PRIVACY POLICY

Woodard Privacy Policy

Effective Date: May 2, 2026

Last Updated: May 2, 2026

This Privacy Policy explains how Woodard Events, LLC and its affiliated Woodard entities (collectively, "Woodard," "we," "us," or "our") collect, use, protect, and share personal information when you interact with Woodard, including when you use our websites, register for or attend events, use event apps or attendee websites, purchase products or services, participate in Woodard Membership, attend Woodard Summit, attend Scaling New Heights, participate in online webinars or courses, receive consulting services, subscribe to communications, participate in contests or promotions, or otherwise provide information to us.

For purposes of this Privacy Policy, "personal information" means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked to an individual, household, account, device, customer record, membership record, consulting record, event registration record, or attendee profile.

This Privacy Policy is intended to serve as Woodard's general privacy policy across Woodard products, services, websites, memberships, events, webinars, online programs, event technology, customer communications, and related digital tools. Certain services, events, contests, memberships, consulting engagements, sponsorship and exhibitor engagements, speaker and instructor engagements, platforms, or apps may also be subject to separate agreements, supplemental terms, privacy notices, engagement contracts, nondisclosure agreements, or platform terms. If a separate agreement or supplemental notice applies to a specific subject matter, that agreement or notice governs that specific subject matter to the extent it conflicts with this Privacy Policy.

1. Scope of this Privacy Policy

This Privacy Policy applies to personal information collected or used in connection with Woodard websites, Woodard Membership, Scaling New Heights, Woodard Summit, other Woodard events, online webinars, online courses, coaching programs, consulting inquiries, CAS Consulting services, customer support, surveys, forms, newsletters, emails, SMS/text messages, event registration systems, attendee websites, mobile event apps, Cvent Attendee Hub, event contests, gamification features, online communities, sponsorship and exhibitor relationships, speaker and instructor relationships, and related digital tools.

This Privacy Policy does not replace any written client engagement contract, professional services agreement, statement of work, sponsorship agreement, exhibitor agreement, speaker agreement, instructor agreement, confidentiality agreement, or nondisclosure agreement that applies to a specific Woodard relationship. Those engagements may involve additional confidentiality, data handling, data ownership, security, use, access, retention, and disclosure obligations. Where those separate agreements apply, Woodard will handle covered information in accordance with those agreements and applicable law.

2. Personal information we may collect

Depending on how you interact with Woodard, we may collect the following categories of personal information:

