Privacy Policy

ClubVMSA is built around trusted professional participation.

Our core commitments are:

• We do not provide member or attendee email addresses or telephone numbers to Solution Providers, sponsors or other participants.
• We do not publicly display login credentials, email addresses or telephone numbers.
• Information marked private or hidden is not displayed on public profiles, directories or attendee lists.
• Closed-room remarks are not publicly attributed to an individual or company without permission.
• We may use aggregated or de-identified themes to produce industry insights, research and Event Insight Reports.
• We do not sell personal information for money.
• We use personal and company information for legitimate ClubVMSA operations, events, memberships, matching, communications and related business purposes.

These commitments are subject to disclosures required by law, necessary security measures and the permissions or visibility settings selected by the user.

This Privacy Policy applies to information collected through:

• ClubVMSA websites and member portals;
• Enterprise and Provider account applications;
• Membership and event registrations;
• Event-planning and portfolio tools;
• Company and individual profiles;
• Enterprise Roundtables;
• VISION;
• Women of Work;
• Today’s Buyer;
• Enterprise Mastermind;
• Growth Lab;
• Provider Office Hours;
• Surveys, forms and questionnaires;
• Email and other communications;
• Event recordings, transcripts, photographs and reports;
• ClubVMSA’s approved technology providers and integrations.

Third-party websites and services have their own privacy practices. This Privacy Policy does not control information handled independently by third parties.

A. Contact and Account Information

We may collect:

• First and last name;
• Work email address;
• Mobile or business telephone number;
• Job title;
• Employer or company;
• Username and authentication information;
• Account role and permissions;
• Profile photograph;
• Communication preferences;
• Referral source;
• Account creation and access history.

Passwords should be managed by an authentication provider and should not be stored by ClubVMSA in readable form.

B. Company Information

We may collect:

• Company name;
• Website and email domain;
• Company type;
• Headquarters;
• Geographic coverage;
• Industries served;
• Employee-size range;
• Annual-revenue range;
• Solution categories;
• Company description;
• Company logo;
• Membership level;
• Membership start, renewal and expiration dates;
• Purchased event inventory;
• Company administrators and team members.

Some company information may be publicly available or submitted by an authorized representative of the company.

C. Professional Profile and Matching Information

We may collect:

• Functional area;
• Professional responsibilities;
• Current priorities;
• Challenges or pain points;
• Capabilities and expertise;
• Proven successes;
• Industries and geographies with relevant experience;
• Program or workforce size;
• Topics the user is willing to discuss;
• Interest in peer conversations, speaking or introductions;
• Visibility preferences;
• Potential matches or recommendations generated from submitted information.

Users may be given visibility choices such as:

• Public on profile;
• Visible to verified ClubVMSA users;
• Hidden and used only for matching;
• Private and not used for matching.

ClubVMSA will use the selected visibility setting when displaying information to other users.

D. Membership, Purchase and Transaction Information

We may collect:

• Membership selections;
• Add-on selections;
• Event and sponsorship purchases;
• Billing company;
• Invoice and payment status;
• Transaction identifiers;
• Renewal and cancellation information;
• Order forms and agreements;
• Promotional codes, referral credits and other credits.

HubSpot may be used to process or maintain payment, billing, customer relationship and transaction information.

ClubVMSA generally does not need to store complete payment-card or bank-account numbers when those details are processed by a payment provider.

E. Event and Program Information

We may collect:

• Events viewed;
• Registrations;
• Attendance;
• Ticket or participation position;
• Event preferences;
• Named attendees;
• Dietary or accessibility requests;
• Calendar subscriptions;
• Check-in information;
• Program participation;
• Questions and feedback;
• Substitution or cancellation requests;
• Photographs, recordings and transcripts.

F. Portfolio and Planning Information

When a user interacts with a portfolio, planning tool or recommendation questionnaire, we may collect:

• Saved opportunities;
• Event and market selections;
• Preferred participation roles;
• Budget or investment range;
• Stated goals;
• Recommended opportunities;
• Draft and submitted plans;
• Portfolio totals;
• Submission status;
• Dates and times of portfolio activity.

Selecting or saving an opportunity does not purchase or reserve inventory.

