Universal WorldEvents Privacy Policy: USA
Last Updated – 19 April 2011
Your privacy is important to Universal WorldEvents, Inc. We have developed this Privacy Policy to protect your privacy while you use our registration websites and/or supply us manually us with your personal information. In addition, we aim to inform you of what types of information we are collecting and how we are using it.
This Privacy Policy explains how Universal WorldEvents collects information from you via our websites, manually or in any manner expressly described in the Privacy Policy and how this information is then used. When you provide us with your personal information in the manner described, you consent to the management of all such personal information as set out in the Privacy Policy. This Policy describes the procedures that we have in place to safeguard your privacy.
As we update our services and technologies and as we expand or change our offerings, this Privacy Policy may change from time to time and thus should be checked prior to provision of any personal data.
Introduction
Universal WorldEvents is a global meetings and events agency operating predominantly in Europe and the United States which provides event logistical services for healthcare organizations. Protecting our consumer’s privacy is extremely important to our clients and our organization.
The right to data privacy is heavily regulated and rigidly enforced in Europe. Universal WorldEvents holds and uses the personal information of registered users and as such is a data controller for the purposes of the United Kingdom’s Data Protection Act 1998 (“the Act”) and subject to certain obligations with respect to the processing of that personal information. This Privacy Policy sets out the basis on which Universal WorldEvents holds and uses personal data in relation to the provision of our service and in accordance with the Act.
Although partial regulation exists with respect to data privacy in the United States (for instance the Children’s Online Privacy Protection Act and HIPAA), there is no all-encompassing law in the United States regulating the use of personal information. However, Universal WorldEvents in the U.S. complies with the “Safe Harbor Framework” concerning the transfer of personal data from the European Union (“EU”) to the United States of America. Accordingly, we follow the Safe Harbor Privacy Principles with respect to all such data. The Safe Harbor Framework was developed by the U.S. Department of Commerce in consultation with the European Commission in order to provide a means for U.S. companies to demonstrate compliance with European Commission data protection requirements concerning personal data transferred from the EU and thus to simplify relations between U.S. and European businesses. To learn more about the Safe Harbor program, and to view our certification, please visit www.export.gov/safeharbor.
“Personal Data” is any data that identifies you. We will deal with your Personal Data in compliance with the Act and/or Safe Harbor Principles, as applicable. Please note that by “we” we mean only Universal WorldEvents and its affiliated entities but not necessarily to other companies’ or organizations’ websites to which we link.
Personal Data may be collected, processed and used by Universal WorldEvents in the course of providing our service to you and the other purposes mentioned below. Personal Data may also be processed and used by such other organizations on our behalf for the purpose of providing our service to you. The use of information will remain under the control of Universal WorldEvents and only be processed in a way that is relevant to the purposes for which it was collected and authorized by you.
Your Consent
By submitting your information you consent to the use of that information as set out in this policy. The latest version of our Privacy Policy, incorporating all subsequent changes, is available via hyperlink on the home page of all registration websites and at the foot of each page of the company website (www.universalworldevents.com) so that you may be aware of the information collected and how it is used at all times.
Only if you have given us permission will we send email and text messages to you about new services which we consider may be of interest to you.
We may collect Personal Data about your usage of our service in order to provide a service to meet your requirements, and to let you know about services that may be of interest to you by means other than email and text messages. However, the data will only be disclosed on an anonymous and aggregated basis not in a way by which you will be identified.
Collection and Transfer of Information
Universal WorldEvents will require some personal information about you when you register using any of our meeting registration sites or manual documents such as hard-copy registration forms. Typically this information includes, but is not restricted to, your name, email address, contact numbers, home address and contact information in case of an emergency. In addition, your meeting logistics choices will be solicited and we may also require some payment, charge back or billing information.
Universal WorldEvents gathers this information to allow the company to process your registration. The relevant information is then used by Universal WorldEvents, our agents and sub-contractors to communicate with you on any matter relating to your registration.