Contact and identity information, including name, email address, mailing address, phone number, company name, job title, credentials, account username, login information, and similar identifiers.
Business and professional information, including firm name, business type, professional role, areas of practice, professional interests, membership eligibility details, customer status, company information, and information voluntarily provided about your business.
Registration, purchase, and transaction information, including event registrations, attendee type, admission items, ticket selections, session selections, social event registrations, webinar registrations, course enrollments, orders, invoices, payment status, refund records, subscription history, and customer service records.
Payment information, including credit card, ACH, billing, or other payment details provided for transactions. Payment card information is processed through payment gateway providers and is not stored or processed on Woodard servers.
Tax identification information, including W-9 information, taxpayer identification number, business address, and related information collected where required for prize, contest, vendor, speaker, instructor, or other tax-reportable payments.
Membership information, including Woodard Membership level, membership term, payment cycle, membership fees, participant name, associate member assignments, employer or firm information, benefit usage, event discount eligibility, course participation, coaching participation, roundtable participation, online community participation, renewal status, cancellation or downgrade requests, and related account information.
Event participation information, including badge data, QR code scans, session attendance, check-ins, sponsor interactions, exhibitor interactions, Power Breakfast attendance, survey responses, contest participation, prize administration records, attendee profile information, messages, posts, comments, uploaded content, app engagement activity, app leaderboard activity, and other event activity records.
Woodard Summit information, including membership status, membership level, attendee eligibility, registration information, substitutions, refund or cancellation records, communications, accessibility accommodation requests, and event participation details.
Scaling New Heights and event app information, including registration details, attendee app profile, attendee hub activity, session check-ins, QR scans, sponsor scans, app connections, messages, posts, gamification points, contest entries, survey responses, lead retrieval activity, and related app activity.
Webinar, online course, and online program information, including registration, attendance, viewing activity, completion status, survey responses, chat activity, Q&A submissions, downloadable material access, continuing education or CPE/CE participation records, recordings of sessions in which you participate, and related communications.
Consulting and client relationship information, including inquiry details, meeting notes, business contact information, project scope information, engagement records, scheduling information, deliverables, communications, and other information provided by or about a consulting client or prospective client. CAS Consulting client information may also be governed by a separate engagement contract or NDA.
Sponsor, exhibitor, speaker, instructor, and vendor information, including business contact information, firm information, professional biographies, photographs, headshots, session content, presentation materials, contract terms, payment and tax information, lead retrieval data, booth staff information, and related communications. Sponsorship, exhibitor, speaker, instructor, and vendor engagements may also be governed by a separate written agreement, which controls to the extent of any conflict with this Privacy Policy.
Communications information, including emails, SMS/text messages, support requests, form submissions, survey responses, preferences, consent records, opt-in records, opt-out records, and records of communications with Woodard.
Device, app, and usage information, including IP address, browser type, device model, operating system, app version, mobile device identifiers, advertising identifiers where applicable, cookie identifiers, log data, navigation paths, feature usage, search queries, analytics information, and troubleshooting data.
Location information, where enabled or otherwise provided, including information used for in-venue maps, session navigation, beacon-based check-ins, location-based notices, event operations, or similar event app functionality.
Health and safety information, where voluntarily provided or required by event terms, including health self-certifications, symptom acknowledgments, vaccination or testing attestations where required, communicable disease attestations, and accessibility or dietary accommodation requests. Woodard uses this information solely to administer event entry, protect attendee health and safety, support reasonable accommodations, and comply with venue, public health, and legal requirements, and does not use it for marketing.
Audio, video, and image information, including photographs, video recordings, audio recordings, voice, likeness, screen images, chat messages, and Q&A content captured during in-person events, webinars, online courses, coaching sessions, roundtables, online communities, and other Woodard programs, as further described in Section 6 below and in applicable event releases and program terms.
Content and intellectual property submissions, including posts, comments, messages, testimonials, survey responses, images, videos, audio, documents, files, and other content you submit to Woodard systems, apps, communities, events, webinars, or service platforms.
visit a Woodard website, create an account, log in, use a portal, or interact with online content;
register for an event, webinar, online course, promotion, contest, raffle, membership, subscription, consulting service, sponsorship, exhibitor opportunity, speaker or instructor engagement, or other Woodard product or service;
make a purchase, request an invoice, process a payment, submit a refund request, or contact customer support;
participate in Woodard Membership, use membership benefits, participate in member-exclusive communities, attend roundtables, participate in coaching, or use member discounts;
register for or attend Scaling New Heights, Woodard Summit, webinars, online courses, or other Woodard events;
use the Woodard Events App, Cvent Attendee Hub, attendee website, mobile app, event registration system, event check-in tools, badge scanning tools, or related digital tools;
allow your badge or app QR code to be scanned, scan another participant, accept a connection, attend sponsor sessions, attend Power Breakfast sessions, engage with exhibitors, or use networking tools;
post, message, comment, upload content, participate in app discussions, use online forums, engage with sponsors, participate in contests, or use gamification features;
submit a consulting inquiry, enter into a consulting engagement, participate in consulting meetings, provide consulting-related information, or receive CAS Consulting services;
serve as a sponsor, exhibitor, speaker, instructor, or vendor in connection with a Woodard program or event;
submit a health attestation, vaccination or testing record, accessibility request, or dietary request in connection with attendance at a Woodard event;
enable app permissions, such as push notifications or location services;
subscribe to a newsletter, respond to a survey, fill out a form, provide a testimonial, or otherwise communicate with Woodard; or
interact with cookies, analytics, advertising, email tracking, SMS systems, or other tracking technologies on our websites or digital platforms.
To provide, operate, administer, deliver, and improve Woodard websites, events, event apps, attendee websites, registration systems, memberships, webinars, courses, consulting services, products, customer support, and related services.
To process registrations, purchases, invoices, payments, refunds, confirmations, attendee records, badge production, session selections, social event access, check-ins, webinar attendance, course enrollments, and other operations.
To administer Woodard Membership, including membership level, membership term, renewal status, associate memberships, participant assignments, membership benefits, member-exclusive resources, online communities, coaching, roundtables, event discounts, Scaling New Heights benefits, and Woodard Summit eligibility.
To administer Scaling New Heights, Woodard Summit, webinars, online programs, and other Woodard events, including event eligibility, registration, attendee communications, venue logistics, access control, attendee support, continuing education or CPE/CE records, and post-event follow-up.
To administer CAS Consulting and other consulting services, including intake, scheduling, engagement management, communications, service delivery, billing, and recordkeeping, subject to any separate engagement contract, confidentiality terms, or NDA that may apply.
To administer sponsor, exhibitor, speaker, instructor, and vendor relationships, including onboarding, contracting, scheduling, content review, payment, tax reporting, marketing of programs in which they participate, and post-event follow-up.
To support attendee health, safety, and accessibility at Woodard events, including processing health self-certifications, screening for symptoms of communicable disease, providing reasonable accommodations, and coordinating with venues, sponsors, and public health authorities as needed.
To personalize your experience and provide content, product offerings, membership benefits, event information, networking opportunities, webinar information, consulting services, and communications that may be relevant to you.
To send transactional, operational, registration, safety, logistics, account, legal, membership-related, consulting-related, webinar-related, event-related, and service-related communications.
To send marketing communications, newsletters, offers, updates, or other promotional information, subject to your communication preferences and applicable law.
To administer contests, promotions, surveys, raffles, app gamification features, leaderboards, prize opportunities, and other engagement activities, including the announcement and recognition of winners as further described in Section 22.
To verify attendance, eligibility, membership status, session participation, continuing education or CPE/CE activity, app contest points, sponsor interactions, prize eligibility, discount eligibility, and related activity.
To operate, secure, troubleshoot, analyze, and improve event technology, mobile apps, attendee hubs, websites, online communities, systems, integrations, customer experiences, and service delivery.
To prevent fraud, misuse, spam, unauthorized access, data scraping, manipulation of contest systems, security incidents, system abuse, or violations of applicable terms.
To comply with legal obligations, enforce our policies and agreements, resolve disputes, protect rights and safety, respond to lawful requests, and support legal, accounting, tax, audit, insurance, and compliance functions.
Push notifications. Event apps may send push notifications about schedule changes, announcements, messages, contest activity, or other event-related updates. You may control or disable push notifications through your device settings.
Mobile device identifiers. Event apps may collect device-level identifiers, such as Apple IDFA, Google Android Advertising ID, device model, operating system version, app version, or similar identifiers for analytics, troubleshooting, security, and app functionality.
Location data. Where enabled, event apps may use location services to support in-venue maps, navigation, beacon-based check-ins, location-based announcements, or other event functionality. You may control or disable location access through your device settings.
App analytics. Woodard and its service providers may collect app usage data, such as session views, button taps, navigation paths, time spent in features, search queries, profile interactions, and feature engagement, to operate, secure, troubleshoot, and improve event technology.
QR code scans and check-ins. Event apps, badge systems, and check-in tools may record session attendance, exhibit hall visits, sponsor interactions, app connections, event entries, or contest activity. Scan data may be associated with your registration, attendee, or membership record.
Lead retrieval and sponsor data sharing. When you allow your badge or app QR code to be scanned by a sponsor, exhibitor, media participant, or other authorized participant, attend certain sponsor sessions, attend a Power Breakfast session, or accept a connection through the event app, your contact information may be shared with that participant for follow-up purposes as disclosed in the applicable event terms.
Contests and gamification. App engagement activity, points, rankings, check-ins, scans, posts, session activity, and other records may be used to verify eligibility, determine winners, prevent misuse, administer prizes, and enforce contest rules or event terms.
With service providers and vendors who assist us in operating websites, conducting business, processing payments, managing events, operating registration systems, supporting mobile apps and attendee hubs, sending communications, providing customer support, administering surveys or contests, providing analytics, operating online communities, delivering webinars, or servicing customers.
With sponsors, exhibitors, media participants, or other event participants when an attendee chooses to share information through badge scanning, app QR scanning, app connections, sponsor sessions, Power Breakfast sessions, lead retrieval tools, or similar event networking features.
With membership, event, webinar, consulting, or customer support personnel and authorized contractors who need the information to provide services, administer benefits, support customers, or operate Woodard programs.
With payment processors, financial institutions, accounting providers, tax advisors, legal advisors, insurers, auditors, and other professional service providers where needed for legitimate business operations.
With third parties as needed to comply with law, respond to lawful requests, enforce agreements, protect rights or safety, prevent fraud or misuse, investigate security incidents, or resolve disputes.
With successors or affiliates in connection with a merger, acquisition, reorganization, assignment, sale of assets, or similar business transaction, subject to applicable law and contractual obligations.
In aggregated, anonymized, or de-identified form for analytics, reporting, benchmarking, marketing, advertising, research, or business purposes, where the information does not reasonably identify an individual, customer, member, attendee, or consulting client.
remember and process items in a shopping cart;
understand and save user preferences for future visits;
support login, account, registration, and service functionality;
compile aggregate data about site traffic and site interactions;
support analytics, troubleshooting, security, and website performance;
support advertising, remarketing, and measurement where permitted by law; and
improve websites, event experiences, membership experiences, webinars, services, and digital tools.
Right to know. The right to request that Woodard disclose the categories and specific pieces of personal information Woodard has collected about the consumer, the categories of sources, the business or commercial purposes for collection or sharing, and the categories of third parties to whom Woodard has disclosed personal information.
Right to delete. The right to request that Woodard delete personal information that Woodard has collected from the consumer, subject to applicable exceptions.
Right to correct. The right to request correction of inaccurate personal information that Woodard maintains about the consumer.
Right to opt out of sale or sharing. The right to opt out of the sale or sharing of personal information for cross-context behavioral advertising. Woodard does not sell personal information for monetary consideration. Woodard may use analytics, advertising, and remarketing technologies that, under California law, may be considered "sharing" for cross-context behavioral advertising. California residents may opt out by following the instructions in the cookie or privacy preference settings on woodard.com or by contacting info@woodard.com.
Right to limit use of sensitive personal information. The right to limit Woodard's use and disclosure of sensitive personal information (which may include account log-in credentials and, where collected, precise geolocation and certain health information) to uses necessary to provide the goods or services requested.
Right to non-discrimination. The right not to be discriminated against for exercising any of these rights, including by being denied goods or services, charged different prices, or provided a different level or quality of service.
Right to use an authorized agent. The right to designate an authorized agent to submit a request on the consumer's behalf, subject to verification of the agent's authority.
send information, respond to inquiries, and answer requests or questions;
process orders and send information and updates related to orders, registrations, accounts, events, memberships, webinars, consulting services, or other services;
send additional information related to products, services, events, memberships, webinars, consulting services, or customer relationships; and
market to our mailing list or continue to send emails to customers, members, attendees, registrants, prospects, or clients after an original transaction, where permitted by law.
not use false or misleading subjects or email addresses;
identify commercial messages as advertisements in a reasonable way where required;
include the physical address of our business or site headquarters;
monitor third-party email marketing services for compliance, if one is used;
honor opt-out and unsubscribe requests for marketing communications promptly; and
allow users to unsubscribe from marketing emails by using the link at the bottom of applicable emails.

