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NCA Virtual Convention and Privacy Policies

Use of Likeness and Virtual Monitoring

Registration and attendance at, or participation in the 2022 NCA Virtual Convention constitutes an agreement by the attendee to the use and distribution of the attendees’ image or voice in recordings (both live and on-demand), photographs, videotapes, electronic reproductions, and audiotapes by the NCA and other third parties. Your virtual registration includes technology that monitors your activities throughout the meeting, such as session attendance and virtual booths visited.

Code of Conduct  

All attendees, exhibitors, speakers, sponsors, vendors, partners, NCA staff and volunteers at the NCA Virtual Convention (Participants) are required to be familiar with and adhere to the following NCA Virtual Convention Code of Conduct (Code) for all aspects of the NCA Virtual Convention. The NCA will enforce this Code throughout the event entirety. This policy applies to all NCA meeting-related events, including those sponsored by organizations other than the NCA but held in conjunction with the NCA Virtual Convention, on public or private platforms.  

The National Coffee Association (NCA) has zero-tolerance for discrimination and all forms of harassment, including, but not limited to, sexual harassment. Protected class includes but is not limited to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, and genetic information. This zero-tolerance policy means that no form of discriminatory or harassing conduct by or toward any attendee, exhibitor, speaker, sponsor, event platform staff, service provider, volunteer, or NCA staff will be tolerated. 

Unacceptable behavior includes but is not limited to disruption of presentations during sessions, in the exhibit hall, or at any virtual meetups or events throughout the virtual meeting. All participants must comply with the instructions of the moderator and any NCA staff. 

Please use caution when discussing products. Information posted on any platform is available for all to see, and comments are subject to libel, slander, and antitrust laws. 

Session presentations, postings, and messages should not contain promotional materials, special offers, job offers, product announcements, or solicitation for services. Participants may not post content if it encourages or facilitates Participants to arrive at any agreement that either expressly or impliedly leads to price fixing, a boycott or blackballing of another’s business, or other conduct intended to illegally restrict free trade. The NCA reserves the right to remove such messages and potentially ban sources of those solicitations.  

Notwithstanding the foregoing, NCA Virtual Convention Exhibitors are permitted to post promotional materials, special offers, product announcements and solicitation for services within their virtual booth. The NCA Virtual Convention Sponsors will be permitted to post promotional materials at the discretion of the NCA and according to the terms of their Sponsorship Agreement with the NCA. 

Participants may not make audio or visual recordings of the Virtual Convention in any medium—and may not distribute audio or visual recordings of the Virtual Meeting (via social media or any other means).  Participants may not copy or take screen shots of Q&A or any chat room activity that takes place in the virtual space. In addition, participants may not take or distribute pictures of or copy presentation materials unless explicit permission is granted. 

The attendee list may not in whole or in part, be reproduced, copied, disseminated, entered into a computer database, or used as part of or in connection with a mailing list, or otherwise utilized except for your individual, personal and confidential reference. Use of the data in the Attendee List to send unsolicited marketing e‐mails (“spam”) is not permitted. Infractions are policed and may result in legal or disciplinary action, which may include cancellation of membership and/or future NCA events. 

Interference with Exhibitor Activities  

No participant may interfere with the activities of an exhibitor, including, but not limited to, virtual chat sessions. Behavior in particular that is insulting, rude, distracting, intimidating, or disruptive is forbidden.  

Reporting an Incident 

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact an NCA staff member immediately.  NCA Staff can be identified by the official staff badge. All complaints will be treated seriously and will be investigated promptly.   

Disciplinary Action 

All reports of harassment will be directed immediately to the NCA leadership. In response to a report of harassment, the NCA leadership team may take any action they deem appropriate.  Such actions range from a verbal warning to ejection from the Convention without a refund.  Repeat offenders may be subject to further disciplinary action, such as being banned from participating in future NCA Conventions or events.    

Nondiscrimination and Anti-Harassment Policy 

The National Coffee Association (NCA) has zero-tolerance for discrimination and all forms of harassment, including, but not limited to, sexual harassment. This zero-tolerance policy means that no form of discriminatory or harassing conduct by or toward any attendee, exhibitor, speaker, Convention venue staff, volunteer, event venue staff, or NCA staff will be tolerated.

