Privacy Notice

Introduction

The Inception Company (“Company”) is a New Jersey limited liability company with its principal place of business located at 14 Madison Road, Unit G, Fairfield, New Jersey 07004 (United States).  The Company acts as a controller for the personal data it collects and uses for its own purposes, and it may also process personal data on behalf of its customers, as described below.  This notice (“Privacy Notice”) describes how the Company collects, uses, discloses, retains and protects personal data.

You should also review our terms and conditions of use of the website (the “Terms and Conditions”), which can be found at https://www.inceptioncompany.com/terms-and-conditions/, and which governs your use of the website in accordance with its own terms.  To the extent there is a conflict between the Terms and Conditions and this Privacy Notice, this Privacy Notice shall control.

1. Scope

This Privacy Notice applies to personal data we collect in connection with our business, programs, services, marketing and recruiting activities, including through our website located at https://www.inceptioncompany.com, our program registration platform at sites.ticmeetings.com, our client portal at av-portal.ticmeetings.com, and our other domains https://pandomeetings.com, https://letspando.com, and https://inceptionmeetings.com (in this Privacy Notice, the “website” means the domain at https://www.inceptioncompany.com only). It does not apply to personal data we process solely on behalf of a customer, which is governed by that customer's own privacy notice. Our program registration platform and our client portal are hosted for us by a third-party technology provider that acts as our service provider and processes personal data on our instructions.

2. Personal Data and Our Role

Personal data means information that identifies, relates to, or can reasonably be linked to an identified or identifiable individual.

Where we process personal data on behalf of one of our customers, for example in producing or hosting a program commissioned by that customer, the customer is the data controller for that personal data and we act as its data processor. In that case the customer determines how the personal data is used, and requests concerning that processing should generally be directed to the customer. Where we later use information from a program for our own purposes, such as our own marketing or business records, we act as a controller for that use and this Privacy Notice applies to it.

3. Information We Collect About You

The personal data we collect falls into the following categories:

- Business and contact information: your name, employer, job title, business e-mail address, phone number, and our correspondence with you.

- Program and webinar information: your registration details, whether and for how long you attended, any question, poll response or chat message you submit, and, where you speak or appear on camera, your voice and image as captured in a recording.

- Website and account information: account and login details, IP address, browser and device information, pages viewed, length of visit, and referral source.

- Job applicant information: the contact details, work history and other information you send us if you apply for a position with us.

Please do not send us another person's personal data unless we ask you to, or any confidential or legally protected information that you are not authorized to share.

4. How We Collect Information About You

We collect information about you (including personal data) when:

You Give Us Information

You may provide information to us when you set up an account, register for a program, fill out forms, contact us (by e-mail, phone, mail or through the "Contact Us" page on the website), log in to our client portal at https://av-portal.ticmeetings.com, or apply for employment with the Company.

We Collect Information Automatically

We automatically collect certain types of information when you visit our website or any of our other domains (as explained below). Our servers and service providers may also automatically record information such as IP address, browser type, access time, requested pages and diagnostic information.

We Collect Information From Other Sources

We may receive information about you from your employer, or from a customer or program sponsor that engages us to provide a service or produce a program.

5. Cookies and Similar Technologies

We may also use technologies that perform functions similar to cookies, including browser local storage, tracking pixels and software development kits, and where we do we treat them the same way we treat cookies under this Privacy Notice.

We use pixels and similar technologies in our e-mails, including to measure whether an e-mail was opened and which links were clicked. The information they collect may be disclosed to the service providers and vendors identified below. Those providers act only on our instructions.

Cookies That We Use

– We use cookies and similar technologies for the following purposes:

– Necessary and security: operating the website, maintaining your session, protecting accounts against fraudulent use of login credentials, and recording your privacy preferences.

– Functional: remembering your preferences and whether you are logged in.

Service Providers and Vendors

We use service providers for website operations, and their cookies may be set when you visit our website. The cookie preference center identifies the cookies and similar technologies currently in use, including their provider, purpose and duration.

– The service providers and vendors whose cookies may be set when you visit our website include:

– Cookiebot by Usercentrics (https://www.cookiebot.com)

– Cloudflare, Inc. (https://www.cloudflare.com)

We use HubSpot as our customer relationship management and marketing platform. HubSpot collects information about your interactions with e-mails we send you, including whether an e-mail was opened and which links were clicked, and it associates that information with the business contact details you provide to us.

We also use Cloudflare for website security and bot detection, which sets cookies that are necessary to operate the website.

Your Cookie Consent and Preferences

We use the Cookiebot consent management platform to present a cookie banner and a cookie preference center when you first visit the website and at intervals thereafter. Non-essential cookies and tracking scripts, including those used for analytics and marketing, do not load until you provide affirmative consent, and we keep a record of the consent choices you make. You can review the specific cookies and similar technologies in use, together with their provider, purpose and duration, and you can grant, decline or withdraw your consent at any time, by opening the cookie preference center from the link on our website. Withdrawing your consent does not affect the lawfulness of any processing we carried out before you withdrew it. You can disable marketing cookies and other non-essential cookies at any time through that preference center.

