6526 Old Brick Road, Suite 120-175
Windermere, FL 34786
Visitors to our websites
When someone visits one of our websites, we store web server log information, which includes information such as the IP address you connected from, the user agent of your browser and which page you requested. We use this information to monitor the security, performance and health of our systems.
Our website is protected by TLS. This means your connection to our website is encrypted. The conferences comply with the newest European GDPR.
People who register for our conferences
When someone registers for one of our conferences we collect personal information in the form of billing details to fulfill your order. This information and data includes your full name (first and last), prefix, email address, company name/affiliation, job title, and country. Once you register, you are given access to a ticket to attend the conference. If you are registering on behalf of another individual(s), you shall make sure that you have permission from the appropriate individual(s) to provide us with this information, you shall be responsible for such information, and you shall make sure that the information is correct.
People who attend our conferences
If you have received a ticket for one of our conferences we store the personal information about you, which was either provided by you or someone from your organization who gave us permission to provide us this information.
This information includes your full name (first and last), prefix, email address, company name/affiliation, job title, and country which we require to send your ticket and grant you access to the conference. Any additional information associated with your ticket may be requested, but is not required. This may include cell and/or work phone number, department, whether you are a member of an underrepresented community, and/or social media handles. We ask for the additional optional information because it helps us better understand the composition of our conference attendees and to ensure the high quality of the overall event experience is relevant to our audience. For example, we may ask for your job title to confirm that we include content in the program that is relevant to your job role. We may also use your contact information including email address, company address and phone number to contact you with important information related to the conference, or in case of emergencies.
Through our third party conference app called "Whova App" (“Conference App”), we may also provide a QR code that encodes the personal information provided to us during the registration process. This is to facilitate networking and exchange of contact details among our attendees. Sponsors in the exhibition area and other attendees may ask to scan your QR code using our Conference App or other QR scanning tools to exchange contact information. You have the option to deny that request, or remove/hide the QR code if you wish to not share your information. Whenever our Conference App is used to scan QR codes, the contact details are only stored on that device and are not shared with us or any third parties. Those using Conference App are able to export the contacts stored on the device as a .CSV file.
Leading up to the conference, you may receive emails that include practical information related to the conference including registration hours, links to additional social events and new speaker announcements. After the conference, you may receive an email requesting event feedback and including links to watch conference videos online. Emails both before and after the conference may also contain information about upcoming free events and other information relevant for conference attendees.
Each of our marketing communications provide you with the options to unsubscribe or alter your communication preferences. You do have the option to unsubscribe from the practical information emails, but we strongly encourage you to keep this subscription so we can email you with important practical information for you as an attendee of the conference.
During the conference, your personal information will be temporarily stored on our on-site registration system so we can grant you access to the conference.
Your picture may be taken and/or your name, image and likeness may be captured via screen digital and/or video recording devices during the event. By attending the conference you hereby grant us the perpetual right to use of your name, image and likeness in our marketing, promotional and advertising materials, and in any media, medium and technical format, whether now known or hereafter devised, including without limitation publishing such information and images on our social media, website and marketing channels. Please make yourself known to the J4K team if you do not wish to have your picture taken, or be recorded, during the event. If you find an unwanted picture of yourself on any of our social media, website and marketing channels, please email us at firstname.lastname@example.org with the link to the photo or video, and we will use our best reasonable efforts to take it down.
People who use our Conference App
During the conference, you have the option to submit feedback using our session evaluation form. This feedback is anonymous, unless you choose to include personal information in your feedback.
We will also provide you with polling questions during the conference. In this case, we may or may not make these polling questions anonymous. If we decide, in our sole discretion, not to make the polling questions anonymous, then we will have access to your registration information that you have previously provided through the Conference App.
People who are speaking at our conferences
When you are speaking at one of our conferences we do need some personal information in order to communicate with you, and ensure other practical details related to your appearance at our conference.
