Privacy Policy

1. Introduction & Scope

This Privacy Policy (“Policy”) governs the collection, use, retention, and disclosure of personal information obtained through the website located at https://gathround.workcompevent.com (the “Site”), operated by Workers’ Compensation Educational Services, LLC (“Company,” “we,” “us,” or “our”). By accessing or using the Site, creating an account, registering for events, or otherwise submitting information through the Site, you (“User,” “you,” or “your”) acknowledge that you have read, understood, and agree to be bound by the terms of this Policy.

This Policy applies to all information collected through the Site, including but not limited to the GathRound event management platform, user registration systems, event registration portals, speaker proposal submissions (MyRFPs), attendee profile features, and any related services, tools, or communications (collectively, the “Services”). This Policy does not apply to information collected by third-party websites or services that may be linked to or accessible from the Site.

2. Information We Collect

2.1 Information You Provide Directly

When you register for an account, sign up for events, submit speaker proposals, create or update your attendee profile, or otherwise interact with the Services, we may collect the following categories of personal information: your name, email address, username, password (stored in encrypted form), job title, employer or organizational affiliation, professional biography, profile photograph, mailing address, telephone number, and any additional information you voluntarily provide in connection with your use of the Services.

2.2 Information Collected Automatically

When you access the Site, certain information is collected automatically through standard web technologies, including but not limited to: your Internet Protocol (IP) address, browser type and version, browser user agent string, operating system, referring and exit URLs, pages viewed and the order in which they were viewed, the date and time of your visit, the duration of your visit, and device identifiers. This data is collected through server logs, cookies, and similar tracking technologies as described in Section 4 of this Policy.

2.3 Payment Information

In connection with paid event registrations or other transactions conducted through the Site, payment card information (including credit card number, expiration date, and CVV) is transmitted directly to our third-party payment processor, Stripe, Inc. (“Stripe”). We do not store, process, or retain payment card data on our servers. Stripe’s collection and use of your payment information is governed by its own privacy policy, available at https://stripe.com/privacy.

2.4 Comments & User-Generated Content

When visitors leave comments on the Site, we collect the data provided in the comments form, including the commenter’s name, email address, and website URL (if provided), as well as the visitor’s IP address and browser user agent string. This information is used for spam detection, content moderation, and to facilitate follow-up comment approval.

2.5 Media & Uploaded Content

If you upload images or other media to the Site (for example, as part of your attendee profile), you should be aware that uploaded media may contain embedded metadata, including EXIF geolocation data. We recommend removing such metadata prior to upload. Other visitors to the Site may be able to download and extract metadata from images hosted on the Site.

3. How We Use Your Information

We use the information we collect for the following purposes:

(a) Service Delivery & Account Administration. To create and manage your account; to process event registrations; to facilitate speaker proposals and attendee networking; to provide, maintain, and improve the Services; and to communicate with you regarding your account, transactions, and use of the Services.

(b) Event Operations & Attendee Experience. To manage event logistics, generate attendee lists and event-related communications, produce QR code check-in credentials, compile session schedules, and support the interactive engagement features of the platform (including live polls, Q&A, and attendee networking).

(c) Internal Analytics, Research & Development. To analyze usage patterns, event participation trends, and attendee demographics in aggregate and individualized form for purposes of improving the Services, developing new features, understanding industry trends, and conducting internal business research and reporting. Such analysis may include the creation of anonymized or aggregated datasets derived from User information.

(d) Communications, Informational & Promotional Services. To contact you with information regarding upcoming events, educational programs, new features, industry developments, and other offerings from the Company and its affiliated properties — including but not limited to WorkCompCollege.com, WorkersCOMPliance.com, and other services operated by Workers’ Compensation Educational Services, LLC. These communications may include newsletters, event announcements, promotional offers, course recommendations, and other materials that we believe may be of professional interest to you based on your profile, registration history, and engagement with the Services. You may opt out of non-transactional communications at any time by following the unsubscribe instructions included in each communication or by contacting us directly at the address provided in Section 12.

