- We will only collect data that we need to provide our customers with the best service possible related to your event activity through Function4
- We will only share data with event hosts, co-hosts and sponsors upon your request to attend the hosts' events
- We will never sell your personal data to third parties
- We will be transparent with you about what data we have collected, stored, and provided to event hosts and their sponsors
- We will allow you to view, edit and delete all personal information that we have stored about you upon your request and e-mails that we send to you
- We may use tracking tools, such as cookies or pixels on our site or in e-mails
- We will make every effort to keep your data secure and inform you of any breach
What is GDPR
The General Data Protection Regulation goes into effect May 25, 2018 and applies to citizens of the European Union as well as online activity occurring in EU member states. It is intended to provide a new legal framework for the collection, sharing, management, and protection of personal data. You can learn more about GDPR by clicking here.
What Personal Data We Collect and Use
Personal information is any information that can be used to identify you or that we can link to you. Function4 collects information that you provide voluntarily, such as your name, company, title, role, e-mail address, and phone number. When relevant to our services, we may also request and collect more detailed information about your firm, your business activities, your event interests, and other information that event hosts deem necessary and relevant for attending their events.
We Automatically Collect Certain Usage and Event Data
Function4 also automatically collects and retains certain data about your use of our website or mobile application(s), including, without limitation, searches, filtering, event requests, event confirmations/attendance, messaging, and technical details provided by the device that you use to access our website, such as the operating system, your IP address, your general geographic location as indicated by your IP address, and the webpages you view on our websites.
Why Function4 Collects and Stores Personal Data
The prime purpose of collecting your data, including both information that you voluntarily provide and data that we automatically collect, is to improve the quality of industry event experiences for you, your event hosts, and their sponsors. Event hosts use Function4 to collect information about you that they consider necessary to allow you to attend their event. Function4 collects basic profile data that all hosts use when accepting attendees to their events, enabling our "one click request for invitation" process.
By registering for an event on our web-based platform, you are giving Function4 consent to share your profile data with the event host. When event hosts also have co-hosts or sponsors for their events, you give Function4 consent to share the same information with those parties. At any time, you may view and edit the personal information that we have collected and shared with event hosts, co-hosts and sponsors by logging in and viewing your profile on Function4, as described below.
Function4 considers the use of your personal information in this manner to be both legitimate and necessary to provide our services to you, our event hosts, their co-hosts, their sponsors, and other users.
How Function4 Uses Personal Data for Our Own E-mail Marketing
From time to time, Function4 may send e-mails to our users with recommendations or news about events that we believe may be of interest to you or with other information about Function4 features and updates ("Function4 Marketing E-mails"). These recommendations may be based on your location, industry role, previous event participation, or other information such as your company/fund size. We will also offer you the choice to opt-in for notifications about certain relevant events. You always have the option to visit Function4 and opt-out of receiving these Function4 Marketing E-mails or clicking "unsubscribe" on e-mails that you have received.
Event Notification E-Mails
If you have requested an invitation to an event or have been confirmed to attend an event, Function4 may send you notifications about the event ("Event Notification E-mails"). These notifications may contain certain promotional or marketing messages from the host and/or their co-hosts, sponsors or others, which are still deemed "Event Notifications" given their relevance to the event and the host’s view that they are necessary for your attendance. If you have opted out of Function4 Marketing E-mails, you will still receive Event Notification E-mails for your active event activity. You may also unsubscribe from "Event Notifications" by clicking "unsubscribe" on those e-mails, which will disable a host’s ability to contact you with updates on events for which you have registered.
How Event Hosts Use Function4 to Invite Guests
Many event hosts use Function4 to invite guests via e-mail. Hosts may use Function4 to send invitation e-mails to you through the Function4 system by entering your e-mail address into our system ("Host Invitation E-mails"). Function4 does not provide these event hosts with your personal data. These Host Invitations E-mails originate from the event host or their co-hosts from their own contacts or e-mail distribution lists (not Function4) and are independent of any marketing or notification e-mails that we send. You may also unsubscribe from Host Invitation E-mails, but please keep in mind that since these originate from the hosts' own contact lists, this will disable the host's ability to use Function4 to invite you to their event even if you are a close contact of theirs.