3. When we collect information

We collect information when you:

visit a Woodard website, create an account, log in, use a portal, or interact with online content;
register for an event, webinar, online course, promotion, contest, raffle, membership, subscription, consulting service, sponsorship, exhibitor opportunity, speaker or instructor engagement, or other Woodard product or service;
make a purchase, request an invoice, process a payment, submit a refund request, or contact customer support;
participate in Woodard Membership, use membership benefits, participate in member-exclusive communities, attend roundtables, participate in coaching, or use member discounts;
register for or attend Scaling New Heights, Woodard Summit, webinars, online courses, or other Woodard events;
use the Woodard Events App, Cvent Attendee Hub, attendee website, mobile app, event registration system, event check-in tools, badge scanning tools, or related digital tools;
allow your badge or app QR code to be scanned, scan another participant, accept a connection, attend sponsor sessions, attend Power Breakfast sessions, engage with exhibitors, or use networking tools;
post, message, comment, upload content, participate in app discussions, use online forums, engage with sponsors, participate in contests, or use gamification features;
submit a consulting inquiry, enter into a consulting engagement, participate in consulting meetings, provide consulting-related information, or receive CAS Consulting services;
serve as a sponsor, exhibitor, speaker, instructor, or vendor in connection with a Woodard program or event;
submit a health attestation, vaccination or testing record, accessibility request, or dietary request in connection with attendance at a Woodard event;
enable app permissions, such as push notifications or location services;
subscribe to a newsletter, respond to a survey, fill out a form, provide a testimonial, or otherwise communicate with Woodard; or
interact with cookies, analytics, advertising, email tracking, SMS systems, or other tracking technologies on our websites or digital platforms.

