Privacy Policy

Last updated: January 5, 2026

1. Introduction & Scope

Thought Xchange Network ("we," "us," or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit this website (the "Site"), register for our conference events or any of our related events, or otherwise interact with our services.

This Privacy Policy applies to all information collected through the Site, our event registration processes, email communications, and any other channels through which you may provide personal information to us. By accessing or using the Site, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

If you do not agree with the terms of this Privacy Policy, please do not access the Site or provide us with any personal information. We encourage you to read this Privacy Policy in its entirety and to review it periodically for any updates.

2. Information We Collect

We collect information that you provide directly to us, information that is collected automatically when you use the Site, and information from third-party sources. The categories of information we collect include the following:

2.1 Personal Information You Provide

When you register for an event, submit a form, contact us, or otherwise interact with the Site, we may collect the following personal information:

• Identity Information: Full name, job title, and professional credentials;
• Contact Information: Email address, telephone number, and business mailing address;
• Company Information: Company or organization name, industry sector, and company size;
• Registration Information: Event preferences, dietary requirements (if applicable), session selections, and accessibility needs;
• Communication Information: Any messages, inquiries, feedback, or correspondence you send to us.

2.2 Payment Information

When you purchase a ticket or sponsorship package, your payment is processed securely by Stripe, a PCI DSS Level 1 compliant third-party payment processor. Thought Xchange Network does not directly collect, store, or have access to your full credit card number, debit card number, or bank account details. Stripe may collect:

• Credit or debit card number (encrypted and tokenized by Stripe);
• Card expiration date and CVV/CVC;
• Billing name and billing address;
• Transaction amount and currency.

For information about how Stripe handles your payment data, please refer to Stripe's Privacy Policy.

2.3 Automatically Collected Information

When you access or use the Site, we automatically collect certain technical and usage information, including:

• Device Information: IP address, browser type and version, operating system, device type, screen resolution, and unique device identifiers;
• Usage Data: Pages visited, time and date of your visit, time spent on each page, click-through data, referring URL, and exit pages;
• Location Data: Approximate geographic location based on your IP address;
• Cookies and Similar Technologies: Information collected through cookies, web beacons, pixel tags, and similar tracking technologies (see our Cookie Policy for full details).

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Event Registration & Administration

• Processing your event registration and issuing confirmation details;
• Managing your attendance, including session assignments and calendar invitations;
• Providing you with event-related materials, such as presentation slides and certificates of attendance;
• Facilitating networking opportunities within the virtual event platform.

3.2 Communication

• Sending you event updates, agenda changes, speaker announcements, and logistical information;
• Responding to your inquiries, requests, and support needs;
• Sending marketing communications about future events and services (only with your consent, where required by law);
• Conducting surveys and collecting feedback to improve our events and services.

3.3 Payment Processing

• Processing registration fees and sponsorship payments through Stripe;
• Issuing invoices, receipts, and processing refund requests in accordance with our Terms & Conditions;
• Detecting and preventing fraudulent transactions.

3.4 Site Improvement & Analytics

• Analyzing usage patterns to improve the Site's design, content, and functionality;
• Monitoring and measuring the effectiveness of our marketing campaigns;
• Conducting research and analysis to understand our audience demographics and preferences;
• Troubleshooting technical issues and ensuring the security and integrity of the Site.

3.5 Legal Compliance

• Complying with applicable laws, regulations, legal processes, or enforceable governmental requests;
• Enforcing our Terms & Conditions and other agreements;
• Protecting our rights, property, or safety, and that of our users or the public.

4. Legal Basis for Processing

We process your personal information under the following legal bases, as applicable:

• Consent: Where you have provided explicit consent for us to process your personal information for a specific purpose, such as receiving marketing communications. You may withdraw your consent at any time by contacting us or using the unsubscribe link in our emails.
• Contractual Necessity: Where processing is necessary for the performance of a contract with you, such as when you register for an event and we need to process your information to fulfill that registration.
• Legitimate Interests: Where processing is necessary for our legitimate business interests, such as improving our services, conducting analytics, ensuring site security, and administering our events, provided that such interests are not overridden by your data protection rights.
• Legal Obligations: Where processing is necessary for compliance with a legal obligation to which we are subject, such as tax reporting, fraud prevention, or responding to lawful requests from public authorities.

5. Cookies & Tracking Technologies

Our Site uses cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and personalize content. Cookies are small text files that are stored on your device when you visit a website.

We use the following categories of cookies: strictly necessary cookies, functional cookies, analytics cookies, and marketing cookies. Each category serves a different purpose and has a different retention period.

For comprehensive information about the types of cookies we use, their purposes, duration, and how to manage your cookie preferences, please refer to our Cookie Policy.