G. Communications and Submitted Content

We may collect information contained in:

• Emails;
• Contact forms;
• Enterprise access requests;
• Provider account applications;
• Support requests;
• Surveys;
• Comments;
• Testimonials;
• Questions;
• Uploaded materials;
• Communications with ClubVMSA personnel.

H. Event Recordings, Transcripts and Photographs

ClubVMSA officially records and transcribes its virtual and in-person events, including:

• Enterprise Roundtables;
• VISION;
• Women of Work;
• Today’s Buyer;
• Enterprise Mastermind;
• Growth Lab;
• Provider Office Hours;
• Other ClubVMSA programs.

Recorded information may include:

• A participant’s image and voice;
• Name, title and company affiliation;
• Presentations;
• Questions and comments;
• Audio and video;
• Chat messages;
• Session transcripts;
• Photographs;
• Generated summaries, topics and themes.

ClubVMSA provides recording notice during registration and again at or before the event or session begins.

Photographs may be taken during events. Participants who do not want to appear prominently in event photography should notify ClubVMSA before the event or at check-in. ClubVMSA will make reasonable efforts to honor an opt-out request but cannot guarantee exclusion from incidental crowd photographs.

I. Video and Content Engagement

We may collect information about how an authorized user interacts with videos, transcripts, reports and other content, including:

• Content viewed;
• Date and time of access;
• Viewing duration;
• Playback position;
• Completion status;
• Search terms;
• Downloads;
• Links clicked;
• Calendar activity.

We may use this information to administer member benefits, understand engagement, recommend relevant content and improve programming.

J. Technical and Usage Information

We and our service providers may automatically collect:

• IP address;
• Browser and device type;
• Operating system;
• Pages visited;
• Referring and exit pages;
• Date and time of access;
• Approximate location derived from an IP address;
• Login and authentication events;
• Clicks and feature interactions;
• Cookie identifiers;
• Error and diagnostic information.

We may receive information:

• Directly from you;
• From an authorized representative or administrator of your company;
• Through account, membership and event forms;
• From other participants making a permitted referral or introduction;
• From publicly available professional or company sources;
• From legacy ClubVMSA systems;
• From HubSpot, Lovable and Airtable;
• From event venues and registration partners;
• Through your use of the Services.

If another person submits information about you, we may contact you to verify it.

We may use information to:

• Create and administer accounts;
• Link Contacts, Users and Companies;
• Verify professional roles and company affiliations;
• Review Enterprise access requests;
• Determine membership and program eligibility;
• Process memberships, registrations and purchases;
• Deliver events and virtual programs;
• Manage company profiles and team access;
• Display information according to visibility settings;
• Operate directories and attendee lists;
• Save portfolio selections and submitted plans;
• Develop recommendations and potential matches;
• Facilitate requested introductions;
• Provide gated content and member benefits;
• Create recordings, transcripts and reports;
• Measure participation and content engagement;
• Provide customer support;
• Send transactional and administrative communications;
• Send marketing communications where permitted;
• Administer referral credits;
• Improve the Services;
• Detect fraud, misuse and security incidents;
• Enforce our agreements;
• Comply with legal obligations;
• Protect ClubVMSA, participants and third parties.

ClubVMSA may use recordings and transcripts to:

• Produce authorized replays;
• Create Event Insight Reports;
• Identify aggregated or de-identified industry themes;
• Improve facilitation and programming;
• Maintain an accurate internal record;
• Create research and educational materials;
• Investigate reported violations of event rules.

The Chatham House Rule may apply to Enterprise Roundtables and other designated closed-room discussions.

Participants may use general information and insights learned during those sessions but may not reveal the identity or affiliation of the person who provided the information.

Unless participants receive notice of a broader use:

• Raw recordings and transcripts from closed-room discussions are restricted to authorized ClubVMSA personnel and service providers;
• Closed-room recordings are not placed in a general member replay library;
• Remarks are not publicly attributed to an individual or company;
• Participants receive de-identified summaries or Event Insight Reports rather than raw recordings.

Today’s Buyer, Growth Lab and other sessions expressly designated for replay may be made available to eligible users through gated ClubVMSA access.

Access to a replay or transcript may end when a membership, add-on or other access right expires.

