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Privacy Policy

(Last Updated February 7, 2023)

Our Policy: Welcome to this website (“Site”) hosted by Convention Management Resources, Inc. with principal place of business at 3641 Mount Diablo Blvd #368, Lafayette, CA 94549 (“Convention Management Resources”, “CMR”, “we”, “us” and/or “our”). This Site is operated by CMR and has been created to provide the means by which to register and or book hotel reservations for various conventions, tradeshows, conferences, and other events that CMR is contracted to provide such services (“Services”) to Site visitors and users of our Services (“you”, “your”). CMR is officially contracted to provide this Site and its Services by its client, the event organizer (“Event Organizer”). Among other things, this Privacy Policy sets forth CMR’s policy with respect to the collection and disclosure of personally identifiable data, which includes ‘personal data’ as defined in the applicable European data protection legislation (“Personal Data”), other data, and other information that is collected from Site visitors and users of the Services. Please note that, in addition to this Privacy Policy, your access to and use of this Site is subject to the terms and service relative to event registration, housing, and lead retrieval services for the intended event.

How to Contact Us

If you have any questions about our Privacy Policy or the information practices of this Site, please contact Convention Management Resources, Inc., Attn: Privacy Support, 3641 Mount Diablo Blvd #368, Lafayette, CA 94549 or by email to support@cmrus.com.

Information We Collect

When you interact with us through the Site or Services, we may collect Personal Data and other information from you, as further described below.

Personal Data That You Provide: We collect Personal Data from you when you voluntarily provide such information. Specific actions for which Personal Data is collected would be booking a hotel reservation, registering, entering into contractual services for group registration and housing, other actions requiring housing and registration services such as being added to a waitlist for hotel room or event ticket availability, ordering lead retrieval, being scanned by exhibiting companies at the event, contacting us with inquiries, or responding to one of our surveys. CMR makes a consistent effort to provide access to its Privacy Policy in the footer on all website pages which Personal Data is being collected.

By voluntarily providing us with Personal Data and/or using the Site or our Services, you are consenting to our use of it in accordance with this Privacy Policy. If you provide Personal Data, you acknowledge and agree that such Personal Data may be transferred from your current location to the offices and servers of CMR and the authorized third parties referred to herein, including transfers to and processing in the United States.

Non-Identifiable or Aggregated Data: When you interact with CMR through the Site or Services, we receive and store certain information that is collected passively using various technologies, but cannot presently be used to specifically identify you. CMR may store such information itself or such information may be included in databases owned and maintained by CMR affiliates, agents or service providers. This Site may use such information and pool it with other information to track, for example, the total number of visitors to our Site, the number of visitors to each page of our Site, the domain names of our visitors, Internet service providers, general geographic location, and how our users use and interact with the Services. Also, in an ongoing effort to better understand and serve the users of the Services, CMR often conducts research on its customer demographics, interests and behavior based on the Personal Data and other information provided to us or collected as stated herein. This research may be compiled and analyzed on an aggregate basis. CMR may share this non-identifiable and aggregate data with the Event Organizer, but this type of non-identifiable and aggregate information does not identify you personally. CMR may also disclose aggregated user statistics in order to describe our services to current and prospective Event Organizers, and to other third parties for other lawful purposes.

Cookies: In operating this Site, we may also use a technology called “cookies.” A cookie is a piece of information that the computer that hosts our Site gives to your browser when you access the Site. Our cookies help provide additional functionality to the Site and help us analyze Site usage more accurately. On most web browsers, you will find a “help” section on the toolbar. Please refer to that section for information on how to receive notification when you are receiving a new cookie and how to turn cookies off. We recommend that you leave cookies turned on because they allow CMR to analyze usage of the Site and Services in order to improve product satisfaction and usability.

Do Not Track: We currently do not participate in any “Do Not Track” frameworks that would allow us to respond to signals or other mechanisms from you regarding the collection of your Personal Data.

Our Use of Your Personal Data and Other Information

CMR uses the Personal Data you provide in a manner that is consistent with this Privacy Policy. If you provide Personal Data for a certain reason, we may use the Personal Data in connection with the reason for which it was provided. These reasons include booking a hotel reservation, registering, entering into contractual services for group registration and housing, other actions requiring housing and registration services such as being added to a waitlist for hotel room or event ticket availability, ordering lead retrieval, being scanned by exhibiting companies, contacting us with inquiries, or responding to one of our surveys. For instance, if you contact us by e-mail, we will use the Personal Data you provide to respond. Also, if you provide Personal Data in order to obtain access to the Services, we will use your Personal Data to provide you with access to such Services and to monitor your use of such Services. CMR and its subsidiaries and affiliates (“Related Companies”) may also use your Personal Data and other personally non-identifiable information collected through the Site or in connection with the Services to help us improve the content and functionality of the Site, to better understand our users and to improve the Services.

CMR and its Related Companies may use this information to contact you in the future to tell you about information regarding registration, hotel reservations, lead retrieval, and other important event information. If we do so, each communication we send you will contain instructions permitting you to “opt-out” of receiving future communications. In addition, if at any time you wish not to receive any future communications or you wish to have your name deleted from our mailing lists, please contact us as indicated above. Upon completion of hotel booking, registration, and lead retrieval orders you will also be sent email confirmation of your reservation and/or purchase.

If CMR intends on using any Personal Data in any manner that is not consistent with this Privacy Policy, you will be informed of such anticipated use prior to or at the time at which the Personal Data is collected.

Our Disclosure of Your Personal Data and Other Information

CMR is not in the business of selling your information. We consider this information to be a vital part of our relationship with you. There are, however, certain circumstances in which we may share your Personal Data with certain third parties without further notice to you, as set forth below.