4. How we use personal information

We may use personal information for the following purposes:

To provide, operate, administer, deliver, and improve Woodard websites, events, event apps, attendee websites, registration systems, memberships, webinars, courses, consulting services, products, customer support, and related services.
To process registrations, purchases, invoices, payments, refunds, confirmations, attendee records, badge production, session selections, social event access, check-ins, webinar attendance, course enrollments, and other operations.
To administer Woodard Membership, including membership level, membership term, renewal status, associate memberships, participant assignments, membership benefits, member-exclusive resources, online communities, coaching, roundtables, event discounts, Scaling New Heights benefits, and Woodard Summit eligibility.
To administer Scaling New Heights, Woodard Summit, webinars, online programs, and other Woodard events, including event eligibility, registration, attendee communications, venue logistics, access control, attendee support, continuing education or CPE/CE records, and post-event follow-up.
To administer CAS Consulting and other consulting services, including intake, scheduling, engagement management, communications, service delivery, billing, and recordkeeping, subject to any separate engagement contract, confidentiality terms, or NDA that may apply.
To administer sponsor, exhibitor, speaker, instructor, and vendor relationships, including onboarding, contracting, scheduling, content review, payment, tax reporting, marketing of programs in which they participate, and post-event follow-up.
To support attendee health, safety, and accessibility at Woodard events, including processing health self-certifications, screening for symptoms of communicable disease, providing reasonable accommodations, and coordinating with venues, sponsors, and public health authorities as needed.
To personalize your experience and provide content, product offerings, membership benefits, event information, networking opportunities, webinar information, consulting services, and communications that may be relevant to you.
To send transactional, operational, registration, safety, logistics, account, legal, membership-related, consulting-related, webinar-related, event-related, and service-related communications.
To send marketing communications, newsletters, offers, updates, or other promotional information, subject to your communication preferences and applicable law.
To administer contests, promotions, surveys, raffles, app gamification features, leaderboards, prize opportunities, and other engagement activities, including the announcement and recognition of winners as further described in Section 22.
To verify attendance, eligibility, membership status, session participation, continuing education or CPE/CE activity, app contest points, sponsor interactions, prize eligibility, discount eligibility, and related activity.
To operate, secure, troubleshoot, analyze, and improve event technology, mobile apps, attendee hubs, websites, online communities, systems, integrations, customer experiences, and service delivery.
To prevent fraud, misuse, spam, unauthorized access, data scraping, manipulation of contest systems, security incidents, system abuse, or violations of applicable terms.
To comply with legal obligations, enforce our policies and agreements, resolve disputes, protect rights and safety, respond to lawful requests, and support legal, accounting, tax, audit, insurance, and compliance functions.

5. Woodard Membership

Woodard Membership includes membership services, education, coaching, resources, communities, consulting-related resources, and professional development benefits for accounting professionals, business advisors, CPA firms, bookkeeping professionals, and related business professionals. To administer Woodard Membership, Woodard may collect and use membership level, membership term, participant assignment, associate member assignment, payment cycle, membership fees, renewal status, benefit usage, event discount eligibility, course participation, coaching participation, roundtable participation, online community activity, communication preferences, and related account information.

Woodard may use membership information to determine eligibility for member benefits, including discounts or included registration for Scaling New Heights, Woodard Summit eligibility, member-exclusive courses, member-exclusive roundtables, online resources, coaching benefits, community access, and other benefits associated with a membership level.

Membership information may be used to communicate with members and participants about membership benefits, renewals, payments, account changes, benefit changes, event eligibility, courses, communities, coaching, and other membership-related services. Marketing opt-outs do not prevent Woodard from sending transactional, account, payment, legal, membership administration, or service-related communications.

6. Scaling New Heights, Woodard Summit, and other Woodard events

Woodard may collect and use event-related information to administer Scaling New Heights, Woodard Summit, and other Woodard events. This may include registration information, attendee type, admission items, membership status, event eligibility, session selections, check-ins, QR scans, badge scans, attendee communications, event app activity, venue logistics, dietary requests, accessibility accommodation requests, health self-certifications and other health and safety attestations required by event terms, continuing education or CPE/CE participation records, sponsor interactions, surveys, contests, and post-event follow-up.

For Scaling New Heights, attendee information may be shared with sponsors, exhibitors, media participants, or other attendees when an attendee chooses to share information through badge scanning, app QR code scanning, app connection features, sponsor sessions, Power Breakfast sessions, lead retrieval tools, or other event networking tools. Woodard does not sell attendee registration lists or contact lists to sponsors or other third parties.

For Woodard Summit and other closed-member or member-exclusive events, attendee information is used primarily to verify eligibility, administer registration, provide event communications, support accommodations, manage substitutions or cancellation requests, and operate the event. Sponsor, exhibitor, vendor, or participant sharing practices may vary by event and will occur only where disclosed, authorized by the attendee, necessary to operate the event, or permitted by applicable agreement or law.

