Last Modified Date: April 28, 2020
Effective Date: May 01, 2020
Meanings of Words and Terminology Used by RegisterONE (GDPR specific)
Data protection principles
GDPR data subject privacy rights
The person or entity who decides why and how personal data will be processed. If you're an owner or employee in your organization who handles data, this is you.
A third party that processes personal data on behalf of a data controller. The GDPR has special rules for these individuals and organizations.
Primary Client (Controller, Data Subject)
A Primary Client is a natural person or entity who has registered with RegisterONE and whom is the Direct Authorized End User or Administrator working on the behalf of a Primary Client (Convention, Trade Show, Association, Corporate, Non-Profit, Expo, Fairs, Festivals, etc.) actively within the RegisterONE Platform. They have complete access and control over the Applications and Features utilized; the information and data collected processed and used; control the purpose, scope and practices for the use of the Primary Business Contacts personal information and data provided.
Client Business Contact (Data Subject)
The natural person whose data is processed after receiving express consent to do so.
Website Visitor is a natural person who visits, connects to and interacts with the RegisterONE Platform to peruse our current offerings and learn more about its Applications and Features (read about services offered, sign up for a demo, talk with the chat bot or to interact with an individual whom we meet and interact with at a conference, tradeshow, or as a referral or from any other third party, etc. Shared information and data may include personal information and data, access information and usage data.
Consent of the primary client, client business contact or visitor is any freely given, specific, informed and unambiguous indication of your wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal information and data directly relating to him or her on RegisterONE. You have the right to retract, modify or deny consent at any time.
Personal Data (unique identifier's)
Personal data means any information relating to an identified or identifiable natural person ("data subject"). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
can also fall under the definition if it's relatively
easy to ID someone from it.
Data processing is any operation or set of operations or actions which is performed on personal information and data or on sets of personal data, whether by automated or manual means. These actions run the gamut from collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Pseudonymisation is the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organizational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.
RegisterONE is responsible for the processing of personal information or data and is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, RegisterONE or the specific criteria for its nomination may be provided for by Union or Member State law.
Restriction of processing
Restriction of processing is the marking of stored personal data with the aim of limiting processing in the future.
Third party is a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the Primary Client (controller) or RegisterONE (processor), authorized to process personal data.
Table of Contents
- How to Contact RegisterONE's Data Protection Officer for Queries, Concerns, Complaints
- Data Security
- Does RegisterONE Collect or Process Personal Information or Data from Children Under the Age of 16?
- Why do We Collect, Process and Use Certain Types of Information and Personal Data from Primary Clients and Client Business Contacts?
- How Types of Primary Client and Client Business Contact's Information and Personal Data is Collected and Processed from the Website and Apps by RegisterONE
- Does RegisterONE Use or Sell Personal Information and Data Collected and Processed from our Primary Clients or Client Business Contacts?
- What are the Data Collection and Processing Methods Used by the Primary Client for Client Business Contacts?
- The Data Collection and Processing Methods Used by the Primary Client
- What Are The Types Of Personal Information Or Data That Our Primary Clients Collect, Process And Use About You?
- How Does RegisterONE Process Personal Information and Data from Visitors?
- Visitor Information and Personal Data Collected
- RegisterONE's Use of Visitor Personal Data Collected and Visitor Rectification and How RegisterONE Processes Visitor Personal Data
- What is the Legal Basis for RegisterONE to Process Personal Information and Data from the EEA?
- How Long Does RegisterONE Store Personal Data Collected and Processed by our Primary Clients?
- How Can a Primary Client Access, Correct, Update or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out?
- How Can a Client Business Contact Access, Update, Correct or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out?
- California Resident Request
- RegisterONE May have Collected the Following Categories of Personal Information of California Residents in the Past 12 Months
- California Residents
- Cookies and Web Beacon Technologies
Does RegisterONE Transfer the Data it Processes?
RegisterONE Platform Services
- RegisterONE Event Solutions
Vandenberg Media Inc.
co. Data Protection Office (DPO), Legal Department
2406 Ashland Avenue, Suite #2
Cincinnati, OH 45206
RegisterONE has implemented stringent data encryption protocols to prevent unauthorized user access to security sensitive areas of the website. The protocols include password, authentication and verification procedures for optimal security. These procedures provide a complete set of protocols to form a secure system from a technical, organizational and administrative view. However, Internet-based data transmissions and data storage may in principle have inherent security gaps, so absolute protection may not be 100% guaranteed. For this reason, every data subject is free to transfer personal data to us via alternative means, e.g. manually by telephone, fax, etc.