Reporting an Incident
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact an NCA staff member immediately.  NCA Staff can be identified by the official staff badge. All complaints will be treated seriously and will be investigated promptly.  

Disciplinary Action
All reports of harassment will be directed immediately to the NCA leadership. In response to a report of harassment, the NCA leadership team may take any action they deem appropriate.  Such actions range from a verbal warning to ejection from the Convention without a refund.  Repeat offenders may be subject to further disciplinary action, such as being banned from participating in future NCA Conventions or events.   

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 data, 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 booth coordinator, exhibitor booth staff, sponsor, delegate, speaker, or press 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
  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/ Exhibitor Booth Coordinator/Exhibitor Booth Staff. Henceforth the term ‘exhibitor’ will be used to reference all three types of individuals unless otherwise noted. An exhibitor is an organization that registers to exhibit at the convention. The coordinator is the individual who registers the exhibitor booth for their company. An exhibitor staff is an individual who attends the annual convention to staff their company’s /media publication’s exhibit booth. The booth coordinator will register the exhibitor booth staff.

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.

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 speakers; communicating with delegates, exhibitors, speakers, and sponsors; 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, nickname, email address, phone number, mobile number, fax number, organization name, business title, primary position, buying authority, business address, and home 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.

Interest in Products or Services. This includes information on the products or services that you may be interested in purchasing.

Primary Business. This is the primary service offered by your organization.

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).

Convention Activities . Your registration includes technology that monitors your activities, including, but not limited to, SmartMatch, gamification, session attendance, lead retrieval, and virtual booths visited when on the virtual convention platform.

Photos/Image or Voice Recordings (both live and on-demand) . During the annual convention, your image and voice may be recorded, filmed, live streamed, photographed, or captured.

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 basis of 1) our legitimate interest, 2) to enter into or perform a contract with you, 3) your consent, and/or 4) for compliance with our legal obligations. 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 provided to us to complete the registration process as a delegate, a speaker, or an exhibitor/exhibitor booth coordinator/exhibitor booth staff. In some circumstance this personal data may be shared with us by other individuals who, for example, are registering multiple attendees from the same organization.

To use the platform. We have determined that it is in our legitimate interest to process the personal data provided to us during the registration process with the virtual platform provider to allow them to send you information to be able to use the platform (e.g., your credentials and guides).

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.

Program at-a-glance. We have determined that it is in our legitimate interest to process the personal data of sponsors (e.g., company name) and speakers which will include, but may not be limited to first name, last name, company name, and photo (if applicable). Keynote speakers will have their photo shared in addition to the other personal data mentioned previously.

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

To communicate annual convention exhibitor, sponsor, and speaker opportunities. We have determined that it is in our legitimate interest to send potential exhibitors, sponsors, and speakers 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.

Virtual Platform Search Function. We have determined that it is in our legitimate interest to share the personal data of attendees, speakers, exhibitors, and exhibitor booth staff via the search function of the virtual platform to produce search results.

For SmartMatch . We have determined that it is in our legitimate interest to process the personal data of delegates for the SmartMatch feature. During the registration process delegates will select product or service categories they would like to learn more about. Based on your response, you will be matched with exhibitors who provide the products or services that match your answers.

Virtual convention platform communications. We have determined that it is in our legitimate interest to share your personal data to provide annual convention delegates, exhibitors, speakers, sponsors, and media with the capability to communicate with each other during the convention via the virtual convention platform.

Scavenger Hunt and Passport Games. We have determined that it is in our legitimate interest to process the personal data of individuals, including but not limited, delegates and exhibitors who are in the top ten during the convention for the leaderboard to encourage participation and of the winners for the annual convention games in order to notify them that they won and to send their prizes.

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 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.

To send sponsored event items. We have determined that it is in our legitimate interest to process your personal data to send items and information related to sponsored events. 

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.

Sponsor Videos. By submitting a video as a sponsor to introduce the award, session, or keynote speaker you are consenting to us processing this personal data and sharing it with individuals on the virtual convention platform.

Website Videos. By submitting a video as either a host sponsor or exhibitor you are consenting to us processing this personal data on the ncausa.org website.

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.

