HEARTLAND WEDDING FAIR – PRIVACY POLICY
Effective Date: 5/25/2025
Last Updated: 5/25/2025

1. DEFINITIONS

For this Privacy Policy, the following capitalized terms shall have the meanings set forth below:


1.1 “Personal Data” means any information that directly or indirectly identifies, relates to, describes,
or could reasonably be linked to a particular individual or household, including but not limited to
name, email address, phone number, device information, IP address, or unique identifiers.
1.2 “Processing” means any operation or set of operations which is performed on Personal Data,
whether or not by automated means, such as collection, storage, use, disclosure, or deletion.
1.3 “Data Subject” means any individual whose Personal Data is collected, processed, or
maintained by HWF.
1.4 “Vendor” means any exhibitor, third-party participant, or business entity participating in or
affiliated with an HWF event, who may receive or access Personal Data through the Services.
1.5 “Registrant” or “Event Participant” refers to individuals who register for, attend, or engage with
HWF events or services, either online or in person.
1.6 “Service Providers” means any third-party vendor engaged by HWF to support the delivery of
Services, including but not limited to hosting providers, email automation tools, CRM platforms,
analytics services, and payment processors, which are contractually bound to process data in
accordance with this Policy.
1.7 “Third Parties” means any external entities or organizations not under the control of HWF, which
may receive limited Personal Data as described in this Policy.
1.8 “Consent” means any freely given, specific, informed, and unambiguous indication of an
individual’s wishes by which they, by a statement or clear affirmative action, signify agreement to the
processing of Personal Data.
1.9 “Data Controller” means the party that determines the purposes and means of the Processing of
Personal Data. For the purposes of this Policy, HWF is the Data Controller.
1.10 “Data Processor” means a party that processes Personal Data on behalf of a Data Controller.
1.11 “Applicable Law” means any privacy and data protection laws that apply to HWF’s operations,
including but not limited to the California Consumer Privacy Act (CCPA), the General Data
Protection Regulation (GDPR), and Nebraska Revised Statute §87-802.
1.12 “Cookies” means small data files stored on a user’s device that hold data specific to a particular
client and website, which may be used for tracking, session authentication, or analytics purposes.
1.13 “Tracking Technologies” includes cookies, pixels, tags, and similar technologies used to
monitor and analyze website interactions and email engagement.
1.14 “Policy” refers to this Privacy Policy, as updated from time to time and made available at https://heartlandweddingfair.com/privacy-policy/

2. INFORMATION WE COLLECT

We may collect the following categories of Personal Data:

  • Identifiers (e.g., name, email address, phone number)
  • Demographic information (e.g., wedding date, location)
  • Technical data (e.g., IP address, device type, browser version)
  • Usage data (e.g., engagement with emails, clickstream behavior)
  • Marketing preferences
  • Information submitted via registration forms

3. SOURCES OF COLLECTION

We collect Personal Data from:

  • Direct interactions (e.g., event registration, contact forms)
  • Automated technologies (e.g., cookies, tracking pixels)
  • Third-party services (e.g., CRM platforms, analytics providers)

4. USE OF PERSONAL DATA

We process Personal Data for the following purposes:

  • To manage event registrations and facilitate communication
  • To personalize Services and enhance user experience
  • To fulfill obligations to Vendors and Sponsors
  • To comply with applicable laws and regulations
  • To conduct internal analytics and service improvements
  • To perform advertising and retargeting operations

5. LEGAL BASIS FOR PROCESSING

Where applicable, we rely on the following legal bases:

  • Consent
  • Performance of a contract
  • Legitimate interests
  • Legal obligation

6. DISCLOSURE OF PERSONAL DATA

We may disclose Personal Data to:

  • Participating Vendors (limited to consenting attendees)
  • Service providers under contractual obligation to safeguard data (e.g., Go High Level CRM,
    Google Analytics, Meta Pixel)
  • Governmental agencies where required by law or subpoena
  • Other parties with the Data Subject’s explicit consent

We do not sell or lease Personal Data to third parties.

7. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to:

  • Authenticate users
  • Analyze site traffic (via Google Analytics)
  • Deliver targeted advertising (via Facebook Pixel, Go High Level)
  • Track conversions and event interactions

For full details, refer to our Cookie Policy at: https://heartlandweddingfair.com/cookie-policy/

8. DATA SECURITY

HWF implements administrative, technical, and physical safeguards to protect Personal Data,
including:

  • HTTPS encryption
  • Role-based access controls
  • Secure password hashing
  • Network firewall configurations

Despite these efforts, no method of transmission over the internet is 100% secure.

9. DATA RETENTION

We retain Personal Data only as long as necessary for the purposes outlined in this Policy, or as otherwise required by law:

  • Marketing and analytics data: up to 26 months
  • Registration and contract-related data: up to 36 months
  • Financial records: up to 7 years (as required by law)

10. DATA SUBJECT RIGHTS

Subject to applicable laws, you may have the right to:

  • Request access to or a copy of your Personal Data
  • Request correction or deletion
  • Object to processing or request restriction
  • Withdraw consent for marketing communications
  • Submit a complaint to a regulatory authority

To exercise your rights, contact privacy@heartlandweddingfair.com

11. CHILDREN’S PRIVACY

Our Services are not intended for children under 13. We do not knowingly collect Personal Data from minors. If you believe we have done so, contact us immediately for prompt deletion.

12. INTERNATIONAL USERS

By using our Services, users outside the United States consent to the processing of their data in the U.S., which may have different data protection standards than their jurisdiction.

13. DATA BREACH NOTIFICATION

In the event of a data breach, we will notify affected individuals within ten (10) business days of
discovery, according to Nebraska Revised Statutes §87-802, and provide instructions for mitigation if applicable.

14. CHANGES TO THIS POLICY

We may amend this Policy at any time. Material changes will be communicated via email or banner
notice. The most current version will always be available at: https://heartlandweddingfair.com/privacy-policy/

15. CONTACT INFORMATION

If you have questions about this Policy or wish to exercise your privacy rights, contact:
Email: privacy@heartlandweddingfair.com

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