Universal WorldEvents may appoint third party organizations to assist in providing you with the services you require. In these circumstances Universal WorldEvents will take steps to ensure that personal information is held in strict accordance with our Privacy Policy, the Safe Harbor Principles and is only used for the purpose of fulfilling your request.
Universal WorldEvents will endeavor only to disclose personal information to third party organizations in the U.S. who comply with the Safe Harbor Principles which provide protection for the security and confidentiality of your personal information or in circumstances that Universal WorldEvents has entered into contractual or other suitable arrangements with the relevant third party organization to provide what Universal WorldEvents considers to be adequate levels of protection.
Universal WorldEvents will not pass your details to anyone else outside of Universal WorldEvents without your permission except as set out above. Universal WorldEvents operates globally and the information you submit may be transferred outside of the European Economic Area. By either clicking the confirm buttons during the online registration process or by ticking the agreement box on the manual hard-copy registration form, you consent to such a transfer.
Certain personal information including, but not limited to, the contact details and confirmation of your logistics arrangements you submit during the registration process, may be transferred to you, and other organizations providing services on our behalf by means of email. Should you prefer us to use an alternative method of communication such as overnight delivery or regular post you may request this by notifying us at privacypolicy@universalworldevents.com stating your choice, or by mailed letter to the address listed within contact details of this Policy.
Such Personal Data will only ever be transferred to the person registering or traveling via the contact email address or address identified during the registration process and will never be sent to a third party (e.g. spouse, partner or business partner) unless express permission has been received directly by Universal WorldEvents from the person registering or traveling.
Sensitive personal information including, but not limited to, government identifications numbers (e.g social security or national insurance numbers) or financial identification (e.g. credit card numbers) will only ever be transferred securely.
Electronic Registration, Cookies; How We Use Them
Cookies are small text files that are stored on your computer as a result of visiting a website. This allows the site to know that you have visited the site before and in some cases this can be used to record your preferences in order to personalize your visit. Where a cookie is used the cookie will not collect personally identifiable information without your explicit consent.
The only types of cookies used on our meeting registration websites are Session Cookies. These are temporary cookies that only remain on your computer until your browser window is closed. They are used by the Universal WorldEvents web application in order to maintain the information relating to your registration from page to page following any input, such as when a form is completed over several screens.You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.
For further information about cookies please visit www.aboutcookies.org.
Choice/Opt-Out
Our registration process provides users with the opportunity to opt-out of receiving communications from us and from our partners at the point where we request information about the user.
This site gives users the following options for removing their information from our database so that they no longer receive future communications or access to our other services:
You can send an email stating your request to privacypolicy@universalworldevents.com, or by mailed letter to:
Universal WorldEvents Inc.
Attn: Business Analytics & Compliance Department
6510 Telecom Drive, Suite 180
Indianapolis, IN 46278
USA
Security of your Personal Information
Universal WorldEvents is required to take appropriate technical and organizational measures to secure your personal data. In order to comply with this requirement, the servers containing your personal data are located in secure data centre locations with physical access limited to authorized staff.
All data transmissions to and from the Universal WorldEvents database are securely encrypted. Furthermore, any password you send or submit to Universal WorldEvents is one-way encrypted before it is stored in the Universal WorldEvents database. The data is processed automatically by Universal WorldEvents’s systems without any human intervention. Only in the event of a technical problem will any Universal WorldEvents staff become involved.
All personal and credit card information is encoded using Secure Sockets Layer (SSL) technology before being sent over the Internet. All information submitted is issued a digital certificate, ensuring that your data can only be read by our transaction system as long as your browser shows its secure mode symbol (such as a key or closed lock). To protect your data further, our web server and database server location is split between a Demilitarized Zone (DMZ) and our secured network, ensuring another layer of security between your data and the internet.
Universal WorldEvents have implemented security policies, rules and technical measures to protect the personal data that we have under our control. The security measures are designed to prevent unauthorizd access, improper use or disclosure, unauthorized modification and unlawful destruction or accidental loss. Where payment details are required a secure form is provided.
