, telephone or otherwise will be primarily processed by us in Canada and potentially in other countries, on our servers or on our hosted service provider’s cloud servers on our behalf. These countries may not have the same data protection laws as those in your country of residence. However, we will always protect your information in accordance with this Policy wherever it is processed. By using our Services, you consent to this transfer and to the use of your information as described herein.

  1. Your rights

You may decide to provide us with all or some of your personal information. You can withdraw your consent to our use of your personal information at any time by providing us with reasonable advanced notice requesting no further use or communication of your personal information. Please note that fully processing your removal from our systems is subject to any legal requirements for the use of your personal information, our ability to fulfil outstanding contractual obligations to you and the extent to which privacy legislation applies.

Any questions, requests or complaints can be directed to:

VERTRA Forums Inc.
Attn: Customer Service
20 Bay Street, Suite 1100
Toronto, ON M5J 2N8
Canada
Tel: (416) 438-3974
Email: privacy@vertraforums.com

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