ClubVMSA may combine information across participants and companies to identify trends, benchmarks, priorities and areas of interest.

We may use and publish aggregated or de-identified information for:

• Industry research;
• Benchmark reports;
• Event Insight Reports;
• Event planning;
• Program development;
• Educational content;
• Marketing;
• Service improvement.

We will not intentionally identify an individual or attribute confidential closed-room remarks to a person or company without permission.

A. Within the ClubVMSA Community

Depending on the account type and selected visibility settings, we may display:

• Name;
• Title;
• Company;
• Profile photograph;
• Professional biography;
• Industries;
• Capabilities;
• Event participation;
• Other approved professional profile information.

We do not display or provide member or attendee email addresses or telephone numbers to Providers, sponsors or other participants.

B. Company Administrators

An authorized company administrator may be able to view and manage:

• Company profile information;
• Company membership status;
• Team-member names and work email addresses;
• Team affiliations;
• Event registrations;
• Purchased event inventory;
• Attendee assignments;
• Company-level plans and portfolios.

Unless clearly disclosed and authorized, company administrators will not be shown:

• An individual’s password;
• Private communications with ClubVMSA;
• Individual video-viewing history;
• Private matching responses;
• Information marked private and personal to the individual.

C. Requested Introductions

If a user requests or accepts an introduction, ClubVMSA may share the user’s contact information with the specific person involved in that introduction.

ClubVMSA will not share an email address with a Provider or sponsor merely because that company attended or sponsored the same event.

D. Event Participants and Sponsors

ClubVMSA may provide limited professional attendee information, such as:

• Name;
• Title;
• Company;
• Professional role;
• Approved profile information.

ClubVMSA does not provide attendee or member email addresses or telephone numbers to Solution Providers, sponsors or other event participants.

Sponsorship or participation does not grant access to private contact information.

E. Service Providers

We may disclose information to service providers that help operate the Services.

At launch, these providers include or may include:

• HubSpot for customer relationship management, communications, billing and payments;
• Lovable for website and application functionality;
• Airtable for business records, event information and operational data.

These providers may process information only as necessary to provide services to ClubVMSA and subject to their applicable agreements and privacy practices.

If ClubVMSA adds analytics, video, artificial-intelligence or other technology providers, this Privacy Policy will be updated as appropriate.

F. Legal and Safety Reasons

We may disclose information when reasonably necessary to:

• Comply with law, regulation, subpoena or legal process;
• Enforce our agreements;
• Investigate fraud, misuse or security incidents;
• Protect the rights, property or safety of ClubVMSA, participants or others;
• Establish, exercise or defend legal claims.

G. Business Transactions

Information may be disclosed in connection with a merger, acquisition, financing, reorganization, sale of assets or similar transaction, subject to appropriate confidentiality protections.

H. With Your Direction or Consent

We may disclose information when you:

• Request or accept an introduction;
• Authorize a testimonial;
• Select a public visibility setting;
• Ask us to share information;
• Otherwise provide consent.

When a user identifies a referrer, ClubVMSA may record the referral and use it to administer recognition, benefits or referral credits.

The referrer may receive limited status information, such as:

• Referral submitted;
• Referral qualified;
• Credit earned.

ClubVMSA will not disclose the referred person’s email address, telephone number, private profile information, purchases or detailed activity to the referrer without permission.

ClubVMSA may send transactional and administrative communications concerning:

• Account access;
• Verification;
• Membership;
• Billing;
• Purchases;
• Event registration;
• Calendar changes;
• Security;
• Changes to policies or Services.

ClubVMSA may also send information about programs, memberships, events and opportunities where permitted by law.

Users may unsubscribe from marketing emails using the link provided in the message or by contacting ClubVMSA.

Unsubscribing from marketing does not prevent necessary transactional or administrative communications.

Mobile telephone numbers will be used for direct support or necessary individual event communication. ClubVMSA does not currently use mobile numbers for automated promotional text-message campaigns.

ClubVMSA and its service providers may use necessary cookies and similar technologies to:

• Keep users signed in;
• Remember preferences;
• Maintain security;
• Understand website usage;
• Diagnose technical issues;
• Measure communications and engagement;
• Improve the Services.

