For your privacy

How we handle attendee information

We love our sponsors. Without them, we wouldn’t have an opening night reception or other events throughout our conference.

That said, attendees have made it clear from the outset that they care about privacy and how the personal information we are privy to is handled. We get questions about this every year, and for CleanMed 2023 and beyond, we’re addressing it directly.

Privacy policy

First, here is our privacy policy. It’s fairly standard, the highlights being that we share general information with staff, sponsors, etc. We also track analytics to know what generates attention on the site, which helps us give a more prominent position to popular posts and areas of the website.

Conference attendee lists and groups

From time to time, our conference attendee list is requested by sponsors or may be part of the benefits for a particular CleanMed sponsorship package. That list is created in both .pdf and .csv (spreadsheet) format and contains first name, last name, title, organization, and email address. We may share this in the following ways:

  • a preliminary list is shared with select sponsors several weeks before the annual conference
  • an updated list is shared with sponsors one week before the event
  • a final list is available for any registered attendee who completes our post-conference survey, sent after the event ends

We also compile an attendee Twitter list, so if you’ve provided your Twitter handle, people can find you there.

Finally, depending on the information you provide via any conference mobile application, sponsors and other attendees may contact you or gain your information there. Conference mobile apps are only available to registered attendees and sponsors, so this limits exposure to outside organizations or individuals.

Other ways you may be contacted

One very important note: We do not sell attendee information and we work to keep your personal information secure.

Once in a while, companies – sponsors and otherwise – will send attendees emails promoting products, inviting attendees to events, or otherwise reaching out. This sometimes causes confusion, because the reasonable assumption is that we’ve provided companies with this information.

Organizations may find you using a few methods:

  • Some companies have long-standing databases, and when they input your name, your email address may be stored from another event or contact with the company. From what we can discern, this is the most common method.
  • If your organization uses a standard email format, like firstname.lastname@hospital.org, it’s pretty easy to figure out your work email.

If we see contact with our network that even borders on inappropriate, we try to address it directly with the individual, company, or organization. They are encouraged to avoid unsolicited communication and to follow all CAN-SPAM rules.

Finally, it’s worth noting that attendees and sponsors both increasingly ask us for more mechanisms to connect and communicate. We’re working on that and hope to share more about other channels or mediums aside from email for our network to engage virtually

If you have ideas on other ways our network, conference attendees, and sponsors can connect, we’d love to hear your thoughts. Please contact us at info@practicegreenhealth.org