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Effective Date: 2/26/18

Privacy Policy

This privacy policy applies to, owned and operated by Certain, Inc. (“Certain”). Certain is committed to respecting your online privacy and recognizes your need for appropriate protection and management of any Personally Identifiable Information (PII) you share with us. Certain has established this privacy policy so that you can understand how we use and protect your personally identifiable information. The array of compliance needs and standards is in a state of constant change and can be daunting.  Certain provides our customers enhanced peace of mind for many different privacy and security protection laws and frameworks including PCI DSS, HIPAA, SOX, SSAE16, Cloud Security Alliance, and OWASP.

EU-U.S. Privacy Shield

Certain participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework. Certain is committed to subjecting all personal data received from European Union (EU) member countries, in reliance on the Privacy Shield Framework, to the Framework’s applicable Principles.  To learn more about the Privacy Shield Framework, visit the U.S. Department of Commerce’s Privacy Shield List.

Certain is responsible for the processing of personal data it receives, under the Privacy Shield Framework, and subsequently transfers to a third party acting as an agent on its behalf. Certain complies with the Privacy Shield Principles for all onward transfers of personal data from the EU, including the onward transfer liability provisions.

With respect to personal data received or transferred pursuant to the Privacy Shield Framework, Certain is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, Certain may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.

If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third party dispute resolution provider (free of charge) at

Under certain conditions, more fully described on the Privacy Shield website, you may invoke binding arbitration when other dispute resolution procedures have been exhausted.

This privacy policy relates to the website: and services provided through Certain Website or Certain-Powered Websites. A “Certain-Powered Website” shall mean a domain not owned by Certain but which has a license from Certain to utilize specific Certain technologies. A “User” means any individual who has access to or uses a Certain Website or Certain-Powered Website, including buyers of Certain software services, attendees of meetings organized through a Certain Website or Certain-Powered Website, visitors to Public Websites, and other employees and agents of corporate clients and Suppliers.

We cover only our data processing practices described in this privacy policy. Without limitation, this privacy policy does not cover data that we collect offline on businesses or legal entities or on our employees.

Notice and Disclosure

Personally identifiable information means any information that may be used to identify an individual User, including, but not limited to, a first and last name, a home or other physical address, an email address or other contact information. In general, you can visit Certain’s web pages without telling us who you are or revealing any personally identifiable information about yourself.

Information Collection and Use

When you request a demo or decide to download a buyer’s guide, we will collect personally identifiable information from you, such as, but not limited to your name, email address and phone number. We will use this information to fulfill your order, send you the requested product or service information or respond to customer service requests.

Third parties provide certain services on Certain’s behalf. For example, Certain contracts with third parties to process payment information. Certain may provide information, including personally identifiable information that Certain collects, to such third party service providers to help us deliver programs, products, information and services. These companies are authorized to use your personally identifiable information only as necessary to provide these services to us. These third party service providers are obligated to protect your personally identifiable information on Certain’s behalf, and to comply with this privacy policy.

If you decide to use Certain’s services, we will collect registration information for events. After completing registration, your information is transferred to the event organizer and becomes the responsibility of the meeting planner and event organizer. The registration data that we collect is the property of the contracted organization at all times. Certain is not responsible for the privacy practices of meeting planners and event organizers who are our clients. End users submitting personally identifiable information to client users of Certain are subject to the sharing, updating, and use restrictions and rights of the individual client.

Suppliers of Services to Corporate Clients

Certain provides access to its applications via Certain Websites and/or Certain-Powered Websites to suppliers of services to corporate clients. Such entities would include hotels, convention and visitor bureaus, and destination management companies.

Buyers of Services for Corporate Clients

Individuals and companies (“Buyers”) use Certain’s technology via the Certain Website or Certain-Powered Websites on behalf of corporate clients to manage meetings, and to purchase services for these meetings and events from Suppliers.

Attendees of Meetings Planned by Corporate Clients

Attendees use Certain software services when invited by a corporate client to attend a meeting. They do so by viewing a Certain-Powered Website that contains questions created by the corporate client. By responding to these questions, the attendee gives the corporate client information about the attendee’s plans for attending that specific meeting. If you choose to provide us with your personally identifiable information, we may transfer that personally identifiable information within Certain, across borders and from your country to other countries around the world. If you are subject to the European Union Data Protection Directive, laws implementing the Directive, or similar laws, you hereby freely consent to the transfer of your personally identifiable information outside of the European Union to the United States and other countries and to the use of your personally identifiable information by Certain as described in this privacy policy.

On July 12, 2016, the EU-US Privacy Shield was formally adopted by the European Commission and the U.S. Department of Commerce to replace the Safe Harbor framework.  Certain is currently pursuing this new framework for the transference of personal data between the EU and US. We do not sell your personally identifiable information to third parties. We will share your personally identifiable information with third parties only in the ways that are described in this privacy policy. In certain situations, Certain may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.  We may also share your information under the following circumstances:

  • As required by law, such as to comply with a subpoena, or similar legal process
  • When we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request
  • If Certain is involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified via email and/or a prominent notice on our Web site of any change in ownership or uses of your personally identifiable information, as well as any choices you may have regarding your personally identifiable information
  • To establish and utilize, in conjunction with the information technology infrastructure, including data mining and other advanced analytical tools, in order to access, receive, and analyze data and information in furtherance of Certain’s business and market intelligence capabilities
  • To any other third party with your prior consent to do so


You may choose whether or not to provide personally identifiable information to Certain. If you choose not to provide the personally identifiable information we request, you can still visit most of Certain’s web sites, but you may be unable to access certain options, offers and services (such as Certain software) that involve our interaction with you.

