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NCA Annual Convention Privacy Policy

Thank you for choosing to be a part of our annual convention hosted by the National Coffee Association USA (“NCA,” “organization,” “we,” “us,” or “our”).  We are committed to protecting your personal information and your right to privacy.  If you have any questions or concerns about our policy, or our practices with regards to your personal information, please contact us at info@ncausa.org.

Your privacy is important to us. We developed this privacy policy to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it.  This privacy policy applies to all personal data collected when you register for our annual convention as either an exhibitor, a sponsor, a delegate, or a spouse/significant other and when you attend our annual convention.

Table of Contents

  1. Categories Of Individuals
  2. What Personal Data Do We Collect?
  3. How Do We Use Your Personal Data?
    1. Common Purposes
    2. Annual Convention Delegates
    3. Annual Convention Exhibitors and Sponsors
    4. Annual Convention Speakers
    5. Annual Convention Spouses/Significant Others
    6. Annual NCA Member Meeting
  4. How Is Your Personal Data Shared?
  5. How Do We Keep Your Personal Data Safe?
  6. Do We Collect Personal Data From Minors?
  7. Our Use Of Cookies And Other Tracking Technologies
  8. How Long Do We Keep Your Personal Data?
  9. What Are Your Privacy Rights?
  10. Updates To This Privacy Notice
  11. Contact Information

1. Categories Of Individuals

We collect personal data on six (6) different categories of individuals.  This section defines these categories of individuals, so you can efficiently navigate to the other information related to the category you fall under.

Delegates. A delegate is an individual who attends the annual convention.  A delegate may register for the annual convention as an attendee, speaker, sponsor, or media.

Exhibitors. An exhibitor is an organization that registers to exhibit at the convention.  The exhibitor may contain personal data on an individual who will be representing the organization.

Media. Media is an individual who registers to attend the conference from a media publication.  These individuals are considered a delegate when they attend the conference.

Speakers. A speaker is an individual who is registers as a topic expert at the convention.  The speaker is considered a delegate when they attend the conference.

Sponsors. A sponsor is an organization that has committed to support the convention.  If an individual from the sponsoring organization attends the convention they would be considered a delegate.

Spouses/Significant Others. These are individuals who, during the registration process, have been identified as a spouse or significant other of a delegate.

2.What Personal Data Do We Collect?

We only collect personal data that is necessary for the purposes of our annual convention which includes but is not limited to registering delegates, exhibitors, and spouses/significant others; communicating with delegates, exhibitors, sponsors, and spouses/significant others; and promoting our convention, exhibitors, speakers and sponsors. As part of this process we collect the following personal data:

Contact Details. This includes your first name, last name, email address, phone number, mobile number, fax number, organization name, business title, primary position, and business address.

Emergency Contact Details. This includes the first name, last name, and phone number.

Spouse/Significant Other Contact Details. This include first name, last name, and email address.

Payment Details. This includes your payment instrument number (e.g. credit card number, and the security code associated with your payment instrument).

Demographic Details. This includes your birth year.

Tracking Details. This included information collected while completing the registration form on our website such as IP address and browsing habits while on our site (ncausa.org).

Photographs. During the annual convention, photographs are taken of the delegates, exhibitors, and spouses/significant others, in a general atmosphere setting.

Mobile Device Details, when using our Annual Convention Application, we collect information about your device such as what platform you use to access the convention content.

3.How Do We Use Your Personal Data?

We use personal data collected via our Annual Convention website, electronic registration form, or physical registration form for a variety of business purposes described below.  We process your personal data for these purposes on the bases of our legitimate interest, to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligation.  We elaborate on the specific lawful basis of processing for each purpose of processing listed below.

Common Purposes

To promote the annual convention.  We have determined that it is in our legitimate interest to promote the annual convention, which includes exhibitor and sponsorship opportunities, to our members and non-members to ensure the continued growth of the convention and to demonstrate our commitment to supporting the coffee industry.

To process your registration.  We have determined that it is in our legitimate interest to process the personal data you provide us to complete the registration process as either a delegate, exhibitor or spouse/significant other.

To send follow-up communications. We have determined that it is in our legitimate interest to process your personal data to communicate with you, pertinent information regarding the annual convention.

To conduct the annual convention survey.  We have determined that it is in our legitimate interest to conduct this survey to understand the opinions of the convention delegates and exhibitors to make necessary changes for subsequent conventions to ensure attendance continues to grow.

To publish the annual convention program.  We have determined that is in our legitimate interest to provide a program to all attendees of the annual convention, which includes contact details of the exhibitors and speakers, to provide pertinent information while attending the convention.

To promote the exhibitors, sponsors, and speakers of the annual convention.  We have determined that is in our legitimate interest to promote the exhibitors, sponsors, and speakers (topic experts) of the annual convention to demonstrate the prominence of the convention and increase attendance

For events held in conjunction with the annual convention.  During the registration process you have the option to attend the Day of Service and International Women in Coffee Alliance (IWCA) fundraiser.  By selecting the option to attend either or both events, you are consenting to us processing your personal data to complete the registration.

