The National Conference of State Legislatures (“NCSL”,” “we,” or “us”) respects your privacy. This Privacy Policy describes the types of information we may collect from you when you visit our websites and domains, including NCSL.org, or otherwise use our other products and services that include an authorized link to this Privacy Policy (collectively, the “Services”). This Privacy Policy also describes how we use the information we collect, with whom we share it, and the choices we offer you regarding our collection and use of such information.
1. Information We Collect
We may collect personal information about you, meaning information that can uniquely identify you, from various sources, such as:
- Directly from you when you use the Services, such as when you register for an account, register for one of our meetings or for our training, or otherwise access certain features or content on our website.
- Social networks through which you may access the Services or otherwise interact with us.
- Our affiliates, service providers, business partners, and other third parties.
The personal information we may collect about you may include, without limitation:
- Contact information, such as name, postal address, email address, and phone number.
- Demographic information, such as age, date of birth, gender, job information, and postal code.
- Login information, such as username, password, and security questions and answers.
- Payment and financial details, such as payment card number, expiration date, authentication code, billing address, and bank account number.
- Photographic or video recordings where your image or likeness may or may not be identifiable.
With whom might we share your personal data?
- Attendees: In addition, other users of the NCSL Event App will be able to see limited information such as your profile, contact info you share and social sharing activity. Apart from your first and last name and company, we do not actively share your personal data within the app. As an attendee, you have the option to remove or update your contact info. Attendees can be classified as Users, Sponsors, Exhibitors, Speakers or Staff.
Attendees, Speakers, Sponsors and Exhibitors Listing:
- The event host may provide us a list that we use to populate what attendees are in attendance, what sponsors are sponsoring, exhibitors that are exhibiting, and what speakers are speaking along with graphics/images/logos/photographs. The data provided by the event host is used to prepopulate the app such as the conference agendas, session speakers, attendee lists, speaker list, exhibitor lists and sponsors list. Not being listed will not allow others to network or connect with you at the event. Attendees, Speakers, Sponsors and Exhibitors can contact the event host to be removed from lists within the app.
When you use the Services, we may also collect certain information by automated means, such as cookies and web beacons. A “cookie” is a text file that websites send to a visitor’s computer or other Internet-connected device to uniquely identify the visitor’s browser or to store information or settings in the browser. A “web beacon,” also known as an Internet tag, pixel tag, or clear GIF, is used to transmit information about actions of the user opening the page or email containing the beacon back to a web server. Certain features of the Services may use local shared objects (or Flash cookies) to collect and store information about your preferences and how you interact with the Services. We may also use third-party analytics tools (such as Google Analytics) that collect information about use of the Services and user traffic. The information we may collect by automated means may include, without limitation:
- Information about the devices you use to access the Services (such as the IP address and the type of the device, operating system, and web browser).
- Dates, times, and duration of use of the Services (including whether you are a repeat or first time visitor).
- Information on actions taken when using the Services (such as page views and website navigation patterns).
This information helps us to improve and personalize our Services, including by enabling us to identify and authenticate users.
2. How We Use the Information We Collect
We may use information we obtain about you to:
- Process orders you place and complete other transactions you have requested using the Services, and provide you with products and services you request.
- Send you information or materials you request.
- Maintain a record of your purchases and other transactions using the Services.
- Respond to your questions and comments and provide customer support.
- Communicate with you about our products, services, offers, and promotions.
- Operate, evaluate, and improve our business and the products and services we offer.
- Analyze and enhance our marketing communications and strategies.
- Analyze trends and statistics regarding use of the Services and transactions conducted using the Services.
- Protect against and prevent fraud, unauthorized transactions, claims, and other liabilities, and manage risk exposure, including by identifying potential hackers and other unauthorized users.
- Enforce our Terms of Use and other agreements.
- Comply with applicable legal requirements and industry standards.
We also may use the information we obtain about you in other ways for which we provide specific notice at the time of collection.
3. Disclosure of Information
We may disclose aggregated information about our users, and information that does not identify any individual user, without restriction. We may disclose personal information about you:
- To contractors, service providers, and other third parties we use to support our business and use it only for the purposes for which we disclose it to them.
- To comply with any court order, law, or legal process, including to respond to any government or regulatory request.
- To enforce or apply our Terms of Use and other agreements.
- If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of NCSL, users of the Services, or others.
- To certain third-party partners whose products or services may be of interest to you, if you have not opted out of these disclosures
- Otherwise with your consent.
We also reserve the right to transfer your personal information to a buyer or other transferee in the event of a merger, divestiture, restructuring, reorganization, dissolution, sale, or other transfer of some or all of our assets. Should such a sale, merger, or transfer occur, we will use reasonable efforts to direct the transferee to use your personal information in a manner that is consistent with our Privacy Policy.