We do not sell or share personal data as those terms are defined under applicable U.S. state privacy laws, and we do not use cookies or similar technologies for targeted or cross-context behavioral advertising.

6. How We Use Your Personal Data

We use personal data to provide our services and administer programs; to manage our customer and business relationships; to respond to inquiries and applications; to operate, analyze and secure our websites and systems; to communicate about our services and programs; to comply with law and to establish, exercise or defend legal rights, whether in court proceedings, alternative dispute resolution or another procedure.

We may use your personal data for marketing purposes to send periodic e-mails regarding our services, programs or other offerings. Where the law requires your consent for those e-mails, we will obtain it before sending. You can unsubscribe at any time using the link in any marketing e-mail.

7. Providing Your Personal Data To Others

We may disclose personal data to: our officers, employees and contractors who need it for the purposes described in this Privacy Notice; service providers and subcontractors that support our services and our business, including hosting, communications and customer relationship management; our professional advisers; customers or program sponsors where disclosed in connection with the program; and government, regulatory or other recipients where the law requires it or where disclosure is necessary to establish, exercise or defend legal rights.

Webinar Recordings and Sponsors. Webinars and similar programs may be recorded. If you speak, appear on camera, or submit a question, poll response or chat message, that contribution forms part of the recording and may be distributed together with it. Where a webinar or program is produced for, or sponsored by, one of our customers, we may provide that customer with the registration and attendance information of those who registered for or attended it, and the customer may use that information for its own purposes under its own privacy notice. Where applicable law requires your consent for that disclosure, we will request it at the point of registration.

8. International Processing

We are based in the United States and host and administer our systems there. Personal data we receive may be processed in the United States and in other countries where our service providers operate.

Where applicable law requires safeguards for an international transfer of personal data, we use an approved transfer mechanism or another lawful basis for the transfer. You may request information about the safeguards that apply to your personal data by contacting us using the information at the end of this Privacy Notice.

9. Retention and Deletion

We will retain your personal data as follows:

- Personal data collected in connection with a program or broadcast is generally retained in a secure project database for up to five years following completion of the program, unless a longer period is required or permitted as described below.  Business contact information collected through HubSpot or otherwise provided to us in connection with our services will be retained for the duration of the business relationship and for a reasonable period thereafter.

- In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based upon the performance of our services, our contractual obligations, and our legal and dispute-resolution needs.

- We may also retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject. Where you ask us to delete your personal data, we will do so except to the extent applicable law permits us to retain it, including to complete a transaction you requested, to comply with a legal obligation, to exercise or defend legal claims.

10. Security

We maintain reasonable administrative, technical and organizational safeguards designed to protect personal data against unauthorized access, use, alteration and loss. No system is completely secure, and we cannot guarantee the security of information transmitted to us over the internet.

11. Amendments

We may update this Privacy Notice from time to time by publishing a new version on our website. We will update the “Last Updated” date above, and we will provide additional notice of material changes where the law requires it.

12. European Privacy Rights

Where the GDPR, the UK GDPR or another European privacy law applies to our processing, you may have rights to access, correct, delete or restrict the processing of your personal data, to object to certain processing, to receive certain personal data in a portable form, to withdraw your consent where our processing relies on consent, and to lodge a complaint with the relevant supervisory authority. The personal data we receive that is subject to European privacy law includes information about individuals who register for, attend, speak at or otherwise appear in our webinars and other programs, as well as individuals located in the EEA or the United Kingdom whose business contact details we hold in our marketing database, and individuals located in the EEA or the United Kingdom who apply for a position with us.

These rights are subject to the conditions and exceptions that applicable law provides, and we will respond to a request in the manner and within the time that applicable law requires.

To exercise any of these rights, contact us using the information at the end of this Privacy Notice.

13. Privacy of Children Who Visit the Website

Our website and our other domains are not intended for use by children under the age of 18, and we do not knowingly collect personal data from children under the age of 18.

14. U.S. State Privacy Rights

Some U.S. states give residents privacy rights that apply only to businesses meeting statutory thresholds for revenue, processing volume, or revenue from selling personal data. Where a state privacy law applies to our processing, you may have rights to access, correct or delete personal data we hold about you, to opt out of certain uses of personal data, and to appeal a decision on your request, in each case as that law provides and subject to its conditions and exceptions. You may contact us using the information below and we will respond as the law requires.

If you need this Privacy Notice or our response in an alternative accessible format, please contact us using the information below.

15. Contact Us

E-mail Address: privacy@inceptioncompany.com

Postal Address:

The Inception Company

14 Madison Road, Unit G

Fairfield, NJ 07004

Attention: Privacy Officer

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