To communicate annual convention exhibitor, sponsor, and topic expert opportunities.  We have determined that it is in our legitimate interest to send potential exhibitors, sponsors, and topic experts information regarding opportunities for the annual convention in an effort to subsidize cost, to provide relevant coffee industry information/knowledge, to  promote best practices, innovations, and trends, and demonstrate that NCA is a thought leader and on the cutting edge of the latest products and services in the coffee industry. 

To promote NCA.  We have determined that it is in our legitimate interest to promote NCA resources, publications, programs, membership, and member benefits  to our members and non-members who register for the annual convention in an effort to grow our membership base and increase the impact of our organization and programs.

Annual Convention Delegates

An annual convention delegate is any individual who has registered to attend the event as an attendee, speaker, sponsor, and media.  We use the personal data we collect and receive:

To provide a list of delegates in the annual convention mobile app.  We have determined that it is in our legitimate interest to provide annual convention delegates with the capability to communicate with other delegates during the convention via the mobile application. 

To publish the annual convention registrant list. We have determined that it is in our legitimate interest to provide our members and non-members with a list of the individuals who are registered to attend the annual convention to encourage additional attendance and to highlight the prominence of the convention.

To determine Next Generation Council eligibility. We have determined that it is in our legitimate interest to continue to facilitate and advance NCA’s Next Generation Council to support talented young professionals who are passionate about the coffee industry.

Annual Convention Exhibitors and Sponsors

An annual convention exhibitor is an organization that has completed the process for exhibiting at this year’s annual convention.  An annual convention sponsor is an organization that has agreed to sponsor this year’s annual convention.  We use the personal data we collect and receive:

To communicate exhibitor and sponsor  benefits.  We have determined that it is in our legitimate interest to send the annual convention exhibitors and sponsors information about special opportunities as a benefit to their role in the convention.

To process the complimentary registration bag insert form.  Exhibitors and certain sponsors of the annual convention  can opt-in to provide an item (e.g. literature or logo item) in the registration bag which is given to annual convention attendees.  The processing of your personal data for this purpose is based on your consent which you give to us by completing the complimentary registration bag insert form. 

To publish the annual convention exhibitor and sponsor list. We have determined that it is in our legitimate interest to provide our members and non-members with a list of the exhibitors and sponsors for the annual convention to encourage additional attendance and to highlight the prominence of the convention.

Annual Convention Speakers

An annual convention speaker is an individual who will be discussing and providing more detailed information on topics related or of interest to the coffee industry.  We use the personal data we collect and receive:

To process the topic expert submission forms. By submitting a topic expert form, you are giving NCA your consent to process your personal data in relation to topic expert opportunities.

Annual Convention Spouses/Significant Others

Is an individual who, during the registration process, have been identified as a spouse or significant other of a delegate.

To communicate information regarding spouse/significant other program.  We have determined that it is in our legitimate interest to provide an individual who is attending as a spouse or significant other of a delegate information about applicable convention events or programs.

Annual NCA Member Meeting

The annual member meeting is held during the annual convention.  This is an NCA member’s only event.

To provide notice of the meeting.  We have determined that it is in our legitimate interest to provide a notice to all NCA members of the annual member meeting to inform them of the meeting details and to sustain attendance.

4.How Is Your Personal Data Shared?

We share or disclose your personal data for the following reasons:

For booking hotel reservations at our discounted rate. We send the list of registrants to the convention hotel to ensure that only those individuals who have registered for the annual convention are in our block of rooms.

For the International Women in Coffee Alliance Fundraiser.  During the registration process you have the option to attend the International Women in Coffee Alliance fundraiser.  If you select this option, we share your contact information with the International Women in Coffee Alliance.

For the annual convention mobile application. We provide annual convention attendees with the capability to communicate with other attendees during the convention via the mobile application.  We make visible your first name, last name, organization name, and business title. If you are a speaker, we include your photo. Your email address becomes visible only when you reply to a message and only to the recipient of that reply.  Other delegates and exhibitors also have the option to “add you to their address book”.  When they do this a new contact is created in their mobile device’s address book that includes your full name, business title, organization name, and photo (if present in the app).

To publish the annual convention registrant list. We provide our members and non-members with a list of the individuals who are registered to attend the annual convention which includes first name, last name, organization name, and business title to encourage additional attendance and to highlight the prominence of the convention

To provide technical support of the convention mobile application.  During the convention delegates and exhibitors have the option to use the convention mobile application.  When the application is installed we collect information on what platform you are using.  This information is shared with our mobile application platform vendor to help with support and testing.

To promote the exhibitors, sponsors, and speakers.  We share the name of the organizations and possibly the contact information of certain individuals with trade publications, other organizations, and other delegates to promote them as an exhibitor, sponsor, or speaker.

