HCEA Privacy Policy

Effective date: September 1, 2026

The Healthcare Convention & Exhibitors Association (“HCEA,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, and share personal information through our website, membership services, events, and other activities. It also explains your choices and how to contact us.

Information We Collect

We collect information you provide when you create an account, join or renew your membership, register for an event, complete a survey, contact us, or otherwise participate in HCEA activities. This may include:

  • Contact and professional information: Your name, email address, mailing address, telephone number, employer, job title, and professional affiliation.
  • Membership and account information: Membership status, account login information, communication preferences, and participation history.
  • Registration and transaction information: Event registrations, purchases, billing details, and payment-related records.
  • Communications and feedback: Information you provide in correspondence, surveys, forms, or other interactions.
  • Event media: Photographs and audio or video recordings captured during HCEA events and activities.

We may also collect information automatically when you use our website, including your IP address, browser and device information, pages visited, and interactions with website features. Cookies and similar technologies may support this collection.

We may receive information from your organization or someone registering or purchasing services on your behalf.

How We Use Information

We use personal information to:

  • Administer memberships, accounts, registrations, and payments.
  • Plan and deliver events, educational programs, and member services.
  • Send confirmations, receipts, service updates, and other administrative communications.
  • Share HCEA news, programs, and opportunities, consistent with your preferences and applicable law.
  • Respond to questions, requests, and feedback.
  • Understand participation and improve our website, programs, and services.
  • Protect our systems, prevent misuse, maintain business records, and meet legal obligations.

We may use aggregated or de-identified information to understand audience interests and program performance.

How We Share Information

Service providers. We may share information with organizations that help us operate our website, manage memberships, process payments, deliver communications, support events, or provide other services on our behalf. We limit this sharing to information appropriate for those services.

Event participation and coordination. Some events may involve sharing limited registration or professional information with event partners or other participants. Registration materials will explain applicable attendee-list practices, the purposes of sharing, and available choices.

Sponsor and exhibitor communications. When HCEA offers an opportunity to share your contact information with sponsors or exhibitors for their own marketing, we will explain that choice when collecting your information and obtain permission where required by law. If you provide information directly to a sponsor or exhibitor, including through a badge scan or business-card exchange, that organization’s privacy practices govern its use of the information.

Legal and protective purposes. We may disclose information when required by law or legal process, or when reasonably necessary to protect rights, safety, property, or the security of our services.

Payments and Account Security

Payment transactions may involve third-party payment processors. Information submitted directly to a payment provider is also subject to that provider’s privacy policy. HCEA uses transaction and billing information to administer payments, registrations, memberships, and related records.

Please protect your account credentials and notify us if you suspect unauthorized use of your account. Do not send passwords or full payment-card details to HCEA by email.

Cookies and Similar Technologies

Our website uses cookies and similar technologies to support account access, registration, website functionality, and measurement of website use. Cookies are small data files stored on your device.

You can manage cookies through your browser settings and any cookie-preference controls provided on our website. Blocking certain cookies may affect account access, registration, or other features.

Where applicable law requires consent for particular technologies, we will request that consent before using them. You may change your choices through the available controls.

Your Choices and Privacy Requests

You may update available account information and communication preferences through your HCEA account or by contacting [email protected].

You may unsubscribe from promotional emails by using the unsubscribe link in those messages. We may still send necessary communications about your membership, transactions, account, or event participation.

Depending on applicable law, you may have rights to access, correct, delete, or obtain a copy of your personal information, or to object to or restrict certain uses. Where processing relies on consent, you may withdraw that consent.

To submit a privacy request, contact [email protected]. We may need to verify your identity before completing a request. Some information may need to be retained for legal, accounting, security, or other permitted purposes. We will respond as required by applicable law.

Information Retention

We retain personal information for as long as reasonably necessary for the purposes described in this policy, including providing services, maintaining appropriate business records, resolving disputes, and meeting legal obligations.

Retention depends on the type of information, our relationship with you, and applicable requirements. When information is no longer needed, we take reasonable steps to delete it or de-identify it.

Photography and Recordings at Events

HCEA may photograph or record its events and activities for educational, informational, archival, and promotional purposes. Images or recordings may appear on our website, in HCEA communications, on social media, or in other HCEA materials.

Event registration materials and notices will provide additional information about planned photography or recording and any applicable permissions. Contact [email protected] before an event if you have questions or concerns about appearing in event media.

Separate event terms govern recording by attendees and other organizations.

Information Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. Access is limited according to business needs.

No method of transmission or storage is completely secure. If a security incident requires notification, we will notify affected individuals and relevant authorities as required by applicable law.

Third-Party Websites and Services

Our website and communications may link to websites or services operated by other organizations. Their privacy policies govern information you provide to them. We encourage you to review those policies before submitting personal information.

Changes to This Policy

We may update this policy to reflect changes in our practices, services, or legal requirements. We will post the revised policy on this page and update the effective date. We will provide additional notice of material changes and obtain consent where required by applicable law.

Contact Us

For questions about this policy or requests concerning your personal information, contact us at [email protected]