Overview

At Boulder Digital Arts, we pride ourselves on our commitment to protecting your privacy. Our data governance and privacy policies reflect our company's values and how we strive to maintain your privacy.

This Privacy Policy (the "Policy") discloses the privacy practices of Boulder Digital Arts, (referred to here occasionally as "we," "us," "our"). This Policy governs how we use and protect personal information that we collect when you visit our website, use our services, or otherwise engage with us. Any practices or points that are specific to Boulder Digital Arts are also clearly marked out in this Policy.

Any use you make of Boulder Digital Arts service offerings is subject to Boulder Digital Arts's policies.

About Us

Boulder Digital Arts is an LLC registered in the state of Colorado, with it's headquarters located at 1600 Range St, Suite 100, in Boulder, Colorado, 80301, in the United States of America.

Questions or Concerns: Contact Us

If you have any questions about this Policy or questions or complaints about our privacy practices, please contact us using the details below:

Address

Boulder Digital Arts, 1600 Range St, Suite 100, Boulder, CO 80301, USA

Email

info@boulderdigitalarts.com

The contact information above should also be used for communications relating to exercising the rights described in section 6.2 below.

1. Information We Collect

We collect personal information in the following ways:

1.1 Information that you provide to us directly

We gather information that you provide to us when you:

• purchase products or services from us
• subscribe to our newsletters and mailing lists
• participate in promotional offers and other promotions, competitions or prize drawings
• fill in forms, conduct searches, post content on the website, respond to surveys, or use any other features of our websites
• make an inquiry, provide feedback, submit correspondence, or make a complaint over the phone, by email, on our website or by post
• register for, and update an online account with us (including if you access through Facebook, LinkedIn, Twitter, Google, or an open IP provider)
• register to, present at, and/or attend, our events and conferences, scan your attendance badge at any of the booths at our conferences/events, or at our booths when we are present at someone else's conference/event
• enter into a contract with us
• sign up for job alerts on our websites, submit a job application, a CV, cover letter, or social media profile to a job vacancy, attend an interview, assessment, or meeting
• contact other users on the websites, e.g. on the Boulder Digital Arts Slack channel
• 'follow', 'like', post to, or interact with, our social media accounts, including Facebook, LinkedIn, Twitter, Pinterest, Instagram, Google+, and SnapChat.

The information you provide to us will include (depending on the circumstances):

• Identity and contact data: title, names, addresses, email addresses, phone numbers or your signature.
• Account profile data: a username/display name, password, user preferences and, if you sign up through a social media account, certain information about that account.
• Event registration details: the company/organization you work for, job title/position, language preferences, your name, your email, your age, your gender, your job function, your experience, your opinions and why you are attending the event and what you hope to learn, your accessibility needs.
• Financial data: payment details, which may include billing addresses, credit/debit card details and bank account details.
• Employment and background data: if you apply for employment on our sites, your academic and work history, qualifications, skills, projects and research that you are involved in, references, proof of your entitlement to work in the relevant country, your national security number, your passport or other identity document details, your current level of remuneration (including benefits), and any other such similar information that you may provide to us.
• Visual and audio information about yourself: e.g. a photo or video footage, or sound recording.
• Your preferences: information about your preferences, interests, industry focus, community choices, and other customer profile information.
• Sensitive information: information about your race or ethnicity, religious beliefs, sexual orientation, health and whether or not you have any disability. You can find out more about how we use sensitive information below in the "Special Categories of Data" section.
• Any other information that you choose to share with us: for example, any information that you provide via correspondence, when you fill out our survey(s), that you share via our website or social media accounts linked to our website, or any information that you choose to provide in person at events, meetings, or over the phone.
• Mobile application: when you download and use the Safari service, we automatically collect information on the type of device you use and your operating system version.

1.2 Information we collect through technology related to our products and services

Some of our products and services collect information about system and product data. We use this information to manage and administer our products and services, to issue updates and new versions, testing and monitoring services that we provide, enhancing our products and services, and improving and targeting our communications with you.

Our mobile apps may collect information about your geo-location data in order to provide you with conference services near you. You can switch off geo-location functionality for our mobile apps on your device.

1.3 Information we collect through online technology

Technologies such as cookies, beacons, tags, local storage, and scripts are used by us and our affiliates, and other companies, such as third party technology service providers and web analytics providers. These technologies make it easier for you to navigate our website and to help us manage the content on our website and are used to analyze trends, administer the sites, track users' movements around the site (including which site you clicked from to arrive at our site), and gather demographic information about our user base.