This information may include your full name, email, phone number and country of residence. We may share this information with third parties when it is required for fulfilling our agreement with you.
We also need some information in order to publish and market your talk on our website. This information includes your name, company name, profile picture, speaker bio, social media profile links, links to your blog(s) or website(s) as well as the title and description for the talk(s) and/or workshop(s) you will perform at our conference.
During the conference, attendees have the ability to submit feedback in the form of ratings, comments and questions about your talk through our conference app. This feedback will be monitored by our team members during the conference, and the questions during your talk will be relayed to you in front of the audience at the end of the talk if there is time.
We use this information to gather general feedback about the conference, review the quality of the topics and talks, and use as input for planning of future conferences. We do not share this information with any third parties.
Your picture may be taken and/or you name, image and likeness may be captured via screen digital and/or video recording devices during the event. By attending the conference you hereby grant us the perpetual right to use of your name, image and likeness in our marketing, promotional and advertising materials, and in any media, medium and technical format, whether now known or hereafter devised, including without limitation publishing such information and images on our social media, website and marketing channels. Please make yourself known to the J4K team if you do not wish to have your picture taken, or be recorded, during the event. If you find an unwanted picture of yourself on any of our social media, website and marketing channels, please email us at email@example.com with the link to the photo or video, and we will use our best reasonable efforts to take it down.
People who are Partners/Sponsors of J4K
When you sign on as a partner/sponsor of J4K conferences we collect personal information in the form of billing details to issue your invoice as per the terms of the Partner/Sponsorship agreement. This information may include name, email, company name, company address, and phone number. In cases where we don't receive payment, we may send you payment reminders or reach out to assist with finalizing the Partner/Sponsorship deal.
We may also collect the names, emails and phone numbers of the contact person/s representing our Partner/Sponsors (such as the event manager). This is so we can fulfill our obligations detailed in your Partnership/Sponsorship contract and keep you informed about key dates and deliverables.
After the conference, we may reach out to you to ask for additional, optional feedback and/or a testimonial, along with the details of upcoming J4K Conferences. You can let us know anytime if you want to opt out of these communications.
Marketing and/or Sharing of Your Data
We collect your data so that we can: process your registration; manage your account; and, email you information about future events, special offers, or other products and/or services we think you may like. We will also have the right to share your data with our sponsor and/or partner companies so that they may offer you their products and/or services. When we processes your registration, we also have the right to send your data to, and also use the resulting information from, credit reference agencies to prevent fraudulent purchases or activities.
How We Store Your Data
For information that we personally collect, we will securely store your data in encrypted storage and/or online platforms accessible by only us. We will keep your data (e.g. full name (first and last), prefix, email address, company name/affiliation, job title, and country) for the purpose of communicating with you regarding future conferences, events, services and/or products.
What Are Your Data Protection Rights
We would like to make sure you are fully aware of all of your data protection rights, as such you are entitled to the following:
Complaints or queries
Access to your data
You have a right to know which information we store and process about you, where it came from, what we use it for and who we share it with. You have the right to request copies of your personal data (we have the right to charge you a small fee for such services).
Right to rectification
You have a right to request that any incorrect information about you corrected, or request that we complete information you believe is incomplete.
Right to erasure
You have the right to request that we erase/delete your personal data, under certain conditions.
Right to restrict processing
You have the right to request that we restrict the processing of your personal data, under certain conditions.
Right to object to processing
You have the right to object to our processing of your personal data, under certain conditions.
You can exercise these rights by contacting us and making such requests, and we will use our best reasonable efforts to satisfy your request in a timely manner; provided, however, that we shall have a minimum of thirty (30) days to respond back to you for any requests. For your protection, we may need to verify your identity before responding to your request, such as verifying that the email address from which you send the request matches your email address that we have on file.
In some cases we may not be able to comply with certain requests if we have another legitimate reason preventing us from doing so, such as the obligation to keep financial records for a certain period of time. Please contact us with any questions or concerns about this.
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