Privacy Policy

Effective Date: April 20, 2026

1. Who we are

We collect information you give us directly, information we collect automatically, and information we receive from others.

Information you give us. Depending on how you interact with us, we may collect:

• Your name, job title, employer, email address, phone number, postal address, country, and language preference;
• Registration and ticketing details, such as ticket type, registration code, order history, receipts, and billing information;
• Profile and networking information, such as your photo, biography, social-media handles, areas of interest, and content you post in an event app or community forum;
• Logistics and accommodation information, such as dietary restrictions or accessibility needs; 
• The contents of emails, support requests, surveys, or other communications you send us; and 
• Sponsor or speaker materials, including proposals, contracts, logos, marks, and session content. 

Payment card details are collected and processed by our payment processor, not stored by us. 

Information we collect automatically. When you use our website or attend an event, we may collect:

• IP address and approximate location based on IP; 
• Device, browser, and operating-system information; 
• Referring URLs, pages visited, links clicked, and similar usage information; 
• Cookie and similar tracking information; and 
• On-site event data, such as badge scans, session check-ins, and, where applicable, photographs, audio, or video recordings. 

Information we receive from others. We may receive information about you from:

• Your employer or the person who registered you; 
• Sponsors or partners who collected your information under their own privacy notices;
• Service providers that help us with registration, email delivery, badge printing, analytics, fraud prevention, or similar services; and 
• Public sources, such as LinkedIn or company websites, for speaker or sponsor due diligence. 

5. How we use personal data

We use personal data to run RWAS and related services, including to:

• Register you for an event and provide event access, badges, and materials; 
• Process payments and maintain accounting, tax, and business records; 
• Operate, secure, and improve our website, event tools, and communications; 
• Send marketing emails and newsletters where you have chosen to receive them; 
• Organize and promote our events, including through photography, video, and recordings; 
• Share your information with a sponsor when you choose to let that sponsor scan your badge or otherwise give the sponsor your contact information; 
• Provide requested dietary or accessibility accommodations; 
• Respond to inquiries, surveys, and support requests; and 
• Comply with law, enforce our terms, and protect our rights and the rights of others. 

Where EU, UK, or Swiss privacy law applies, we process personal data on one or more of these grounds: to perform a contract, to comply with legal obligations, for our legitimate interests, or with your consent. We use explicit consent where required for special-category data, such as certain health-related accommodation information.

6. Marketing choices

We send marketing emails only to people who have affirmatively opted in. You can unsubscribe at any time by clicking the unsubscribe link in the email or by contacting us at privacy@rwasummit.io

7. Event photos, video, and recordings

We may photograph, film, or record public areas, sessions, and other parts of our events.

If you speak on stage, ask a question during a session, appear on a panel, or otherwise knowingly engage with a camera or microphone, we may use that content for promotional, editorial, and archival purposes.We may also use general crowd and ambient event photography to promote RWAS. Where required by law, you may object to that use or ask about available accommodations. For more detail, please see our attendee terms.

8. When we share personal data

We do not sell personal data. We may share personal data in these circumstances:

• With service providers that help us operate the website, register attendees, process payments, send emails, print badges, analyze traffic, produce events, or provide professional services; 
• With sponsors or exhibitors if you choose to provide them your information;
• With event sponsors in the form of an attendee list that includes attendee names, job titles, and company names, so that sponsors can understand who participated in the event. You may opt out of the attendee list at registration or at any time by contacting privacy@rwasummit.io;
• With venues, co-organizers, and event partners where needed to run an event; 
• With other attendees when you voluntarily share information in networking tools, community spaces, or public sessions; 
• With a buyer, investor, or successor in a merger, reorganization, financing, or sale of assets; and 
• When needed to comply with law, respond to legal process, prevent fraud, or protect rights, safety, or property. 

When a sponsor receives your information — whether through direct interaction, or the attendee list — the sponsor acts under its own privacy policy and as an independent controller of that data.

9. International transfers

We are based in the United States, and some of our service providers are located there or in other countries outside your home jurisdiction.When we transfer personal data from the European Economic Area, the United Kingdom, or Switzerland to a country that does not provide an adequate level of protection under applicable law, we use recognized transfer safeguards, such as standard contractual clauses and related transfer measures. You may contact us if you want more information about those safeguards.

10. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including legal, tax, accounting, and reporting needs.

In general:

• Registration and attendance records may be kept for up to 7 years;
• Marketing records are kept until you unsubscribe or object, plus a short suppression period so we can respect your choice; 
• Event recordings and photographs may be kept for archival and promotional purposes; and 
• Sponsor, speaker, and vendor contracts and related correspondence may be kept for the length of the relationship plus the applicable statute of limitations. 

11. Your privacy rights

Depending on where you live, you may have privacy rights under applicable law.

These rights may include the right to:

• Access the personal data we hold about you; 
• Correct inaccurate or incomplete information; 
• Delete personal data in certain circumstances; 
• Restrict or object to certain processing; 
• Receive a portable copy of certain data; 
• Withdraw consent where we rely on consent; and 
• Complain to a privacy regulator. 

If you are in California or another U.S. state with privacy rights laws, you may also have rights to know, access, correct, delete, or obtain a copy of your personal information, and to opt out of certain uses of personal information defined by local law.

RWAS does not sell personal information and does not use personal information for cross-context behavioral advertising as those terms are used in California law. We also do not use or disclose sensitive personal information in a way that triggers a California right to limit such use. 

To exercise your rights, email privacy@rwasummit.io. We may need to verify your identity before acting on a request. You may also use an authorized agent where allowed by law. We will not discriminate against you for exercising your rights.

12. Cookies and similar technologies

We use cookies and similar technologies to make our website work, remember preferences, measure traffic, and support our communications and marketing.

These technologies may include:

• strictly necessary cookies, which help the site function; 
• analytics cookies, which help us understand how people use the site; and 
• marketing cookies, which help us measure and improve our outreach. 

Where required by law, we ask for consent before using non-essential cookies. In the United States, you may also have opt-out rights under applicable state law. You can manage cookie choices through our cookie banner, browser settings, or other controls we make available.

13. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal data from unauthorized access, loss, misuse, alteration, or destruction. No system is perfectly secure. If you believe your interaction with us is no longer secure, please contact us promptly.

14. Children

RWA Summit events are intended for adults. We do not knowingly collect personal data from anyone under 18, or under the minimum age required by applicable law. If you believe a child has provided personal data to us, contact us and we will take appropriate steps to delete it.

15. Third-party sites

Our website, emails, and event communications may link to third-party websites, including sponsor websites, social-media platforms, and venue websites. This Privacy Policy does not apply to those third parties. Please review their privacy policies separately. 

16. Changes to this policy

We may update this Privacy Policy from time to time. If we make a material change, we will post the updated version here and revise the “Last Updated” date. Where required by law, we will also provide additional notice. 

17. California-specific disclosures

California residents may request information under California Civil Code section 1798.83 about certain disclosures for direct-marketing purposes. We do not make disclosures that trigger that law.Our website does not respond to browser “Do Not Track” signals because there is no common industry standard. We do, however, honor Global Privacy Control signals where required by applicable U.S. state law.