Healthcare Convention and Exhibitor Association Data Privacy Policy

We recognize the importance of securing and protecting all data and the privacy of certain basic personally identifiable data, such as contact information, demographic information and payment processing information. We do not collect data from individuals unless provided to us voluntarily and knowingly and with access to update and change the data at will.

The purpose of this Policy is to balance our legitimate business requirements in collecting and using information with the reasonable expectation of privacy and security which may be held by those providing such information.

Data Collection
It is necessary for us to collect and store information to provide requested member and customer communication and related services and for billing purposes. Many state and federal laws require the collection and retention of some or all such information for a determinate period. At HCEA we collect data via two methods: membership registration and event activities.

Membership and Account Holder Information
We collect key information from our members for operational effectiveness. Members provide data directly when creating an HCEA account and can update preferences via the web portal. We collect additional data upon engagement with our website using cookie-based technology.

We specifically collect these types of data:

  • Name and contact data
  • Demographic data (membership status and affiliate organization)
  • Payment data (for membership dues or event registration)
  • Credentials  (passwords, password hints, and similar security information used for authentication of accounts)

Event Information
At times, HCEA receives and collects personal information through informal methods such as business cards, sign up lists, and event registration. In these cases, we only use this information to provide member services and stated purposes outlined upon collection. Marketing, advertisements, and solicitations will not be sent unless explicitly outlined and agreed to in this data privacy statement.

Photography, Audio, And Video Consent and Recording Policies
Attendance or participation in HCEA meetings and events or other activities constitutes an agreement by the registrant or attendee to HCEA’s use and distribution (both now and in the future) of the registrant or attendee’s image and voice in photographs, audio, video, and electronic reproductions of such events and activities by HCEA.
Events, functions, sessions, and award ceremonies hosted and/or produced by HCEA may not be recorded, either in video or audio format, by any organization, entity, or person without the expressed written consent of HCEA.
The security of data is very important to us and we are committed to protecting the information we collect. We collect information only in a manner deemed reasonably necessary to serve our legitimate business purposes and comply with our legal obligations. We use commercially reasonable efforts to make our collection of information consistent with all applicable laws and regulations. We exercise care in providing secure transmission and storage of information. Unfortunately, no data transmission or storage is 100% secure. We cannot warrant that all data we transmit, store and collect will be completely secure. We take commercially reasonable efforts to create and maintain firewalls, restricted access and secure socket layers, and other appropriate safeguards to ensure that, to the extent we control information, it is used only as authorized by us and consistent with this Policy, and that information is not improperly altered or destroyed. In addition, within HCEA we limit data access to only what is required for a role to complete their responsibilities. Our privacy protection practices help us maintain accurate, timely, complete and relevant information for our business purposes. Our communication system, software and database practices have been designed to aid us in supporting authenticity, integrity and confidentiality.

Data Breach Policy
We want to ensure that your identity and data stays secure; therefore, if an incident does occur, and for incidents that occur at our third-party vendors, we will promptly inform affected individuals as may be required by law or our policies.
Data Use
We may use contact data to inquire or survey about conference experiences, education opportunities or general membership satisfaction. We may also create and use aggregate information that is not personally identifiable to understand more about the common profiles and interests of our members and website visitors.
Vendor Partners
HCEA shares personal data with vendors working on our behalf for the purposes described in this statement. For example, vendors securing our systems and services may need access to personal data to provide those functions. In such cases, these companies must abide by the HCEA  Data Privacy Policy and are contractually prohibited from using personal data they obtain for any other purpose.

Event Coordination and Third-Party Offers
Individuals may be required to agree to HCEA’s data privacy policy when registering for HCEA events. Third-parties may be given event attendee information for event coordination and offers related to the event.
Our website utilizes "cookie" technology. "Cookies" are encrypted strings of text that a Web site stores on a user's computer. Our Web site uses cookies throughout the online process to maximize website performance. In addition, cookies are used to:
  • Measure usage of various pages on our website to help us make our information more pertinent to your needs and easy for you to access;
  • Provide functionality such as online registration and other functionality that we believe would be of interest and value to you; and
  • Upon arrival to, a cookie policy notification and acceptance will be presented. Website users may set browser preferences to block cookies (consult browser provider for specific instructions or choose to allow HCEA to use cookies on your machine by accepting cookie policy or continuing to use the website.) Disabling cookies will adversely affect your ability to perform certain transactions, use certain functionality, and access certain content on our website.

Compliance with Law
We may disclose Member Information to law enforcement agencies or, may be required to disclose it during the discovery process in litigation, pursuant to a court order, or in compliance with any applicable law, regulation, rule or ordinance.

Affiliated Sites/Links
HCEA provides members with various URL links that may be beneficial or of interest to our membership. Many of these sites are owned and operated by independent companies and organizations that are neither owned nor controlled by HCEA nor does HCEA control the use or access of such information collected by these sites.  HCEA is not responsible in any manner for damage or loss caused or alleged to be caused by or in connection with the use of or reliance on any content, advertising, services, products or other material on or available from such sites.

Questions or Comments
Any questions or comments that relate to the HCEA Privacy Protection Policy may be directed to [email protected]

Copyright and Trademark Notices
All contents of this website are protected by United States and International Copyright and Trademark law. Any unauthorized use is strictly prohibited and may subject a violator to civil and criminal penalties. All rights reserved.

Privacy Protection Policy Changes
In the future, we may need to change this Policy. HCEA reserves the right to modify this Data Privacy Policy at any time without prior notice. All changes will be included on this Website so that you will always know what information we gather, how we might use that information and whether we will disclose it to anyone. This Policy was updated on January 15, 2021.