Effective date: [June, 2025]

This Privacy Policy explains how ACA Way (“we,” “us,” “our”) collects, uses, shares, and protects your information when you register for or participate in ACA Way events, use our websites (including registration pages), and use our event app/virtual platforms (collectively, the “Services”).

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1) Who we are & how to contact us

 

Controller: ACA Way

Email: events@theacaway.com

If you have questions or requests about this Policy or your data, contact us at the email above.

 

2) Information we collect

We collect information you provide directly and information that is generated by your use of the Services.

• Registration & profile: name, company, role, email, phone, address, dietary/accessibility needs, ticket type, payment status (no card numbers are stored by us), session selections.

• Event participation: check-ins, session attendance, networking interactions, messages you send in the app, Q&A/polls.

• Communications: your preferences and any messages sent to support.

• Device & usage: IP address, device/browser details, app telemetry, referring pages, and cookies.

• Media: event photos and video recordings that may include your image, voice, or likeness.

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3) How we use your information

We use your information to:

• Process registrations, issue badges/credentials, and manage event access.

• Operate the app/virtual platform, send schedules/updates, provide support, and enable networking features you choose to use.

• Produce event analytics (e.g., attendance counts, session popularity).

• Improve the event, Services, content, and user experience.

• Comply with legal obligations and enforce our terms.

 

Marketing & post-event opt-in:

We do not automatically add you to ongoing marketing lists. After the event, we will send a one-time email asking if you want to opt in to future communications from us and participating carriers/exhibitors. We will not share your personal information with carriers/exhibitors for their marketing unless you opt in.

 

4) Legal bases (EEA/UK attendees)

Where GDPR/UK GDPR applies, our processing is based on: performance of a contract (event registration/participation), legitimate interests (event operations and improvement), compliance with legal obligations, and consent (e.g., optional features, marketing opt-ins).

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5) When we share information

We do not sell your personal information. We share it only as follows:

• Service providers (processors): event platform/app providers, payment processors, email/CRM tools, A/V and streaming vendors, analytics, and security contractors who process data under our instructions and agreements.

• Legal & safety: to comply with law, protect rights, security, and safety.

• With your consent: for example, if you opt in to receive communications from carriers/exhibitors.

Badge scanning & exhibitor contacts

If you allow a sponsor/exhibitor to scan your badge or share your details with them in the app, you are directly providing your information to that organization. Their use of your data is governed by their own privacy policy.

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6) Cookies & similar technologies

We and our providers use cookies, SDKs, and similar tools to run the Services, keep you signed in, remember preferences, and measure performance. You can control cookies via your browser/device settings; some features may not function without them.

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7) Event photography & recordings

We photograph and record sessions and common areas for documentation and promotional purposes. By entering the event, you may be included. If you prefer not to appear, please inform staff at registration and avoid camera areas/sign-posted zones when possible.

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8) Data retention

• Registration, attendance, and support records: typically kept up to 3 years after the event, unless a longer period is required for legal/compliance reasons.

• Financial/transaction records: retained per applicable law.

• Media assets (photos/videos): retained as part of our event archive and marketing library unless you request removal where feasible.

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9) Security

We implement administrative, technical, and physical safeguards designed to protect personal information. No system is 100% secure; please use unique, strong passwords and keep credentials confidential.

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10) Your rights & choices

Depending on your location, you may have rights to access, correct, delete, restrict, or object to processing, port your data, and withdraw consent at any time (without affecting the lawfulness of prior processing).

• Email preferences: unsubscribe links are included in messages we send.

• Post-event opt-in choice: you can accept or decline; if you decline, we won’t share your details with carriers/exhibitors for marketing.

• Requests: email privacy@theacaway.com. For security, we may verify your identity.

California residents: we do not “sell” or “share” personal information as defined by the CCPA/CPRA. You may exercise CCPA rights by contacting us.

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11) International transfers

If you access the Services from outside the United States, your data may be processed in countries (including the U.S.) that may not provide the same level of protection. Where required, we use appropriate safeguards (e.g., contractual clauses).

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12) Children

Our event and Services are intended for adults and professionals. We do not knowingly collect data from children under 13 (or under 16 where applicable). If you believe a child has provided data, contact us to delete it.

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13) Changes to this Policy

We may update this Policy to reflect changes to our practices or legal requirements. We’ll post the updated version with a new effective date. Material changes will be communicated through the Services or by email when appropriate.