1.4 Information from other sources

In certain circumstances, we will receive information about you from other sources, including third parties. For example, we may receive personal information from any of the following, who may be based inside and/or outside the USA or EU:

• Other website users.
• Event attendees.
• Your agents or representatives who are acting on your instructions.
• Commercial contact lists that we acquire from other organizations.
• Organizations that we acquire or merge with.
• Organizations with whom we provide co-branded events, websites, products, and services.
• Fraud detection agencies.
• Your current and former employers, recruitment agencies, and referees.
• Service providers including our website developers, IT support providers, cloud services providers, payment services providers, billing service providers, contractors, consultants, advertising agencies and platforms, digital performance monitoring and management providers, advertising analytics providers, marketing and sales service providers, user experience testing platforms, B2B contact databases, recruitment agencies, survey tool providers, customer relationship and customer support service providers, event ticket retailers, event management platform service providers, customer identity account management providers, HR service providers, couriers, instant messaging service providers.
• Social media plugins. By providing your social media account details you are authorizing that third-party provider to share with us certain information about you.
• Publicly available sources such as LinkedIn.

We might also receive information about you from other third parties if you have indicated to such third parties that you would like to hear from us.

2. Using Personal Information

2.1 How we use information we collect

We use your information for the following purposes:

• To provide access to our website in a manner convenient and optimal and with personalized content relevant to you (on the basis of our legitimate interest to ensure our website is presented in an effective and optimal manner).
• To register and maintain your Boulder Digital Arts profile (on the basis of performing our contract with you).
• To process and fulfill your orders for Boulder Digital Arts products and services (on the basis of performing our contract with you).
• To process and facilitate transactions and payments, and recover money owed to us (on the basis of performing our contract with you, and on the basis of our legitimate interest to recover debts due).
• To monitor your account and use of services to ensure compliance with our end-user agreements and prevent and identify unlawful content use and violations (on the basis of our legitimate interests to operate a safe and lawful business, or where we have a legal obligation to do so).
• To enable you to communicate with other website users and clients (on the basis of your consent where we have requested it, or on the basis of performing our contract with you).
• To manage our relationship with you, which will include notifying you about changes to our terms of service or privacy policy, and asking you to leave a review or take a survey (on the basis of performing our contract with you, to comply with our legal obligations, and our legitimate interest in keeping our records updated and study how our website and services are used).
• To conduct business with you or your employer, including to contact you and manage and facilitate our business relationship with you and your employer (on the basis of performing our contract with you, and our legitimate interest in running our business).
• To provide customer service and support, like dealing with inquiries or complaints about the website, which may include sharing your information with our website developer, IT support provider, and payment services provider as necessary (on the basis of performing our contract with you, our legitimate interest in providing the correct products and services to our website users, and to comply with our legal obligations).
• To enable you to take part in prize drawings, competitions, and surveys (on the basis of performing our contract with you, and our legitimate interest in studying how our website and services are used, to develop them, and to grow our business).
• To work with you and undertake projects with you, including to process any proposals that you submit to us (on the basis of our contract with you, and our legitimate interest in running our business).
• To provide access to, and administer Boulder Digital Arts scholarship programs (on the basis of your consent where we have requested it, on the basis of performing our contract with you, and our legitimate interest in making our products and services accessible to a range of individuals with diverse backgrounds).
• For recruitment, including to process any job applications you submit to us, whether directly or via an agent or recruiter including sharing your information with our third party recruitment agencies (on the basis of our legitimate interest to recruit new employees or contractors).
• To carry out marketing and let you know about our news, events, new website features products or services that we believe may interest you, including sharing your information with our marketing services providers (either on the basis of your consent where we have requested it, or our legitimate interests to provide you with marketing communications where we may lawfully do so).
• To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (on the basis of our legitimate interests in studying how our website/services are used, to develop them, to grow our business and to inform our marketing strategy).
• To interact with users on social media platforms (on the basis of our legitimate interest in promoting our brand and communicating with interested individuals).
• To conduct data analytics to improve our website, products/services, marketing, customer relationships and experiences (on the basis of our legitimate interests in defining types of customers for our website and services, to keep our website updated and relevant, to develop our business, to provide the right kinds of products and services to our customers, and to inform our business and marketing strategy).
• To make suggestions and recommendations by sharing your information with selected third parties such as sponsors and partners, so they can contact you about things that may interest you (either on the basis of your consent where we have requested it, or on the basis of our legitimate interest to share details of conference attendees with our co-presenters and sponsors).
• To carry out marketing research and user testing to assess the levels of satisfaction of existing and proposed products and services (on the basis of our legitimate interest in carrying out research, providing the right kinds of products and services to our customers).
• To protect, investigate, and deter against fraudulent, unauthorized, or illegal activity (on the basis of our legitimate interests to operate a safe and lawful business, or where we have a legal obligation to do so).
• To enable us to comply with our policies and procedures and enforce our legal rights, and to protect the rights, property or safety of our employees and share your information with our technical and legal advisors (on the basis of our legitimate interests to operate a safe and lawful business, or where we have a legal obligation to do so).

We will use your information for the purposes listed above either on the basis of:

• your consent (where we request it)
• performance of your contract with us and the provision of our services to you
• where we need to comply with a legal or regulatory obligation or
• our legitimate interests or those of a third party (see section 2.2 below for more information).