If you feel your account has been hacked, compromised or tampered with in any way, please notify us immediately at email@example.com, web-chat or phone.
The RegisterONE website and its applications and features are not intended for use by children under the age of 16. We do not knowingly solicit or market our website, applications or features to children under the age of 16. We do not directly or knowingly collect, process or use personal information or data from children under 16 years of age.
If we learn that we have inadvertently collected personal information or data from children under the age of 16, that information will be deleted as soon as it is practical.
Why do We Collect, Process and Use Certain Types of Information and Personal Data from Primary Clients and Client Business Contacts?
Access and use (surfing) of the Website pages provided on RegisterONE is possible without providing any indication of personal data, but use and functionality will be limited and/or impaired. The collection, processing and use of personal information or data is used to determine your level of interest in the website and to execute and fulfill contractual obligations for our Applications and Features offered to our Primary Clients as a service. This information is also helpful for communication and timely delivery of services.
If a Primary Client or Client Business Contact wishes to use any of the Applications and Features of RegisterONE and you are requesting to register, sign-up for an event, fill out a form, use login credentials, enter into a contract, use the chat bot, request a demo, interact with sales, customer service, support, respond to a survey, marketing email or are providing sensitive banking or personal information and data to make a transaction (billing and payment), processing of personal data may be necessary for user authentication (security), functionality and/or ease of use. The data collected and processed is encrypted in transit to prevent unauthorized users from accessing the data from the end user while it is being transferred to/from your device(s) to RegisterONE via the internet browser.
We may keep a digital record and/or recording of Client telephone calls, email communications and chat bot queries made to our Support team for legitimate business interests related to providing Client support, compliance with applicable laws, training and quality assurance. We retain such recordings for 12 calendar months after the date of recording unless otherwise needed for contract implementation or further employee training.
We collect Client usage information about how you interact with our Website, Applications and Features to manage and promote our business and brand, provide and improve customized client services, improve and enhance overall business operations. Collected data may include webpages visited, what you click on, performance of certain actions, native language preference and buying behavior. These are used to customize and refine the Website's overall functionality and form.
You have the right to withdraw your consent by visiting https://www.registerone.com/privacy-data-request/ and submitting your request.
Profile Identity Data For Registration
Marketing, Blogs, Mailing Lists and Social Media Communications
Social Networking, Social Media Sharing
Disclosure to Provide, Maintain and Support the Applications and Features (and Services) of RegisterONE
Delivery of Services by Contractual Obligations Through the Applications and Features to the Primary Clients
Disclosure to Transfer of Assets
Disclosure for Internal Administration, Processing and Market Research Purposes
Legal and Contractual Compliance
Does RegisterONE Use or Sell Personal Information and Data Collected and Processed from our Primary Clients or Client Business Contacts?
RegisterONE does not use or sell the personal information and data from our Primary Clients or Client Business Contacts.
The personal information and data provided by you to RegisterONE is used solely to provide the necessary lawful obligations and to fulfill service requests that our Primary Clients have contracted with us to furnish, to improve our Application and Feature offerings, or as required or permitted by applicable law.
We retain and use personal information and data for a period of time required to comply with our business, legal, tax, audit or regulatory obligations, dispute resolutions, asset protection and to enforce agreements and contractual obligations.
What are the Data Collection and Processing Methods Used by the Primary Client for Client Business Contacts?
The Primary Client may collect a diverse variety and scope of personal information and data from their Client Business Contacts to fulfill and maintain their event needs based upon individual practices and preferences.
Under the European Economic Area ("EEA") data protection laws, the responsibility of the Client Business Contact's personal information and data privacy practices resides solely with the data controller, or Primary Client. RegisterONE does not take any responsibility for the privacy practices of the Primary Client.
Identity Data entered directly by you on Applications and Features
You voluntarily and expressly consent to enter your personal information or data manually by filling out the application forms or uploading files, pdf's, etc. into the Applications and Features presented on the Website.
Identity Data Entered Manually on your behalf on Applications and Features
If a Primary Client manually enters in personal information or data at the request of a Client Business Contact, they must first obtain express consent before inputting in the personal data on behalf of the Client Business Contact.
