Defining the Rules for Sharing PII with your Exhibitors
As an event organizer, capturing leads is crucial for the success of your event. However, it’s essential to understand the legal and ethical considerations involved in sharing attendee information with exhibitors and sponsors. Here are some key points to keep in mind:
What is Considered PII (Personally Identifiable Information)?
PII refers to any data that can be used to identify an individual. This includes:
- Name
- Email address
- Phone number
- Home address
- Social security number
- Any other information that can be used to identify an individual directly or indirectly
Legal Considerations
When sharing attendee information, it’s important to comply with data protection laws such as the General Data Protection Regulation (GDPR) in the European Union and the California Consumer Privacy Act (CCPA) in the United States. These regulations require obtaining explicit consent from attendees before collecting and sharing their personal data.
Who is Responsible for the Data?
As the event organizer, you are considered the Data Controller. This means you are responsible for ensuring that all personal data collected is handled in compliance with relevant data protection laws. You must also ensure that any third parties, such as exhibitors or sponsors, who have access to this data, are also compliant with these laws.
Best Practices for Lead Capture
- Obtain Consent: Always ask for explicit consent from attendees before collecting their personal information.
- Be Transparent: Clearly inform attendees about how their data will be used and shared.
- Secure Data: Implement robust security measures to protect the personal data you collect.
- Limit Data Collection: Only collect the data that is necessary for your event.
- Provide Opt-Out Options: Allow attendees to opt-out of data sharing at any time.
By following these guidelines, you can ensure that your lead capture practices are both effective and compliant with legal requirements. This not only protects your attendees’ privacy but also builds trust and enhances the overall experience of your event.
Here are some practical ideas for obtaining consent from your attendees:
- Registration Approval: Include a clear consent checkbox in the registration form, stating that by registering, attendees agree to share their information with exhibitors and sponsors. Example: “I agree to share my contact information with exhibitors and sponsors.”
- Tradeshow Floor Signage: Place visible signs throughout the event, especially at entry points and around exhibitor booths, that inform attendees of the consent policy. Example: “By allowing exhibitors to scan your badge, you consent to share your contact information with them.”
Some Examples:
- On-Site Kiosks: Set up kiosks at the event where attendees can confirm their consent digitally. This can be done through interactive screens or tablets.
- QR Code Posters: Place posters with QR codes around the event venue that link to the consent form. Attendees can scan the QR code to read the policy and give their consent.
- Captello Lead Capture Form Opt-In: Use digital lead capture forms, like those from Captello, to include an opt-in clause. When exhibitors scan a badge, attendees are prompted to confirm their consent electronically. Example: “I agree to provide my information for follow up.”
- Email Confirmation: After attendees register, send a confirmation email that includes a link to the consent policy. Make sure it’s clear and easy to read. Example: “By attending this event, you agree to share your contact information with our exhibitors and sponsors.”
- App Notifications: If your event has a mobile app, use push notifications to remind attendees about the data sharing policy. Example: “Reminder: Allowing exhibitors to scan your badge means you consent to share your contact information.”
- Attendee Guide: Include a section in the event guide or handbook that explains the data sharing policy. Example: “Please note that by participating in badge scans, you consent to sharing your contact information with exhibitors.”
- Pre-Event Webinars: Host a pre-event webinar or informational session where you explain the benefits of sharing contact information with exhibitors and sponsors and outline the consent process.
- Exhibitor Contract Language: Add new language to Exhibitors contracts that will have them acknowledge that by collecting personal data at this event, they become Data Controllers as defined under the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). As such, Exhibitors agree to comply with all applicable data protection laws and regulations, including but not limited to GDPR and CCPA, ensuring the privacy and protection of all personal data collected.
Combining these methods will make sure you’re covering all your bases and ensuring that attendees are informed and consenting.
Blog Author: Candice Bakke
About Captello
Captello is a Saas platform designed to revolutionize the way people engage, network, and achieve results. Captello is not just about collecting contacts; it’s an all-encompassing platform for interactive scavenger hunts, engaging self-guided tours, and dynamic event activations. Experience live leaderboards, networking icebreakers, and fully customizable lead capture forms that integrate seamlessly with over 6,000 CRM and marketing platforms.
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