Engineerica Conference Tracker – Event Management Software Privacy Policy for Conference Tracker, Conference Leads, and Conference Attendee

Privacy Policy for Conference Tracker, Conference Leads, and Conference Attendee

This document explains our Privacy Policy as it relates to the Conference Tracker, Conference Leads, and Conference Attendee systems.

Last updated: April 6, 2021.

What Do You Do With My Information?

At Engineerica Systems, Inc. (“Engineerica”, “We”, “Us” or “Our”), we respect your privacy and take protecting it seriously. This Privacy Policy covers our collection, use, and disclosure of information we collect through our event management websites,, and  (all hosted on and our event management service hosted on These websites and services are owned and operated by Engineerica Systems, Inc. It also describes the choices available to you regarding our use of your personal information and how you can access and update this information. The use of information collected through our service shall be limited to the purpose of providing the service for which our Clients have engaged us.

Engineerica understands that student data and records are subject to the Family Educational Rights and Privacy Act (“FERPA”), 10 U.S.C. Section 1232g (collectively, the “FERPA Records”).  As a result, Engineerica holds these records in strict confidence. Engineerica safeguards the FERPA Records according to commercially reasonable administrative, physical, and technical standards that are no less rigorous than the standards by which Engineerica protects its confidential information.

Here’s what we do — and, more importantly, don’t do — with any information you provide us.  This information is organized by your role:

For Event Organizers Using our Conference Tracker and Conference Leads Services (Clients)

All account information for our Clients is held in strict confidence.

We do not sell or share your information with anyone. We only collect information like your name, email address, mailing address, phone number, and billing information so we can provide the services described on our website.

The data you load into the Conference Tracker service is yours.  We will only use this data to deliver the services provided by our system as described on the website.  For example:

  • We will use the attendees’ data to print out the event badge that you design.
  • We will use the attendees’ attendance data to generate their attendance certificates.
  • If you use Conference Leads, we will use the exhibitors’ contact data to email them information regarding their accounts.
  • If you use Conference Leads data, we will share the contact data of attendees with the exhibitor or exhibitor reps that scan their badge with the Conference Leads app.

Other than using the data to provide you, your attendees, and your exhibitors with our services, we do not sell, rent, share, or use any contact information you upload to the system.

For Sponsors / Exhibitors Using Conference Leads

Your email address, name, and any other information you provide to us or our Client, the Event Organizer, including your sales rep’s information, are held in strict confidence. We only use this information to set up your Exhibitor account and Sales Reps’ accounts. We do not sell or share your information with anyone else.  We will contact you and your sales reps regarding our services (e.g. send you your account access information).

When using the Conference Leads app, you can scan an attendee badge to get their contact information.  The contact information is uploaded by our Client, the Event Organizer.  As a result, we do not guarantee neither the completeness or accuracy of this data.

If you would like to update your account or no longer like to be contacted by us, please contact us.

For Event Attendees

Your email address, names, and any other information you provide, such as address and phone number you provide to our Client (Event Organizer), are held in strict confidence. We only keep your information so that our Client, whose event you registered to attend, can provide you with services via our software such as the event badge, attendance certificate, lead retrieval, and communications to you.

If our Client offers Sponsors / Exhibitors the use of our Conference Leads system, then a Sponsor / Exhibitor rep can scan your badge to get your contact info.  This contact info is uploaded by the Client.

If the event’s organizer uses our Exhibitor Package for virtual events, then your contact information will be forwarded to Sponsors / Exhibitors if you take certain actions.  For example, if you visit the Exhibitor’s online Virtual Booth and click the “Request more info” button, then your contact information will be sent to the Sponsor / Exhibitor to allow them to send you more info, and so on.

If you use our Conference Attendee app, then the information you put into it (e.g. session ratings) will be uploaded to our cloud server and shared with the Client.

Other than described above, we do not sell or share your information with anyone else.

We collect information under the direction of our Clients and have no direct relationship with you, whose contact data we process.