Identity Data Collected Automatically from You with Cookies and Web Beacon Technologies
Personal information or data captured automatically with cookies and Web Beacon Technologies from the Client Business Contacts as they connect and interact with our Applications and Features may be collected and used by the Primary Client.
Personally Identifying Information Collected, Processed and Used about You May Include
Retention of Transactional
information to Engage in Certain Activities/Processes
The process RegisterONE uses for Personal Visitor data is independently and distinctly different than what is used for Primary Client and Client Business Contact data. By interacting with RegisterONE or expressly providing us with your personal information and data, Visitors express consent to the collection, processing and storage of their personal information as it pertains to them.
RegisterONE collects personal information and data including first name, last name, job title, company postal address, e-mail address, telephone number, mobile phone number, fax number, company information (things like credit card information if on file and for invoice and billing to purchase RegisterONE services), service and product demos requests, survey responses, message board posts, chat bot messaging and promotional inquiries. Collection of this Visitor information may occur through a form posted on our website, queries and requests submitted to the chat bot, interactions with sales or customer support, during registration for an event, or by responding to a survey or marketing email sent by us. This information is used to provide you with answers to question you may have had and to add more specific details about our service offerings, to conduct relevant research, to provide whitepapers of interest, to follow-up with you after your visit, etc.
If you provide a reference, the personal information and data that we collect from you about your contacts is:
- Contact First and Last Name
- Business Contact Email
- Organization Name
- Business Phone Number
- City of Business Residence
- ZIP Code
- Country of Origin
The personal information and data you provide as a reference from your contacts list will only be used for the particular reason or inquiry for which it is offered.
If an unauthorized individual has provided us with your personal information and data, please contact us at https://www.registerone.com/privacy-data-request/ to submit your request for data removal.
RegisterONE and the analytics service providers we use collect personal information and data from cookies and web beacon technologies to systematically collect information about the Visitors' IP address, Visitors' web browser information, the exact pages Visitors view, Visitor clicked links, etc., that Visitors may utilize when accessing our website.
How RegisterONE Processes Personal Information and Data from Visitors
Storing of Visitor Personal Information and Data
After we gain express consent, we process Visitor personal information and data for marketing purposes. The data is processed until the Visitor sends a request to remove them from promotional, sales and advertising. The request may take up to 30 days to carry out or no longer than governed and required by applicable law. RegisterONE shall not hold Visitor personal information and data longer than designated by law and/or permitted for in the local jurisdictions where RegisterONE's services are marketed and regulated by. Our record-keeping and audit procedures will retain a list of Visitors who wish to opt out of our direct marketing program or the indeterminate processing of Visitor data in perpetuity.
Sharing of Visitor Data from Third Party
share personal information and data from Visitors who
have expressed consent or is permissible under
applicable law to share with third parties and are who
are also in attendance for a RegisterONE marketing
event. The Visitor may also permit or opt-in for their
badge to be scanned.
To Access, Correct or Delete Visitor Data
Visitors have the same rights to access, correct or delete their personal information and data to restrict, withdraw and/or opt-out as do primary Clients and Client Business Contacts, as outlined in section "How Can a Primary Client Access, Correct, Update or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out?" or "How Can a Client Business Contact Access, Correct, Update or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out". Any Visitor that seeks to access, correct or delete their personal information and data to restrict, withdraw and/or opt-out needs to submit a request on our website at https://www.registerone.com/privacy-data-request/. We will process this request within 30 days.
RegisterONE will not comply with a request to modify information if we believe the modification would violate any law, legal requirement, fiduciary obligation, or cause the information to be incorrect or misstated. In this instance, we will notify the Visitor about the legal obligations that prevent us from executing the request.
Our record keeping and audit procedures will retain a list of Visitors who request to access, correct or delete personal information and data and/or to restrict, withdraw and/or opt-out for record maintenance and for compliance with regulatory requirements.
We process Primary Client, Client Business Contact and Visitor information and personal data for legitimate business interests described in the section Does RegisterONE use or sell personal data collected by our Primary Client, Client Business Contact or Visitor unless otherwise provided for in our contract with our Primary Client. We process the data until 90 days after the termination of the current contract, at which time we remove it from the active production environment and archive the data. This personal information and data may be deleted or archived if it is not possible to delete. We may also choose to delete personal information and data that is fraudulent, erroneous, incomplete, inaccurate or in-congruent.