Audio, Video, Image, and Likeness Use

By attending or participating in any Woodard event, webinar, online course, coaching session, roundtable, online community session, or other Woodard program, you acknowledge that Woodard and its affiliates may capture, record, use, edit, reproduce, publish, distribute, modify, and display photographs, video recordings, audio recordings, your voice, likeness, biographical information, statements, testimonials, and similar materials, in any medium now known or later developed, for educational, training, promotional, business, marketing, public relations, archival, on-demand library, and commercial purposes across digital, print, social media, broadcast, and other channels.

No compensation will be provided for these uses. The specific scope of any audio, video, image, or likeness release applicable to a particular event, webinar, online course, coaching session, roundtable, online community session, or other program is governed by the audio/video release, code of conduct, or other terms applicable to that event or program. Where those event-specific or program-specific terms apply, those terms govern the scope of any audio/video release or content-use permission, and this Privacy Policy is not intended to limit any broader release or content use authorized under those terms.

Sponsors, Exhibitors, Speakers, Instructors, and Vendors

Sponsors, exhibitors, speakers, instructors, vendors, and other Woodard partners provide Woodard with information needed to deliver programs and events, including business contact information, professional biographies, photographs, headshots, presentation materials, session content, contract terms, payment and tax information, booth or session staffing information, and lead retrieval returns. Woodard uses this information to evaluate, contract, schedule, market, deliver, support, pay, and follow up on the applicable engagement, and may include it in event marketing, agendas, attendee guides, mobile apps, attendee hubs, websites, recordings, and post-event materials. Sponsorship, exhibitor, speaker, instructor, and vendor relationships may be governed by a separate written agreement, which controls to the extent of any conflict with this Privacy Policy.

7. Event apps, attendee hubs, Cvent, QR scans, and lead retrieval

Woodard may use third-party event technology providers to operate event registration, mobile apps, attendee hubs, check-in, session scanning, survey, messaging, analytics, lead retrieval, and engagement tools. For Scaling New Heights and certain other Woodard events, this may include Cvent, Inc. ("Cvent"), which may provide the Woodard Events App, Cvent Attendee Hub, registration tools, attendee engagement features, QR scanning, check-in, surveys, messaging, and related event technology.

Information you provide through event technology tools, including profile information, messages, posts, survey responses, registrations, session activity, sponsor interactions, QR scans, check-ins, app connections, contest activity, gamification points, and engagement activity, may be processed by Cvent or other service providers on behalf of Woodard. Their processing may also be subject to their applicable privacy, security, and platform terms.

Event app and attendee hub tools may involve the following data practices:

Push notifications. Event apps may send push notifications about schedule changes, announcements, messages, contest activity, or other event-related updates. You may control or disable push notifications through your device settings.
Mobile device identifiers. Event apps may collect device-level identifiers, such as Apple IDFA, Google Android Advertising ID, device model, operating system version, app version, or similar identifiers for analytics, troubleshooting, security, and app functionality.
Location data. Where enabled, event apps may use location services to support in-venue maps, navigation, beacon-based check-ins, location-based announcements, or other event functionality. You may control or disable location access through your device settings.
App analytics. Woodard and its service providers may collect app usage data, such as session views, button taps, navigation paths, time spent in features, search queries, profile interactions, and feature engagement, to operate, secure, troubleshoot, and improve event technology.
QR code scans and check-ins. Event apps, badge systems, and check-in tools may record session attendance, exhibit hall visits, sponsor interactions, app connections, event entries, or contest activity. Scan data may be associated with your registration, attendee, or membership record.
Lead retrieval and sponsor data sharing. When you allow your badge or app QR code to be scanned by a sponsor, exhibitor, media participant, or other authorized participant, attend certain sponsor sessions, attend a Power Breakfast session, or accept a connection through the event app, your contact information may be shared with that participant for follow-up purposes as disclosed in the applicable event terms.
Contests and gamification. App engagement activity, points, rankings, check-ins, scans, posts, session activity, and other records may be used to verify eligibility, determine winners, prevent misuse, administer prizes, and enforce contest rules or event terms.

8. Online webinars, courses, communities, coaching, and digital programs

Woodard may collect and use information related to online webinars, online courses, coaching sessions, roundtables, online communities, downloadable resources, and other digital programs. This may include registration information, attendance, viewing activity, completion status, chat messages, Q&A submissions, forum posts, comments, uploaded content, survey responses, downloaded materials, continuing education or CPE/CE participation records, technical logs, and related communications.

Woodard may use this information to provide the program, verify attendance or completion, administer continuing education or CPE/CE records where applicable, provide customer support, improve content, manage online communities, enforce conduct rules, and communicate with participants about related products, services, membership benefits, or future programs.

Recording of Sessions

Webinars, online courses, coaching sessions, roundtables, online community sessions, and similar Woodard programs may be recorded for educational, on-demand library, training, quality, accreditation, compliance, internal review, and marketing purposes. By participating, you acknowledge and agree that your image, voice, screen name, profile information, presentation materials, chat messages, Q&A submissions, and other contributions during a session may be recorded and may be made available to other Woodard members, customers, attendees, sponsors, or the public, consistent with the applicable event terms, membership agreement, or program terms. If you do not wish to be recorded, you may decline to turn on your camera or microphone, refrain from posting or speaking in the session, or contact Woodard in advance at info@woodard.com to discuss available alternatives. Some programs, certifications, continuing education credits, or interactive features may not be available without participation in a recorded session.

9. CAS Consulting and other consulting services

Woodard provides CAS Consulting and may provide other consulting or advisory-related services to clients. Consulting engagements may involve business contact information, firm information, project information, operational data, financial or workflow information, meeting notes, deliverables, communications, and other information provided by a client or generated during the engagement.

Consulting information may be used to evaluate consulting needs, prepare proposals, schedule meetings, provide services, create deliverables, communicate with client contacts, process invoices, maintain engagement records, improve service delivery, and comply with legal, tax, accounting, insurance, and contractual obligations.

