Privacy Policy for Recipients, Visitors, and Registrants

RegStep Technologies, LLC ("RegStep", "Us", "We", "Our") is committed to protecting data privacy. We provide websites, email campaigns, and online registration forms ("RegStep System") for our customers ("Customer", "Customers") so that they can send email marketing campaigns to recipients and generate website visitors and form registrants ("You", "Your").

By using a RegStep System, You consent to Your information being processed by RegStep and acknowledge the following policies and conditions.

1) Your Personal Information

1.1) RegStep's Use of Your Data

RegStep processes Your information for the sole purpose of providing logistical and analytical data to Customers. RegStep will only share Your information with third parties when necessary to provide services to Customers. RegStep will not email, call, or otherwise contact You in relation to marketing Our services. Any direct contact between You and RegStep will be restricted to technical assistance at the request of Customers.

1.2) Data RegStep May Process

Depending on the requirements of Customers, RegStep may process all or a portion of the following data:
  • Web Traffic
    RegStep uses Google Analytics to analyze the use of the websites We create for Customers. Information collected via Google Analytics includes Your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on Your computer. The information generated relating to these websites is used to create reports about the use of the website. This information is stored by Google (see Google's privacy policy at http://www.google.com/privacypolicy.html) and by RegStep.
  • Email Delivery
    RegStep uses SendGrid to analyze email delivery of event marketing campaigns We create for Customers. Information stored or collected by SendGrid includes Your email address and Your interactions with the email including delivery result, time of open, time of click, and links clicked. The information generated relating to email delivery is used to create reports about the effectiveness of the email campaign. This information is stored by SendGrid (see SendGrid's privacy policy at https://sendgrid.com/policies/privacy/.html) and by RegStep.
  • Registration Form Data
    RegStep uses a proprietary online registration system for form data collection. We collect data as requested by the Customer. This typically includes Your contact information (such as name, address, and phone number) as well as dietary needs, session selections, and other data required by the Customer. The information generated relating to registration forms is used to create event management reports such as session rosters, badge lists, and food service lists. If You encounter data that You do not wish to enter via a RegStep System, You must contact the Customer.
  • Credit Card Information
    RegStep allows registrants to pay registration fees via the Customer's preferred payment gateway. Payment data is transmitted directly from the RegStep System to the payment gateway in encrypted packets for the gateway provider to process. RegStep does not store any of Your credit card data other than the last four digits of Your credit card number and a transaction ID so that records may be synced for accounting purposes and so that refunds may be processed.

1.3) Customer Use of Your Data

The Customer has access to all information processed by RegStep, and, in accordance with our Customer Agreement, may download the data and use it as they see fit. The Customer may share Your information with other event partners as it relates to hosting the event. The Customer may use and share Your data for other purposes consistent with their own privacy and data policy. If You have questions about how Your information will be used and shared by the Customer, You must contact the Customer.

1.4) Segmentation of Your Data

The RegStep System is segmented into accounts by Customer. It is possible that You may receive emails or complete registration forms related to different Customers if You have a relationship with multiple RegStep Customers. Your profile for each Customer within the RegStep system may be different depending on the information they transmitted to the RegStep System or the information You have entered into the RegStep System. RegStep does not make system-wide profile updates nor do We share Your information between Customers. Any information You enter or edit will only be available to the Customer that owns the email, website, or registration form.

1.5) Retention of Your Data

Your data is used by Customers for managing current events, planning future events, and evaluating event success based on historical data. For this reason, Your data is maintained in the RegStep system indefinitely so that the Customer has access for planning and analytical purposes. When a Customer relationship with RegStep is terminated, all information - including Your email, website, and registration data - is permanently removed from the RegStep System.

1.6) Disclosure of Your Data

We may disclose information about You to any of Our employees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes of providing services to Customers. In addition, We may disclose Your personal information:
  • to the extent that We are required to do so by law;
  • in connection with any legal proceedings or prospective legal proceedings;
  • to establish, exercise or defend Our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
  • and to any person who We reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in Our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

1.7) International Data Transfers

Information that We collect may be stored and processed in and transferred between any of the countries in which We operate to enable Us to use the information in accordance with this privacy policy. Information which You provide may be transferred to countries, including the United States, which do not have data protection laws equivalent to those in force in the European Economic Area. You expressly agree to such transfers of personal information by using the RegStep System.

2) General Website Provisions

2.1) Third Party Websites

Emails, websites, and registration forms created by RegStep via the RegStep System may, at Customer request, contain links to third party websites. RegStep is not responsible for the privacy policies or practices of third party websites.

2.2) Use of Cookies

Websites and registration forms created by RegStep via the RegStep System use cookies. By using the RegStep System, You consent to the use of cookies. You may block cookies via the settings tools provided by Your browser, however, this will negatively impact Your experience with the RegStep System.

3) Your Rights

3.1) Opting Out of Email Marketing Campaigns

You may opt out of any email marketing campaign generated by RegStep Systems by using the Unsubscribe links at the bottom of any email You receive. You may opt out of emails related to a single event or for all emails from that Customer. Please note that Our system is segmented by Customer so that if You unsubscribe from emails from one Customer, You will not be unsubscribed from emails for any other Customer. This ensures that You receive only the emails You are interested in by Customer and by event.

3.2) Access to Your Data

You may instruct Us to provide You with any personal information We hold about You for a single Customer or for all Customers. RegStep requires up to 30 working days to provide this information.

3.3) Removing Your Data

You may instruct Us to remove all Your data from the RegStep system related to a single Customer or all Customers. RegStep will comply with all data deletion requests. We are obligated to notify the Customer of all such requests. We are only responsible for data in the RegStep system. If You wish to have Your information removed from other systems, You must contact the Customer.

4) Data Security & Responsibilities

4.1) Data Security

We take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of Your personal information.
  • Data Transmission
    All data is encrypted using SSL technology when submitted.
  • Physical Security
    Your data is stored in a secure facility with industry standard physical access controls.
  • Remote Access
    Remote access to Our servers is password protected and protected with a dual-layer firewall.
  • Reporting Access
    Access to the RegStep System reporting module is segmented by Customer and password protected.
  • Access to Your Registration Record
    You may access any of Your registration records via unique links provided via email to You when You begin and complete a registration.

4.2) Your Responsibilities

You are responsible for controlling access to Your email by individuals and malicious software so that access to Your data is not granted via the links provided to You via email. You are responsible for the networks on which You use the RegStep System so that access to Your data is not compromised by an open network.

4.3) Customer Responsibilities

Customers are responsible for protecting their access credentials to the reporting module of the RegStep System from individuals and malicious software so that access to Your data is not granted through the reporting module. Customers are responsible for the networks on which they use the RegStep System so that access to Your data is not compromised by an open network. Customers are responsible for the use, sharing, and security of data they download from the RegStep System.

4.4) RegStep Responsibilities

RegStep is responsible for controlling direct access to RegStep servers and ensuring the RegStep System is protected from malicious attacks. RegStep is responsible for the use, sharing, and security of data accessed by employees and subcontractors who are granted direct access to Your data for the purposes of providing services to Customers.

5) Policy Amendments and Contact Information

5.1) Policy Updates

We may update this privacy policy from time-to-time by posting a new version at this URL. You should check this page occasionally to ensure You are happy with any changes.

5.2) Contacting RegStep

If You have any questions about this privacy policy or Our treatment of Your personal information, please email Us at admin@regstep.com.