Rocky Mountain ASTA (sometimes referred to as “RM ASTA”, “Cvent”, “we,” “us,” or “our”) takes your privacy seriously. This Privacy Policy discloses our information collection and dissemination practices. If you have any questions or concerns regarding this statement, you should first contact Info@Rocky-Mtn-ASTA.com.

Privacy Program

Rocky Mountain ASTA through Cvent is a licensee of the TRUSTe Privacy Program. TRUSTe is an independent, non-profit organization whose mission is to build users’ trust and confidence in the Internet by promoting the use of fair information practices. Because we want to demonstrate our commitment to your privacy, we have agreed to disclose our information practices and have our privacy practices reviewed for compliance by TRUSTe. By displaying the TRUSTe trustmark, we have agreed to notify you of:
1. What personally identifiable information of yours or third party personally identifiable information that is collected from you through the web site
2. The organization collecting the information
3. How the information is used
4. With whom the information may be shared
5. What choices are available to you regarding collection, use and distribution of the information
6. The kind of security procedures that are in place to protect the loss, misuse or alteration of information under Rocky Mountain ASTA control
7. How you can correct any inaccuracies in the information.
If you have questions or concerns regarding this statement, you should first contact Info@Rocky-Mtn-ASTA.com. If you do not receive acknowledgment of your inquiry or your inquiry has not been satisfactorily addressed, you should then contact TRUSTe. TRUSTe will then serve as a liaison with the Web site to resolve your concerns.

Our Service

RM ASTA provides visitors to our website with access to its travel agent members and for those agents (“Members”) information on industry events.

We collect information from our Members to enhance their experience on our site. Information allows us to tailor our service to our Members’ needs and deliver content-specific information to match their interests. Depending on the services and transactions a Member wishes to perform, we may request additional information from a Member from time to time. For example, we may ask about preferences related to the best time to host an event. We request this information to provide a more personalized online experience. Although no one is required to give us any personal information to access our site initially, registering with us permits a Member to take advantage of all our unique services.

Privacy protections and use of information

Unless we have your permission, we will not disclose or share personally identifiable information collected on our website with any third party (except as required by law or pursuant to a governmental request).

Aggregate Data. We may share reports with third parties based on aggregated data of our Members (“Aggregated Member Data”). Aggregated Member Data does not include any personally identifiable information about Planners or Invitees. For example, these reports will not include your personal or company name. Information about Members is aggregated for the purposes of determining successful event benchmarks, reporting to advertisers, business partners and other similar activities.

Event Registration. When you register for an event on our site, you have granted us permission to release the information you entered as an Invitee to the interested parties.

Sponsors and Partners. When we offer co-branded services or sponsorships to you in conjunction with a partner, it is necessary for us to share your personal information with our partner company. If you do not want your personal information to be shared, you can opt-out of that particular service before the information is transferred.

Promotions. You may be occasionally offered the opportunity to receive materials or special offers from third parties selected by us. If you opt-in to receive information from these third parties, you grant us permission to share your personal information with them.

Special Circumstances. We may disclose personal information when we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who is violating our Terms of Service or may be causing injury to or interference with other RM ASTA users or anyone else who could be harmed by such activities.

Cookies. A cookie is a small data file that some websites write to your hard drive when you visit them. A cookie may contain information like a user ID that allows the site to track which web pages you have visited. The only personal information a cookie contains is information you decide to supply. A cookie cannot read data from your hard drive or cookie files created by other websites. We use cookies to deliver content tailored to your preferences; to save your user name so you do not have to retype each time; and to “time-out” your session if it is idle for a long period of time.

IP Addresses. We may use your IP address to diagnose problems with our servers and administer our website.

Third Party Vendors. We use third party services such as faxing and postal mail services. We will provide our service providers with the necessary information to accomplish this service..

eCommerce

If you are registering for a paid event as an Invitee or are purchasing a product or service on our site, we may request payment information to conclude the transaction as well as your mailing address or other contact information to ensure authentication and proper delivery. We use industry-standard secure socket layer (SSL) encryption. We do not sell or rent your personal financial information.

When you engage in an eCommerce transaction on our site using a credit card, your credit card information, including the number and expiration date and your billing and shipping addresses, are passed onto the merchant with whom the transaction was placed; only RM ASTA and the merchant with whom you placed the order has access to your credit card information. For record purposes, your credit card information is stored with each order so that RM ASTA and/or the merchant may access it if necessary when handling questions about your order. We may also use a company that performs credit card processing on our behalf; your personal financial data will be transmitted to such a company in order to process authorized transactions.

You can decline to provide credit card information and any other information at our site at anytime. If you should choose to withhold requested information; however, we may not be able to provide you with the full spectrum of our services.

Website links

Our site contains links to other websites. We are not responsible for the privacy practices or content of these websites.

Security procedures

This site has security measures in place to protect against the loss, misuse and alteration of information under our control. We protect secure data with industry - standard firewall and password protection systems. We periodically review and improve our security and privacy policies as necessary. We only allow pre-authorized individuals access to our servers and to information provided by our Members.

Opt-out

Our site gives you the opportunity to opt-out of receiving promotional communications from us. If you opt-out of promotional communications by checking the relevant box at the time of registration, we will not send you notifications of specials, products and information on upcoming events, or other promotional materials. You still receive standard communications and emails from us when you use our site to market your events or register for them online.

Please email Info@Rocky-Mtn-ASTA.com if you do not want to receive any communications from us.

Corrections and updates

To change or modify information you previously provided, you may (i) use the User Profile Manager within the “My Account” section of the site or (ii) send an email to Info@Rocky-Mtn-ASTA.com.

Please note that no data transmission over the Internet is infallible. Any information you transmit through our site is done at your own risk. Once we receive your information, we will take every reasonable precaution to ensure its security on our systems. RM ASTA reserves the right to change this policy, so please check back periodically to review any changes to this policy.

Notification of changes

If at some point in the future, there is a change to our information usage practices that affect your personally identifiable information, we will notify you by email of the relevant changes. At the time of this message, you will be able to opt-out of this information usage by sending a message to Info@Rocky-Mtn-ASTA.com.

You should also check this posted privacy statement for changes.

Contact us

We do everything we can to protect the privacy of our Members. If you have any questions about this Privacy Policy, the practices of this site, or dealings with this site, please contact us at:

ROCKY MOUNTAIN ASTA
Privacy Representation
PO Box 102458
Denver CO 80250-2458
Info@Rocky-Mtn-ASTA.com