Q-rooms provides meetings management services, inclusive of event registration and group lodging arrangements (our “Services”) to our businesses clients who organize, produce, promote and/or operate professional meetings, conferences, conventions, trade shows, and special events (referred to herein as our “Client(s)” and/or “Event Management” interchangeably).
In the course of providing our Services to Event Management, we routinely interface with the Client’s customers (i.e. the event attendees/meeting participants), who become end-users (“End-Users”) of the registration and/or lodging Services we provide.
In the course of providing event registration Services to End-Users, we routinely interface with Event Management who operates the event and fulfills the event accommodations (“Accommodations”) arranged through our Services. In the course of providing lodging arrangements to End-Users, we routinely interface with operators of hotels, motels, and other lodging establishments (“Hoteliers”) who fulfill the lodging accommodations (“Accommodations”) arranged through our Services.
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Why We Collect Information
We collect personal and non-personal information for the following purposes:
To provide End-Users with personalized event registration and lodging Services;
To provide End-Users with Agent assistance and technical support;
To provide general or personalized Service-related records, notices, or offers;
To create aggregated statistical data and other inferred non-personal information, which we use and share with Event Management and Hoteliers to provide and improve our respective Services and Accommodations;
To comply with applicable laws and regulations.
How We Collect Information
When End-Users register for an event or book event lodging through our Services, we collect personal information through one of two methods: 1) an online event website whereby End-Users self-register and/or self-book lodging or 2) direct communications between the End-User and our call center agents (“Agent”) whereby the End-User provides the requested information to the Agent via voice, fax, email, chat, or other communication channel. Regardless of the collection method, the End-User must voluntarily provide the information needed to complete their event registration or booking transaction (“Registration” and “Booking” respectively). The same collection methods apply to Registration and/or Booking updates, modifications, and cancellations.
If an event we manage has its Registration and Booking systems interconnected, we may also collect personal information for one transaction via automated data exchange between the two systems. However, the End-User must still provide the initial personal information through one of the two collection methods previously described.
How We Store, Use, Share and Disclose End-Users Information
Personal information collected in the course of Registration or Booking Services is stored in encrypted databases furnished by the Registration and Booking platform providers, and direct payments gateway for commercial transactions. Q-rooms licenses its Registration and Bookings platforms from Cvent, Inc. and we utilize TransFirst ePayment Services, LLC for our direct payment gateway and merchant card processing. Our Services platforms and direct payment gateway adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our platforms and technology providers. You can review Cvent's Policy here.
Personal and non-personal information collected through our Services is used exclusively for the purpose of fulfilling event and lodging Accommodations. We collect only as much information as is necessary for Event Management and/or Hoteliers to provide the Accommodations for which the End-User requests a Registration or Booking through our Services.
Between commencement and closure of Registration and Bookings periods, Q-rooms collects and stores personal information, where it remains accessible to End-Users who may opt to update or change their information or modify or cancel their Registration or Booking entirely. Once the Registration and Booking periods end, Q-rooms shuts off its systems to prevent further modification and transmits the information to Event Management and/or Hoteliers responsible for providing the End-User Accommodations. Q-rooms retains personal and non-personal information in its platforms and direct payment gateway indefinitely, unless removed at the request of an End-User.
Q-rooms will not share, sell, or otherwise disclose End-User personal or non-personal information with any other third-parties, unless required to do so in compliance with law enforcement or court order.
How We Communicate with End-Users
We may contact End-Users to provide Services-related information and customer support, to resolve a conflict or dispute, to collect fees or monies owed, to enforce our Terms of Service, or as otherwise necessary in relation to Services fulfillment. For these purposes we may contact End-Users via email, telephone, SMS text messages, fax, and postal mail. We do not communicate with End-Users through third-party social media platforms such as Facebook, Instagram, and Twitter.
End-Users of our Services retain full ownership of their personal information, and End-Users have the right to request access, deletion, and reuse of the personal information provided to us.
How End-Users Can Retrieve & Modify their Personal Information
After Registration and Booking periods for an event we manage close, End-Users must contact our Privacy Support team to request assistance modifying the personal information stored in the platform databases created to Service the specific event.
How End-Users Can Withdraw Their Consent to Use and Store Personal Information
Withdrawing consent while an event Registration or Booking period remains open (i.e. before the respective Accommodations are fulfilled by Event Management and/or Hoteliers) will result in immediate cancellation of Services and assessment of any cancellation fees required by the Terms of Service established for the event.
Privacy Support Contact Information
If you would like to access, update, delete or reuse any of the personal information we’ve collected from you in the course of providing our Services, please contact us by sending email to firstname.lastname@example.org or by sending postal mail to: Q-rooms LLC, Attn. Privacy Support, 10624 S. Eastern Ave., Suite A-742, Henderson, NV 89052. If you’d like to contact us by phone, please use the Call Center phone number provided within the event Services website to reach Agents handling the event database in which your information is stored.