RegMadeEasy Privacy Policy

I. Scope of this Privacy Statement
This Privacy Statement describes the types of personal information Peak Software, LLC ("Peak," "Company," "us," "we" or "our") collects through the RegMadeEasy site and customer sites established for use with RegMadeEasy (collectively, the "Site"), and how we collect, use, and share that information. Individual users may provide us personal information through the Site individually, or customers may provide us personal information about multiple individuals using the Site. This Privacy Statement does not govern our collection of personal information through any website or other means, other than through the Site. While customers have access to personal information provided by their individual users to the Site, this Privacy Statement does not cover customers’ use of personal information submitted by users to the Site apart from usage for purposes of RegMadeEasy.

By using the Site, you explicitly accept, without limitation or qualification, our practices surrounding the collection, use, and sharing of personal information provided by you in the manner described in this Privacy Statement. If you do not agree with the terms of this Privacy Statement, please do not access, browse, or use the Site.

Peak respects your privacy. Therefore, Peak has written this privacy policy to summarize and explain its privacy practices. Peak may provide additional notices in specific contexts concerning specific data collection, uses, and disclosures. These notices will provide additional information to supplement this policy or provide you with additional choices.

II. Personal Information We Collect
RegMadeEasy is an online registration management system specifically targeted to hotel, corporate, and organizational customers with a need to automate and streamline the participant sign-up process. Participant users, such as employees of a customer or their family members, can view a customizable online registration interface to arrange for travel to events, make travel arrangements, register for events, and provide information about travel and activity preferences. Customers can set up, oversee, and manage the travel and activities of all users at an event.

When users register, they provide consent to the processing of their personal information. This consent may be withheld or later withdrawn. We may receive personal information about customers directly from a customer, which we have a "legitimate interest" in processing. Finally, we will process received personal information to fulfill our contracts with our customers.

• Information You Give Us
  You do not have to give us any personal information to browse the Site. However, you may be asked to provide personal information to submit or request information from us, or to use the services offered through the Site, including event registration, asking questions, and support requests. To RSVP for an event will typically require at least your full name and email address. To register for an event, you will be required to provide additional information. Depending upon the services requested, you may need to provide your full legal name, date of birth, and mobile phone number.
• We may also collect additional account or travel-related information such as your account password, payment card number, bank account number, and personal preferences (such as seating preferences), and other personal information required by the Transportation Security Administration (TSA).
• In addition, some information about special travel arrangements, notices, or preferences that you provide us may reveal certain medical conditions or reflect philosophical or religious beliefs. Examples include:
  • Medication, medical equipment, notices, and other information may concern your medical condition, such as requests for wheelchair assistance due to a medical disability.
  • Dietary requirements, allergies, or preferences which may reveal health and/or medical information or information regarding religious or philosophical beliefs.
• Automated Information Collection
  We do not use tracking technologies to passively collect information about your behavior. We do not allow third parties to collect personal information about your online activities over time and across different websites when you use the Site.
• Cookies
  We do, however, use cookies for users that check a "remember me" box when logging into their accounts. Cookies are small files stored in your browser software. The cookies that we use recognize users that check the "remember me" box as a returning, identified user. If you check the "remember me" box, you are consenting to the placement of the cookie on your computer and to our accessing the cookie to identify you.

III. How We Use Personal Information
Personal information collected through the Site may be used by Company and its affiliates for purposes of:

• Creating and storing a user profile for you
• To fulfill service requests, such as registration requests, or special requests for travel or for an event
• To notify you regarding the status of service requests
• To contact you regarding choices in your service requests (e.g. flight itinerary selection)
• Responding to your questions and provide support
• For such purposes as you may authorize at the time you submit the information
• Ensuring the technical functions of our network
• Compiling personal information and other information collected through the Site on an aggregate basis

We do not use personal information in any ways that result in automated decisions being taken about individuals. We do not employ any software algorithms that make automatic computer-generated decisions using personal information.

If we seek to make use of personal information for purposes not disclosed above, we will provide information about that proposed processing.

We retain personal information for so long as needed to fulfil our contracts with our customers for specific events and as they may require to produce reports or maintain profiles for future events.

IV. Personal Information We Share
We do not sell, rent, trade, or otherwise share personal information collected through the Site, except as described below:

• Customers have access to personal information added by their users to the Site. For instance, for an event organized for a customer’s employees, the customer has access to personal information collected from its employees for its events.
• Subsidiaries and Affiliates. We may share personal information with our subsidiaries and affiliates for the purposes for which you provided the information or as reasonably necessary for our internal administrative and business purposes.
• Service Providers. We work with third parties that provide services on our behalf. Such services may include third party travel, booking and related technology services, expense management services, website/database hosting, and online merchant services for collecting payments. We may share personal information and non-personal information with these third parties for the purpose of enabling them to provide these services. When we are working with service providers to perform some function as part of our services, we require them by agreement to meet the same privacy and security standards we use for our own data processing operations.
• To procure products and services for you. In order to procure products and services specifically requested by you from third parties as part of our services, we may provide, as necessary, your personal information, such as your name, email address, account password, payment card number, and personal preferences (such as seating preferences), and other personal information required by the Transportation Security Administration (TSA) to such third parties just as you or your assistant would if you directly procured those products and services yourself. We share this information only as necessary and required to process your procurement request on your behalf. As an example, if you wanted to book or change a flight using our corporate travel services, we would share with the airline or travel booking agency your name, phone number, billing address, and payment card information as well as any other required information. We may also share personal information with our customer in connection with our services. Please note that we do not take any responsibility for the conduct of these product and service providers (such as airlines, hotels, or rental car companies) or your employer in their use or disclosure of personal information after they have received it. Their use of such information is governed by their own separate privacy policies. If you are concerned about the manner in which these product and service providers use or disclose your personal information, you should review their privacy policies prior to such use.
• Consent. We may share personal information in accordance with any consent or instructions you provide.
• Required by Law. We may disclose personal information or any information collected through the Site if we are required to do so by law or pursuant to legal process, in response to a request from government officials or law enforcement authorities, or as necessary or appropriate in connection with an investigation of fraudulent conduct, illegal activity, or other activity constituting a threat to the security of our systems or the data stored in them.
• Certain Transactions. We may disclose or transfer personal information or any information collected through the Site to third parties who acquire all or a portion of Company's business, whether such acquisition is by way of merger, consolidation, or purchase of all or a portion of our assets, or in connection with any bankruptcy or reorganization proceeding brought by or against us.

V. Aggregate Information
We may compile personal information and other information collected through the Site on an aggregate basis. This information may include, without limitation, the number of users who have registered for the Site, demographic information about users of the Site, and individual requests. Such aggregate information does not identify you individually. We may use aggregate information and share aggregate information with third parties for any of the purposes specified in this Privacy Statement, and for any other lawful purpose.

VI. Your Choices

• Information You Provide: You can always choose whether to provide information on the Site. However, if you choose not to disclose certain information necessary for providing travel or event services, you will not be able to register for events or request certain of or our services.
• Communications From Us: If at any time you decide that you no longer wish to receive notices from us regarding the Site, you may indicate this preference by contacting us at the contact information in the Contact and Questions section below.
• You may choose to exercise certain individual rights you may have under law by contacting us via email or phone. See Section XII below for our contact information. These rights include:
  • The right not to consent to process personal information, or withdraw consent to processing that was previously given.
  • The right to request access to personal information about an individual to see what it is and correct or update any such information.
  • The right to restrict processing of personal information or object to further processing of personal information.
  • The right to receive a portable copy of personal information in an industry-standard format.
  • The right to request erasure of personal information, although the law does create exceptions to our obligation to erase personal information in response to an individual’s request.
  • The right to lodge a complaint about our privacy practices to a supervisory authority in your jurisdiction.

VII. Information Storage and Security
We employ reasonable security precautions to protect personal information about you. The Site is operated from an environment with integrated security measures to help protect against the loss, misuse, and alteration of personal information provided on or through the Site. These security measures include the use of public key certificates capable of supporting the most current Transport Layer Security (TLS) and Secure Socket Layer (SSL) data transmission security protocols. However, no method of transmitting or storing data is completely secure. As a result, although we strive to protect personal information about you, no data transmitted over the public Internet or stored in information processing facilities can be guaranteed to be 100% secure. If you have reason to believe that personal information is no longer secure, please notify us immediately by contacting us in accordance with the Contact and Questions section below.

All personally-identifying information is permanently erased from storage within 30 days of the conclusion of each event. Only anonymous aggregate information, such as the number of people attending, is stored beyond that.

VIII. A Special Note about Children
Children are not eligible to use the Site, and we ask that minors (children under the age of 13) not submit any personal information to us. If you are a minor, please have your parent or guardian provide us your personal information and use the Site for your travel needs.

IX. External Links
The Site may contain links to various websites that Company does not control. When you click on one of these links, you will no longer be transacting business through the Site. Third party websites maintain their own privacy policies, and we do not exercise any control over any of the third party websites that may be linked to the Site. If you visit a website that is linked to the Site, you should consult that website's privacy policy before providing any personal information. Please be aware that we are not responsible for the privacy practices of such other websites, and we are not liable for their misuse of personal information about you.

Updates to this Privacy Statement
We may change or update the Site or any of our policies and procedures without prior notice. We will post a notice on the Site to advise you of any significant changes to this Privacy Statement and indicate via the "Last Updated" legend at the bottom of this Privacy Statement when it was most recently updated. Your continued use of the Site signifies your continued assent to the terms of this Privacy Statement, as updated or amended at that time. We encourage you to visit this Privacy Statement regularly to remain informed about the Company’s privacy practices and procedures.

If we make fundamental amendments to this policy, we will take appropriate measures to inform you of the amendments in a manner commensurate with the importance of the amendments and consistent with applicable law.

XI. Notice to California Residents
If you live in California, you are granted additional rights under the California Consumer Privacy Act.

Online service providers collecting personal information from California residents must say in their privacy notices how they respond to "do not track" settings users can configure in their browser software. As of this time, there is no standard governing what, if anything, a website operator should do in response to a "do not track" signal. Accordingly, the Company does not take action in response to a "do not track" browser setting. The Company will take future industry standards development into account regarding "do not track" signals and, when and if appropriate, amend this privacy policy.

XII. Contact and Questions Regarding this Privacy Statement
If you have any questions or comments regarding this Privacy Statement, please send us an email at bchilton@dt.com.

This Privacy Policy is effective as of May 25, 2018.
Last Updated: February 22, 2024.