Privacy Policy

HR + Safety Congress LLC respects your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information when you visit our website, register for events, participate in trainings, attend Zoom meetings or webinars, use chat or community features, submit forms, or otherwise interact with HR + Safety Congress LLC.

By using our website, registering for an event, attending a meeting or training, joining a chat or community space, or submitting information to us, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We may collect information you provide directly to us, information collected automatically through our website and technology platforms, and information related to your participation in HR + Safety Congress LLC events, meetings, trainings, and community spaces.

Information You Provide

We may collect:

• Name
• Email address
• Phone number
• Job title
• Employer or organization name
• Mailing address, if provided
• Registration information
• Payment or billing information, if applicable
• Speaker, sponsor, volunteer, or exhibitor application information
• Survey responses
• Questions submitted before, during, or after events
• Chat messages, comments, posts, or community interactions
• Training participation information
• Proof of attendance information
• Any other information you choose to provide

Event, Meeting, Training, and Participation Information

When you attend or participate in HR + Safety Congress LLC events, trainings, webinars, Zoom meetings, community spaces, or related programs, we may collect or create:

• Attendance records
• Registration history
• Session participation information
• Training completion or participation records
• Chat messages
• Poll responses
• Q&A submissions
• Community posts or comments
• Audio recordings
• Video recordings
• Screen recordings
• Transcripts
• AI-generated or manually prepared summaries
• Photographs or screenshots
• Feedback forms or evaluations

Website and Technology Information

When you visit our website or use our online platforms, we may automatically collect certain information, including:

• IP address
• Browser type
• Device type
• Pages visited
• Referring website
• Date and time of visit
• General location information
• Cookie and analytics information
• Interaction with emails, links, forms, or online content

2. How We Use Information

We may use the information we collect to:

• Operate and improve HR + Safety Congress LLC
• Process event registrations
• Provide access to events, trainings, meetings, webinars, and community spaces
• Confirm attendance, participation, or completion
• Communicate with attendees, speakers, sponsors, vendors, exhibitors, volunteers, and partners
• Send event updates, reminders, meeting links, announcements, and follow-up communications
• Respond to questions or requests
• Manage speaker, sponsor, exhibitor, and volunteer applications
• Host, moderate, and manage chat or community spaces
• Provide educational content, training materials, recordings, and event resources
• Maintain business, attendance, training, compliance, tax, and accounting records
• Improve our website, programming, communications, and attendee experience
• Promote HR + Safety Congress LLC events, programs, services, and future offerings
• Protect the rights, safety, security, and property of HR + Safety Congress LLC, attendees, speakers, sponsors, vendors, and others
• Comply with legal, regulatory, tax, accounting, safety, security, and business obligations

3. Media, Recordings, Transcripts, and Event Content

HR + Safety Congress LLC may record, photograph, livestream, transcribe, summarize, or otherwise capture events, meetings, webinars, trainings, chat spaces, community interactions, and related programs.

This may include:

• Your name
• Your display name
• Your image
• Your likeness
• Your voice
• Your video
• Your comments
• Your chat messages
• Your Q&A submissions
• Your poll responses
• Your participation in discussions, activities, trainings, or meetings

Recordings and event content may be used for:

• Event operations
• Training access
• Attendee follow-up
• Internal documentation
• Proof of attendance
• Educational materials
• Speaker and attendee resources
• Marketing and promotional content
• Social media
• Website content
• Future HR + Safety Congress LLC programs
• Business, legal, compliance, or safety purposes

If you do not want to appear on video, you may choose to keep your camera off where participation rules allow. If you do not want your voice recorded, you may choose not to speak during recorded sessions where participation rules allow. You may still be identified by your name, display name, registration information, attendance record, chat participation, or platform activity.

Some sessions, trainings, or meetings may require participation, identity confirmation, attendance tracking, or completion verification. If you have concerns about recordings or participation requirements, please contact us at info@hrandsafetycongress.com before the event or training begins.

4. Chat, Community, and Interactive Spaces

HR + Safety Congress LLC may offer chat rooms, networking spaces, community areas, message boards, Q&A tools, meeting chats, discussion features, or other interactive spaces.

Information you post or submit in these spaces may be visible to other attendees, participants, speakers, sponsors, moderators, administrators, vendors, platform providers, or HR + Safety Congress LLC representatives.

Please do not post or share confidential, privileged, proprietary, employee-specific, medical, legal, safety incident, personnel, financial, trade secret, or other sensitive information in public or semi-public chat, meeting, training, or community areas.

HR + Safety Congress LLC may monitor, moderate, remove, restrict, retain, or review chat messages, posts, comments, or community content to support safety, professionalism, event operations, legal compliance, and community standards.

5. No Legal, Medical, Safety, or Professional Advice

HR + Safety Congress LLC events, trainings, meetings, website content, community spaces, recordings, materials, speakers, and communications are provided for general informational and educational purposes.

They are not intended to provide legal, medical, safety, financial, compliance, HR, insurance, or other professional advice for your specific situation. You should consult your own qualified professional advisor, attorney, safety professional, HR professional, medical provider, insurance advisor, or compliance expert before making decisions based on event content or discussions.

Participation in an HR + Safety Congress LLC event, training, meeting, chat, or community space does not create an attorney-client relationship, consultant-client relationship, confidential relationship, or advisory relationship with HR + Safety Congress LLC, its speakers, sponsors, vendors, partners, or representatives.

