Privacy Policy
EFBC Conference, Inc. · Effective November 1, 2026
This policy explains what information EFBC Conference, Inc. collects through the EFBC registration portal and the efbcconference.org website, how we use it, and the choices you have.
- Who we are
- Information we collect
- How we use it
- Who we share it with
- Children
- Text messages
- Payments
- How long we keep it
- Security
- Your choices
- Contact us
Who we are
EFBC Conference, Inc. ("EFBC", "we", "us") is a nonprofit educational organization that runs the annual EFBC Conference. The conference is managed for EFBC by Global RCBI, and "we" includes Global RCBI staff acting on EFBC's behalf.
Information we collect
| Category | Examples |
|---|---|
| Account and contact details | Name, badge name, email, password (stored hashed, so we cannot read it), organization, job title, company type, mailing address and phone numbers. |
| Registration choices | First-time attendee, meals, Wednesday activity and its details (such as golf handicap or pickleball level), transportation and accommodation. |
| Health and emergency contact | Dietary needs, allergies and any physical needs you choose to tell us, and your emergency contact's name and phone number. |
| Guests and family | Names and meal choices of guests, and names and ages of children you register. |
| Payments | Payment method, amounts, invoice numbers, check references and status. We never receive card numbers. |
| Event records | Your acceptance of the Code of Conduct, check-in, cancellation requests, and a history of changes to your registration. |
| Text message consent | If you opt in: your mobile number and when and how you opted in or out. |
| Chat assistant | Questions you type into the chat assistant on our website and the answers it gives. |
| Technical data | Basic server logs such as IP address, browser type and time of request. |
How we use it
We use your information to manage your registration; plan the conference (badges, meals, activities, groups, transportation and accessibility); invoice you and process refunds; send confirmations, receipts and updates; reach your emergency contact if needed; keep financial records; answer your questions; and keep the portal secure. We do not sell your information or use it for advertising.
Who we share it with
Service providers
- Microsoft Azure hosts the portal and its database in the United States (West US 2 region, Washington State).
- Brevo sends our emails and, if you opt in, our text messages.
- Intuit QuickBooks creates invoices and processes card payments.
- WinflowAI runs the chat assistant on our website. Questions you type are sent to Anthropic's Claude AI model to write the answers. The assistant only answers general questions and cannot see or change your registration, so please do not type health, payment or other sensitive details into it.
- Google Fonts supplies the typefaces on our pages, so your browser contacts Google when a page loads.
Conference activities
- We share participant names with the golf course so it can make bookings.
- If you book a massage, we share your name, email and phone number with the resort spa so it can confirm your appointment.
- We do not share your email, phone number or address with any other venue or supplier.
Other attendees
Registered attendees can see the attendee list and the Wednesday activity lists for their conference. These show names, organizations and activity details such as golf group, fishing boat or pickleball level. They never show email addresses, phone numbers, addresses, health information or payments. Contact us if you would rather not appear on a list.
Legal reasons
We may disclose information if the law requires it or to protect the safety of attendees, staff or the public.
Children
The portal is for adults and is not directed to children under 13. Children do not have accounts. A parent or guardian may register children by giving their names and ages so we can plan meals and activities.
Text messages
If you opt in, EFBC sends texts through the EFBC Conference Updates program during the conference week, such as schedule changes, activity reminders and on-site updates. Opting in is optional. Message frequency varies. Msg & data rates may apply. Reply STOP to opt out or HELP for help, or email info@efbcconference.org.
Payments
Card payments are made on Intuit QuickBooks' secure payment page. Your card details go directly to Intuit, and Intuit's privacy statement applies to them. We keep the invoice number, amount, method and status. If you pay by check, we record the check reference and amount.
The portal keeps a sign-in token in your browser so you stay logged in. We do not use advertising cookies or tracking pixels.
How long we keep it
We keep registration and payment records for 7 years after the conference for tax and accounting. We clear health, dietary and emergency contact details within 90 days after the conference. We keep chat assistant conversations for up to 90 days to check and improve its answers. Your account stays until you ask us to delete it.
Security
Connections to the portal are encrypted with HTTPS, passwords are hashed, and staff access is limited to people who run the conference. No system is perfectly secure, so please use a strong password.
Your choices
You can update most of your details by signing in to the portal. You can ask us to access, correct or delete your information, and we will respond within 30 days, except for records we must keep for tax or accounting. We may update this policy; if we make significant changes, we will email registered users.
Contact us
EFBC Conference, Inc.
info@efbcconference.org