Privacy Policy

1. Introduction

We, Coveros, Inc., (hereinafter "we," "us," or "our"), care deeply about your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our websites, products, services, and events, including all Coveros properties and its sub-domains (collectively, the "Services"). This policy aims to help you understand what data we collect, how we protect it, and how you can control your information. Please read our privacy policy and Terms of Use statement carefully to get a clear understanding of how we collect, use, protect, and handle your personal information.

2. Scope

This Privacy Policy applies to the following:

  • All Coveros websites
  • All Coveros products & services

Review our Terms of Use statement for complete information about submissions, posting, and any interaction with Coveros Services. If you do not agree with these terms, DO NOT SUBMIT OR POST OR INTERACT with our Services.

3. Personal Information Collection

3.1 Definition of Personal Information

Personally identifiable information is any information that can be used alone or with other data to identify, contact, or locate an individual, or to identify an individual in a specific context, as defined by United States privacy law and information security standards.

3.2 Information We Collect

We collect personal information when you:

  • Register or join our sites
  • Register for our conference events
  • Subscribe to newsletters
  • Respond to surveys
  • Fill out forms
  • Enter information on our websites. While you may include copyright or other proprietary notices in the material you submit, we are not obligated to treat those submissions as confidential or proprietary. You are solely responsible for ensuring that your submissions comply with applicable copyright laws. We reserve the right to remove any content that violates intellectual property rights. In addition, it is your responsibility to respect copyright laws when posting and we reserve the right to remove any information you may post that is in violation of copyright laws.
  • Communicate with us (e.g., via email, chat, social media, slack, or phone)
  • Use cookies and other tracking technologies

3.3 Types of Information Collected

The personal information we collect may include:

  • Contact Information: Name, email address, postal address, telephone number
  • Account Data: Username, password
  • Profile Information: Profile pictures, gender, date of birth, interests, hobbies, education details, employment details
  • Usage Data: IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, website navigation paths (including specific pages visited and actions taken on the site), and information about the timing, frequency, and pattern of your service use
  • Transaction Data: Information related to purchases or transactions (e.g., event registrations). All transactions are processed through a gateway provider and are not stored or processed on our servers. We do not store credit card information on our websites.
  • Communications: Records of correspondence and communications with us
  • Marketing Data: Preferences for receiving marketing communications.
  • Other Details: Any other information you voluntarily provide to us.

3.4 Publicly Accessible Information

We may record any information or material that is publicly accessible, regardless of whether you disclose or submit it to us.

3.5 Legal Basis for Processing

We process your personal information based on one or more of the following legal bases:

  • Consent: We may process your information when you have given us explicit consent for a specific purpose. You have the right to withdraw your consent at any time.
  • Contractual Necessity: We may process your information when it is necessary to enter into or perform a contract with you.
  • Legitimate Interests: We may process your information when it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include:
    • Administering, operating, and improving our website and services
    • Ensuring the security of our website and services
    • Preventing fraud and abuse
    • Marketing our products and services
    • Communicating with you
    • Analyzing website and service usage
    • Maintaining backups of our databases
  • Legal Obligations: We may process your information when necessary to comply with legal obligations.

3.6 Data Minimization

We are committed to collecting only the personal information that is necessary for the purposes outlined in this Privacy Policy.

4. Use of Your Information

We use your information for the following purposes:

  • To Provide and Administer our Services:
    • Operating our website(s) and providing our Services
    • Setting up and managing your account and community membership
    • Processing transactions and event registrations
    • Providing customer support
    • Ensuring website and security of our Services
    • Maintaining backups of our databases
  • To Communicate with You:
    • Responding to your inquiries, requests, and questions
    • Sending you important notices and updates
    • Sending emails for informational, marketing, and transactional purposes, in compliance with the CAN-SPAM Act and other applicable laws
  • To Personalize and Improve Your Experience:
    • Analyzing website and Service usage to monitor and improve our website and Services
    • Personalizing content and recommendations
    • Remembering user settings and site preferences
  • For Marketing and Promotions:
    • Sending you marketing communications about our products, services, events, and promotions (with your consent, where required by law)
    • Administering surveys, contests, or similar promotional activities
  • For Research and Development:
    • Conducting research and analysis to improve our offerings
    • Developing new products and services
  • To Protect Our Rights and Interests:
    • Enforcing our terms of service and other agreements
    • Detecting, preventing, and addressing fraud, security risks, and other potentially harmful activities
  • To Comply with Legal Obligations:
    • Complying with applicable laws, regulations, and legal processes
    • Responding to lawful requests from public authorities

We will only use your personal information for the purposes disclosed in this Privacy Policy.

