Event Planning

Conferences, trade shows and conventions provide wonderful opportunities for attendees to connect with a wide variety of people.

As an event planning company, you collect a large amount of user personal data. In today’s environment marketing and event operations staff play a key role in keeping personal data obtained through your website, registration forms and surveys safe, secure and in compliance with all privacy regulations. 

Clym can accommodate your specific requirements, streamline your compliance operations and ensure you stay on the safe side when it comes to GDPR, CCPA, or other data privacy regulations.

GDPR Compliance Checklist

These are the steps you should take now to ensure your event planning website is compliant with GDPR requirements:
  • Be transparent with your attendees about your data collection practices and policies, as well as third-party vendors.
  • Display your company and DPO (if you have assigned one) contact information.
  • Inform attendees about their privacy rights and how they can enforce them.
  • Make sure your forms are in compliance with GDPR’s requirements.
  • Ask for explicit and granular consent before collecting any sort of personal information.
  • Allow attendees to withdraw their consent if they wish to do so.
  • Keep clear records of consent to be able to prove compliance.
  • Present all consent information in plain language, easy to understand by attendees.
  • Ensure the security of attendees’ personal information.

Transparent Sharing

Inform attendees about any third parties you plan on sharing their personal information with, right from the beginning, on your event registration page and ask for their consent for each of the organisations.

See how we can help you achieve Transparent Sharing

Company And DPO Contact Information

The GDPR requires companies to make their contact details, and those of their DPO publicly available to allow data subjects to contact them directly should they have any inquiry.

Learn more about Clym's Company & DPO Data Management

    Data Subject Rights And Requests

    According to the GDPR, data subjects have 7 fundamental rights. Your obligation is to inform them about these rights, put in place a mechanism for them to be able to send requests, as well as to make sure these requests are addressed on time.

    See how you can manage Data Subject Rights And Requests

      Explicit Consent

      Consent must be given in an unambiguous, informed and free way. As an event planner, you need to obtain attendees’ consent to collect and process their data, as well as to clearly explain why you are collecting it, how it will be used, for how long, and who else has access to it.

      Learn how we help you collect Explicit Consent
        cookie consent management

        Granular Consent

        Participants must be given the option to give their consent for each processing activity that their data will be used for, in a granular way.

        See how Clym helps you collect Granular Consent

          Easy To Withdraw Consent

          Visitors need to be able to withdraw consent at any moment. Make sure they can do this through the same mechanism they gave it in the first place.

          Learn more about our customisable Privacy Tools

          Records Of Consent

          Being able to prove compliance is just as important as being compliant. You need to make sure that user consent is properly recorded and it contains information on when the users gave consent and to what.

          See how Clym helps you maintain Records Of Consent

          Language And Jurisdiction

          Make sure that all the consent-related information you present on your event’s page is concise, easily accessible and most importantly, available in the data subject’s preferred language.

          Learn more about our Language And Jurisdiction setup options

          Privacy By Design And By Default

          Under the GDPR, you are obliged to ensure the security of users’ data. Personally identifiable (PII) information should be stored encrypted.

          How Clym can help:

          • We use encryption, anonymisation and a high level of control over the platform to help you minimise the risk of losing customer data due to a data breach, or being fined.
          • Anonymised data subject profiles where we group all consents and requests.

          • Secure access management through passwordless authentication.

          CCPA Compliance Checklist

          These are the steps you should take now to ensure your event planning website is compliant with CCPA requirements:
          • Update your policies to include detailed information on your personal data collection and sharing practices for the past 12 months.
          • Let attendees know what personal data you are planning to collect before or at the moment you do so.
          • Allow users to opt out of cookies or sale of their personal data at any moment.
          • Inform attendees about their CCPA privacy rights and enable them to submit requests according to them.
          • Provide data subjects with a way of verifying their identity in order for them to exercise their rights.
          • Make sure you set up an internal flow for managing requests in a timely manner.
          • Document and maintain records of compliance.
          • Ensure the security of attendees’ personal information and restrict access to it.

          CCPA-Compliant Policies And Procedures

          Make sure you update your policies and procedures annually, in a way that ensures the security of personal information belonging to California resident clients.

          Your new policies should include information about users’ rights, how they can submit a request (for information, erasure or opt-out), which categories of PII were collected in the past 12 months, how they were collected and processing purposes.

          Additionally, you should also disclose what PII categories were sold and/or disclosed for a business purpose in the past 12 months.

          See how you can create and manage CCPA-Compliant Policies And Procedures

          Cookie Consent

          Inform your attendees before or at the point of collecting their data, including data collected through website scripts.

