This Event Privacy Notice (“Notice”) applies to any event, webinar, training program, or conference (each, an “Event“) hosted by GuidePoint Security LLC or any of its affiliates (“GuidePoint“, “we“, “us“, or “our“). This Notice explains how we collect, use, share, and protect personal information from registrants or attendees of our Events and supplements our general Privacy Policy. This Notice does not apply to GuidePoint personnel or any personnel of sponsors. By registering for or attending an Event, you acknowledge that you have read and understood this Notice.
1. Information We Collect at Events
1.1. Registration Information. When you register for or attend an Event, we collect contact information such as your name, email address, and phone number. We may also collect professional information such as your company name, job title, department, and industry. Event-specific information such as session preferences, topics of interest, and registration source may be collected. If you choose to provide it, we collect accessibility and dietary needs including special accommodations or dietary restrictions. Emergency contact information may also be collected if required for the Event.
1.2. Attendance Information. When you attend an Event, we may collect attendance records and session participation information, badge scanning data if applicable, questions you ask during sessions or Q&A periods, and networking and booth visit information.
1.3. Visual and Audio Recordings. At Events, we may capture photographs including still images taken at the Event venue such as group photos, session photos, and networking activities. We also capture video recordings of sessions, keynotes, panels, demonstrations, and Event activities, as well as audio recordings of sessions, presentations, and discussions. Your voice, image, and likeness may be captured incidentally or intentionally in these recordings.
1.4. Feedback and Surveys. We may collect feedback through post-Event surveys, session evaluations and ratings, verbal or written feedback during or after the Event, and social media posts about the Event.
2. How We Use Event Information
Event Management and Communications. We use your information to plan, organize, and host Events. This could include managing registration and check-in, providing Event materials and access, accommodating special needs and preferences, and ensuring Event security and safety. We may use your information to send pre-Event information and reminders, provide Event updates and logistics, and share post-Event materials and resources. We may also follow up with Event-related information and invite you to future Events.
2.1. Marketing and Promotional Purposes. We may use your information to create marketing and promotional materials, including Event highlight reels, recap videos, success stories, and testimonials and publish photos and videos on our websites, social media, and marketing channels. We may also promote future Events and GuidePoint services.
2.2. Planning. We may use your information to analyze Event attendance and engagement, improve future Event programming, and understand attendee interests.
3. How We Share Event Information
3.1. Attendee Lists. We generally share attendee lists with Event attendees, sponsors, and/or co-hosts to provide context about who is attending the Event and to facilitate professional networking. These lists typically include only your name, job title, and company. For Events co-hosted with other organizations, we also share registration and attendance information with co-hosts. Co-hosts will be clearly identified at registration, and their use of your information will be governed by their own privacy policies.
3.2. Event Sponsors. We request that Event sponsors who receive attendee lists use such attendee lists only with GuidePoint (i.e., not for independent outreach). If you receive unsolicited marketing from an Event sponsor referencing GuidePoint or the Event, please report it immediately to [email protected] so we can take appropriate action.
3.3. Sponsor Connections. At registration or during the Event, you may share your contact information with specific sponsors, request information from sponsors, or participate in sponsor activities such as demos, consultations, or prize drawings. Any information you provide directly to those sponsors is not covered by this Notice and those sponsors may then contact you directly according to their own privacy practices.
3.4. Badge Scanning. Some Events use badge scanning technology that allows sponsors to collect your information when you visit a sponsor booth, request information or materials, participate in sponsor activities or drawings, or consent to having your badge scanned. When your badge is scanned, your contact information is shared directly with that sponsor. Badge scanning is always voluntary, and you can decline to have your badge scanned.
3.5. Service Providers. We may share Event information with third-party service providers who assist with Event registration and management platforms, audio-visual production and recording, photography and videography services, catering and venue services, marketing and promotional activities, and data analysis and reporting. These providers are contractually required to protect your information and use it only for the purposes we specify. Photos, videos, and content from Events may be posted on GuidePoint websites and blogs, social media platforms such as LinkedIn, Facebook, and Instagram, social media, industry publications, and media outlets. Once posted publicly, this content may be shared, commented on, or reposted by others beyond our control. If you post about Events on social media or other public forums using Event hashtags or by tagging GuidePoint, we may reshare or feature your posts in our marketing materials
4. Privacy Choices
4.1. Unsubscribing from Communications. To opt out of future Event communications, you can click “unsubscribe” in any Event email or contact us at [email protected]. Please note that even if you opt out of promotional Event communications, we may still send you transactional messages related to Events you have registered for.
4.2. Managing Sponsor Communications. If you opt in to receive information from a sponsor and later wish to stop receiving communications, you must contact that sponsor directly to unsubscribe. Their privacy practices govern how they use your information.
4.3. Requesting Removal of Photos/Videos. If a photo or video featuring you has been posted and you would like it removed, contact us at [email protected], provide the location of the content such as the URL or social media post, identify yourself in the image or video, and explain your removal request. We will review removal requests on a case-by-case basis. Please note that we may not be able to remove content where you appear incidentally in a group or crowd, once content is shared publicly we may not be able to control copies made by third parties, content may remain in archival or backup systems even after public removal, and removal from GuidePoint channels does not guarantee removal from sponsor or third-party channels.
5. Event-Specific Notices
5.1. In-Person Events. GuidePoint cannot fully control information shared in-person (e.g., business cards) or content captured by media/parties at Events.
5.2. Virtual and Hybrid Events. For virtual or hybrid Events, additional data collection may occur, including platform usage data such as login times and interactions, chat and Q&A data, and polling or survey responses. Virtual sessions may be recorded, and you will be notified at the beginning of recorded sessions. If you share your screen, the shared content may be visible to other participants and may be recorded. By participating in virtual Events, you consent to these collection practices and to potential recording of your participation. In addition, some virtual Events allow other attendees to view your profile information or enable direct messaging between attendees. You can typically control your visibility and participation in these features through the Event platform settings.
5.3. Third-Party Event Platforms. Many Events use third-party platforms such as Hopin, Zoom, Eventbrite, or Cvent. These platforms have their own privacy policies governing their collection and use of your information. We encourage you to review the privacy policy of any Event platform you use.
6. General
6.1. Changes. We may update this Notice from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by posting a notice on our Event page or at the Event, sending you an email notification (if you have provided your email address) and/or other appropriate means as required by applicable law. The “Last Updated” date at the bottom of this Notice indicates when it was last revised.
6.2. Contact. If you have any questions, concerns, or requests regarding this Notice or our privacy practices, please contact us at [email protected] or write to us at: GuidePoint Security LLC, Attn: Privacy Team, 1900 Reston Metro Plaza, Suite 701, Reston, Virginia 20190. We will respond to your inquiry within a reasonable timeframe as required by applicable law. For general privacy inquiries, see the main Privacy Policy.
Last Updated: July 1, 2026
