Privacy Notice

1.1. Comments

When visitors leave comments on the website we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

1.2 Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

1.3 Cookies

If you leave a comment on our website you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

For more information, please see our Cookie Policy.

1.4 Embedded content from other websites

Articles on this website may include embedded content (e.g. videos from smoothmind YouTube channel, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

1.5 Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

1.6 How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

1.7 What rights you have over your data

If you have an account on this website, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

1.8 Where your data is sent

Visitor comments may be checked through an automated spam detection service.

If you have subscribed to our newsletter or if you are a member of our website (you can log in) or if you have purchased on our website, there is a good chance you will receive emails from us.
We will only send you emails which you have signed up to receive, or which pertain to the services we provided to you.

To send you emails, we use the name and email address you provide us. Our site also logs the IP address you used when you signed up for the service to prevent abuse of the system.
This website can send emails through the MailPoet Sending Service. This service allows us to track opens and clicks on our emails. We use this information to improve the content of our newsletters.

No identifiable information is otherwise tracked outside this website except for the email address.

This website uses the Privacy Suite for WordPress by Complianz to collect and record Browser and Device-based Consent. For this functionality, your IP address is anonymized and stored in our database. This service does not process any personally identifiable information and does not share any data with the service provider. For more information, see the Complianz Privacy Statement.

When visitors or users submit a form, we capture the IP Address for spam protection. We also capture the First Name, Last Name, Email, Telephone, and might capture other personal data included in the Form fields. The following forms are used on the website:

– Contact us form for general enquiries.
– Enquiry form to capture initial business enquiries.
– Provisional keynote speaker reservation business enquiry form.

4.1 How long we retain your data

When visitors submit an enquiry form we retain the data for 30 days.

4.2 Where we send your data

We send collected data to our workers or contractors to perform necessary actions based on the form submission. If a smoothmind registered member has started the process of filling-in the ‘provisional keynote speaker reservation business enquiry form’ but has not yet had a chance to complete it, they may be presented with the opportunity to save the form to complete at a later date. There is a limited window within which the user will be able to complete their form to proceed in making an enquiry with smoothmind. In these instances, they will be sent a link by email that directs them back to the form for completion. It is the users responsibility to make sure the email is not forwarded to anyone else, since anyone who clicks on the link will see the partially completed form data.

4.3 Third Parties

We use Google reCAPTCHA for spam protection. Their privacy policy can be found here: https://policies.google.com/privacy?hl=en.

We use Stripe for online payment processing. In some cases the direct Stripe integration with Forminator forms may be used to enable sale of business services from Smoothmind Ltd, directly from a form embedded on our website. Their privacy policy can be found here: https://stripe.com/en-gb/legal/privacy-center.

When visitors or users submit a poll, we capture the IP Address for spam protection and to set voter limitations.

5.1 How long we retain your data

When visitors or users votes on a poll we retain the IP Address data for 30 days and anonymise it.

5.2 Where we send your data

All collected data might be shown publicly and we send it to our workers or contractors to perform necessary actions based on votes.

Through the usage of The Events Calendar, Events Calendar PRO, The Events Calendar Filter Bar, Eventbrite Tickets, and Community Events plugins, as well as their Event Aggregator Import service (contained within The Events Calendar plugin), information may be collected and stored on the local database.

6.1 What personal data do we collect and why?

6.1.1 Event, Venue, and Organiser Information

If we create, submit, import, save, or publish Event, Venue, or Organiser information, such information is stored in the local database:
Venue information: Name, Address, City, Country, Province, Postal Code, Phone
Organiser information: Name, Phone, and Email

6.1.2 API Keys

We make use of certain APIs, in order to provide specific features.
These APIs may include the following third party services: Google Maps (API key), Meetup (OAuth token), PayPal (email, Client ID, Client Secret), Eventbrite (API key, auth URL, Client Secret), and Zoom (email, Client ID, Client Secret).

6.2 How long we retain your data

All data is retained in the local database indefinitely, unless otherwise deleted.
Certain data may be exported or removed upon users’ requests via the existing Exporter or Eraser.

6.3 Where we send your data

The Events Calendar does not send any user data outside of our website by default.
If we have extended our plugin(s) to send data to a third-party service such as Eventbrite, Google Maps, or PayPal, user information may be passed to these external services. These services may be located abroad.

Stripe is our trusted online payment processing partner. Learn about their Privacy Policy via the following link: https://stripe.com/en-gb/legal/privacy-center.

7.1 What personal data do we collect and why?

Personal data collected for the purposes of enabling the processing of transactions using Stripe may include First name, Last name, Email, Phone, Billing Address, Shipping Address (if different), Company (if end user is purchasing a Business Service from Smoothmind Ltd), VAT or TAX ID as applicable, as well as payment details of their chosen payment option, such as credit or debit card details.

7.2 Where we send your data

In some cases, a Forminator form may be used on smoothmind.com to sell business services directly from within a form embedded on the site. In this scenario the form will use a direct integration with Stripe in order to capture the necessary card payment details needed in the Stripe payment form fields.

1.1 Importing Events, Venues and Organisers

Event listing Sales are one of the services by Smoothmind Ltd. Therefore, we may on occasion import events, venues and organiser data from business customers of Smoothmind Ltd for the purposes of listing them within the Latest Events section of the website. Data may come from:

– All data present within a CSV or ICS file and external URLs (for events, venues, organisers, and tickets)

– Import origin data (URL from where events are being imported—such as Eventbrite, MeetUp, other compatible URL sources, and more, which can include similar or same data as listed above)

– Eventbrite Ticket information: name, description, cost, type, quantity

In the case where Eventbrite tickets are included in an imported event listing, and smoothmind.com end users go-on to subsequently purchase Eventbrite Tickets via the event link, the attendee, purchaser, and order information are stored and managed by Eventbrite. Learn about Eventbrite’s Privacy Policy via this link: https://www.eventbrite.co.uk/help/en-gb/articles/460838/eventbrite-privacy-policy/