2.2 Legitimate interests

As outlined above, in certain circumstances we may use your personal information to pursue legitimate interests of our own or those of third parties. Where we refer to our "legitimate interests", we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interests we have specified in section 2.1 above.

Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don't automatically override yours and we won't use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing please refer to details of "Your Rights" in Section 6 below.

3. How We Share and Disclose Personal Information

We consider your personal information to be a vital part of our relationship with you and do not sell your personal information to third parties. There are, however, certain circumstances in which we may share your personal information with certain third parties, as follows:

• Other website users and clients who use our websites and/or applications to communicate or otherwise interact with you
• Sponsors, partners and collaborators, including sponsors of our events, products or services, and organizations with whom we host co-branded events.
• Our service providers who are acting as processors and who assist us with our administrative or business functions, or in the provision of any of our products/services to you.
• Wholly owned subsidiaries, and foreign offices, of Boulder Digital Arts.
• Regulators and governmental bodies like the IRS, HMRC, and other authorities and regulators acting as processors or joint controllers who require reporting of processing activities in certain circumstances.
• Marketing parties which are any selected third party that you consent to our sharing your information with for marketing purposes.
• Any prospective buyer of our business or assets, only in the event that we wish to sell any part of our business or assets.
• Other third parties including legal, professional or other advisors, regulatory authorities, courts, law enforcement agencies and government agencies) where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.

4. How We Look After Your Personal Information and How Long We Keep It

4.1 Security

We use administrative, technical, and physical safeguards to protect the security, confidentiality, and integrity of personal data against loss, misuse and unauthorized access, disclosure, alteration, and destruction. We also operate a policy of "privacy by design" by looking for opportunities to minimize the amount of personal information we hold about you.

The safeguards we use include:

• ensuring the physical security of our offices, warehouses, or other sites
• ensuring the physical and digital security of our equipment and devices by using appropriate password protection and encryption
• using standard security protocols and mechanisms (such as secure socket layer (SSL) encryption) to transmit sensitive data such as credit card details
• maintaining a data protection policy for, and delivering data protection training to, our employees
• limiting access to your personal information to those who need to use it in the course of their work

If you have any questions about the security of your personal information, please contact us using the methods outlined in the "Contact Us" section above.

4.2 Retention

We will keep your information for as long as is necessary to provide you with the services that you have requested from us or for as long as we reasonably require to retain the information for our lawful business purposes, such as for the purposes of exercising our legal rights or where we are permitted to do. We operate a data retention policy and look to find ways to reduce the amount of information we hold about you and the length of time that we need to keep it.

Please contact us using the methods outlined in the "Contact Us" section above if you would like to obtain details of our retention periods for different aspects of your personal data.

4.3 Help keep your information safe

You can also play a part in keeping your information safe by:

• choosing a strong account password, changing it regularly, and using different passwords for different online accounts
• keeping your login and password details confidential
• logging out of the website and closing the browser each time you have finished using it, especially when using a shared computer
• informing us if know or suspect that your account has been compromised, or if someone has accessed your account without your permission
• keeping your devices protected by using the latest version of your operating system and maintaining any necessary anti-virus software
• being vigilant to any fraudulent emails that may appear to be from us. Any emails that we send will come from an email address ending in @boulderdigitalarts.com

5. International Transfers of Your Information

Boulder Digital Arts is based in the United States of America.

5.1 With respect to Privacy Shield Covered Data received or transferred pursuant to the Privacy Shield Framework,

Boulder Digital Arts is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission (the "FTC"). The FTC has jurisdiction over Boulder Digital Arts' compliance with the Privacy Shield Framework. In certain situations, we may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

If you are an EU or Swiss citizen and feel that we are not abiding by the terms of this Privacy Notice, or that we are not in compliance with the Privacy Shield Principles, please contact us by using the contact information provided at the top of this Privacy Policy.

Under certain conditions, more fully described on the Privacy Shield website https://www.privacyshield.gov/article?id=How-to-Submit-a-Complaint, you may be entitled to invoke binding arbitration when other dispute resolution procedures have been exhausted. For additional information, see https://www.privacyshield.gov/article?id=ANNEX-I-introduction.

5.2 Special note to users outside of the United States

We transact business throughout the world. Our offices are located in the United States, and our servers are located in the United States. We transfer your personal data within Boulder Digital Arts, and to affiliates, joint venture partners, and third party service providers around the world.

If you reside in the European Union, please be advised that your personal data will be processed outside of the European Economic Area (EEA). We will take all steps necessary to ensure that your information is adequately protected and processed in accordance with this Privacy Policy, including but not limited to:

• only transferring your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission
• where we use providers based in the US, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US or
• where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe (the so-called European Commission's Standard Contractual Clauses).

We may transfer your personal information to countries in the following regions outside of the EEA: North America and Asia. Please contact us using the contact details in this Privacy Policy if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.