The Partners In Treatment Conference (“Conference,” “we,” “us,” or “our”) is committed to protecting the privacy and personal data of our attendees, exhibitors, and sponsors (“you” or “your”). This Privacy Policy explains how we collect, use, share, and protect your personal data in connection with the Conference, in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other relevant regulations.

1. Scope of This Policy

This Privacy Policy applies to personal data collected during registration, attendance, or participation in the Partners In Treatment Conference, including through our website, email communications, third-party service providers, and on-site activities. It covers attendees, exhibitors, sponsors, and other participants.

2. Data Controller

The Conference Organizers are the data controller responsible for your personal data. You can contact us at:

• Email: [email protected]

• Phone: (909) 732-3576

• Address: 5620 E Bell Rd. Scottsdale, AZ 85254

For EU residents, our GDPR representative can be reached at the same contact details.

3. Personal Data We Collect

We collect only the personal data necessary to organize and administer the Conference, provide a positive experience, and comply with legal obligations. The types of data we may collect include:

• Registration Information: Name, email address, phone number, job title, organization, billing address, payment details, and dietary or accessibility requirements.

• Attendance Data: Session attendance or participation in surveys, polls, or feedback forms.

• Photography and Video: Images, likeness, or voice captured during the Conference for promotional or archival purposes (see Section 9 for details).

• Device and Usage Data: IP address, browser type, device information, and website interactions (e.g., via cookies or analytics tools on our website).

• Marketing Preferences: Your choices regarding receiving marketing communications or updates about future events.

We collect this data directly from you (e.g., during registration), automatically (e.g., via website cookies), or from third-party service providers (e.g., event management platforms).

4. How We Use Your Personal Data

We use your personal data for the following purposes, based on the legal grounds outlined:

• To Administer the Conference (Contractual Necessity): Process registrations, issue badges, manage payments, arrange accommodations (e.g., dietary or accessibility needs), and communicate event details.

• To Enhance Your Experience (Legitimate Interest): Track session attendance, provide personalized recommendations, and improve future events through feedback analysis.

• For Marketing and Promotion (Consent): Send you updates about the Conference or future events, share your image or likeness in promotional materials (where consented), or feature your participation in social media or publications.

• To Comply with Legal Obligations (Legal Obligation): Retain records for tax purposes, respond to data subject requests, or report incidents as required by law.

• To Ensure Safety and Security (Legitimate Interest): Monitor badge usage, manage on-site safety, and investigate complaints or conduct violations.

5. Legal Basis for Processing (GDPR)

For attendees in the European Union, we process your personal data based on the following legal grounds:

• Contractual Necessity: To fulfill our obligations under the Terms and Conditions (e.g., registration, event access).

• Consent: For optional activities like photography, video recording, or marketing communications (you may withdraw consent at any time).

• Legitimate Interest: For activities like improving the Conference, ensuring safety, or analyzing attendance, where your rights are not overridden.

• Legal Obligation: To comply with applicable laws, such as tax or safety regulations.

6. Sharing Your Personal Data

We may share your personal data with the following parties, only as necessary and with appropriate safeguards:

• Third-Party Service Providers: Event management platforms, payment processors, email marketing services, or venue staff.

• Exhibitors or Sponsors: Limited data (e.g., name, organization) may be shared with exhibitors or sponsors for check-in or networking purposes, with your consent where required.

• Legal Authorities: If required by law, regulation, or court order, such as in response to a subpoena or safety investigation.

• Conference Organizers’ Affiliates: For internal administrative purposes, such as coordinating event logistics.

We do not sell your personal data or share it for purposes unrelated to the Conference.

7. International Data Transfers

If you are attending from outside the United States, your personal data may be transferred to the U.S. or other countries where our service providers operate. We ensure such transfers comply with GDPR and other regulations through:

• Standard Contractual Clauses (SCCs) with service providers.

• Ensuring third parties adhere to equivalent data protection standards.

• Obtaining your explicit consent where required.

8. Your Rights

Depending on your location and applicable laws (e.g., GDPR, CCPA), you have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.

• Rectification: Correct inaccurate or incomplete data.

• Erasure: Request deletion of your data, subject to legal retention obligations.

• Restriction: Limit how we process your data in certain circumstances.

• Portability: Receive your data in a structured, machine-readable format.

• Objection: Object to processing based on legitimate interests, including direct marketing.

• Withdraw Consent: Revoke consent for activities like photography or marketing at any time.