5. Data Sharing and Disclosure

5.1 Third-Party Service Providers

We may share your information with third-party service providers who assist us in providing, maintaining, and improving our Services. These service providers may include:

  • Payment processors
  • Hosting providers
  • Email delivery services
  • Customer service providers
  • Analytics providers (e.g., Google Analytics)
  • Marketing platforms
  • Other service providers who help us with specific functions. This may include use of 3rd party plug-ins that support functions like commenting, social media sharing, and others.

We take steps to ensure that these third-party service providers have their own appropriate privacy and security measures in place to protect your personal information and that they only have access to the data necessary to perform their services. We do not control how these services use the information you provide to them and encourage you to review their privacy policies and terms of use.

5.2 Other Disclosures

In addition to sharing information with third-party service providers, we may disclose your information in the following circumstances:

  • Legal Requirements: We may disclose your information to comply with applicable laws, regulations, legal processes, or lawful requests from public authorities, including to meet national security or law enforcement requirements.
  • Business Transfers: If we are involved in a merger, acquisition, sale of assets, or other change of control, your information may be transferred as part of that transaction.
  • Protection of Rights: We may disclose your information when we believe it is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
  • With Your Consent: We may disclose your information with your consent or at your direction.
  • Download of Partner Assets: We may share your information with partners who host their assets (Web Seminars, White Papers, etc.) on our sites. We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information unless we provide you with advance notice (such as is the case with White Papers and Web Seminars).

5.3 International Data Transfers

If we transfer your personal information to countries outside of the United States, we will take steps to ensure that your information is adequately protected. This may include using Standard Contractual Clauses approved by the European Commission or other appropriate safeguards.

6. Data Security

We implement reasonable and appropriate security measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

  • Encryption of data in transit and at rest
  • Access controls to restrict access to personal information
  • Secure storage of data
  • Regular security assessments and vulnerability scans
  • Employee training on data security best practices

While we strive to protect your personal information, no security measure is entirely foolproof, and we cannot guarantee the absolute security of your information. In the event of a data breach, we will take appropriate steps to notify you and the relevant authorities, as required by law.

7. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods include:

  • The length of our relationship with you
  • The necessity of providing the services you have requested
  • Legal obligations (e.g., tax or accounting requirements)
  • The need to resolve disputes or enforce our agreements

8. Cookies and Tracking Technologies

8.1 Cookies

We use cookies to enhance user experience, understand site activity, and for various purposes, including:

  • Essential Cookies: These cookies are necessary for the basic functioning of our website and services. They enable you to navigate our site and use essential features.
  • Analytics Cookies: These cookies help us understand how visitors use our website, such as which pages are visited most often and how visitors navigate the site. We use this information to improve our website and services (e.g., Google Analytics).
  • Functional Cookies: These cookies allow our website to remember your preferences and settings, such as language preferences or login information, to provide a more personalized experience.
  • Advertising Cookies: These cookies are used to deliver targeted advertisements based on your interests and browsing behavior.

8.2 Other Tracking Technologies

In addition to cookies, we may use other tracking technologies, such as web beacons, pixels, and similar technologies, to collect information about your interactions with our website and services.

8.3 Third-Party Cookies

Some of our third-party service providers may use cookies or other tracking technologies on our website. We do not have control over these third-party cookies.

Third-Party Disclosure

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information unless we provide you with advance notice (such as is the case with White Papers and Web Seminars). This does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect our or others' rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.

Third-Party Links

At our discretion, we include or offer third-party products or services on our websites. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

Google Ad Services

Google's advertising requirements can be summed up by Google's Advertising Policies. They are put in place to provide a positive experience for users. https://support.google.com/adwordspolicy/topic/1626336?hl=en

Google, as a third party vendor, uses cookies to serve ads on our site. Google's use of cookies enables it to serve ads to our users based on their visit to our site and other sites on the Internet. Users may opt out of the use of the Google cookies by visiting the Google ad and content network privacy policy. We have implemented remarketing with Google AdSense and Ad Stack Platform Integration.