To facilitate the setup of required infrastructure.  We have determined that it is in our legitimate interest to provide the contact information of exhibitors to the conventions hotel’s A/V Services Department, so they can contact the exhibitors regarding their requirements for electrical, Internet access and audio/visual needs.

For the convention program.  We share the contact details of the annual convention exhibitors, speakers, and NCA Board of Directors with the publisher of the annual convention program.  This publisher will only process your information in relation to the publishing of the program.

To process your payment information. As part of the registration process as either a delegate or exhibitor we partner with a reputable and established payment authorization service to handle the process of payment information.

For the annual convention survey.  We partner with an organization that specializes in conducting surveys.  As part of this process we need to share your email address with them.

For other joint initiatives.  We share the contact details of registrants with allied organizations such as IWCA and SinterCafe.

To provide registrant list to NCA Board of Directors, exhibitors, sponsors, and speakers.  We provide the contact details of the annual convention registrants to our board of directors, exhibitors, sponsors, and speakers.

To provide a copy of all photographs to the photography sponsor. We provide the photography sponsor with a copy of all photographs taken during the convention.

For compliance with applicable laws and regulations.  National Coffee Association USA web sites will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on National Coffee Association USA or the site; (b) protect and defend the rights or property of National Coffee Association USA; and, (c) act under exigent circumstances to protect the personal safety of users of National Coffee Association USA, or the public.

5.How Do We Keep Your Personal Data Safe?

National Coffee Association USA secures your personal information from unauthorized access, use or disclosure. National Coffee Association USA secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure.

6.Do we collect personal data from minors?

National Coffee Association USA does not knowingly solicit data from individuals under the age of 18.  By registering for the annual convention, you represent that you are at least 18 years of age.  If we are made aware that personal data from an individual under the age of 18 has been collected, we will deactivate their account and take reasonable measure to promptly delete all associated personal data from our records.  If you become aware of any personal data, we have collected from an individual under the age of 18 please contact us using our contact information provided below.

7.Our use of cookies and other tracking technologies.

National Coffee Association USA keeps track of the Web sites and pages our customers visit within National Coffee Association USA, in order to determine what National Coffee Association USA services are the most popular. This data is used to deliver customized content and advertising within National Coffee Association USA to customers whose behavior indicates that they are interested in a particular subject area.

We use cookies (small text files placed on your device) and similar technologies to provide our services and help collect data. Cookies allow us, among other things, to store your preferences and settings; provide interest-based advertising; and analyze how our services are performing. We also use web beacons to help deliver cookies and gather usage and performance data about our products and services. Our services may include web beacons and cookies from third-party service providers. You have a variety of tools to control cookies, web beacons and similar technologies, including browser controls to block and delete cookies and controls from some third-party analytics service providers to opt out of data collection through web beacons. Your browser and other choices may impact your experiences with our services.

One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize National Coffee Association USA pages, or register with National Coffee Association USA site or services, a cookie helps National Coffee Association USA to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same National Coffee Association USA Web site, the information you previously provided can be retrieved, so you can easily use the National Coffee Association USA features that you customized.

You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the National Coffee Association USA services or Web sites you visit.

8.How long do we keep your personal data?

We only keep your personal data for as long as necessary for the purposes defined in this privacy notice unless a longer retention period is required or permitted by applicable laws and regulations.  When we no longer have a legitimate interest in processing your personal data, we will either delete or anonymize it.

9.What are your privacy rights?

Individuals in certain regions such as the European Economic Area have been granted rights to their personal data as a result of the European Union’s General Data Protection Regulation (GDPR).  If you are located in a European Economic Area Member State, you have the following rights to your personal data:

Right to Access.  You have the right to request access to the personal data we possess as part of the annual convention process.

Right to Rectification.  You have the right to ensure your data is accurate and to either correct any inaccuracies on your own or request that we correct them for you.

Right to Erasure.  In certain circumstances you have the right to request that we delete all the personal data we possess associated with you.

Right to Restrict Processing.  You have the right to request that we restrict process your personal data for certain purposes.  Including sending NCA related communications.

Right to Withdrawal Consent.  For the processing that is based on consent, you have the right to withdrawal consent at any time.

Right to Log a Complaint with a Supervisory Authority.  If you believe we are unlawfully processing your personal data, you have the right to log a complaint with your local Supervisory Authority.  You can find the contact details here.

All individuals have the right to opt-out of email marketing.  You can unsubscribe from our marketing email lists at any time by clicking on the unsubscribe link in the emails or by contacting us using the details provided below.

10.Updates to this privacy notice.

National Coffee Association USA will occasionally update this Statement of Privacy to reflect organization and customer feedback. National Coffee Association USA encourages you to periodically review this Statement to be informed of how National Coffee Association USA is protecting your information.

11.Contact Information

If you have any questions or comments about this policy, you may contact us at:

National Coffee Association USA
45 Broadway, Suite 1140, New York, NY 10006
(212) 766-4007
info@ncausa.org

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