Privacy Policy

1. Introduction

The Tidewater EMS Council ("Council," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us through tidewaterems.org (the "Site") and related registration, membership, and event services. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices available to you.

By using the Site, registering for an account, or submitting a form, you agree to the collection and use of information as described in this policy. This policy should be read alongside our Terms of Service.

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2. Information We Collect

We collect information in the following ways:

Information you provide directly, such as when you create an account, register for an event, submit an exhibitor/sponsor/speaker application, complete a session evaluation, or contact us. This may include:

• Name, email address, phone number, mailing address
• Employer/agency, job title, and professional credentials (e.g., certification level)
• Payment information (processed by our payment provider; see Section 4)
• Content of forms, applications, and submissions
• CE/certification records tied to your attendance and session evaluations

Information collected automatically, such as when you browse the Site. This may include your IP address, browser type, device information, pages visited, and general usage data, typically collected through standard web analytics and hosting tools.

Information from third-party services, when you interact with integrated tools we use to run our registration, membership, and communications systems (see Section 4).

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3. How We Use Your Information

We use the information we collect to:

• Process registrations, memberships, exhibitor/sponsor applications, and payments
• Verify identity and manage your account
• Deliver services you request, including CE certificates and session evaluations
• Communicate with you about events, updates, and Council business, including transactional emails (e.g., certificate delivery, registration confirmations)
• Maintain accurate records for regulatory, CE, and administrative purposes
• Improve the Site and our services
• Enforce our Terms of Service and other policies
• Comply with legal obligations

We do not sell your personal information.

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4. Third-Party Services We Use

To operate the Site and deliver our services, we rely on the following categories of third-party providers, each of which processes certain information on our behalf:

• Website and content management — for hosting and displaying Site content
• Membership and account management — for authentication, plan management, and account records
• Form and registration tools — for event registration, exhibitor/speaker submissions, and evaluations
• Backend automation services — for syncing registration data, generating CE certificates, and related workflows
• Cloud storage — for secure storage of generated CE certificates
• Transactional email delivery — for sending confirmations and certificate delivery emails
• Spreadsheet-based backup systems — for maintaining a secondary record of registration data
• Payment processing — for securely handling credit card and other payment transactions; we do not store full payment card numbers on our own systems

Each of these providers processes information solely to help us deliver Site functionality and is bound by its own privacy and security practices. We take reasonable steps to work with providers who maintain appropriate safeguards for your data.

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5. Cookies and Tracking

The Site may use cookies and similar technologies to support basic functionality, remember preferences, and understand how the Site is used. You can control cookie preferences through your browser settings; disabling cookies may affect certain Site features.

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6. How We Share Information

We may share your information:

• With the third-party service providers described in Section 4, solely to operate the Site and deliver our services
• With event sponsors or exhibitors only where you have separately consented (for example, opting in to have your information shared for expo-related communications)
• If required to comply with a legal obligation, court order, or governmental request
• To protect the rights, safety, or property of the Council, our users, or the public
• In connection with a reorganization, merger, or transfer of Council operations, subject to continued protection of your information

We do not share your personal information with third parties for their own independent marketing purposes without your consent.

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7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, including maintaining CE and certification records, satisfying legal or regulatory requirements, and resolving disputes. When information is no longer needed, we take reasonable steps to delete or de-identify it.

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8. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect your information from unauthorized access, loss, misuse, or alteration. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

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9. Your Choices and Rights

Depending on your location, you may have rights to access, correct, or request deletion of your personal information, or to opt out of certain communications. To exercise any of these rights, contact us at tidewater@vaems.org. We will respond to verified requests in accordance with applicable law.

You may unsubscribe from non-essential marketing emails at any time using the link provided in those emails. Transactional emails (such as registration confirmations and CE certificates) are necessary to the services you've requested and cannot be opted out of while your account or registration remains active.

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10. Children's Privacy

The Site and our services are intended for use by adults, including EMS professionals, exhibitors, sponsors, and event attendees. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us so we can address it.

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11. Third-Party Links

The Site may link to third-party websites not operated by us. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies directly.

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12. Changes to This Policy

We may update this Privacy Policy from time to time. The "Effective Date" above reflects the date of the most recent revision. Continued use of the Site after changes are posted constitutes acceptance of the revised policy.

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13. Contact Us

Questions about this Privacy Policy, or requests regarding your personal information, should be directed to:

Tidewater EMS Counciltidewater@vaems.org(844) 757-TEMS