4. Data Security
We have implemented measures intended to protect your personal information from accidental loss and from unauthorized access, use, alteration and disclosure. Please note that the electronic transmission of information is not completely secure. We cannot guarantee that the security measures we have in place to safeguard personal information will never be defeated or fail, or that such measures will always be sufficient or effective. Any transmission of personal information is at your own risk.
5. Your Choices
We offer you the following choices about the information we collect from you and how we communicate with you:
Cookies
Most browsers will tell you how to stop accepting new cookies, how to be notified when you receive a new cookie, and how to disable existing cookies. You can find out more about this by visiting www.aboutcookies.org. Flash cookies operate differently than browser cookies and cookie management tools available in a web browser may not remove Flash cookies. To learn how you can manage your Flash cookie settings, visit http://www.macromedia.com/support/documentation/en/flashplayer/help/settings_manager.html. Please note, however, that without cookies you may not be able to take full advantage of all of the features of the Services.
Promotional Communications
If you do not want us to use your email address/contact information to promote our products or services, you can opt out at any time by sending us an email stating your request to [email protected]. By registering for an event or creating an account, you agree to receive email communications with specific details about any events you are registered for, as well as promotional emails inviting you to future events. If you have received a promotional email from us, you can also opt out of receiving future promotional emails by following the unsubscribe instructions contained in such email. In addition, you may also manage your email preferences at any time by logging in to your account and updating your email communications settings
Disclosure of Personal Information for Third-Party Advertising
If you do not want us to share your personal information with third parties for their own promotional purposes, you can opt out at any time by sending us an email stating your request to [email protected]. However, please note the following limitations of such opt-out:
- Your opt-out will not apply to personal information already shared with third parties prior to the date you opt out.
- In order to opt out of Facebook’s use of your personal information, you must opt-out directly through the Facebook app or website by doing the following:
- On the Facebook app, go to Settings & Privacy > Settings > Ads > Ad Preferences > Advertisers and Businesses > Businesses who have uploaded and shared a list with your info. Then, click on a business icon then go to Privacy options and choose Permanent Opt Out.
- On the Facebook website, go to Settings > Ads > Advertisers and Businesses > Who have uploaded and shared a list with your info > View details > Privacy options > Permanent Opt Out
Third-Party Tracking
Although we do not control third parties’ collection or use of your information to serve interest-based advertising or other targeted content, a number of these third parties may provide you with ways to choose not to have your information collected or used in this way. You can opt out of receiving targeted advertisements from members of the Network Advertising Initiative by visiting http://www.networkadvertising.org/choices.
6. Accessing and Changing Your Information
You can review and change the personal information associated with your account by logging into your account and visiting your account profile page. You may also send us an email at [email protected] to request access to, correct, or delete any personal information that you have provided to us. Where we process your data on the basis that you have consented to such processing, you have the right to withdraw your consent at any time by emailing us at [email protected]. We may not accommodate a request to change or delete information if we believe the change or deletion would violate any law or legal requirement or cause the information to be incorrect.
7. Your California Privacy Rights
California Civil Code Section § 1798.83 permits users of our Services who are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please send an email to [email protected] or write us at:
NCSL
7700 East First Place,
Denver, CO 80230
United States
8. Children Under the Age of 13
The Services are not directed to, and NCSL does not knowingly collect or solicit personal information from, children under the age of 13. If we learn we have collected or received personal information from a child under the age of 13, we will delete that information. If you believe we might have any information from or about a child under the age of 13, please contact us at [email protected].
9. Changes to Our Privacy Policy
We reserve the right to update or change this Privacy Policy at any time. If we make a material change to our Privacy Policy, we will provide notice to you (by email and/or posting on our website) that our privacy practices have changed and will provide a link to the new policy. In the event we make a material change to how we use your personal information, we will provide you with an opportunity to opt out of such new or different use. The date this Privacy Policy was last revised is at the top of this page. We encourage you to review this Privacy Policy periodically to check for any updates or changes.
10. Data Transfers
NCSL is based in the state of Colorado in the United States. If you live outside of the United States, it will be necessary for us to transfer, process, and store such information outside of the country in which you reside, including in the United States. By using the Services, you consent to the transfer to and processing and storage of your information in countries outside of your country of residence, which may have different data protection laws than those in the country where you reside.
11. Additional Information for Individuals in the European Economic Area (EEA)
If you are in the EEA, it is your right to request a copy of the personal information we hold about you. You can request a copy of such personal information, and ask us to update, correct or supplement it, by contacting us using the information below. You can also ask us to stop using your personal information, or erase it from our systems. In some circumstances we may not be able to fully comply with your request (if this is the case, we will explain why we can’t), or we may ask you to provide us with additional information, for example, if we need to verify your identity.
12. NCSL App
What data do we collect?