CAS Consulting and other consulting engagements may be covered by a separate engagement contract, statement of work, confidentiality provision, or nondisclosure agreement. Where a separate engagement contract or NDA applies, Woodard will handle information covered by that agreement according to the applicable contract terms and applicable law. This Privacy Policy is not intended to limit any stronger confidentiality or data protection obligation contained in a separate written agreement.

Woodard does not use client confidential information from a consulting engagement for unrelated public marketing or disclosure unless authorized by the client, permitted by the engagement agreement, required by law, or appropriately aggregated or de-identified so that it does not identify the client or disclose confidential information.

10. Sharing of personal information

Woodard does not sell contact lists, membership lists, consulting client lists, or event registrant lists to sponsors or other third parties.

We may share personal information in the following circumstances:

With service providers and vendors who assist us in operating websites, conducting business, processing payments, managing events, operating registration systems, supporting mobile apps and attendee hubs, sending communications, providing customer support, administering surveys or contests, providing analytics, operating online communities, delivering webinars, or servicing customers.
With sponsors, exhibitors, media participants, or other event participants when an attendee chooses to share information through badge scanning, app QR scanning, app connections, sponsor sessions, Power Breakfast sessions, lead retrieval tools, or similar event networking features.
With membership, event, webinar, consulting, or customer support personnel and authorized contractors who need the information to provide services, administer benefits, support customers, or operate Woodard programs.
With payment processors, financial institutions, accounting providers, tax advisors, legal advisors, insurers, auditors, and other professional service providers where needed for legitimate business operations.
With third parties as needed to comply with law, respond to lawful requests, enforce agreements, protect rights or safety, prevent fraud or misuse, investigate security incidents, or resolve disputes.
With successors or affiliates in connection with a merger, acquisition, reorganization, assignment, sale of assets, or similar business transaction, subject to applicable law and contractual obligations.
In aggregated, anonymized, or de-identified form for analytics, reporting, benchmarking, marketing, advertising, research, or business purposes, where the information does not reasonably identify an individual, customer, member, attendee, or consulting client.

Mobile phone numbers provided for SMS/text messaging are used for transactional, event-related, membership-related, consulting-related, service-related, and marketing communications where permitted and consented to. Woodard does not sell mobile phone numbers or share them with third parties for their independent marketing purposes, except where you direct sharing through badge scans, app connections, Power Breakfast sessions, or other event networking features as described above.

11. Communications, email, SMS, and notifications

Woodard may send communications related to registrations, purchases, memberships, events, webinars, courses, consulting services, account activity, payment activity, schedule changes, venue updates, safety notices, service updates, legal notices, and other transactional or operational matters.

Woodard may also send marketing communications, newsletters, offers, product updates, event announcements, membership information, webinar promotions, and other promotional messages where permitted by law. You may opt out of marketing emails by using the unsubscribe link in applicable emails or by contacting info@woodard.com.

Even if you opt out of marketing communications, Woodard may still send transactional, operational, registration, safety, legal, account, purchase, membership administration, consulting administration, webinar administration, or service-related communications necessary to provide services or administer your relationship with Woodard.

If you provide a mobile number and opt in to receive SMS/text messages, Woodard may send text messages related to event participation, membership, registration, schedule updates, account activity, customer support, consulting services, or other permitted communications. Message frequency varies. Message and data rates may apply. Reply STOP to cancel and HELP for help. For support, contact info@woodard.com. Opting out of SMS may limit Woodard's ability to provide timely updates or service-related information.

Event apps may use push notifications. You may control or disable push notifications through your mobile device settings. Disabling push notifications may limit your ability to receive timely event information.

12. Cookies, analytics, advertising, and tracking technologies

Woodard uses cookies and similar technologies. Cookies are small files that a site or service provider transfers to your browser or device that allow the site or service provider to recognize your browser and capture and remember certain information.

We may use cookies and similar technologies to:

remember and process items in a shopping cart;
understand and save user preferences for future visits;
support login, account, registration, and service functionality;
compile aggregate data about site traffic and site interactions;
support analytics, troubleshooting, security, and website performance;
support advertising, remarketing, and measurement where permitted by law; and
improve websites, event experiences, membership experiences, webinars, services, and digital tools.

We may use trusted third-party services that track this information on our behalf. You can choose to have your browser warn you when a cookie is being sent, or you can choose to turn off some or all cookies through your browser settings. If you disable cookies, some features may be disabled and some services may not function properly. However, you may still be able to place orders or use certain services.

We may use Google advertising, analytics, remarketing, display advertising, demographics and interests reporting, conversion tracking, or similar services on our websites or digital platforms. Google and other third-party vendors may use first-party cookies, third-party cookies, or other identifiers to compile data regarding user interactions with ad impressions, analytics features, and other advertising or measurement functions. Users can manage certain Google advertising preferences through Google Ad Settings or use available industry opt-out tools, such as the Network Advertising Initiative opt-out page or the Google Analytics opt-out browser add-on.

13. Third-party links, platforms, and services

At our discretion, we may include or offer third-party products, services, links, apps, platforms, or integrations on our websites, event apps, attendee hubs, online communities, webinars, or other digital tools. These third parties may have separate and independent privacy policies and terms. Woodard is not responsible for the content, privacy practices, or activities of third-party sites or services, except as required by applicable law or by a separate written agreement.

Third-party platforms used by Woodard may include event platforms, registration systems, payment processors, webinar platforms, online community platforms, learning platforms, analytics tools, email providers, SMS providers, CRM systems, marketing automation systems, customer support tools, and consulting delivery tools. These providers may process information on Woodard's behalf or, in some cases, under their own terms.