6. Zoom Meetings, Webinars, and Third-Party Platforms

HR + Safety Congress LLC may use Zoom or other third-party platforms to host meetings, webinars, trainings, community spaces, registration, payments, emails, analytics, website hosting, event management, surveys, recordings, transcripts, or communications.

These third-party providers may collect, process, store, or access information according to their own privacy policies, terms, and settings. HR + Safety Congress LLC is not responsible for the privacy practices, security practices, terms, or content of third-party platforms, websites, applications, or services that we do not control.

When participating in Zoom meetings, webinars, or similar platforms, you may receive a recording notice or consent prompt before joining a recorded session or when recording begins.

7. Email Communications and Marketing

We may use your contact information to send:

• Registration confirmations
• Event reminders
• Meeting links
• Training information
• Speaker or sponsor updates
• Community announcements
• Post-event follow-ups
• Surveys
• Promotional messages
• Future event invitations
• HR + Safety Congress LLC news and updates

You may unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting us at info@hrandsafetycongress.com.

Even if you opt out of marketing messages, we may still send transactional, administrative, or operational messages related to registrations, payments, attendance, trainings, safety, policy updates, event access, or other business purposes.

8. Cookies and Analytics

Our website may use cookies, pixels, analytics tools, or similar technologies to understand website traffic, improve site performance, measure engagement, remember preferences, and support marketing or communications.

You may be able to adjust your browser settings to refuse or limit cookies. Some website features may not function properly if cookies are disabled.

9. How We Share Information

We do not sell your personal information for money.

We may share information with service providers, vendors, contractors, consultants, and platforms that help us operate HR + Safety Congress LLC, including:

• Event platforms
• Video conferencing providers
• Website hosting providers
• Registration platforms
• Payment processors
• Email and marketing service providers
• Analytics providers
• Survey tools
• Community or chat platforms
• Recording, transcription, or content management providers
• Legal, accounting, compliance, insurance, security, or professional advisors

We may also share information when necessary to:

• Operate events, meetings, trainings, or community spaces
• Confirm attendance or participation
• Protect safety, security, rights, or property
• Prevent fraud, abuse, harassment, or misuse
• Enforce our policies, terms, or community standards
• Respond to legal requests
• Comply with applicable law, regulation, court order, subpoena, or government request
• Complete a business transaction, restructuring, or organizational change

10. Sponsors, Exhibitors, and Partners

HR + Safety Congress LLC may work with sponsors, exhibitors, speakers, vendors, partners, or other third-party organizations.

We do not provide general attendee contact lists to sponsors, exhibitors, or partners unless the sharing is clearly disclosed, you choose to interact with that sponsor, exhibitor, or partner, you request information from them, you consent to the sharing, or the sharing is reasonably necessary for event operations.

Examples of sponsor or partner interactions may include:

• Visiting a sponsor booth or virtual exhibitor space
• Submitting a sponsor form
• Requesting sponsor information
• Downloading sponsored materials
• Entering a sponsor giveaway
• Attending a sponsored session
• Communicating directly with a sponsor, exhibitor, or partner

Sponsors, exhibitors, speakers, vendors, and partners are responsible for their own privacy practices.

11. Payment Information

If payments are collected for events, trainings, sponsorships, products, or services, payment information may be processed by a third-party payment processor.

HR + Safety Congress LLC does not intend to store full credit card numbers on its own systems. Payment processors may collect and process payment information according to their own privacy policies, terms, and security practices.

12. Data Retention

We retain information for as long as reasonably necessary to support our business, events, trainings, records, legal obligations, tax and accounting requirements, dispute resolution, safety, security, attendance verification, and legitimate operational needs.

Recordings, attendance records, training records, chat logs, registration data, communications, and event materials may be retained for business, educational, compliance, proof of attendance, promotional, or legal purposes unless deletion is required by applicable law.

13. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. However, no website, email system, video conferencing platform, payment system, community tool, or online service is completely secure.

You are responsible for using caution when sharing information online, especially in public or semi-public chat, networking, meeting, training, or community areas.

14. Your Privacy Choices

Depending on where you live and applicable law, you may have certain rights regarding your personal information. These may include the right to:

• Request access to personal information we maintain about you
• Request correction of inaccurate information
• Request deletion of certain information
• Request a copy of certain information
• Opt out of certain marketing communications
• Object to or restrict certain uses of information
• Appeal a privacy request decision, where applicable

To submit a privacy request, contact us at:

info@hrandsafetycongress.com

We may need to verify your identity before responding to certain requests. We may also deny, limit, or decline requests where permitted by law, including when we need to retain information for legal, tax, accounting, security, attendance, training, contractual, operational, or business purposes.

15. Children’s Privacy

HR + Safety Congress LLC events, trainings, website, meetings, and services are intended for adults and professional audiences. They are not directed to children under the age of 13.

We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without appropriate consent, we will take reasonable steps to delete it.

16. Links to Other Websites

Our website, emails, events, trainings, community spaces, or materials may include links to third-party websites, platforms, sponsors, speakers, exhibitors, partners, or resources.

We are not responsible for the privacy practices, content, security, policies, or terms of third-party websites or services.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make updates, we will revise the effective date at the top of this page.

Your continued use of our website, registration forms, events, trainings, meetings, chat spaces, or community spaces after changes are posted means you acknowledge the updated Privacy Policy.

18. Contact Us

If you have questions about this Privacy Policy, your information, recordings, media use, or your privacy choices, please contact us at:

HR + Safety Congress LLC

Email: info@hrandsafetycongress.com

Website: hrandsafetycongress.com