We along with third-party vendors, such as Google use first-party cookies (such as the Google Analytics cookies) and third-party cookies (such as the Ad Stack cookie) or other third-party identifiers together to compile data regarding user interactions with ad impressions, and other ad service functions as they relate to our website.

Opting Out

A user can set preferences for how Google advertises to you using the Google Ad Settings page. Alternatively, you can opt out by visiting the Network Advertising initiative opt out page or permanently using the Google Analytics Opt Out Browser add on.

8.4 Cookie Management

You can manage your cookie preferences through your browser settings. Most browsers allow you to block or delete cookies. Please note that blocking or deleting cookies may affect your ability to use certain features of our website.

9. Your Rights

You have certain rights regarding your personal information, subject to applicable law. These rights may include:

  • Access: You have the right to access the personal information we hold about you.
  • Correction: You have the right to request that we correct any inaccurate or incomplete personal information.
  • Deletion: You have the right to request that we delete your personal information, under certain circumstances.
  • Restriction of Processing: You have the right to request that we restrict the processing of your personal information, under certain circumstances.
  • Data Portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that data to another controller, under certain circumstances.
  • Objection: You have the right to object to the processing of your personal information, under certain circumstances, including the right to object to processing for direct marketing purposes.
  • Withdrawal of Consent: If we process your personal information based on your consent, you have the right to withdraw your consent at any time.
  • Right to Not Be Subject to Automated Decision-Making: You may have the right to not be subject to decisions based solely on automated processing, including profiling, that produces legal effects concerning you or similarly significantly affects you.

10. Exercising Your Rights

To exercise your rights, please contact us using the contact information provided in Section 14. We will respond to your request within a reasonable timeframe, typically within 30 days, or as required by applicable law. We may require you to provide verification of your identity before we can fulfill your request.

11. Children's Privacy - Children Online Privacy Protection Act (COPPA)

Our Services are not intended for children under the age of 13 (or the applicable age of consent in your jurisdiction), and we do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us, and we will take steps to delete that information.
12. Fair Information Practices

The Fair Information Practices Principles form the backbone of privacy law in the United States and the concepts they include have played a significant role in the development of data protection laws worldwide. Understanding the Fair Information Practice Principles and how they should be implemented is critical to comply with the various privacy laws that protect personal information. In order to be in line with Fair Information Practices should a data breach occur, we will notify the members via email within two (2) business days and will notify the users via in site notification within one (1) business day.

We also agree to the individual redress principle, which requires that individuals have a right to pursue legally enforceable rights against data collectors and processors who fail to adhere to the law. This principle requires not only that individuals have enforceable rights against data users, but also that individuals have recourse to courts or a government agency to investigate and/or prosecute non-compliance by data processors.

13. CAN-SPAM Act

The CAN-SPAM Act is a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to stop emails from being sent to them, and spells out tough penalties for violations. We collect your email address in order to:

  • Send information, respond to inquiries, and/or other requests or questions
  • Market to our mailing list or continue to send emails to our clients after the original transaction has occurred

To be in accordance with the CAN-SPAM Act, we agree to the following:

  • NOT use false or misleading subjects or email addresses
  • Identify the message as an advertisement in some reasonable way
  • Include the physical address of our business or site headquarters
  • Monitor third-party email marketing services we use for compliance
  • Honor opt-out/unsubscribe requests quickly
  • Allow users to unsubscribe by using the link at the bottom of each email

If at any time you would like to unsubscribe from receiving future emails, you can follow the instructions at the bottom of each email to update your email preferences or, if you so desire, remove yourself from ALL email correspondence.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:
Coveros, Inc.
4000 Legato Road, Suite 1100
Fairfax, Virginia 22033
[email protected]
+1 929.341.0139

15. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any material changes to this Privacy Policy by posting the updated policy on our website and/or by other means, such as email. We encourage you to review this Privacy Policy periodically. The date of the latest revision will be indicated at the top of the policy.

Legal Agreement
This privacy policy forms a legal agreement between you and Coveros. Your use of the site or the Services implies your agreement to the Terms of Use and this privacy policy.

Last Updated: May 15, 2025