In NCSL Events app, event organizers may provide/upload the following attendee Information:
- First Name
- Middle Name
- Last Name
- Designations
- Phone
- Email
- Attendee Profile Image (Headshot)
- City
- State
- Company
- Title
- Bio
Within the app, you will have the option to edit this information, or remove yourself from being displayed in the attendee list.
Information NCSL Events app collects:
The initial information uploaded/provided by the event organizer can be accessed by you and you can edit/delete your profile information.
- User Profile Image (headshot)
The initial image maybe be uploaded/provided by the event organizer can be accessed by you and you can edit/delete/upload your profile image (headshot).
When you install NCSL Events, NCSL Events may collect your device information from your mobile device. We collect this information to help us generate app adoption analysis, enhance our product performance and monitoring.
If the social posting feature is configured, users can post graphics and images in social posting. This information is strictly based on user input and can be removed based on request.
- User App Engagement Activities
NCSL Events may capture users’ app feature usage to generate engagement ranking to encourage app adoption.
How do we use the personal data we collect?
If event organizers elect to show attendee list for the event, your information will be displayed in the list and attendee profile. You do have the option to control what information to be visible to other attendees, in addition to opting out of the attendee list.
- Attendee Profile Image (headshot)
Based on the event setting, the attendee headshot can be displayed in the attendee list and profile. You have the option to remove, update or upload your own headshot image.
After you log into the app, if you respond to surveys, polls or engage in Q&A functionalities, your information will be accessible to the event organizers. If you are not logged into the app, your response will become anonymous.
In NCSL Events app, if you use the app camera to scan any session or exhibitor QR code, you are explicitly giving access to the organizer or exhibitor your profile information.
If you allow exhibitors, event staff, or other attendees to scan your app profile QR code, badge QR/Bar code, you are explicitly giving them access to your profile information.
For any event, that enables private message/chat feature, app is using your device, name, and headshot (if you upload) to establish the communication channel for the message engine. You can opt out of this feature upon sign in or through app settings any time.
We use third-party services for analytics of app usage. We pass your device information and name to the analytics engine to track app analytics. Event organizer can use such information to better prepare/plan future events for the attendees and other stakeholders.
Data Retention and Deletion
We keep your personal information only so long as we need it for the purposes for which it was collected, for the products and services that you are using, or to meet any legal requirements. We have retention standards, which meet these requirements. We will delete your personal information when it is no longer needed.
Do we share information with other parties?
We do not sell or trade your personal information to any third party.
Third parties that your Information is shared:
NCSL Events app may share user data with event organizers and sponsors to facilitate event planning, management, and sponsorship activities. This could include providing organizers with attendee lists, demographic information, and engagement metrics to help them understand and enhance the event experience.
Through the attendee list profile, your information will be visible to other attendees of the app. Through badge QR code scan, you are also giving explicit access to your personal information. The above information is only available to other users with your setting and consent.
- Third-Party Service Providers:
NCSL Events app may engage third-party service providers to perform various functions on its behalf, such as hosting the app's servers, sending notifications, or analyzing user data. These service providers may have access to user data to the extent necessary to perform their services but are typically bound by confidentiality agreements and data protection obligations.
NCSL Events app may integrate with other third-party platforms or services to enhance its functionality or provide additional features to users. In such cases, user data may be shared with these integration partners to enable seamless integration and interoperability between systems.
- Event Sponsors/Exhibitors
User data may be shared with app sponsoring partners based on app users’ behavior. This could involve sharing anonymized or aggregated data to protect user privacy.
When your QR code is scanned, or you scanned an exhibitor or session QR code, your information will be shared with the exhibitor or the event organizer.
In the event of a merger, acquisition, restructuring, or sale of assets, user data may be transferred as part of the transaction. NCSL Events will notify clients and users of any such changes and ensure that appropriate safeguards are in place to protect users’ rights and privacy interests.
- Legal and Compliance Obligations:
NCSL Events app may share user data in response to legal requests, court orders, or government investigations, or to comply with applicable laws, regulations, or legal processes. This could include sharing data with law enforcement agencies, regulatory authorities, or other third parties as required by law.
How do we protect your information?
NCSL Events has implemented technical solutions to protect attendee data from unauthorized access. All data services are using advanced security mechanisms and we encrypt/decrypt all transmitted data between our webservices and API calls.
If we engage any business partners, they will be contractually bound to maintain the confidentiality of all events related information and may not use the information for any unauthorized purpose. Our clients may also impose additional data rights and protection obligations depending on the law, regulations and rules that govern their data processing practices.
13. Contact Us
If you have any questions about this Privacy Policy or our information practices, please call us at 303-856-1650, email us at [email protected] or write to us at:
NCSL
7700 East First Place,
Denver, CO 80230
United States