14. How we protect personal information

Woodard uses reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction.

Our websites and systems may be scanned for security vulnerabilities and malware. Personal information is maintained behind secured networks and is accessible only by personnel, contractors, or service providers with appropriate access rights and a business need to know.

Sensitive payment information supplied through online transactions is encrypted using Secure Socket Layer (SSL) or comparable technology where applicable. Payment card transactions are processed through gateway providers and are not stored or processed on Woodard servers.

No method of transmission or storage is completely secure. Woodard cannot guarantee absolute security, but we work to maintain reasonable safeguards appropriate to the nature of the information we collect and process.

15. International data transfer

Woodard is based in the United States. Our websites, event registration systems, attendee websites, mobile event apps, attendee hubs, online community platforms, learning platforms, customer relationship management systems, payment processors, and other service providers operate from or transfer information to servers and personnel located in the United States.

If you access or use Woodard websites, event apps, attendee hubs, webinars, online courses, online communities, consulting services, or other Woodard services from outside the United States, including from the European Economic Area, the United Kingdom, Switzerland, Canada, or any other jurisdiction, you understand and agree that your personal information will be transferred to, processed in, and stored in the United States and may be processed by Woodard's service providers in other countries where data protection laws may differ from, and may be less protective than, the laws of your jurisdiction.

By providing your information to Woodard, registering for any Woodard event or program, or otherwise using our services from outside the United States, you consent to the transfer, processing, and storage of your information in the United States and other jurisdictions in which Woodard or its service providers operate. Where required by applicable law, Woodard will rely on appropriate transfer mechanisms to protect personal information in connection with cross-border transfers.

16. Retention of information

Woodard retains personal information for as long as reasonably necessary to provide services, administer events, maintain memberships, support consulting relationships, comply with legal, tax, accounting, audit, insurance, and contractual obligations, resolve disputes, enforce agreements, prevent fraud or misuse, maintain business records, and support legitimate business operations.

Retention periods may vary based on the type of information, the service involved, legal requirements, contractual requirements, operational needs, and whether a separate engagement agreement, NDA, event agreement, membership agreement, sponsorship agreement, exhibitor agreement, speaker agreement, instructor agreement, or platform agreement applies.

17. Your choices and rights

Depending on where you live and how you interact with Woodard, you may have rights to access, correct, update, delete, restrict, or request information about certain personal information. You may also have choices related to cookies, marketing emails, SMS/text messages, push notifications, location services, app permissions, app profile sharing, and event networking features.

You may update certain account information by logging into your account, where available. You may also contact us at info@woodard.com with privacy questions or requests. We may need to verify your identity before fulfilling certain requests.

Certain information may be necessary to provide requested services, administer an event, verify membership eligibility, provide consulting services, process transactions, comply with legal obligations, or enforce agreements. If you request deletion or restriction of certain information, some services, benefits, registrations, event access, app features, membership benefits, webinar access, or consulting services may be limited or unavailable.

18. Your State Privacy Rights

This section describes additional rights and disclosures that may apply to residents of certain U.S. states. The rights described below apply only to the extent provided by applicable state law and only to personal information covered by that law. Where a state law applies, the law governs in case of any conflict with the general statements elsewhere in this Privacy Policy.

California (CalOPPA, CCPA, and CPRA)

The California Online Privacy Protection Act (CalOPPA) requires commercial websites and online services that collect personally identifiable information from California consumers to post a conspicuous privacy policy describing the information collected and the parties with whom it is shared. Consistent with CalOPPA: users can visit our site anonymously where account login or transaction functionality is not required; our Privacy Policy link includes the word "Privacy" and is intended to be easily found on our website; users will be notified of privacy policy changes on our Privacy Policy page; and users may change certain personal information by logging into their account where account functionality is available.

Under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), California residents may have the following rights, subject to verification and applicable exceptions:

Right to know. The right to request that Woodard disclose the categories and specific pieces of personal information Woodard has collected about the consumer, the categories of sources, the business or commercial purposes for collection or sharing, and the categories of third parties to whom Woodard has disclosed personal information.
Right to delete. The right to request that Woodard delete personal information that Woodard has collected from the consumer, subject to applicable exceptions.
Right to correct. The right to request correction of inaccurate personal information that Woodard maintains about the consumer.
Right to opt out of sale or sharing. The right to opt out of the sale or sharing of personal information for cross-context behavioral advertising. Woodard does not sell personal information for monetary consideration. Woodard may use analytics, advertising, and remarketing technologies that, under California law, may be considered "sharing" for cross-context behavioral advertising. California residents may opt out by following the instructions in the cookie or privacy preference settings on woodard.com or by contacting info@woodard.com.
Right to limit use of sensitive personal information. The right to limit Woodard's use and disclosure of sensitive personal information (which may include account log-in credentials and, where collected, precise geolocation and certain health information) to uses necessary to provide the goods or services requested.
Right to non-discrimination. The right not to be discriminated against for exercising any of these rights, including by being denied goods or services, charged different prices, or provided a different level or quality of service.
Right to use an authorized agent. The right to designate an authorized agent to submit a request on the consumer's behalf, subject to verification of the agent's authority.

To submit a CCPA/CPRA request, contact Woodard at info@woodard.com or use any privacy request form posted on woodard.com. Woodard will verify the requestor's identity using information already on file (such as registration or membership information). If we cannot verify your identity, we may be unable to fulfill the request. Woodard does not knowingly sell or share for cross-context behavioral advertising the personal information of consumers under 16 years of age.

