Privacy Policy

IEPA 2025 Annual Conference Registration

Last updated: January 29, 2025

1. Information We Collect

Personal Information

When you register for the conference, we collect the following information:

  • Name and contact information (email, phone, address)
  • Professional information (organization, job title)
  • Dietary restrictions and accessibility needs
  • Emergency contact information
  • Payment information (processed securely by third-party providers)

Technical Information

  • IP address and browser information
  • Website usage data and analytics
  • Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information for the following purposes:

  • Conference Registration: Processing your registration and payment
  • Event Management: Organizing seating, meals, and accommodations
  • Communication: Sending conference updates, schedules, and important information
  • Safety: Emergency contact and health/safety requirements
  • Networking: Creating attendee directories (with your consent)
  • Marketing: Promoting future events (with your consent)
  • Legal Compliance: Meeting regulatory and legal requirements

3. Information Sharing

With Your Consent

  • Attendee directories for networking purposes
  • Sponsor access to attendee information (if you opt-in)
  • Professional networking platforms

Service Providers

We share information with trusted third-party service providers who help us operate the conference:

  • Payment processors for secure transaction handling
  • Email service providers for communications
  • Event management platforms
  • Catering and venue services

Legal Requirements

We may disclose information when required by law, court order, or to protect our rights and safety.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

  • Encryption: All data transmission is encrypted using SSL/TLS
  • Access Controls: Limited access to personal information on a need-to-know basis
  • Secure Storage: Data is stored on secure servers with regular backups
  • Payment Security: We do not store credit card information
  • Regular Audits: Security measures are regularly reviewed and updated

5. Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your personal information (subject to legal requirements)
  • Portability: Request your data in a portable format
  • Opt-out: Unsubscribe from marketing communications at any time
  • Restrict Processing: Limit how we use your information

To exercise these rights, please contact us using the information provided below.

6. Cookies and Tracking

We use cookies and similar technologies to improve your experience on our website:

  • Essential Cookies: Required for website functionality and security
  • Analytics Cookies: Help us understand how visitors use our website
  • Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings, but some website features may not work properly if cookies are disabled.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Conference registration data is typically retained for 7 years for accounting and legal purposes.

8. Children's Privacy

Our conference registration is intended for adults and professionals. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete such information.

9. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

10. Contact Us

If you have questions about this privacy policy or our data practices, please contact us:

Email: jamie@iepa.com

Phone: (916) 448-9499

Business Hours: Monday-Friday, 9am – 5pm PST

Address: Independent Energy Producers Association
P.O. Box 1287
Sloughhouse, CA 95683-9998