Locktera Event Privacy Notice

1. Introduction and Scope

Locktera, Inc. (“Locktera,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information collected in connection with events we organize, host, sponsor, participate in, or otherwise support.

This Event Privacy Notice (“Notice”) explains how Locktera collects, uses, discloses, retains, and protects personal information associated with conferences, trade shows, webinars, seminars, workshops, virtual events, networking activities, and other business or promotional events (collectively, “Events”).

This Notice applies to personal information collected through Event registrations, attendance, badge scanning, surveys, Event-related websites, mobile applications, communications, and interactions with Locktera representatives.

This Notice supplements the Locktera Privacy Policy. Where the general Privacy Policy provides additional information about our privacy practices or your rights, those provisions should be read together with this Notice.

When an Event is organized by a third party, that organization’s privacy notice may also apply to information it collects independently.

2. Personal Information We Collect

2.1 Information You Provide Directly

Contact and identification information

• Name and professional title.
• Business email address and telephone number.
• Company or organization name.
• Business mailing address.
• Professional role, department, and industry.
• Professional biography or profile photograph, when voluntarily provided.

Event registration and participation information

• Event registration details and attendance status.
• Sessions, presentations, or activities selected.
• Questions submitted during presentations or webinars.
• Survey responses and Event feedback.
• Networking preferences and meeting requests.
• Information submitted through Event forms or communications.

Payment and transaction information

For Events requiring payment, we may collect billing details, payment status, and transaction records. Payment card information may be processed by third-party payment service providers. Locktera does not necessarily receive or retain complete payment card details.

Accessibility and accommodation information

Where relevant, you may voluntarily provide information concerning accessibility accommodations, dietary restrictions, or other participation needs. Such information may be considered sensitive personal information under applicable privacy laws. We use it only as reasonably necessary to accommodate your request, administer the Event, or comply with applicable legal obligations. Where required by law, we will obtain appropriate consent before processing sensitive personal information.

2.2 Information Collected Through Event Interactions

When you interact with Locktera at an Event, we may collect:

• Information obtained when you permit a Locktera representative to scan your Event badge.
• Business contact information exchanged during meetings or networking activities.
• Notes concerning business discussions, product interests, or requested follow-up.
• Requests for product demonstrations, technical information, or sales consultations.
• Information you voluntarily submit through Event applications or digital platforms.

Badge scanning may provide Locktera with contact and professional information supplied during Event registration, depending on the Event organizer’s systems and disclosures.

2.3 Information Collected Automatically

When you use Event websites, webinar platforms, registration systems, or related digital services, we or our service providers may automatically collect:

• Internet Protocol (IP) address.
• Browser type and device information.
• Operating system and technical identifiers.
• Approximate geographic location derived from IP address.
• Pages viewed, links clicked, and content downloaded.
• Session participation and interaction information.
• Dates, times, and duration of online Event activity.

This information may be collected through cookies, analytics technologies, Event platforms, and similar tools, subject to applicable law and available privacy choices.

2.4 Information Obtained from Third Parties

We may receive personal information from:

• Event organizers and registration providers.
• Event sponsors and co-sponsors.
• Webinar and conference platform providers.
• Business partners and authorized representatives.
• Publicly available professional sources, including business websites and professional networking platforms.

We may combine this information with existing business contact information where permitted by applicable law.

3. How We Use Personal Information

3.1 Event Administration

• Registering attendees and confirming participation.
• Sending Event invitations, confirmations, and reminders.
• Providing access to virtual or in-person Events.
• Managing Event schedules, presentations, and communications.
• Coordinating speakers, exhibitors, and participants.
• Providing requested accessibility accommodations.
• Processing applicable payments and maintaining transaction records.

3.2 Business Communications and Follow-Up

• Responding to questions and requests.
• Providing requested product information or demonstrations.
• Following up on business discussions initiated during an Event.
• Communicating regarding potential business relationships.
• Sharing technical materials or other information requested by attendees.

3.3 Marketing and Promotional Communications

Where permitted by applicable law, Locktera may use professional contact information collected through Events to communicate about:

• Locktera products and services.
• Upcoming webinars, conferences, and industry Events.
• Technical publications, product announcements, and educational materials.
• Opportunities to discuss business or technology requirements.

We will obtain consent for marketing communications where required by applicable law.

You may opt out of promotional emails at any time by using the unsubscribe mechanism included in those communications or contacting us at legal@locktera.com.