California "Shine the Light." California Civil Code Section 1798.83 permits California residents who have an established business relationship with Woodard to request information about the disclosure of their personal information to third parties for those third parties' direct marketing purposes. Woodard does not share personal information with third parties for those third parties' independent direct marketing purposes.

Virginia, Colorado, Connecticut, Utah, Texas, and Other States

Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), Texas (TDPSA), and other states with comprehensive consumer privacy laws may have rights similar to those described above, subject to verification and applicable exceptions. Depending on the state, these may include the right to access, correct, delete, obtain a portable copy of, opt out of sale of, opt out of targeted advertising involving, and opt out of certain profiling using personal information, as well as the right to limit processing of sensitive personal information and the right to appeal a denial of a rights request.

To exercise any of these rights, contact Woodard at info@woodard.com. If Woodard declines to act on a request, you may appeal that decision by responding to the denial within the timeframe specified by applicable law. If your appeal is denied, you may have the right to contact your state attorney general or consumer protection authority.

Privacy Preference Signals

Some browsers or devices may transmit Do Not Track or Global Privacy Control (GPC) signals. Where required by applicable law and supported by our systems or service providers, Woodard treats a recognized GPC signal as a request to opt out of "sale" or "sharing" of personal information for cross-context behavioral advertising for the browser or device transmitting the signal. Some third-party services used on our websites or digital platforms may engage in their own behavioral tracking or analytics according to their own privacy practices and settings.

Nevada

Nevada residents have the right under Nevada law to opt out of the sale of certain personal information. Woodard does not sell personal information as defined under Nevada law. To submit a verified request related to Nevada's opt-out right, contact info@woodard.com.

19. Children's privacy

Woodard websites, events, event apps, registration systems, memberships, consulting services, webinars, and related services are generally intended for adults and business professionals. We do not specifically market to children under 13. If we learn that we have collected personal information from a child under 13 in a manner that requires parental consent under applicable law, we will take appropriate steps to delete or address that information.

20. Data breach notification

In the event of a data breach involving personal information, Woodard will take responsive action consistent with applicable law. Where legally required, we will notify affected users via email or other permitted method without unreasonable delay and within any timeframe required by applicable law.

21. CAN-SPAM Act and email communications

The CAN-SPAM Act sets rules for commercial email, establishes requirements for commercial messages, gives recipients the right to stop receiving commercial emails, and provides penalties for violations.

We collect email addresses to:

send information, respond to inquiries, and answer requests or questions;
process orders and send information and updates related to orders, registrations, accounts, events, memberships, webinars, consulting services, or other services;
send additional information related to products, services, events, memberships, webinars, consulting services, or customer relationships; and
market to our mailing list or continue to send emails to customers, members, attendees, registrants, prospects, or clients after an original transaction, where permitted by law.

To comply with CAN-SPAM, we agree to:

not use false or misleading subjects or email addresses;
identify commercial messages as advertisements in a reasonable way where required;
include the physical address of our business or site headquarters;
monitor third-party email marketing services for compliance, if one is used;
honor opt-out and unsubscribe requests for marketing communications promptly; and
allow users to unsubscribe from marketing emails by using the link at the bottom of applicable emails.

To unsubscribe from marketing emails, use the unsubscribe link in the applicable email or contact us at info@woodard.com. Opting out of marketing emails does not opt you out of transactional, operational, registration, safety, legal, account, purchase, membership administration, consulting administration, webinar administration, or service-related communications.

22. Contest winners, prizes, publicity, and tax reporting

Woodard administers contests, promotions, app-based gamification activities, leaderboards, raffles, and similar prize opportunities, including in connection with Scaling New Heights and other Woodard events. Information collected for these activities is used to verify eligibility, monitor for fraud or manipulation, determine winners, administer prizes, communicate with potential and confirmed winners, and comply with applicable contest rules and law.

Winner publicity. By participating in a Woodard contest or promotion and accepting a prize, you acknowledge and agree that Woodard may publicly announce, recognize, and promote winners. This may include disclosure of your first name, last name, firm name, city/state, photograph, headshot, likeness, voice, prize won, and biographical information in event communications, mobile apps, attendee hubs, social walls, leaderboards, websites, social media, press releases, marketing emails, recordings, future event marketing materials, and similar channels, in any medium now known or later developed, without additional notice or compensation, except where prohibited by law. If you do not agree to this publicity, you should not participate in the contest or accept the prize.

Tax reporting. Where the value of a prize, gift, payment, or award meets or exceeds applicable U.S. tax reporting thresholds, or where otherwise required by law, Woodard may collect tax information from the winner or recipient, including legal name, business or home mailing address, and taxpayer identification number (such as a Social Security number or Employer Identification Number) on a Form W-9 or similar form. Woodard may use this information to issue a Form 1099 or comparable tax form, to report the prize or payment to the U.S. Internal Revenue Service and applicable state tax authorities, and to comply with related tax, accounting, and recordkeeping obligations. Refusal or failure to provide required tax information may result in forfeiture of the prize.

Specific contest rules, prize descriptions, eligibility criteria, verification procedures, and forfeiture provisions are governed by the official terms and conditions of each contest or promotion, which control to the extent of any conflict with this Privacy Policy.

23. Changes to this Privacy Policy

Woodard may update this Privacy Policy from time to time. Updates will be posted on Woodard's Privacy Policy page or otherwise made available through appropriate channels. The updated version will be effective as of the date posted or as otherwise stated in the updated policy.

24. Contacting us

If you have questions about this Privacy Policy or would like to submit a privacy request, you may contact us at:

Woodard Events, LLC

3760 Sixes Rd., Suite 126-321

Canton, Georgia 30114

United States of America

info@woodard.com

(404) 857-0700