Privacy Policy

INTRODUCTION

At Dallas Fan Fares (“DFF”) we are committed to protecting your privacy through our compliance with this Privacy Policy (“Policy”). This Policy explains what we do with any personal information collected from or about you. This Policy also describes your rights with respect to your personal information, and how you can contact us with any questions or concerns. We encourage you to read this Policy carefully and to check periodically for updates that may be made to comply with current law.

BY ACCESSING OUR WEBSITE OR PROVIDING YOUR INFORMATION TO US, YOU AGREE TO AND ACCEPT THE PRACTICES DESCRIBED IN THIS PRIVACY POLICY.

INFORMATION WE COLLECT AND HOW WE COLLECT IT

DFF will collect and store only information that is necessary to perform the services for which we are contracted. Information may be provided by you directly, through our clients, or collected via meeting or event registration websites. Such information may include, but is not limited to, the following:

An attendee’s full legal name and preferred name
Employee or client provided identification
Contact information including telephone numbers, email addresses and mailing addresses
Gender and date of birth
Passport information
Medical profession information and identification
Special dietary or hotel accommodations required by an attendee
Banking information (which may include your social security number) when and to the extent necessary to process reimbursements or honorariums made through DFF. This information will be collected via physical documents.

HOW WE USE PERSONAL INFORMATION.

DFF uses personal information it processes solely for meeting or event management purposes, and communication with meeting or event attendees. Some of the ways your personal information may be used are as follows:

To book travel for a meeting or event
To reserve hotel rooms for a meeting or event
To provide special accommodations needed at a hotel
To arrange meals that address allergies and special dietary needs of attendees
To arrange ground transportation for attendees
To print custom documents such as name badges and attendee lists
To communicate with attendees regarding meeting or event specifics and updates
To keep records of our communication with attendees regarding meetings or events
To facilitate reimbursements and/or honorariums
To facilitate post meeting survey communications
To provide DFF employees and onsite staff with information necessary to perform meeting or event related services
To comply with mandatory reporting of all transfers of value for licensed U.S. physicians (Sunshine Act of 2010)
To comply with applicable laws, court orders or governmental regulations, or valid requests by governmental agencies

LEGAL BASIS FOR PROCESSING YOUR INFORMATION

We rely on the following legal bases to process and use the personal information you provide:

The information provider has given consent to its processing and use for the specific purpose of facilitating meeting management and communication with meeting or event attendees.
Processing and using your information is necessary to provide the meeting or event related services for which DFF has been contracted.
It is in our legitimate interests to process and use your information to provide the meeting or event related services described in the previous section in an acceptable and timely manner.

WHEN WE SHARE PERSONAL INFORMATION

The information provided to DFF will be used only to aid in meeting or event management and communication with meeting or event attendees. Your information will only be shared with employees and third parties with a business need for access to your information to facilitate your meeting attendance, and only to the extent necessary. Your information will never be used to contact you after the meeting or event for any reason that is not directly related to your attendance. The following is a list which includes some, but not all, of the types of third parties with which your information may be shared and for what purpose:

Travel providers will need your full legal name, gender, date of birth, and passport information
Hotel or other providers of meeting accommodations will need your full legal name, as well as any specific medical or other conditions which require special accommodations
Hotel banquet facilities or restaurants which provide attendee meals will need to know of any allergies or special dietary needs which must be addressed
Ground transportation providers will need your name, as well as information relating to special needs which must be addressed
Printing companies which provide custom documents such as name badges and attendee lists
Pursuant to a requirement of applicable laws, court orders or governmental regulations, or valid requests by governmental agencies

WHERE WE STORE, PROCESS AND SECURE PERSONAL INFORMATION

DFF uses reasonable physical, managerial and technical security measures to protect your personal information. We cannot guarantee that an unauthorized party will not ever compromise our safeguards; however, we value the privacy of your personal information and will fully comply with all laws and regulations regarding it, and employ the following measures to protect your personal information from loss, misuse or unauthorized access:

DFF extracts information from the registration platform and manages it in a custom database stored securely on our local servers
DFF will share the information stored in the custom database with its client and vendors retained only to accomplish the services necessary to the meeting or event. Attachments containing personal information are encrypted and password protected
DFF will coordinate with our vendors to ensure their procedures comply with this policy and with current regulations

HOW LONG WE KEEP PERSONAL INFORMATION

Unless we have expressly told you otherwise, DFF will retain your personal information for a length of time based on one of the following criteria, whichever is longest:

The length of time required by our contract with our client regarding the meeting or event you are attending
The length of time for which we have reasonable business needs relating to the meeting or event and our communications with you
The length of time for which we are providing services for you
For as long as needed to comply with all legal, governmental and regulatory requirements

RIGHTS OF EUROPEAN RESIDENTS

Under certain circumstances, you have rights under data protection laws in relation to your personal information.

You have the right to:

Request access to your personal information. This enables you to receive a copy of your personal information and to verify that we are lawfully processing it.

Request correction of your personal information. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal information. You may have the right to request that personal information we hold about you is deleted.

Object to processing of your personal information. You may have the right to prevent or restrict processing of your personal information.

Request restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal information. Where technically feasible, we will provide to you, or a third party you have chosen, your personal information in a structured, commonly used, machine-readable format.

Withdraw your consent. However, if you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

A cookie is a piece of data stored for varying amounts of time on the user’s hard drive containing information about the user. DFF may use cookies in order to collect certain information about you, such as IP addresses (the Internet address of a computer), domain names (e.g., whether you are logged on from a .com, .gov, or .edu domain) and the type of computer and operating system being used. We may also use cookies to identify your computer when you revisit our website or to recall your authentication information. We may collect such information in order to better operate the website so as to enhance your experience while using the website. You have the option of setting your computer to disable cookies or to alert you when cookies are being used. If you choose to disable cookies, please be aware that portions of the website may not function properly.

MODIFICATIONS

We may amend this Policy from time to time without prior notice. If we decide to change this Policy, we will post those changes on our home page so our users are always aware of what information we collect, how we use it, and under what circumstances we disclose it, so please review it periodically.

Your continued use of our website and our services will be deemed to be your agreement to the changed terms.

HOW YOU CAN CONTACT US

You can contact us if you have any questions or concerns about your personal information or our privacy practices. You can contact us at privacy@fanfares.com or at the following address:

Data Privacy Inquiries
Dallas Fan Fares, Inc.
14900 Landmark Boulevard

Suite 300

Dallas, TX USA 75254
972-239-9969

Last updated February 15, 2023

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