Opting out of marketing communications does not prevent us from sending necessary administrative or transactional communications related to an Event or an existing business relationship.

3.4 Event Improvement and Analytics

We may analyze Event registration, attendance, engagement, and feedback to:

• Evaluate Event effectiveness.
• Improve future Events and presentations.
• Understand attendee interests.
• Assess marketing and outreach activities.
• Improve our communications and customer engagement.

Where appropriate, we may use aggregated or de-identified information for these purposes.

3.5 Legal, Security, and Compliance Purposes

We may process personal information to:

• Comply with applicable legal and regulatory obligations.
• Protect the security and integrity of Event systems.
• Investigate suspected fraud, misuse, or security incidents.
• Establish, exercise, or defend legal claims.
• Protect the rights, property, and safety of Locktera, Event participants, and others.

4. Event Photography, Video, and Audio Recordings

Certain Events may involve photography, audio recording, video recording, livestreaming, or similar activities.

These activities may include:

• Recording webinars or virtual presentations.
• Photographing conference sessions or exhibition areas.
• Recording speakers, presentations, or panel discussions.
• Capturing audience participation or questions.
• Creating Event highlights or promotional materials.

Where appropriate, Locktera or the Event organizer will provide notice that photography or recording is taking place.

Recordings and photographs may be used for Event documentation, educational materials, internal business purposes, or promotional communications, subject to applicable law.

Where legally required, Locktera will obtain consent before collecting or using identifiable images, voices, or recordings.

For prominent individual appearances, testimonials, interviews, or other uses requiring additional authorization, Locktera may request separate permission.

If you have concerns about photography or recording at an Event, please contact the Event organizer or Locktera at legal@locktera.com.

5. Event Badge Scanning and Business Networking

At conferences and trade shows, Locktera representatives may request permission to scan your attendee badge or collect your business contact information.

When you permit a badge scan, the Event organizer may provide Locktera with information associated with your registration, which may include your name, company, job title, email address, and telephone number.

Locktera may use this information to:

• Respond to your interest in Locktera products or services.
• Provide requested technical or business information.
• Arrange demonstrations or follow-up meetings.
• Maintain records of business interactions.
• Send marketing communications where permitted by applicable law.

Allowing a badge scan does not automatically constitute consent to every form of marketing communication in every jurisdiction.

Where applicable law requires affirmative marketing consent, Locktera will obtain that consent separately.

6. Sharing Personal Information

6.1 Service Providers

We may share information with service providers that assist with:

• Event registration and management.
• Webinar and virtual meeting platforms.
• Email communications.
• Customer relationship management.
• Payment processing.
• Event logistics and accommodations.
• Technical support and analytics.

These providers process information in accordance with their contractual obligations and applicable law.

6.2 Event Organizers, Sponsors, and Partners

Some Events are organized or sponsored jointly with other companies.

Where relevant, personal information may be shared with Event organizers, co-sponsors, presenters, or partners to administer the Event, coordinate participation, or facilitate requested interactions.

Independent Event sponsors or partners may process personal information under their own privacy policies.

Where Locktera intends to disclose information to an independent partner for that partner’s separate marketing purposes, we will provide appropriate notice and obtain consent or offer required choices under applicable law.

Participation in an Event does not necessarily authorize unrestricted marketing by all participating sponsors.

6.3 Affiliates and Business Operations

We may disclose information to Locktera affiliates or authorized personnel where reasonably necessary for legitimate business operations and consistent with applicable law.

6.4 Legal and Regulatory Disclosures

We may disclose personal information when required by law, legal process, or a valid governmental request, or where reasonably necessary to protect legal rights, investigate misconduct, or address security concerns.

6.5 Business Transactions

Personal information may be transferred as part of a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable legal requirements.

6.6 Information You Choose to Share

Certain Events may include networking directories, chat functions, attendee profiles, discussion forums, or other interactive features.

Information you voluntarily make available through these features may be visible to other Event participants, depending on the platform and your privacy settings.

We encourage you to review available privacy controls before sharing information through public or participant-accessible Event features.

7. Legal Bases for Processing Personal Information

Where applicable data protection laws require a legal basis for processing personal information, Locktera relies on one or more of the following grounds:

• Consent: Where you have provided consent for specific processing activities, such as certain marketing communications or the collection of sensitive personal information.
• Contractual Necessity: Where processing is necessary to register you for an Event, provide requested participation services, or fulfill related contractual obligations.
• Legitimate Interests: Where processing is reasonably necessary for lawful business purposes, such as Event administration, responding to business inquiries, improving Events, maintaining business relationships, and conducting permitted business-to-business marketing, provided those interests are not overridden by applicable individual rights.
• Legal Obligations: Where processing is necessary to comply with applicable laws or regulatory requirements.