• Do Not Sell: Opt out of any sale of your personal data (note: we do not sell data).

• Non-Discrimination: We will not discriminate against you for exercising your rights.

To exercise these rights, contact us at [email protected]. We will respond within 30 days (or 45 days for CCPA requests, if extended). You may also lodge a complaint with a supervisory authority (e.g., an EU Data Protection Authority or the California Attorney General).

9. Photography and Video Consent

By attending the Partners In Treatment Conference, you acknowledge that the Conference Organizers, their affiliates, or authorized third parties may photograph, film, or record your image, likeness, or voice during the event. Unless you opt out as described below or are located in a jurisdiction requiring explicit consent (e.g., the European Union), your attendance constitutes consent to such recording and grants the Conference Organizers an irrevocable, non-exclusive license to use these recordings in print, electronic, or other media for purposes including, but not limited to, event documentation, promotion, advertising, or archival purposes, without compensation or prior approval.

• Opt-Out Process: If you do not wish to be photographed or recorded, you may opt out by selecting the appropriate option during registration or by notifying the Conference Organizers in writing at [email protected] at least 14 days before the Conference. Non-consenting attendees will receive a visible indicator (e.g., a red wristband or badge sticker) to signal their preference. The Conference Organizers will take reasonable steps to avoid capturing the image or likeness of attendees who have opted out.

• Jurisdictions Requiring Explicit Consent: For attendees from jurisdictions requiring explicit consent (e.g., EU residents under GDPR), you will be asked to provide affirmative consent for photography and recording during the registration process. You may withdraw this consent at any time by contacting [email protected], and we will remove your images or recordings from future use, subject to legal or technical limitations.

• Right to Request Removal: You may request the removal of your image or likeness from specific materials by contacting [email protected]. Requests will be processed within 30 days, unless the material has already been published or is subject to legal retention requirements.

• Third-Party Sharing: Photos or videos may be shared with third-party service providers (e.g., marketing agencies, social media platforms) solely for Conference-related purposes, under agreements ensuring compliance with applicable data protection laws.

• Retention: Photos and videos may be retained indefinitely for archival or promotional purposes, unless you request deletion or withdraw consent (where applicable).

10. Marketing Communications

You may opt in to receive marketing communications about the Conference or future events. To opt out, follow the unsubscribe instructions in any email or contact [email protected]. Opting out of marketing does not affect transactional communications (e.g., registration confirmations).

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of sensitive data (e.g., payment details).

• Access controls to limit data access to authorized personnel.

• Regular security assessments of our systems and third-party providers.

However, no system is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your registration credentials.

12. Data Retention

We retain personal data only as long as necessary for the purposes outlined:

• Registration and Attendance Data: Retained for 3 years after the Conference for administrative and tax purposes, unless you request deletion.

• Marketing Data: Retained until you opt out or withdraw consent.

• Photography/Video: Retained indefinitely for archival or promotional purposes, unless you request deletion or withdraw consent (where applicable).

• Legal Obligations: Retained as required by law (e.g., tax records for 7 years).

After the retention period, data is securely deleted or anonymized.

13. Cookies and Tracking

Our website may use cookies and similar technologies to enhance functionality and analyze usage. You can manage cookie preferences through your browser settings or our website’s cookie banner. Essential cookies (e.g., for registration) do not require consent, but non-essential cookies (e.g., analytics) require your opt-in consent.

14. Accessibility

We are committed to making the Conference accessible. If you require accommodations for disabilities, including access to this Privacy Policy in an alternative format, please contact [email protected] at least 30 days before the Conference.

15. Children’s Privacy

The Conference is not intended for individuals under 18. We do not knowingly collect personal data from children under 18. If we learn such data has been collected, we will delete it immediately.

16. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on our website https://pitconferenceaz.com/privacy-policy/ and communicated via email at least 14 days before the Conference. Your continued participation after the effective date constitutes acceptance of the updated policy.

17. Contact Us

For questions, complaints, or to exercise your rights, contact:

• Email: [email protected]

• Phone: (909) 732-3576

• Address: 5620 E Bell Rd. Scottsdale, AZ 85254

For EU residents, you may also contact our GDPR representative at the above details.

18. Supervisory Authority

If you are in the EU and believe we have not addressed your concerns, you may contact your local Data Protection Authority (e.g., the Information Commissioner’s Office in the UK or equivalent in your country).