Effective Date: January 05, 2026
1. Introduction
This Privacy Policy explains how Thought Xchange Network (“we”, “our”, or “us”) collects, uses, discloses, and protects personal information when you access or use www.thoughtxchangenetwork.com and any associated conference websites (collectively, the “Site”).
We are committed to protecting your privacy in accordance with applicable data protection laws, including:
- U.S. Federal and State laws
- Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA)
- The General Data Protection Regulation (GDPR) where applicable.
2. Information We Collect
We may collect the following categories of personal information:
- Identification & Contact: Name, email address, phone number, company name, and job title.
- Billing & Transactions: Information related to event registrations (processed securely via third-party payment processors such as Stripe).
- Technical & Usage: IP address, browser type, device information, operating system, and website interaction data.
- Location Data: Approximate location data derived from your IP address.
- Marketing Preferences: Newsletter subscriptions, engagement data, and communication preferences.
3. How We Collect Information
Personal information may be collected:
- Directly from You: When you register for events, subscribe to communications, complete forms, or interact with the Site.
- Automatically: Through cookies and similar technologies (as described in our Cookie Policy).
- Third-Party Integrations: Through payment processors, CRM platforms, analytics tools, and marketing technologies.
4. How We Use Your Information
We use personal information for the following purposes:
- To provide, manage, and deliver conferences, events, and related services.
- To process registrations, payments, and administrative transactions.
- To communicate regarding events, updates, and service-related information.
- To send marketing communications where permitted by law and based on your preferences.
- To manage customer relationships through our CRM systems.
- To improve our website, services, and user experience.
- To comply with legal, regulatory, and contractual obligations.
5. Legal Basis for Processing
Where required by law, we rely on the following legal bases:
- Consent: For marketing communications and optional data collection.
- Contractual Necessity: To provide event participation and related services.
- Legal Obligations: Including accounting, tax, and regulatory compliance.
- Legitimate Interests: Such as service improvement, fraud prevention, and customer support.
6. Marketing Communications
- You may receive newsletters and promotional updates where permitted by law.
- Opt-Out: You may withdraw consent or unsubscribe at any time using the link included in our emails.
- Administrative Emails: Service-related or transactional communications may still be sent if necessary for event administration.
7. Sharing of Personal Information
We do not sell personal information. We may share data with:
- Third-Party Service Providers: Payment processors, CRM systems, and email platforms.
- Event Sponsors/Exhibitors: Where applicable and disclosed in connection with a specific event.
- Legal Authorities: Where required by law or regulatory bodies.
- Trusted Partners: Affiliates supporting international operations, logistics, or support.
8. International Data Transfers
As a global organization, we may transfer personal information outside your jurisdiction, including the United States and Canada. We implement appropriate contractual, technical, and organizational safeguards to protect your information in accordance with applicable laws.
9. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes described, including:
- Event registration and participation records.
- Marketing and communication records.
- Financial/Transactional records required for legal or accounting purposes.
- Note: Information is securely deleted or anonymized when no longer required.
10. Your Privacy Rights
Depending on your location, you may have rights to:
- Access and obtain a copy of your personal information.
- Request correction, updates, or deletion.
- Withdraw consent or object to certain processing activities.
- Request data portability where applicable.
- Requests may be submitted using the mechanisms made available on the Site.
11. Use of Organization Names and Logos
We may display the name and logo of organizations participating in our events as part of standard business identification. You may request removal of such identifiers from future materials in accordance with our Terms & Conditions.
12. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect against unauthorized access or misuse. However, no online system can be guaranteed to be 100% secure.
13. Children’s Privacy
Our Site and services are intended for individuals aged 18 and above. We do not knowingly collect personal information from minors.
14. Third-Party Websites
The Site may contain links to third-party services. We are not responsible for their privacy practices and encourage you to review their specific policies.