          Whether you’re using Google Analytics to understand your users’ behavior, or you’re simply embedding a video into your website, you need to let them know before loading cookies and scripts.

          Read more about how we help you collect Explicit Cookie Consent

          Consumers’ Request Collection

          According to the CCPA, consumers have the right to disclosure, deletion, access, non-discrimination, to opt-out of data processing and sales.

          Learn more about Data Subject Request Collection and Management

          Do Not Sell My Data

          Consumers have the right to ask companies and third party processors to stop processing and selling their data. As an event planner, you need to provide a means for them to submit such a request.

          See how Clym can help you collect Consumer Requests

          Request Management Flows

          Create an internal management system for handling consumers’ requests in an accountable, timely manner, to respect the applicable time period and demonstrate compliance if required.

          Learn more about Clym's Consumer Request Management Flows

          Verification Of Requests

          In order for data subjects to exercise their rights under CCPA, they need to verify their identity. Your obligation is to provide them with a means of doing this.

          See how we help you Verify Consumer Requests

          Look Back Requirement

          The CCPA requires companies to keep track of the data they collect for 12 months back, allowing consumers to access the personal information a company has collected from them.

          This means businesses need to properly map the personal information they collect, together with processing purposes, third parties that process that information and specify the data’s retention period.

          How Clym can help:

          • Data classification by data point and category, including sensitive information.
          • Processing purpose management.

          • Legal bases management.
          • Retention period set up for each processing purpose.
          • Data processors management.
          • Data processing agreements management.

          Obligation To Maintain Reasonable Security

          Under the CCPA, you are obliged to ensure the security of users’ data and to restrict access to personal information through reasonable security and privacy practices.

          How Clym can help:

          • We use encryption, anonymisation and a high level of control over the platform to help you minimise the risk of losing customer data due to a data breach, or being fined.
          • Anonymised data subject profiles where we group all consents and requests.

          • Anonymised data subject profiles where we group all consents and requests.

          Manage consent, cookies, policies, procedures, terms & data subject requests today!
          Get started

          It’s your website. Make Clym your own.

          Learn More about our Privacy Widget

          Leading organizsations value privacy, no matter the industry. Respecting your data privacy obligations is a way of showing you care about your event participants and site visitors. The Clym Privacy Widget is customisable and can accommodate your specific requirements. Our different layouts, customisation and set up options ensure you’re prepared for all privacy regulations and can easily balance compliance requirements with business needs.
          These are our available widget layouts:

          Classic Widget

          The classic widget layout is your visitors’ privacy control panel, enabling visitors to manage consent, submit data subject requests, read your terms and policies and see your company and DPO contact information. Features a “Forget me” option that enables users to have their session deleted and reset their preferences.

          In addition to the basic widget functionalities, you can also:

          • Display cookie categories in entry widget. If enabled, the widget will display the cookie processing activities.
          • Enforce end-user decision. If enabled, users will need to choose what cookies they would like to allow.

          • Display an “Accept all” button. If enabled, the button will allow users to accept all cookies at once, if they are set to opt-in.
          Test the Classic Widget

          Discrete Widget

          The discrete widget layout does not display the cookie cookie consent options in the entry widget, but does allow users to manage consent by clicking on the Details button, or by accessing the Privacy Center, which can be accessed from the footer link.

          In addition to the basic widget functionalities, you can also:

          • Choose to display the privacy widget button or not.
          • Enforce end-user decision. If enabled, users will need to choose what cookies they would like to allow. Will not display a Close button on the notification.

          • Display an “Accept all” button. If enabled, the button will allow users to accept all cookies at once, if they are set to opt-in.
          • Display the widget or hide it on the pages you specify.
          Test the Discrete Widget

          Blocker Notice

          This layout does not allow users to browse your website until they interact with the cookie settings, as there is no “Close” button on the notification.

          This type of notification also works together with the Privacy Center, which can be accessed from the footer link.

          In addition to being able to customise the notice title, text and action button, you can also:

          • Choose to display the privacy widget button or not.
          • Enforce end-user decision. If enabled, users will need to choose what cookies they would like to allow. Will not display a Close button on the notification.

          • Display an “Accept all” button. If enabled, the button will allow users to accept all cookies at once, if they are set to opt-in.
          • Display the widget or hide it on the pages you specify.
          Test the Blocker Notice

          Hidden

          Even though nothing is displayed to users when they visit the website, data subjects can still be able to manage their privacy preferences, consent and requests, as the hidden layout works together with the privacy center.

          Test the Blocker Notice

          See you on the safe side

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