Business Transfers: As we develop our business, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, dissolution or similar event, Personal Data and other information may be part of the transferred assets.

Agents, Consultants and Service Providers: Often, Event Organizers hire other companies to perform functions essential for your attendance and needs at the event. CMR may share Personal Data with third parties only as necessary to complete a service which the Event Organizer has requested. Examples of such functions include transfer of Personal Data to Customer Relationship Management (CRM) systems, event mobile applications, syllabi applications, information subscription services, speaker management systems, travel and airfare booking applications, Event Organizer proprietary databases and applications, etc.

If required for the purposes of facilitating CMR’s business purpose as contracted by the Event Organizer, CMR may share Personal Data with official and sanctioned event hotels for the purposes of processing hotel reservations.

CMR may also (if required) share Personal Data with its official group housing partner. CMR’s group housing partner arranges group hotel room blocking and booking packages for International attendee groups.

CMR may also (if required) share Personal Data with its official lead retrieval partner. Lead retrieval is a means for capturing and follow-up of sales leads generated at an event, trade show, or conference. Lead retrieval systems give exhibitors the ability to measure results against sales or event objectives and by doing so, justifying the investment in time, energy and budget to exhibit at the event. When on the exhibit floor by allowing an exhibitor to scan the QR code on your badge you are consenting to sharing your Personal Data for the purposes of lead retrieval. When (and in this case) CMR has contracted another company to perform a function of this nature, we only provide them with the information that they need to perform their specific function. When such other companies act solely on our behalf, CMR requires them to follow our privacy practices.  

CMR may also (if required) share Personal Data with Event Organizers using RFID (Radio-frequency identification) while onsite at the event. This allows the Event Organizer to analyze room capacity, exhibit hall activity, attendance trends and other logistical components of the event. Also in some cases RFID is shared with exhibitors. When this is the case CMR will inform you on its Site and through its email confirmation communication.

CMR may also (if required and if not providing registration services ourselves) share Personal Data with third party registration systems for the purpose of registration. CMR provides housing services but in some cases a different third party is contracted by the Event Organizer and may be required to pass Personal Data from its database to the database and system of the registration company.

Legal Requirements: CMR may disclose your Personal Data if required to do so by law or in the good faith belief that such action is necessary to:

  • comply with a legal obligation,
  • protect and defend our rights or property,
  • act in urgent circumstances to protect the personal safety of users of the Site, the Services, or the public or
  • protect against legal liability.

Your Choices

You cannot use the Site without providing any Personal Data. Providing and allowing CMR to collect and process Personal Data is a required function in order to carry out its business purposes, the primary purposes being hotel reservation booking and registration. By not allowing CMR to collect and process your Personal Data, you will not be a registered attendee nor will a hotel reservation be booked in the official event hotel room block. If you wish to attend the event, you are required to register and book your hotel reservation using the Site and Services.


Personal Data: We will use all reasonable endeavors to accommodate requests to delete Personal Data unless it is required to be retained by law or for lawful business purposes.

Accuracy and Access to Information

To keep your Personal Data accurate, current, and complete, please contact us as specified above. We will take reasonable endeavors upon request to update or correct Personal Data in our possession that you have previously submitted via this Site or Services.


CMR takes appropriate physical, technical, and organizational measures to protect your personal information from loss, misuse, unauthorized access or disclosure, alteration, and destruction. We utilize a combination of industry-standard security technologies, procedures, and organizational measures to help protect your Personal Data from unauthorized access, use or disclosure. However, no Internet, e-mail or other electronic transmission is ever fully secure or error free, so you should take special care in deciding what information you send to us in this way.


This Privacy Policy does not apply to any Personal Data collected by CMR other than Personal Data collected through the Site or Services. This Privacy Policy shall not apply to any unsolicited information you provide to CMR through this Site or through any other means. This includes, but is not limited to, information posted to any public areas of the Site (such as bulletin boards) or any of CMR’s social media accounts or web pages, any ideas for new products or modifications to existing products, and other unsolicited submissions. All such unsolicited information shall be deemed to be non-confidential and CMR shall be free to reproduce, use, disclose, distribute and exploit such unsolicited information without limitation or attribution.


CMR does not knowingly collect Personal Data from children under the age of 13. If you are under the age of 13, please do not submit any Personal Data through the Site. We encourage parents and legal guardians to monitor their children’s Internet usage and to help enforce our Privacy Policy by instructing their children never to provide Personal Data on this Site without their permission. If you have reason to believe that a child under the age of 13 has provided Personal Data to CMR through this Site, please contact us and we will endeavor to delete that information from our databases.

Links to Other Websites

This Privacy Policy applies only to the Site. The Site may contain links or other access that will take  you to other websites and resources on the Internet not operated or controlled by CMR (“Third Party Sites”). The policies and procedures we described here do not apply to the Third Party Sites. We have no control over, are not responsible for, and do not endorse such third party websites and resources. Your access to and use of such third party websites or resources, including your use of any content, information, data, advertising, products, or other materials on or available through them, is solely at your own risk and is subject to the terms and conditions of use and privacy policy(ies) applicable to such third party websites and resources. Once you choose to be directed to another website, you should read that website’s privacy statement before sharing any personal or other information.

Changes to CMR’s Privacy Policy

The Site and our business may change from time to time. As a result, at times it may be necessary for CMR to make changes to this Privacy Policy. CMR reserves the right to update or modify this Privacy Policy at any time and from time to time without prior notice. Please review this policy periodically, and especially before you provide any Personal Data. This Privacy Policy was last updated on the date indicated above. Your continued use of the Site after any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy.

Dispute Resolution

If you have a complaint about CMR’s privacy practices, you should write to us at the address above. We will take reasonable endeavors to work with you to attempt to resolve your complaint.