Function4 does not share e-mail addresses for invitees who have not registered with Function4, nor does Function4 use those addresses for any purpose other than to retain the invitation lists for the use of the host that entered them.
Who Has Access to Your Data Through Function4
When you request or accept an invitation to an event on Function4, you are giving consent to Function4 to share your profile information with the event host, their co-hosts, and their sponsors. This information is required by the host, co-host and sponsors to allow you to attend their event, and this information is used by Function4 to provide aggregated information about event attendees for each event and multiple events. Only the profile information that is required by the host to allow event attendance is provided to the host, co-hosts, or sponsors.
Providing this personal information to event hosts, their co-hosts, and their sponsors is a necessary element of Function4’s service offering, without which, you would not be able to register for events, and event hosts would not be able to manage their event guest lists using the platform.
When event hosts, co-hosts, and sponsors access your personal information on Function4, they may retain this information, and the management, retention and handling of your personal data is subject to each of their privacy policies, and Function4 has no responsibility or liability with respect to their use of your personal data after it has been legitimately and necessarily provided to the hosts, co-hosts or sponsors.
FUNCTION4 WILL NOT SELL YOUR DATA TO ANY THIRD PARTY.
How Function4 Handles Data Entered by Hosts
When event hosts and co-hosts enter contact information for event invitees or their "manually confirmed" guests, Function4 retains this data strictly for the benefit and use of the host and/or co-hosts who have entered this data, and we do not share or use this data for any other purpose unless and until the person for whom the data applies has voluntarily become a registered user of Function4. At the host’s/co-host's option, these invitation contact lists may be retained on Function4 to be accessed solely by the host or co-host to be used again for future event invitations. Function4 will delete this contact information at the request of the host/co-host or if the host/co-host deletes their account from Function4.
How Function4 Aggregates Data
Function4 provides hosts, sponsors and attendees with aggregated and anonymized data about event attendees for each event and across multiple events. This aggregated data does not contain any personal data about you, and hosts, co-hosts and sponsors have no access to the individual data upon which such aggregated data is based.
How You View, Edit and Control How We Use Your Data
We rely on you to ensure that your personal information is complete, accurate and current. At any time, you may view and edit the personal information that Function4 has collected and retained about you by logging in and visiting your profile. You may also request that Function4 inform you of third parties (hosts, co-hosts, sponsors, or our third party technology vendors) to whom we have shared your personal information.
At any time, you may opt-out of Function4 Marketing E-mails, which may include promotional information about events, by clicking "unsubscribe" on the e-mail. Function4 does not otherwise send marketing e-mails on behalf of third parties, nor do we share your contact information with any third parties for the purpose of them sending marketing e-mails that are not directly connected to events for which you have been invited or requested an invitation.
You may also unsubscribe from "Event Notifications" by clicking "unsubscribe" on those e-mails, which will disable a host's ability to contact you with updates on events for which you have registered.
You may also unsubscribe from Host Invitation E-mails, but please keep in mind that since these originate from the hosts' own contact lists, this will disable the host's ability to use Function4 to invite you to their event even if you are a close contact of theirs.
You may also request that Function4 delete your profile, delete your personal data, and stop sending you any e-mail addresses at any time, which will disable your use of all Function4 services and discontinue any additional e-mails from Function4. To delete your account and personal data, please e-mail the request to email@example.com.
We also may embed tokens or pixels in e-mails or links to recognize: the recipient of an event announcement, invitation, or marketing correspondence; the source of the link that has been followed; or whether an e-mail has been opened and/or viewed. We use tokens to provide a superior experience for attendees and hosts, allowing tracking of invitations, referrals, and event links, which is also an important feature in providing added transparency with respect to who is sharing information about events on Function4.
Paid Ticketing and Transactions
When transacting on Function4 to purchase tickets to an event, purchase sponsorship, or otherwise engage in a transaction with Function4 or another Function4 user, you may also be required to provide certain personal information to Function4 and/or a third-party that is necessary to conduct a secure transaction, such as credit card numbers, security codes, address, and additional contact or billing information. Function4 has engaged Stripe, Inc. ("Stripe") as a third-party provider of payment processing for all transactions on our website.