Universal WorldEvents also keeps your information confidential. The internal procedures of Universal WorldEvents cover the storage, access and disclosure of your information.
Universal WorldEvents employees have been instructed in the importance of adherence to the Safe Harbor framework and Universal WorldEvents endeavors to ensure that they comply with the terms of this Privacy Policy. The personal data which Universal WorldEvents holds is never modified or disclosed to a third party other than as described in this policy. Universal WorldEvents continually monitors measures which seek to ensure the security and confidentiality of the information that Universal WorldEvents collects, and its proper use.
Notification of Changes
If we change our Privacy Policy, the latest version will be available via hyperlink on the home page of all registration websites and at the foot of each page of the company website (www.universalworldevents.com). If we decide to use personally identifiable information in a manner different from that stated within our Privacy Policy, we will notify users via email. Users will be able to opt out of any new use of their personal information.
Universal WorldEvents encourages you to visit our above website to periodically look for Privacy Policy updates.
How to Contact us / Updating Your Details / Access to your Personal Data
Details of how you can update the information Universal WorldEvents holds about you can be found within each specific meeting registration website. If you wish to enquire about changing or accessing your personal data in general or have any questions relating to Universal WorldEvents’s Privacy Policy either send an email to privacypolicy@universalworldevents.com or send a letter to:
Universal WorldEvents Inc.
Attn: Business Analytics & Compliance Department
6510 Telecom Drive, Suite 180
Indianapolis, IN 46278
USA
Universal WorldEvents will require proof of your identity and upon receipt of such proof will provide you with a readable copy of the personal data that we keep about you within 7 business days. We will allow you to challenge the data that we hold and where appropriate you may have the data rectified, amended or removed. We reserve the right to refuse to provide copies of personal data but will give reasons for our refusal. You will be able to challenge our decision.
Universal WorldEvents welcome your views about our website and our Privacy Policy as well as any questions about the handling or protection of your personal data or your rights under this Privacy Policy.
Disclaimers
To the maximum extent allowed by law, Universal WorldEvents disclaims any other obligation, liability, or warranty to you for any other action, inaction, omission, or other activity that is not in accordance with this privacy policy. If you do not agree with this privacy policy, its terms, or its disclaimers then you should not use our registration sites or provide the information requested.
Under no circumstances shall Universal WorldEvents, or its suppliers or partners be liable for any direct, special, incidental, indirect, economic or consequential damages (including, but not limited to, loss of data) arising out of or connected with this privacy policy, or the failure of Universal WorldEvents, its parent, subsidiaries and divisions, or their suppliers or partners to adhere to it, even if Universal WorldEvents, its parent, subsidiaries and divisions, or their suppliers or partners have been notified of the possibility of any damages. Because some states/jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages, the above limitation may not apply to you. In such states/jurisdictions, the respective liability of Universal WorldEvents and its parent, subsidiaries and divisions, or their suppliers or partners shall be limited to the maximum extent permitted by applicable law.
Enforcement/Dispute Resolution
Universal WorldEvents uses a self-assessment approach to assure compliance with this Privacy Policy and periodically verifies the Policy is accurate and enforced throughout our organization. We encourage you to raise any complaint you may have regarding the handling of your personal information by contacting us at privacypolicy@universalworldevents.com.
If a complaint or dispute cannot be resolved through our internal process, we agree to dispute resolution using the Better Business Bureau (BBB) as a third party resolution provider. BBB is an unbiased organization that fosters honest and responsive relationships between businesses and customers. For further information about BBB please visit www.bbb.org/us/.
Links to other websites
This Privacy Policy may contain links to third party websites for your convenience and information. If you access those links you will leave the Universal WorldEvents website and this Privacy Policy will not apply to those third party websites. Universal WorldEvents does not control those sites or their privacy practices, which may differ from Universal WorldEvents’s. We do not endorse or make any representations about third party websites. We encourage you to review the Privacy Policy of every website you visit before submitting your information and Universal WorldEvents does not accept any responsibility or liability for these policies.
