Virtu-Meet Privacy Policy

Virtu-Meet (“Virtu-Meet,” “we,” “us,” or “our”) provides a suite of meeting and event technology solutions for in-person, virtual, and hybrid events, including event registration, attendee engagement, and related concierge support services. This Privacy Policy explains what personal information we collect through our website and our event technology platforms, how we use and share it, and the choices available to you.

This Policy applies to visitors of virtu-meet.com, to event organizers and their staff who use our platform (“Clients”), and to attendees and registrants who participate in events powered by Virtu-Meet (“Attendees”). By using our website or services, you agree to the practices described below.

1. Information We Collect

We collect the following categories of information:

  • Contact and account information: name, email address, phone number, company name, and job title, provided when you request a demo, create an account, or contact us.
  • Event registration and attendee data: names, emails, organization, session selections, dietary or accessibility preferences, badge and check-in data, and other details submitted through event registration forms on behalf of a Client’s event.
  • Payment information: billing name, address, and payment details, processed on our behalf by a third-party payment processor. We do not store full payment card numbers on our own servers.
  • Usage and device data: IP address, browser type, device identifiers, pages viewed, and interaction data collected automatically through cookies and similar technologies.
  • Communications: records of correspondence, support requests, and feedback you send to us.

Note: where Virtu-Meet processes attendee data on behalf of a Client for that Client’s event, the Client is the party responsible for that data, and this Policy operates alongside the Client’s own privacy notice for the event.

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and support our event technology platform and concierge services.
  • Process event registrations, manage attendee check-in, and facilitate event communications.
  • Process payments and manage billing for Clients.
  • Respond to inquiries, provide customer support, and communicate updates about our services.
  • Improve our platform, troubleshoot issues, and monitor security and performance.
  • Send information about new features, solutions, or events, where permitted, and where you have not opted out.
  • Comply with legal obligations and enforce our agreements.

3. How We Share Information

We do not sell your personal information. We may share information as follows:

  • With the Client whose event you are registering for or attending, so they can manage their event and communicate with attendees.
  • With service providers who support our operations, such as payment processors, hosting providers, email delivery services, and customer support tools, under obligations to protect that information.
  • With professional advisors, such as auditors or legal counsel, where necessary.
  • In connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.
  • When required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Virtu-Meet, our Clients, or others.

4. Cookies and Tracking Technologies

Our website and platform use cookies and similar technologies to remember preferences, keep you signed in, understand how our services are used, and support analytics. You can control cookies through your browser settings; disabling certain cookies may limit some features of our website or platform.

5. Data Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. Sensitive information, such as payment details, is encrypted during transmission. Access to personal information is restricted to personnel and service providers who need it to perform their job functions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Data Retention

We retain personal information for as long as necessary to provide our services, fulfill the purposes described in this Policy, and comply with legal, accounting, or reporting obligations. Attendee data collected for a specific event is generally retained for the period specified in our agreement with the relevant Client, after which it is deleted or anonymized unless a longer retention period is required by law.

7. Your Rights and Choices

Depending on your location, you may have the right to:

  • Request access to the personal information we hold about you.
  • Request that we correct inaccurate or incomplete information.
  • Request that we delete your personal information, subject to legal and contractual retention requirements.
  • Opt out of receiving marketing communications from us at any time by using the unsubscribe link in our emails or contacting us directly.
  • Object to or restrict certain uses of your information.

To exercise any of these rights, contact us using the details in Section 10 below. If you are an event Attendee, you may also be directed to contact the event organizer, as they may control the data collected for their event.

8. Children’s Privacy

Our services are intended for business use and are not directed to children. We do not knowingly collect personal information from children under 13 (or the relevant age of digital consent in your jurisdiction). If we learn that we have collected such information, we will take steps to delete it.

9. Third-Party Links

Our website and platform may contain links to third-party websites or services, such as venue partners or integrated technology vendors. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will post the revised policy on this page with an updated effective date. Continued use of our website or services after a change constitutes acceptance of the updated Policy.

11. Contact Us

If you have questions about this Privacy Policy or how we handle your information, or if you would like to exercise any of the rights described above, please contact us:

  • Email: [Insert Contact Email]
  • Phone: [Insert Contact Phone Number]
  • Mailing address: [Insert Company Mailing Address]

This document is a working draft based on your provided sample and adapted to Virtu-Meet’s event technology business model. It is not legal advice. Before publishing, have it reviewed by counsel, particularly to confirm applicable state, federal, and (if relevant) international privacy law obligations such as CCPA/CPRA, GDPR, or state-level attendee data rules, and to fill in the bracketed placeholders.