When we collect your personally identifiable information, we will provide a means for you to opt-out of Certain sharing your personally identifiable information with our business partners. For example, should you elect to receive our Newsletter and/or promotional communications, you may opt-out of receiving further communications by following those instructions in the email and/or via the unsubscribe link contained in the email. Even if you opt-out of such uses, you understand and consent to Certain sharing your personally identifiable information with third party payment processors to help us deliver programs, products, information and services.

For attendees, if you decide to use Certain’s services we will only send email messages directly relating to registrations, including:

  • Confirmation of completed registration Notice of incomplete registration
  • Additional information about the event or your registration
  • We do not allow users to elect not to receive these messages, because they are vital to completing the registration process.

The event organizer has the option of using your personally identifiable information, which we provide to them, in order to send you information. Certain is not responsible for the privacy practices of event organizers who are its clients.

Links to Other Web Sites

Our site includes links to other Web sites, such as our blogs & forums, which may be facilitated by a third party. Such sites’ privacy practices may differ from those of Certain.  If you submit personally identifiable information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any Web site you visit.

Blog / Forum

Our web site offers publicly accessible blogs or community forums. Our blog is managed by a third party application that may require you to register to post a comment. We do not have access or control of the information posted to the blog. You will need to contact or login into the third party application if you want the personally identifiable information that was posted to the comments section removed. To learn how the third party application uses your information, please review their privacy policy.

Customer Testimonials & Reviews

We may post our clients’ comments, testimonials & reviews on our web site which may contain personally identifiable information. We do obtain the customer’s consent via email prior to posting the testimonial to post their name along with their comments. If you wish to update or delete your testimonial, you can contact us at

Social Media Widgets

Our Web site includes Social Media Features, such as the Facebook Like button and Widgets, such as the Share this button or interactive mini-programs that run on our Web site. These Features may collect your IP address, which page you are visiting on our Web site, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Web site. Your interactions with these Features are governed by the privacy policy of the company providing it.


The security of your personally identifiable information is important to us. When you enter information on our site we encrypt the transmission of that information using reasonably secure connectivity that leverages TLS (transport layer security).

We follow generally accepted standards to protect the personally identifiable information submitted to us, both during transmission and once we receive it. If you have any questions about security on our Web site, you can contact us at

Tracking Technologies

Technologies such as: cookies, beacons, tags and scripts are used by Certain and our partners, affiliates, analytics and related service providers. These technologies are used in analyzing trends, administering the site, tracking user movements around the site and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

We use cookies for to remember users’ settings. Users can control the use of cookies at the individual browser level. If you reject cookies, you may still use our site, but your ability to use some features or areas of our site may be limited.

Log Files – As is true of most web sites, we gather certain information automatically and store it in log files. This information may include Internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data. We do not link this automatically collected data to other information we collect about you.

We use Local Storage Objects (LSOs) such as HTML5 to store content information and preferences. Third parties with whom we partner to provide features on our site, or to display advertising based upon your Web browsing activity, use LSOs such as HTML5 or Flash to collect and store information.  Various browsers may offer their own management tools for removing HTML5 LSOs.  To manage Flash LSOs please click here:

We partner with a third party ad network to either display advertising on our Web site or to manage our advertising on other sites. Our ad network partner uses cookies and Web beacons to collect non-personally identifiable information about your activities on this and other Web sites to provide you targeted advertising based upon your interests. If you wish to not have this information used for the purpose of serving you targeted ads, you may opt-out here:  Please note this does not opt you out of being served advertising.  You will continue to receive generic ads.

Access / Accuracy

Certain is committed to maintaining the accuracy of your personally identifiable information. You may review your personally identifiable information by sending us an email request at Should you discover inaccuracies in your personally identifiable information, or if you merely wish to update your personally identifiable information, you may do so by sending corrections and updates to or you may call 888-CERTAIN. You may also contact us to request that we delete your personally identifiable information. We will respond to your request to access within 30 days.

If you decide to use Certain software services and you provide registration information for an event through our product, you receive a confirmation code. This code can be used to access or change your information at a later date by sending an email with your full name and confirmation code to the event’s customer service representative. This person is listed on the event’s online registration form.

We will retain your information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Upon request Certain will provide you with information about whether we hold, or process on behalf of a third party, any of your personal information. To request this information please contact email us of call us at 888-CERTAIN.

Service Provider Disclosure

The use of information collected through our service shall be limited to the purpose of providing the service for which the Client has engaged Certain.

Certain collects information under the direction of its Clients, and has no direct relationship with the individuals whose personal data it processes. Certain acknowledges that you have the right to access your personal information. If you are a customer of one of our Clients and would no longer like to be contacted by one of our Clients that use our service, please contact the Client that you interact with directly. We may transfer personal information to companies that help us provide our service. Transfers to subsequent third parties are covered by the service agreements with our Clients.

We will retain personal data we process on behalf of our Clients for as long as needed to provide services to our Client. Certain will retain this personal information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Your Consent

By using this web site, you consent to the terms of our privacy policy and to Certain’s processing of personally identifiable information for the purposes given above.


We may update this privacy policy to reflect changes to our information practices. If we make any material changes we will notify you by email (sent to the email address specified in your account) or by means of a notice on this site prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

Contact Us

If you have any comments or questions about this privacy policy, the practices of this site, or your dealings with this web site, please email us at or contact us via post mail:

Certain, Inc. | 75 Hawthorne Street, Suite 550 | San Francisco, CA 94105


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