Privacy Policy
Effective: March 23, 2023
This document describes how Promoted Events, LLC (hereafter "Promoted Events") handles any of your Personal Data that may be collected or entered into any of the Promoted Events systems in the course of interacting with or using any Promoted Events applications or any source that links to this Privacy Policy.
Note this document may be updated from time to time, whereupon the Effective data above reflects the date of the latest changes.
Whenever you access or use any of the Promoted Events applications or systems, you acknowledge and agree to the terms and conditions laid out in this Privacy Policy.
Contents:
- Roles
- Types of Personal Data We Collect
- How Your Personal Data is Collected
- How Your Personal Data is Used
- How Your Personal Data May Be Shared
- Your Rights Under This Policy
- Retention & Deletion Policy
- Security For Your Personal Data
Roles
"We" and "our" refer to Promoted Events. We represent the mobile apps, data systems, and IT infrastructure in which your Personal Data may be stored. We are responsible for the proper security and handling of your Personal Data within our systems.
An "Event Host" is a person or business that is putting on an event which is being at least partially managed by Promoted Events systems. The Event Host may use our systems to manage their relationships with their human resources, sponsors, vendors, and event participants (henceforth "End Users"). The use of the term "event" hereafter shall only refer to those events being managed by the Promoted Events systems.
A "Licensee" is a client of Promoted Events that is using our systems to manage their own events and/or events for Event Hosts. The Licensee also uses our systems to manage their relationships with their own End Users.
Henceforth the term "Client" shall mean either a Licensee or an Event Host.
End Users are those persons who enter Personal Data into our systems for the purposes of participating in events either as active participants, or sponsors, or vendors, or volunteers, or any other role associated with participating in or supporting events managed by the Client.
The End User’s use of our systems implies consent to the terms and conditions of this Privacy Policy.
Types of Personal Data We Collect
We may collect the following types of data:
Demographic Data
Name, Address, Phone Numbers, Email Addresses, Date-Of-Birth, Gender
Marketing Data
Contact preferences (ie, email, text messaging), Opt-In/Opt-Out preferences, Communications History
Event-Specific Data
Our Clients have the ability to add various questions and form fields to be filled out by the End User during registration.
Payment Data
We do not collect payment methods such as credit card or ACH credentials. If our Client is charging for their event and therefore processing payments through our system, we do store a secure token record which allows us to process payments on the End User’s behalf. We do store the results of such payment processes (ie, approved or denied, amount of transaction, and what the transaction was for (event registration, additional products, additional services, etc)).
End User Event Interaction Data
We collect such information as check-in, swag and product pickup, and - in the case of competitive events - various scores such as timing, weight, distance, etc.
System Interaction Data
We collect time of login, time of logout, IP addresses, type of browser, and device & OS used by the End User. We collect this information for auditing and improving system performance as well as for improving our Clients’ performance in their relationships with their End Users.
How Your Personal Data is Collected
Direct Interaction
You may give us your personal data through your interactions with any of our mobile applications, our portals and registration sites.
Client Interaction
We may receive your personal data through your interactions with any or our Clients should they add you as an "offline" registrant to an event. In such a case, you may be notified by email from our system that you have been registered for said event.
Third Party Scoring Systems
We may receive your personal data through transmission from third party scoring companies, whereby such data is received anonymously but then tagged to your account by a common id between platforms such as a bib number. Once tagged, the scoring data becomes part of your personal data.
How Your Personal Data is Used
Your personal data is used by the Client to manage the relationship between you and the Client, be that to attend, participate in, support, volunteer for, or otherwise engage with the event the Client is putting on. The Client may also make use of your personal data after the event to (i) study the performance of the event for future improvement, (ii) communicate with you regarding subsequent information about the event (e.g, scoring results, event summaries, etc), (iii) to inform you regarding future events. You may opt out of the latter communications.
The Client may use your personal data to communicate with you regarding event schedule or venue changes, failed payment transactions, and other communications necessary to maintain effective relations between you and the Client.
Promoted Events may use your personal data to remain in compliance with various regulatory requirements (such as opt-in/out marketing lists, etc), to support various cross-event registration processes, for retention against any future liability issues or concerns, and for various data analytics requirements.
In events where scoring takes place, the subset of end user & client program interaction data specifically related to scoring ("your scoring data") may be used to provide a ranked listing ("leaderboard") that may be exposed to all other End Users at the event or may be exposed publicly beyond the scope of the event.
How Your Personal Data May Be Shared
The entirety of your personal data collected is shared with the Client hosting the event you are registering for.
Your personal data is not shared with any third-party marketers or parties other than the Client associated with the event you are registering for.
Your Rights Under This Privacy Policy
You have the right to request that your demographic personal data be deleted, whereupon such request must be made to the event organizer. Your event organizer either directly or indirectly has the ability to delete your account whereupon it is rendered as a "logical delete" and made no longer unavailable.
Intermittently, our systems perform a "physical delete" sweep, which may remove logically deleted records (see next section).
You have the right to restrict your scoring data from being exposed at the event or publicly. In such a case, your name and scoring data will not be displayed on any leaderboard systems provided by Promoted Events.
Retention & Deletion Policy
We retain personal data for the period needed for various purposes including:
- Maintaining opt-in/opt-out lists
- Complying with mandatory record retention requirements
- Complying with any legal obligations
- Resolving disputes.
Security For Your Personal Data
All personal data is stored in a secure database system behind dual firewalls in secure Tier 4 data centers. All traffic through the firewalls to our web servers is encrypted and all traffic from our web servers to client browser endpoints is via session-enabled, authenticated logins. With the exception of leaderboards, no data is exposed to any front-end without authentication by the front-end user.