Other lawful bases may apply depending on the jurisdiction and circumstances.

Where Locktera relies on consent, you may withdraw that consent in accordance with applicable law. Withdrawal does not affect the lawfulness of processing conducted before withdrawal.

8. Data Security

Locktera implements administrative, technical, and organizational measures designed to protect personal information against unauthorized access, disclosure, alteration, destruction, or loss.

These measures may include access controls, authentication, encryption, secure communications, and other safeguards appropriate to the nature of the information and associated risks.

However, no information system or method of transmission can be guaranteed to be completely secure.

Locktera evaluates its security practices as appropriate to its operations and applicable legal obligations.

9. International Data Transfers

Locktera is based in the United States and may participate in Events involving individuals and organizations located in other countries.

Personal information collected in connection with Events may be transferred to, stored in, or processed in countries other than the country in which it was originally collected.

Where required by applicable data protection laws, Locktera will use appropriate safeguards for international transfers, which may include contractual protections or other recognized transfer mechanisms.

Additional information regarding international data transfers is available in the Locktera Privacy Policy.

10. Data Retention

Locktera retains Event-related personal information for as long as reasonably necessary to fulfill the purposes described in this Notice, subject to applicable legal and contractual requirements.

Retention periods may vary depending on:

• The nature of the Event and information collected.
• Whether an ongoing business relationship exists.
• Whether you have requested additional information or services.
• Applicable legal, accounting, or regulatory requirements.
• Legitimate business recordkeeping and security needs.
• Applicable deletion requests or consent withdrawals.

Information that is no longer reasonably necessary will be deleted, de-identified, or otherwise handled in accordance with applicable law and Locktera’s retention practices.

Additional information is available in our general Privacy Policy.

11. Your Privacy Rights and Choices

Depending on your location and applicable privacy laws, you may have certain rights regarding your personal information.

These rights may include:

• Access: Request information about the personal information Locktera maintains about you.
• Correction: Request correction of inaccurate personal information.
• Deletion: Request deletion of personal information, subject to applicable exceptions.
• Portability: Request a copy of certain personal information in a portable format where required by law.
• Objection or Restriction: Object to or request restrictions on certain processing activities.
• Withdrawal of Consent: Withdraw consent where processing is based on consent.
• Marketing Preferences: Opt out of promotional communications.
• Other Applicable Rights: Exercise additional privacy rights provided by applicable law, including rights concerning certain disclosures or uses of personal information.

Locktera will evaluate and respond to verified privacy requests in accordance with applicable legal requirements.

To submit a privacy request, contact: legal@locktera.com.

We may request information reasonably necessary to verify your identity or authority before fulfilling certain requests.

We will not unlawfully discriminate against individuals for exercising applicable privacy rights.

For additional information, please review the Locktera Privacy Policy.

12. Third-Party Event Platforms and Websites

Events may involve third-party registration platforms, webinar services, mobile applications, payment processors, social media services, or externally hosted websites.

These providers may independently collect or process personal information under their own privacy notices and terms.

Locktera is not responsible for the privacy practices of independent third parties that it does not control.

We encourage attendees to review the applicable privacy notices before providing personal information through third-party platforms.

13. Children’s Privacy

Locktera Events are generally intended for business professionals and are not directed to children.

We do not knowingly collect personal information from children through Event activities in violation of applicable law.

If we become aware that personal information has been collected from a child in circumstances requiring parental authorization or other legal safeguards, we will take appropriate action consistent with applicable law.

14. Changes to This Notice

Locktera may update this Event Privacy Notice periodically to reflect changes in our Events, business practices, technology, or applicable legal requirements.

Updated versions will be published on our website with a revised effective or last-updated date.

Where required by law, we will provide additional notice or obtain consent for material changes affecting the processing of personal information.

15. Contact Information

If you have questions about this Notice, Locktera’s Event privacy practices, or the exercise of your privacy rights, please contact:

Locktera, Inc.
Attn: Legal Department
391 Las Colinas Blvd E, Ste 130
Irving, TX 75039-6291
United States

Email: legal@locktera.com
Website: https://locktera.com

For additional information about Locktera’s privacy practices, please review our Privacy Policy.