Our Client can remove your data from our system and can update it too.  If you would like to update your contact information or would no longer like to be contacted by our Client, please contact our Client directly.

We have no direct relationship with the individuals whose personal data we process. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data, should direct his or her query to our Client (the data controller).

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


Most of our clients are automatically subscribed to our newsletter and announcements.  These offer the latest information about our event management systems and services.  The newsletter is usually sent out once per month.  If you no longer wish to receive our newsletters or announcements, you may follow the unsubscribe instructions usually contained at the bottom of each communication you receive from us.

Service-Related Emails

We may also send you service-related email announcements on rare occasions when it is necessary to do so. For instance, if our service is temporarily suspended for maintenance, we might send you an email. You do not have the option to opt out of these emails, which are not promotional.

Service Providers

We use other third parties, such as a credit card processing company, to bill you for services. When you sign up for our services, we will share your personal information only as necessary for the third party to provide that service.

Legal Disclaimer

We reserve the right to disclose your personal information as required by law, such as to comply with a subpoena, bankruptcy proceedings, or similar legal process, and when we believe that disclosure is necessary to protect our rights, protect your safety, or the safety of others, investigate fraud and/or to comply with a judicial proceeding, court order, or legal process served on our website.

In the event we go through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets, any personal information will likely be among the assets transferred. You will be notified via email of any such change in ownership or control of your personal information.

Access to Personal Information

If your personal information changes, or if you no longer desire our service, you may correct, update, delete, or deactivate it by making the changes in our software or by contacting us. We will respond to your request within 30 days.

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


The security of your personal information and our Clients’ information is important to us. When you enter sensitive information, such as login credentials and credit card information, we encrypt the transmission of that information using Secure Socket Layer technology (SSL).

The system database is hosted in a US-based server in the Amazon cloud.  We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our website, you can contact us.

What about Cookies and Other Tracking Technologies?

We and our partners, affiliates, or analytics or services providers use technologies, such as cookies, beacons, tags, and scripts, to analyze trends, administer our website, track users’ movements around the website, and 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 our shopping cart, to remember your settings (e.g., language preference), and for authentication. You can control the use of cookies at the individual browser level. If you reject cookies, you may still use our website, but your ability to use some features or areas of our website may be limited.

What about Log Files?

As is true of most websites, we gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and clickstream data.

We use this information, which does not identify individual visitors, to analyze trends, administer our website, track visitors’ movements around our website, and gather demographic information about our visitors as a whole. We do link this automatically-collected data to other information we collect about our website visitors.


As part of the service and if authorized by our Clients, we may send attendees advertisements from the event’s Sponsors / Exhibitors.  Other than that, we do not do any type of advertising from third parties.


We post customer testimonials on our website, which may contain personal information. We do obtain our Clients’ consent to post their names along with their testimonials via email before posting the testimonial on our website. However, if you wish to request the removal of your testimonial, please contact us.

Social Media Features

Our website includes social media features, such as the Facebook “Like” button. These features may collect your IP address and the page you are visiting on our website. It may also set a cookie to enable the features to function properly. Social media features are either hosted by a third party or hosted directly on our website. Your interactions with these features are governed by the privacy policy of the company providing them.

Notification of Privacy Policy Changes

We may update our 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 using a notice on our website before the change becomes effective. We encourage you to periodically review this page for the latest information on our privacy practices.

Links to Other Sites

Our website includes links to other websites whose privacy practices may differ from ours. If you submit personal information to any of those websites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit. This privacy policy applies only to information collected by our website.

Public Forums

Our website offers publicly accessible blogs or community forums. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. To request the removal of your personal information from our blog or community forum, contact us.  In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why.

Contact Us

If you have any questions or suggestions regarding our privacy policy, please contact us via email at  You may contact us or write us at Engineerica Systems, Inc., 7250 Red Bug Lake Rd, Suite 1036, Oviedo, FL 32765-9290.


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