Our Event Registration Software Privacy Policy

Effective Date: 10/01/2024

At In The Room, your privacy is a priority. This Privacy Policy explains how we collect, use, and protect your personal information when you use our services, including our event registration platform, badge printing, RFID services, and other event-related solutions.

By using our website, services, or attending an event powered by In The Room, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect various types of personal information to provide you with seamless event experiences, including:

  • Personal Identification Information: Name, email address, phone number, company name, job title, etc.
  • Event-Related Information: Ticket type (e.g., VIP, General Admission), session attendance, preferences, survey responses, and purchase history (for upsells and monetization).
  • Usage Data: Information on how you interact with our website or app, including your IP address, browser type, and device identifiers.
  • QR Code and RFID Data: Attendee movement and engagement during events, check-in times, session attendance, and networking activity via QR code and RFID scanning.

2. How We Use Your Information

We use the information we collect to:

  • Facilitate Event Services: Including registration, badge printing, and providing attendees and vendors with real-time event data.
  • Improve Event Experiences: By analyzing attendee behavior and engagement to provide organizers with actionable insights.
  • Communication and Marketing: Send event-related communications, including reminders, updates, and promotional offers (subject to your preferences and consent).
  • Vendor and Sponsor Data Sharing: If you opt-in during registration or through surveys, we may share your contact information with event sponsors or vendors for marketing purposes.
  • Legal Compliance: To comply with legal obligations, respond to legal requests, and safeguard our rights.

3. Data Sharing

We may share your data in the following situations:

  • With Event Organizers: We provide event organizers with information about attendees to enhance event experiences.
  • With Vendors and Sponsors: If you consent, we share attendee data with sponsors and vendors to allow them to follow up with you after the event.
  • With Service Providers: We may share your data with trusted third parties who assist us in operating our platform, processing payments, or providing event services.
  • For Legal Reasons: We may disclose your information when required by law or to protect our rights, safety, or property.

4. How We Protect Your Information

We implement industry-standard security measures to protect your personal information from unauthorized access, use, or disclosure. These measures include:

  • Encryption: We use encryption to protect sensitive data, especially during transmission.
  • Access Control: Only authorized personnel have access to personal information.
  • Data Anonymization: Where appropriate, we anonymize data to ensure privacy.

Despite these measures, no system is completely secure, and we cannot guarantee the absolute security of your data.

5. Your Rights and Choices

You have certain rights regarding your personal data, including:

  • Access and Correction: You can request access to the personal information we hold about you and ask us to correct any inaccuracies.
  • Opt-Out of Marketing: You can opt-out of receiving promotional emails by following the unsubscribe instructions in those messages.
  • Deletion: You can request that we delete your personal information under certain circumstances.
  • Data Portability: You have the right to request a copy of your data in a structured, machine-readable format.

To exercise any of these rights, please contact us at blaze@intheroom.live.

6. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. For example, we may retain information for event analysis or future marketing purposes.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website and services. Cookies are small text files that are stored on your device to collect standard internet log information and visitor behavior information.

  • Necessary Cookies: These cookies are essential for our website to function properly.
  • Analytics Cookies: We use these to analyze website traffic and improve user experience.
  • Advertising Cookies: We may use these to deliver targeted ads based on your browsing activity.

You can manage your cookie preferences through your browser settings.

8. Children’s Privacy

Our services are not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have collected data from a child under the age of 16, please contact us immediately, and we will take steps to delete that information.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will update the effective date at the top of this page. We encourage you to review this page periodically for the latest information on our privacy practices.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact us at:

In The Room
1018 Parkway Dr
Spring Hill TN, 37014
Email: blaze@intheroom.live
Phone: 615-943-4393