ClubVMSA may add analytics services, including HubSpot or Google analytics tools. If nonessential analytics or advertising technologies are implemented, ClubVMSA will provide appropriate notice and choices where required.

Disabling necessary cookies may prevent portions of the Services from working.

ClubVMSA may use rules-based or automated tools to organize submitted information, identify relevant content and suggest possible professional matches or event opportunities.

Recommendations are informational and are subject to human review.

ClubVMSA does not currently use automated decision-making to make decisions that produce legal or similarly significant effects concerning an individual.

Before sending private matching information to an external artificial-intelligence provider, ClubVMSA will review the provider’s data practices and update this Privacy Policy when appropriate.

ClubVMSA retains information for as long as reasonably necessary to:

• Maintain an account or company relationship;
• Deliver memberships and programs;
• Complete transactions;
• Maintain event and attendance records;
• Preserve acceptance of legal terms and recording consent;
• Meet accounting, tax, contractual and legal obligations;
• Resolve disputes;
• Prevent fraud or misuse;
• Maintain legitimate business records.

Upon a verified request, ClubVMSA may delete or de-identify account and profile information unless retention is reasonably required for legal, contractual, financial, security or recordkeeping purposes.

Records that may be retained include:

• Contracts and order forms;
• Invoices and payment records;
• Event attendance history;
• Legal-policy acceptances;
• Recording consent;
• Security records;
• Records needed to establish or defend legal claims.

Backup and archived systems may retain information for a limited period after deletion from active systems.

ClubVMSA uses reasonable administrative, technical and organizational safeguards designed to protect information.

No website, database, email system or transmission method is completely secure. ClubVMSA cannot guarantee absolute security.

Users are responsible for protecting their credentials and promptly reporting suspected unauthorized access.

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

• Request access to personal information;
• Correct inaccurate personal information;
• Request deletion;
• Obtain a portable copy of certain information;
• Withdraw consent where processing relies on consent;
• Opt out of marketing communications;
• Appeal a denied privacy request;
• Lodge a complaint with an appropriate authority.

These rights may be subject to legal exceptions.

ClubVMSA may need to verify your identity before fulfilling a request.

ClubVMSA will not unlawfully discriminate against a person for exercising an applicable privacy right.

Users may be able to manage company and profile information through their accounts.

Visibility options may include:

• Public on profile;
• Visible to verified ClubVMSA users;
• Hidden and used only for matching;
• Private and not used for matching.

ClubVMSA may retain historical information when reasonably necessary for security, compliance, audit or dispute resolution.

If another person or company administrator submits inaccurate information about you, contact ClubVMSA to request review.

Individual accounts may be linked to a company.

If a user leaves a company or changes employers:

• Access provided through the former company may end;
• The company may retain company-owned transaction, inventory and portfolio records;
• The individual account may be suspended until the new affiliation is verified;
• ClubVMSA may preserve historical event and transaction records;
• ClubVMSA will not transfer the individual’s password to another person.

The Services are intended for business professionals and are not directed to individuals under 18.

ClubVMSA does not knowingly collect personal information from children under 18 through the Services. If we learn that such information was collected, we will take reasonable steps to delete it.

ClubVMSA is based in the United States and currently focuses its Services primarily on United States business professionals and events.

Information may be processed in the United States and in other locations where service providers operate.

If ClubVMSA expands active marketing or membership services into additional jurisdictions, this Privacy Policy and associated privacy processes will be reviewed and updated as appropriate.

The Services may link to or integrate with third-party websites and platforms.

Those providers independently control their privacy practices. Users should review the provider’s privacy policy before supplying information directly to it.

ClubVMSA is not responsible for a third party’s independent handling of information.

ClubVMSA may update this Privacy Policy as its Services, technology and legal obligations change.

The revised policy will identify its effective date.

If a change is material, ClubVMSA will provide reasonable notice through the website, account portal or email. Where applicable law requires consent, ClubVMSA will request it.

Questions, privacy requests and concerns may be sent to:

VMS Accelerators, Inc. d/b/a ClubVMSA

857 Post Road, STE 230, Fairfield, CT 06824, United States

Email: info@clubvmsa.com