To contact for advertising opportunities. We have determined that it is in our legitimate interest to promote NCA advertising opportunities to exhibitors and sponsors in an effort to subsidize cost and increase the impact of our organization and programs.

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.

4. How Is Your Personal Data Shared?

The 2022 annual convention will be hosted virtually. We will utilize third-party services to provide the conference. The conference will be hosted by a primary virtual platform provider. Webinars will be hosted by another service provider who has partnered with the main virtual platform provider. Some events (e.g., happy hour) will be hosted by a virtual meeting platform. We share or disclose your personal data for the following reasons:

For the annual convention virtual platform. We will share your personal data with our virtual platform provider for purposes of delivering and executing the infrastructure, payment processing, sessions, exhibition hall, events, analysis, and other services and applications of the virtual annual convention, We share the personal data of delegates, exhibitors, sponsors, and speakers with the virtual platform provider in order to process transactions with you, to send login credentials; authenticate you when you log in, to verify the accuracy of your account; to perform administrative services; to communicate updates and other technical matters; to respond to questions or inquiries; to send polls and surveys; and operate and maintain annual convention services.

A week or two prior to the convention, delegate and sponsor registration will be conducted by the virtual platform provider. For the delegate registration, a copy of our database will be shared with them to verify among other things, membership status.

During the convention, we provide delegates with the capability to communicate with other attendees, exhibitors and speakers via the virtual platform. We make visible your first name, last name, organization name, business title and photo (if provided). During some point in the communication process, you email address may become visible to the other individual.

For your ebag . During the convention, attendees will be able to download information from exhibitor booths into their ebag. This will include the personal data of the individuals who were registered as Exhibitor Booth Staff for their booth.

For Lead Retrieval with Exhibitors . While visiting exhibitor booths or during a chat session, you will have to option to click on “Scan Badge.” When you click on these links you are granting permission for the exhibitor to have access to your contact information which may include, but may not be limited to, your first and last name, title, company, and email address and for them to contact you.

Exhibitor Traffic. During the convention when you visit an exhibitor booth your first name, last name, title, and company information is shared with the exhibitor.

Scavenger Hunt and Passport Games. The top ten attendees with the highest score will have their name and photos appear on the leaderboard located in the Game Room. Additionally, the winners of these events may be announced as some point during the convention.

Search. As a registrant of the annual convention, your personal data which includes, but may not be limited to, first and last name, company, title, and photo (if provided) will be searchable and viewable by other delegates.

Attendee Lounge. The attendee lounge will be available throughout the convention. When you use some of features such as chat your personal data will be shared with other attendees.

Photos and Images. Your photo (if provided) is visible to other individuals on the virtual platform. For example, when searching for other attendees and while using some of the communication functions. Due to the nature of this year’s conference being provided via a virtual platform, an individual may also be able to capture your image using a screenshot or with a camera (e.g., phone camera).

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, on NCAUSA.org, 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 of sessions. We may share the contact information of speakers to the virtual platform provider, so they can contact the speakers regarding training and provide technical support on the annual convention virtual platform.

To facilitate virtual sponsorships. We may share the contact information of sponsors to the virtual platform provider, so they can contact the sponsors regarding the development and execution of their virtual sponsorship.

To provide technical support. During the convention attendees may require technical support. In order to resolve your issue, your personal data may be shared with the technician.

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 process your payment information. As part of the registration process as either a delegate, sponsor, 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 advertising opportunities. We share the contact details of exhibitors and sponsors with our marketing and public relations partners, who uses this information to solicit advertisements for the NCA website and Coffee Reporter Weekly .

To provide registrant list to NCA Board of Directors, exhibitors, sponsors, and speakers. We may provide the contact details of the annual convention registrants to our board of directors, exhibitors, sponsors, and speakers. As part of our commitment to continue to offer an engaging and valuable annual conference we rely on the support of our exhibitors. sponsors, and speakers.

For sponsored events (Wednesday and Thursday Happy Hours). We provide the contact details of the individuals who register for these events to sponsors and third-party fulfillment companies so they can send items and information related to sponsored events. The sponsor will send a “kit” of items related to the event to some of the first registrants. In order to complete this we will need to share your shipping address with the sponsor.

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?

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.

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 .

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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