1. Introduction
This Privacy Policy ("Policy") explains how Hearth Climate
Initiative ("we," "us," or "our") collects, uses, shares, and
protects personal information when you visit our website, register
for, or attend Hearth Summit 2025 ("Event"). We are committed to
ensuring the privacy and security of your personal information and
complying with applicable data protection laws.
2. Information We Collect
2.1 Personal Information: When you register for
the Event or subscribe to our newsletters, we may collect:
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Contact information (name, email address, phone number, mailing
address)
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Professional information (company name, job title, industry)
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Demographic information (country of residence, language
preferences)
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Payment information (credit card details, billing address)
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Dietary preferences or restrictions (for event catering
purposes)
- Accessibility requirements
2.2 Usage Information: We automatically collect
certain information when you visit our website:
- IP address and device information
- Browser type and settings
- Website usage data and browsing patterns
- Referring website or source
-
Cookies and similar technologies (see our Cookie Policy section)
2.3 Event Participation Information:
- Session attendance and participation data
- Responses to polls, surveys, or feedback forms
- Questions submitted during Q&A sessions
- Photographs or video recordings of the Event
- Networking interactions (when using our event app)
3. How We Use Your Information
We use your personal information for the following purposes:
3.1 Event Administration:
- Processing your registration and payment
- Providing you with Event information and updates
- Managing your participation in sessions and activities
-
Addressing your specific requirements (dietary, accessibility)
- Issuing credentials and managing access control
3.2 Communication:
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Sending confirmation emails and Event-related communications
- Providing customer service and support
- Sending post-Event surveys and feedback requests
- Distributing newsletters and updates (with your consent)
3.3 Improvement and Analytics:
- Analyzing attendance and engagement patterns
- Improving our website functionality and user experience
- Developing and enhancing our events and services
- Generating anonymized statistical data
3.4 Marketing:
-
Informing you about future events and related offerings (with
your consent)
- Providing personalized content and recommendations
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Promoting our sponsors and partners (where you have consented)
4. Legal Basis for Processing
We process your personal information based on one or more of the
following legal grounds:
-
Contractual Necessity: To fulfill our
contractual obligations to you when you register for the Event
-
Legitimate Interests: To pursue our legitimate
business interests, such as operating and improving our events
and services
-
Consent: When you have given us explicit
consent to process your data for specific purposes
-
Legal Compliance: To comply with legal
obligations to which we are subject
5. Data Sharing and Disclosure
We may share your personal information with the following
categories of recipients:
-
Service Providers: Third-party vendors who
provide services on our behalf, such as payment processing,
email delivery, customer support, and event management
-
Event Sponsors and Partners: With your explicit
consent, we may share your contact information with sponsors or
exhibitors
-
Affiliated Organizations: Other entities within
our corporate family for purposes consistent with this Policy
-
Legal Requirements: When required by law, legal
process, or government authorities
-
Business Transfers: In connection with a
corporate transaction, such as a merger, acquisition, or sale of
assets
We require all third parties to respect the security of your data
and to treat it in accordance with applicable laws.
6. Data Security
We implement appropriate technical and organizational measures to
protect your personal information from unauthorized access,
alteration, disclosure, or destruction. These measures include:
- Encryption of sensitive data
- Secure network infrastructures
- Regular security assessments
- Access controls and authentication requirements
- Staff training on data protection practices
While we strive to protect your personal information, no method of
transmission over the Internet or electronic storage is 100%
secure. We cannot guarantee absolute security of your data.
7. Data Retention
We retain your personal information for as long as necessary to
fulfill the purposes outlined in this Policy, unless a longer
retention period is required or permitted by law. The criteria
used to determine our retention periods include:
- The duration of our contractual relationship with you
- Legal obligations to retain data for certain periods
- Relevant statutes of limitations
- Potential disputes or legal claims
- Guidelines from relevant data protection authorities
When personal information is no longer needed, we securely delete
or anonymize it.
8. Your Rights and Choices
Depending on your location, you may have certain rights regarding
your personal information:
-
Access: Request access to the personal
information we hold about you
-
Correction: Request correction of inaccurate or
incomplete information
-
Deletion: Request deletion of your personal
information in certain circumstances
-
Restriction: Request that we restrict
processing of your data
-
Data Portability: Request transfer of your
information to you or a third party
-
Objection: Object to processing of your
personal information
-
Withdrawal of Consent: Withdraw consent where
processing is based on consent
To exercise these rights, please contact us at
privacy@hearthsummit.org. We will respond to your request within
the timeframe required by applicable law.
9. Cookie Policy
Our website uses cookies and similar technologies to enhance your
browsing experience and analyze website traffic.
Types of Cookies We Use:
-
Essential Cookies: Required for the website to
function properly
-
Analytics Cookies: Help us understand how
visitors interact with our website
-
Functional Cookies: Enable enhanced
functionality and personalization
-
Marketing Cookies: Used to track visitors
across websites to display relevant advertisements
You can manage your cookie preferences through your browser
settings. Please note that disabling certain cookies may affect
the functionality of our website.
10. International Data Transfers
We may transfer your personal information to countries outside
your country of residence, including to countries that may not
provide the same level of data protection. When we do so, we
implement appropriate safeguards in accordance with applicable
law, such as:
-
Standard Contractual Clauses approved by the European Commission
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Binding Corporate Rules for transfers within our corporate group
-
Derogations for specific situations, such as with your explicit
consent
11. Children's Privacy
Our services are not directed to individuals under the age of 16.
We do not knowingly collect personal information from children. If
you believe a child has provided us with personal information,
please contact us, and we will take steps to delete such
information.
12. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes
in our practices or legal requirements. We will post the revised
Policy on our website with the "Last Updated" date. Significant
changes will be notified to you through email or a prominent
notice on our website.
13. Contact Us
If you have questions, concerns, or requests regarding this
Privacy Policy or our data practices, please contact us at:
Hearth Climate Initiative
Data Protection Officer
Email: privacy@hearthsummit.org
Address: 123 Green Street, New York, NY 10001, USA
Phone: +1 (555) 123-4567