How Can a Primary Client Access, Correct, Update or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out?
If you are a Primary Client or Registered User of RegisterONE's Website Applications and Features (an example would be a Primary Client's employee who has been given assigned tasks to complete as an administrator of the Primary Client's account on the Website), you can access, update, modify, correct or delete both Personal and Non-Personal Information and Data by logging on through your user account and visiting your account settings. You can also choose to discontinue communications received and "opt-out" of other service options.
REGISTERONE PROCESSES THE CLIENT BUSINESS CONTACTS' DATA UNDER THE DIRECTION OF OUR PRIMARY CLIENTS AND WITH THE CLIENT BUSINESS CONTACTS' EXPRESS CONSENT. WE HAVE NO DIRECT CONTROL OR OWNERSHIP OVER THE PERSONAL INFORMATION AND DATA WE PROCESS. THE PRIMARY CLIENTS ARE SOLELY RESPONSIBLE FOR COMPLYING WITH ANY OBLIGATIONS, RULES, REGULATIONS OR LAWS REQUIRING NOTICE, DISCLOSURE OR FOR OBTAINING EXPRESS CONSENT PRIOR TO THE DISCLOSURE AND TRANSFER OF THE DATA TO REGISTERONE FOR PROCESSING PURPOSES. ANY CLIENT BUSINESS CONTACT THAT SEEKS TO ACCESS, CORRECT, UPDATE OR DELETE PERSONAL INFORMATION AND DATA SHOULD DIRECT ALL QUERIES TO THE PRIMARY CLIENT. IF THE PRIMARY CLIENT REQUESTS REGISTERONE TO REMOVE THE PERSONAL INFORMATION AND DATA OF A CLIENT BUSINESS CONTACT TO COMPLY WITH THE REQUEST AND DATA PROTECTION REGULATIONS, REGISTERONE WILL PROCESS THE REQUEST WITHIN THE REQUIRED TIME AND UNDER THE APPLICABLE REGULATION OR LAW.
We may need to retain certain Personal and Non-Personal Information and data for record keeping and archival purposes to comply with Rules, Regulations, Laws, or to complete any transactions that you initiated prior to your current request for service changes or deletion on your behalf. Once you withdraw your consent, the system will begin the process of restricting and/or deleting your person information and data stored within.
The system will only continue to process personal information and data based upon legitimate grounds (consent made before withdrawal) for further processing which supersedes your current interests, rights and freedoms or for the establishment, exercise or defense of legal claims made against you. Requests for modifications or deletion will not be accommodated if we believe they violate a law, legal requirement or is fictitious in origin. We will inform the Primary Client that fulfillment of the request cannot be completed due to legal obligations. Please see the RegisterONE contact section above for additional queries.
In various countries (countries within the EEA) and some U.S. states, a Client Business Contact can request to access their personal data and, if necessary, have it updated, modified, deleted or restricted. Client Business Contacts can also ask for some types of personal data to be electronically transferred to them, or another organization they nominate, in a structured and machine-readable format.
Client Business Contacts also have the right to make a complaint to a supervisory authority in the EEA for data protection in the country where they live, or where they work.
How Can a Client Business Contact Access, Update, Correct or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out?
REGISTERONE PROCESSES THE CLIENT BUSINESS CONTACTS' DATA UNDER THE DIRECTION OF OUR PRIMARY CLIENTS AND WITH THE CLIENT BUSINESS CONTACTS' EXPRESS CONSENT. WE HAVE NO DIRECT CONTROL OR OWNERSHIP WHATSOEVER OVER THE PERSONAL INFORMATION AND DATA WE PROCESS. THE PRIMARY CLIENTS ARE SOLELY RESPONSIBLE FOR COMPLYING WITH ANY OBLIGATIONS, RULES, REGULATIONS OR LAWS REQUIRING NOTICE, DISCLOSURE OR FOR OBTAINING EXPRESS CONSENT PRIOR TO THE DISCLOSURE AND TRANSFER OF THE DATA TO REGISTERONE FOR PROCESSING PURPOSES. ANY CLIENT BUSINESS CONTACT THAT SEEKS TO ACCESS, CORRECT, UPDATE OR DELETE PERSONAL INFORMATION AND DATA SHOULD DIRECT ALL QUERIES TO THE PRIMARY CLIENT. IF THE PRIMARY CLIENT REQUESTS REGISTERONE TO REMOVE THE PERSONAL INFORMATION AND DATA OF A CLIENT BUSINESS CONTACT TO COMPLY WITH THE REQUEST AND DATA PROTECTION REGULATIONS, REGISTERONE WILL PROCESS THE REQUEST WITHIN THE REQUIRED TIME AND UNDER THE APPLICABLE REGULATION OR LAW.
