Privacy Policy

 

Introduction

The International Association of Venue Managers (“IAVM,” “we,” “us,” or “our”), including the IAVM Foundation, respects your privacy and values the trust you’ve placed in our organization. This Policy is to advise you on how we collect and process your Personal Data. Each time you use our sites, applications, social media pages, or other platforms that link to it (collectively, the “Site”), the current version of this Policy will apply and is applicable to all Site visitors, registered users, and all other users of our Site.

“Personal Data” is any information that enables us to identify you, directly or indirectly, by reference to an identifier such as your name, identification number, location data, online identifier or one or more other factors specific to your identity.

By visiting IAVM.org or related properties (together the “Site”), you acknowledge that you have read and understood the processes and policies referred to in this Policy.

Information We Collect

IAVM collects several types of data about our members and Site users. Some information is voluntary through forms you submit. This includes but is not limited to:

  • Name, title, company, contact information (address, phone numbers, email addresses)
  • Demographic information and preferences
  • Payment information necessary to complete purchases (not retained)
  • Volunteer history, work history, certifications, event registration information
  • Purchase transactions
  • Communication Information – We may collect audio, electronic, or visual information, which includes screen sharing views, any data in any files uploaded, emailed or otherwise provided by customers; the contents of your communications with us, whether via e-mail, social media, telephone or otherwise, and inferences we may make from other Personal Information we collect.
  • Information collected automatically (e.g., operating system, browser version, IP address)
  • Any information you enter on a form on iavm.org may be maintained for the duration of our business use, including our ability to keep past history.

How We Use the Data We Collect

IAVM uses the data it collects to:

  • Carry out obligations arising from membership or contracts entered into with you
  • Provide you with information, products, and services you request
  • Organize events you purchase or register for, and provide related materials and offers
  • Provide newsletters and communications
  • Ensure content from our Site is presented most effectively
  • Use survey data (in aggregate) for industry reports and insights

Lawful Basis for Processing

We process your personal data based on:

  • Contract – to deliver membership benefits, event registrations, and purchases.
  • Consent – for sending marketing communications, newsletters, and third-party offers.
  • Legitimate Interest – to conduct research, improve services, maintain participation records, and, where appropriate, provide limited member information to IAVM volunteer leaders (such as committee chairs or regional leadership) when they are carrying out official IAVM business on our behalf.
  • Legal Obligation – to comply with financial, tax, and regulatory requirements.

Sharing Your Data with Others

IAVM may share your contact information with authorized service providers, affiliates, or partners for services such as survey administration, database management, transaction processing, event management, ad targeting, and bulk mailing. These third parties are not allowed to use the information beyond the designated function per defined contracts between both parties.

IAVM may also share data:

  • To communicate with you or fulfill your requests for content and opportunities
  • In response to lawful requests (e.g., subpoenas, court orders, law enforcement)
  • To protect rights, property, or safety of IAVM, its employees, or others
  • In connection with mergers, reorganizations, or asset transfers
  • All other data collected will be used solely for internal purposes.

Important GDPR Compliance Notice
IAVM will only share or sell personal data (such as member mailing lists) with third parties where explicit, informed, opt-in consent has been obtained. Members will always have the option to withdraw consent or opt out.

Securing Data

While we do our best to protect your personal information, we cannot guarantee the security of any information transmitted to us. You are responsible for maintaining the secrecy of passwords or account information. External sites linked through our site have independent privacy practices; we disclaim responsibility for them.

Data Breach Notification

If a personal data breach occurs, IAVM will notify the appropriate supervisory authority within 72 hours (as required under GDPR) and inform affected individuals without undue delay if the breach is likely to result in a high risk to their rights and freedoms.

Responsibility for External Content

We are not responsible for the content of external internet sites. You are advised to read the privacy policy of external sites before disclosing personal information.

Cookies from Our Website

A “cookie” is a small data text file placed on your computer by your browser that allows our website to maintain information during your visit. Cookies themselves do not contain personal information.

Services and vendors may store cookies to provide technical information necessary for site operation. Such cookies might be placed from IAVM, Google Analytics, and others.

You may set your browser to reject cookies from IAVM.org, although this may affect functionality.

Our website uses different categories of cookies: strictly necessary, performance, analytics, and marketing. Non-essential cookies (such as analytics and marketing) are only placed with your prior consent. You may manage your cookie preferences at any time via your browser settings.

Your Privacy Rights

Depending on your place of residence, you may have specific rights regarding your personal data, which include:

  • Right to Information (Notice) – You have the right to be informed, at or before the point of data collection, about what categories of personal data we collect, the purposes for which it will be used, and how it may be shared.
  • Right of Access – You may request details about the personal data we hold about you, including the categories of data collected, the sources from which it was obtained, the purposes of processing, and any third parties with whom the data has been shared.
  • Right to Data Portability – You may request to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and, where technically feasible, have it transmitted to another controller.
  • Right to Erasure (“Right to Be Forgotten”) – You may request that we delete your personal data. Please note that we may need to retain certain data where required by law, to complete transactions, to maintain security and functionality, or to exercise or defend legal rights.
  • Right to Rectification (Correction) – You have the right to request that inaccurate or incomplete personal data we hold about you be corrected. If we believe the data is already accurate, if correction is not feasible, or if we are legally required to retain the information, we may deny the request with explanation.
  • Right to Object / Opt Out – You have the right to object to certain types of processing, including direct marketing. IAVM does not sell or share your personal data for profit. If that policy were to change, you would have the right to opt out of such sales or sharing.

International Use of Site

Our Site is operated and maintained in the United States. If you access the Site from outside the United States, please be aware that your personal data may be transferred to, stored, and processed in the United States, where privacy and data protection laws may differ from those in your country of residence. Such transfers are safeguarded using Standard Contractual Clauses, adequacy decisions, or equivalent legal mechanisms.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this Policy or as required by applicable law. Retention periods are determined based on the nature of the data and our legal, contractual, and operational obligations

We regularly review the data we hold and securely delete or anonymize personal data once the applicable retention period has expired.

Contacting IAVM

Any questions or comments that relate to the IAVM Privacy Policy or the data we have collected on you may be directed to us via privacy@iavm.org or in writing at:

IAVM, 5601 Executive Drive, Suite 450, Irving, TX 75038.