We Do Not Collect Information from Children
Function4 does not target and is not intended to attract children under eighteen. Although visitors of all ages may navigate through our website or use our app, we do not knowingly collect or request personal information from those under the age of eighteen without parental consent. If, following a notification by a parent or guardian or discovery by other means, a child under eighteen has been improperly registered on our site by using false information, we will cancel the child's account and delete the child's personal information from our records.
Internal Policies and Procedures
Function4 maintains strict data security policies and procedures to safeguard your information and the login credentials used to access your account. These internal policies and procedures have been documented and approved by our management team with input from our technical advisors. These policies describe how we manage data, how we obtain consent from our users, how we transmit and store data, how we respond to users’ requests for data, and how we destroy data when users have requested to be removed from our system. Our policies also include internal supervisory controls over how data is stored, backed up, and accessed by employees and contractors.
When applicable, such as the data that we embed in cookies, Function4 assigns numeric codes to your account record, your event records, or event invitations, to avoid unnecessary transmission of personally identifiable data via e-mail or through weblinks. Whenever possible, we also remove any personally identifiable data in records or reports where only aggregated data is necessary to provide value to our customers.
Data Storage and Retention
Personal data collected by Function4 may be stored and processed in your region, in the United States, or in any other country where Function4 or its service providers are located or maintain facilities. Function4 and its third party vendors have put in place adequate mechanisms to protect personal information when it is transferred internationally.
Data Transfer Outside of European Union and to the United States
Function4's services are hosted and operated in the United States. Data collected in the EU will be transferred outside of the EU and to the United States. Laws in the U.S. may differ from the laws where you reside. By using Function4, you acknowledge that any personal data about you, regardless of whether provided by you or obtained from a host, co-host or others, is being provided to Function4 in the U.S. and may be hosted on U.S. servers, and you authorize Function4 to transfer, store and process your information to and in the U.S., and possibly other countries. If you reside in the EU or Switzerland, you hereby consent to the transfer of your data to the U.S.
Data Security and Third-Party Service Providers
Data security is important to us, and as a cloud-based "Software-as-a-Service" business, we recognize that that we must maintain our own security and storage policies and procedures and that we must review and ensure that our third-party service providers also maintain strong data security and storage policies and systems that are GDPR compliant for all EU residents and meet similarly strict standards for all Function4 users globally.
Function4 and our third party vendors are committed to protecting the security of your personal information. However, while we take reasonable precautions to guard the personal information we collect, no security system is impenetrable. We use a variety of appropriate technical and organizational measures and industry standards to protect your personal information and help prevent information about you from loss, theft, misuse, unauthorized access, and disclosure.
- Amazon Web Service - Website Hosting and Data Storage
- Heroku (a Salesforce company) – Website Development Hosting and Data Storage
- Stripe – payment processing
You can only access your Function4 account information and our service through the use of an individual user login and password. To protect the confidentiality of your personal information, you must keep your password confidential and not disclose it to any other person. Please alert us immediately if you believe your password has been misused by e-mailing firstname.lastname@example.org. Additionally, always log out and close your browser when you finish your session. Please note, we will never ask you to disclose your password.
Notification of a Breach
Since no security system is impenetrable, we have established policies and procedures for informing you if our data storage systems are breached, if your data is accessed by an unauthorized person, or if your personal data may have been otherwise compromised, lost, stolen, or corrupted (each a "Security Incident"). In the event of a Security Incident that may be applicable to your personal data, you will promptly be notified via e-mail, using an independent and secure communication system, and we will take measures to reduce the exposure of your data or mitigate any ongoing risks of compromising your personal information. Our policy is to inform you of any Security Incident that may be applicable to your personal data within 72 hours of Function4 becoming knowledgeable of any incident.
When legally required, strictly necessary for the performance of the services or to protect our rights, or the rights of our affiliates or users, we disclose your personal information to law enforcement authorities, investigative organizations, our affiliates or in legal proceedings.
Sale or Merger
We may share your personal information in the event of a merger, acquisition, or sale of all or a portion of our assets. Of course, we shall notify you via e-mail and/or a prominent notice on our website and inform you of your rights.
If you have any questions about the use of your personal information, please send us an e-mail to email@example.com.