JUNE 24 - 26, 2021 / WORLDWIDE
IF YOU DO NOT AGREE TO THIS POLICY, DO NOT USE WHOVA
1. Information Available in Whova Services
Whova aggregates publicly available information from company web pages, university web pages, news pages, public social network profiles, publication databases, patent databases, and other public sources (“Public Information”). This Public Information is available to public directly from those sources (even without Whova). Whova does not verify and cannot guarantee the accuracy of this Public Information. For certain social network websites, Whova will only get and show information if users provided corresponding login credentials. It is a user’s responsibility to validate and revise his own profile information in Whova Apps (including Whova Android App, Whova IOS App and Whova Web App).
2. Opt in/out Policy for the Attendee List on the Whova Apps
Whova supports three different policies on whether an attendee is listed in the event attendee list on Whova Apps. Event organizers can decide which policy to apply to their events in Whova Apps and it is the event organizers’ responsibility to make their attendees (users) be aware of the policy.
Please note that regardless of opt in/out policy, attendees’ contact information (e.g. emails, phone numbers) is not disclosed to other attendees unless users explicitly exchange their contact information via Whova Apps.
3. Remove Your Information from Whova Services
You have a choice to remove your information from Whova services by contacting us at firstname.lastname@example.org. After verification (we will need you to verify that you are removing your own information instead of others), we remove your information from Whova Service. Note that since Whova collects information from Internet, having information removed from Whova Service does not mean that it is removed from its original data sources. In the Whova app, user can also validate and revise his own profile.
4. Personal Data Whova Collects
5. Use and Sharing of Personal Data
6. Children’s Privacy
We have tried our best in removing any possible security holes in our released browser extensions and apps, but since it is hard to 100% verify software, we cannot provide 100% guarantee that Whova Services has zero security vulnerability. Whova is not responsible for any security issues caused by Whova Services.
8. EEA, SWITZERLAND AND UK ONLY
8.1. The EU General Data Protection Regulation (GDPR)
In May 2018, a new data privacy law known as the EU General Data Protection Regulation (or the “GDPR”) becomes effective. The GDPR requires Whova and event organizers to provide the Whova users with more information about the processing of their Personal Data.
8.2. Legal grounds for processing your Personal Data
The GDPR requires us to tell you about the legal ground we’re relying on to process any Personal Data about you. The legal grounds for us processing your Personal Data include:
8.3. Whova as a data processor
EU data protection law makes a distinction between organizations that process Personal Data for their own purposes (known as “data controllers”) and organizations that process Personal Data on behalf of other organizations (known as “data processors”). If you have a question or complaint about how your Personal Data is handled, these should always be directed to the relevant data controller since they are the ones with primary responsibility for your Personal Data.
Where Whova processes attendees’ Personal Data on behalf of Organizer as part of the Services, Whova is a Data Processor in performing such Processing and Organizer is the Data Controller. This includes circumstances where Whova obtains Personal Data as a result of the provision of its core event management services (for example, where Whova authenticates attendees’ identity based on the attendee list that organizers uploaded to Whova, facilitates the transmission of emails to attendees at the request of Organizers, or provides event reports and tools to enable Organizers to gain insights into their attendees and the effectiveness of using the Whova products).
Whova merely provides an event engagement and management “tool” for Organizers; Whova does not decide what Personal Data to request on registration forms, nor is it responsible for the continued accuracy of any Personal Data provided. Any questions that you may have relating to your Personal Data and your rights under data protection law should therefore be directed to the event organizers as the data controller, not to Whova.
We offer the ability for event organizers to email attendees directly through our platform. This functionality was built to send service-related emails specific to an organizer’s event attended by the recipient of such email. If an organizer wants to use this function, the organizer needs to secure his/her own compliant opt-in consents for the sending of such emails. Whova does not do this on the organizer’s behalf.
8.4. Whova as a data controller
8.5. Data Access and Data Deletion
Data protection law provides you with rights in respect of Personal Data that we hold about you, including the right to request a copy of the Personal Data, request that we rectify, restrict or delete your Personal Data, and unsubscribe from marketing communications.
Whova app users can exercise these rights by editing their profiles on the Whova app, as well as deleting messages or photos posted by them. If you cannot find what you’re looking for, please contact us at email@example.com. Also, should one of your attendees ask you to have Whova remove that attendee’s Personal Data from the Whova system, please forward the request to us at firstname.lastname@example.org. Our support team may reach out to the user directly to confirm the request. Please note that requests to exercise data protection rights will be handled by us on a case-by-case basis. There may be circumstances where we are not legally required to comply with your request because of the laws in your jurisdiction or because of exemptions provided for in data protection legislation.
8.6. Transfers of Personal Data
We may need to transfer your Personal Data outside of the country from which it was originally provided. This may be Whova or third parties (e.g. Amazon Cloud) that we work with who may be located in jurisdictions outside the EEA, Switzerland and the UK which have no data protection laws or laws that are less strict compared with those in Europe.
Whenever we transfer Personal Data outside of the EEA, Switzerland or the UK, we take legally required steps to make sure that appropriate safeguards are in place to protect your Personal Data. Such transfers will be made pursuant to the standard data protection clauses adopted by the Commission (EU Standard Contractual Clauses (Processors)).
In the event that EU authorities or courts determine that the transfer mechanism above is no longer an appropriate basis for transfers, Whova and customer shall promptly take all steps reasonably necessary to demonstrate adequate protection for the Personal Data, using another approved mechanism.
8.7. Data Incident Notifications
In cases where we are a data controller over data accessed in an unauthorized manner, we will notify the affected users directly. When we are solely a processor of data, we will notify event organizers we determine to be most likely in contact with that individual around the time of a data incident involving the unauthorized access of that individual’s Personal Data.
9. Privacy Shield
We comply with the EU-US Privacy Shield regarding the collection, use and retention of personal information transferred from the EU and Switzerland.
If there is any conflict between the terms in this Policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern.
As participating in the Privacy Shield, we are subject to the jurisdiction and enforcement powers of the US Federal Trade Commission. We may be liable for the onward transfer of personal data to a third-party agent, as described in the Privacy Shield Principles. Under certain circumstances, we may be required to disclose personal information to public authorities, for law enforcement purposes. To learn more about the Privacy Shield framework please visit: https://www.privacyshield.gov/
As a part of our participation in the Privacy Shield framework, we provide an alternative dispute resolver, JAMS (https://www.jamsadr.com/eu-us-privacy-shield), in case we have not completely addressed your complaints. This service is free of charge. Under certain circumstances, you may have the right to invoke binding arbitration, as described in the Annex I of the Privacy Shield: https://www.privacyshield.gov/article?id=ANNEX-I-introduction
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