6. Third-Party Services

We engage trusted third-party service providers to assist us in operating the Site, conducting our events, and delivering our services. These third parties may have access to your personal information only to perform specific tasks on our behalf and are contractually obligated to protect your data. Our key third-party service providers include:

• Stripe: For secure payment processing. Stripe is PCI DSS Level 1 compliant and processes payment data in accordance with its own privacy policy and security standards.
• Google Analytics: For website analytics and traffic measurement. Google Analytics uses cookies to collect anonymized usage data, including pages visited, session duration, and traffic sources. You may opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
• Virtual Event Platform: For hosting and delivering the our conference events virtual conference experience, including live sessions, networking features, and delegate interaction tools.
• Email Marketing Services: For sending event communications, newsletters, and marketing emails. These services process your name and email address to deliver communications on our behalf.

We do not sell, trade, or rent your personal information to third parties for their own marketing purposes.

7. Data Retention

We retain your personal information only for as long as is reasonably necessary to fulfill the purposes for which it was collected, including to satisfy any legal, regulatory, accounting, or reporting requirements.

In determining the appropriate retention period, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the information, whether we can achieve those purposes through other means, and applicable legal, regulatory, tax, accounting, or other requirements.

As a general guideline:

• Registration and delegate data: Retained for up to three (3) years following the event to support post-event services, future event communications (where consent is provided), and business record-keeping;
• Payment transaction records: Retained for up to seven (7) years as required for tax and accounting purposes;
• Website analytics data: Retained for up to twenty-six (26) months, in accordance with our analytics provider's default retention settings;
• Marketing consent records: Retained for as long as your consent remains active, plus a reasonable period thereafter for compliance documentation.

You may request the deletion of your personal information at any time by contacting us at contact@thoughtxn.com. We will process your request in accordance with applicable data protection laws.

8. Your Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal information:

• Right of Access: You have the right to request a copy of the personal information we hold about you and to receive information about how it is processed.
• Right to Rectification: You have the right to request correction of any inaccurate or incomplete personal information we hold about you.
• Right to Erasure: You have the right to request the deletion of your personal information where it is no longer necessary for the purposes for which it was collected, where you withdraw your consent, or where there is no other legal basis for processing.
• Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal information in certain circumstances, such as when you contest its accuracy or object to our processing.
• Right to Data Portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that information to another controller without hindrance.
• Right to Object: You have the right to object to the processing of your personal information where we are relying on legitimate interests as the legal basis, or where your information is being processed for direct marketing purposes.
• Right to Withdraw Consent: Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

To exercise any of these rights, please contact us at contact@thoughtxn.com. We will respond to your request within thirty (30) days. We may request verification of your identity before processing your request to ensure the security of your personal information.

9. International Data Transfers

Thought Xchange Network is based in the United States. If you are accessing the Site from outside the United States, please be aware that your personal information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

These countries may have data protection laws that differ from the laws of your jurisdiction. By using the Site and providing us with your personal information, you acknowledge and consent to the transfer of your information to the United States and other jurisdictions as described in this Privacy Policy.

Where required by applicable law, we implement appropriate safeguards for international data transfers, including standard contractual clauses, data processing agreements, and other legally recognized transfer mechanisms to ensure that your personal information receives an adequate level of protection.

10. Data Security

We take the security of your personal information seriously and implement appropriate technical and organizational measures to protect it against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• SSL/TLS Encryption: All data transmitted between your browser and our Site is encrypted using Secure Sockets Layer (SSL) / Transport Layer Security (TLS) protocols;
• Encrypted Payment Processing: All payment transactions are processed through Stripe's PCI DSS Level 1 compliant infrastructure, ensuring the highest standard of payment data security;
• Access Controls: We implement strict access controls to limit access to personal information to authorized personnel who require it to perform their duties;
• Regular Security Audits: We conduct periodic security assessments and audits to identify and address potential vulnerabilities;
• Secure Hosting: Our Site is hosted on infrastructure with enterprise-grade security, including firewalls, intrusion detection systems, and regular security patches.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee the absolute security of your information, but we are committed to promptly addressing any security incidents in accordance with applicable notification requirements.

11. Children's Privacy

The Site and our events are designed for business professionals and are not directed at individuals under the age of eighteen (18). We do not knowingly collect, solicit, or maintain personal information from anyone under the age of 18. If we learn that we have collected personal information from a child under 18, we will take prompt steps to delete that information.

If you are a parent or guardian and you believe that your child has provided us with personal information, please contact us immediately at contact@thoughtxn.com so that we can take appropriate action.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes to this Privacy Policy, we will notify you by posting the updated policy on the Site with a revised "Last updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting the personal information we collect. Your continued use of the Site after the posting of changes constitutes your acceptance of such changes.

For significant changes that materially affect your rights or the way we use your personal information, we may also provide notice through email or a prominent notice on the Site prior to the changes taking effect.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please do not hesitate to contact us.