Client Business Contacts can access, update, correct or delete their personal data the same as a Primary Client as outlined above. You may submit requests to access, update, correct or delete your Personal Information and data, to no longer receive communications, or to "opt-out" of certain services by contacting the Primary Client directly with your request. The Primary Client will then send RegisterONE a request on the behalf of the Client Business Contact to make changes and deletions to their personal information and data, which will be fulfilled within the required time under the applicable regulation or law.
Please be aware that we may need to retain certain Personal and Non-Personal Information for record keeping and archival purposes, or to complete any transactions that you initiated prior to requesting such change or deletion on your behalf. RegisterONE will maintain and update as necessary an audit history of any requests to access, update, correct or delete personal information to maintain a digital record of compliance for regulatory requirements.
If you are a California resident, you are entitled to specific rights regarding the processing of your personal information and data. This includes the right to request how certain processed personal information and data is disclosed, and the collection and use of your personal information over the last calendar year (12 months). You may request to modify or delete any/all of your personal information and data that we have collected and processed from you, with certain caveats and exceptions, and the right to "opt out" of the selling of your personal information and data.
To initiate an opt-out request, please visit https://www.registerone.com/privacy-data-request/, call 1-513-751-9641, or send a letter to:
Vandenberg Media Inc.
re. CA opt-out
2604 Ashland Avenue, Suite #2
Cincinnati OH 45206
Please note that we will
only respond to two such requests per individual each year, as
required by law. You have the right not to be discriminated
against by RegisterONE if you exercise any of your rights under
California privacy law.
If you are a Visitor and a California resident, California law provides you with specific rights regarding your personal information. All practices described in the California resident section of "How Can a Primary Client Access, Correct, Update or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out?" or "How Can a Client Business Contact Access, Correct, Update or Delete their Personal Information and Data Provided to Restrict, Withdraw and/or Opt-Out" also applies to California Visitors.
EU-U.S. and Swiss-U.S. Privacy Shield
Vandenberg Media Inc. has certified its compliance to the EU-U.S. and Swiss-U.S. Privacy Shield Principles. RegisterONE is committed to subjecting all personal data received from European Union (EU) member countries, the United Kingdom (UK), and Switzerland, in reliance on the Privacy Shield Frameworks to the Framework's applicable Principles. To learn more about the Privacy Shield Framework, visit the U.S. Department of Commerce's Privacy Shield List.
RegisterONE is responsible for the processing of personal information and data it receives, under the Privacy Shield Framework, and subsequently transfers to a third party, acting as the intermediary agent (go between) on behalf of the third party. RegisterONE complies with the Privacy Shield Principles for all onward transfers of personal data from the EU, UK, and Switzerland, including the onward transfer liability provisions set forth.
With respect to personal information and data receivedor transferred pursuant to the Privacy Shield Framework, RegisterONE is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, RegisterONE may be required to disclose personal information and data in response to lawful requests by public authorities, including national security or law enforcement requirements.
If you have any complaints regarding unresolved privacy information or data use concerns that we have not addressed satisfactorily, please contact our U.S.-based third-party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.
Under certain conditions, more fully described on the Privacy Shield website https://www.privacyshield.gov/article?id=How-to-Submit-a-Complaint, you will be entitled to invoke binding arbitration when other dispute resolution procedures have been exhausted.
RegisterONE Platform Services
RegisterONE Event Solutions
- RegisterONE Event Management
- RegisterONE Conference and Trade Show Management
- RegisterONE Attendee Management
- RegisterONE Mobile Event Apps
RegisterONE Onsite Solutions
- Check-in & Badging for Events, Conventions and Trade Shows
- Mobile Show App for Attendees
- Mobile Show & Lead Capture App for
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