(e) Security & Fraud Prevention. To detect, investigate, and prevent fraudulent transactions, unauthorized access, spam, and other illegal or harmful activities; to protect the rights, property, and safety of the Company, our Users, and the public; and to enforce our Terms of Service.

(f) Legal Compliance. To comply with applicable federal, state, and local laws, regulations, legal processes, or governmental requests.

4. Cookies & Tracking Technologies

The Site uses cookies — small text files placed on your device — and similar technologies to facilitate core functionality, maintain session state, and improve User experience. The following categories of cookies are employed:

Strictly Necessary Cookies. These cookies are essential for the operation of the Site, including session authentication, login persistence, and security. When you visit the login page, a temporary cookie is set to determine whether your browser accepts cookies; this cookie contains no personal data and is discarded when you close your browser. When you log in, several cookies are set to save your login information and screen display preferences. Login cookies persist for two (2) days; screen options cookies persist for one (1) year. If you select “Remember Me,” your login session will persist for two (2) weeks. Upon logout, login cookies are removed. If you edit or publish content, an additional cookie is stored to indicate the post ID of the edited article; this cookie expires after one (1) day.

Comment Cookies. If you leave a comment on the Site, you may opt in to saving your name, email address, and website URL in cookies for your convenience. These cookies persist for one (1) year.

You may configure your browser to refuse all or certain cookies, or to alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of certain features of the Site, including the ability to log in and access the Services.

5. Embedded Content & Third-Party Services

Pages on the Site may include embedded content from third-party websites and services (e.g., videos, images, articles, social media widgets). Embedded content from external websites behaves in the same manner as if you had visited that third-party website directly. These third-party services may collect data about you, use their own cookies, embed additional tracking technologies, and monitor your interaction with the embedded content — including tracking your interaction if you have an account and are logged in to that third-party service. We are not responsible for the privacy practices of these third parties, and we encourage you to review their respective privacy policies.

6. Disclosure of Your Information

We do not sell, rent, lease, or trade your personal information to unaffiliated third parties for their independent marketing purposes. Your trust is fundamental to our business, and we are committed to safeguarding the personal information you entrust to us.

We may disclose your information in the following limited circumstances:

(a) Affiliated Entities. We may share your information with entities owned by, operated by, or under common control with Workers’ Compensation Educational Services, LLC — including but not limited to WorkCompCollege.com, WorkersCOMPliance.com, and other current or future affiliated services — for purposes consistent with this Policy, including internal analytics, service improvement, educational program development, and the delivery of informational and promotional communications as described in Section 3(d).

(b) Event Organizers. When you register for an event hosted on the GathRound platform, certain profile information (such as your name, job title, organizational affiliation, and contact information) may be shared with the event organizer for purposes of event administration, attendee communications, and on-site logistics. Event organizers are required to handle your information in accordance with applicable law.

(c) Service Providers. We engage trusted third-party vendors to perform functions on our behalf, including payment processing (Stripe, Inc.), spam detection and content moderation (CleanTalk), email delivery, hosting, and analytics. These service providers are contractually obligated to use your information only as necessary to perform services on our behalf and to maintain appropriate confidentiality and security measures.

(d) Legal Requirements. We may disclose your information if required to do so by law, or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend the rights or property of the Company, prevent or investigate possible wrongdoing in connection with the Services, protect the personal safety of Users or the public, or protect against legal liability.

(e) Password Reset. If you request a password reset, your IP address will be included in the reset confirmation email as a security measure.

7. Data Retention

We retain your personal information for as long as your account remains active, or as needed to provide the Services, comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods include:

Comments. If you leave a comment, the comment and its associated metadata (including IP address and user agent) are retained indefinitely to facilitate automatic recognition and approval of follow-up comments without requiring moderation.

Registered Users. Personal information provided during account registration and profile creation is stored for the duration of the account’s existence. All registered Users may view, edit, or delete their personal information at any time through their account settings (with the exception of usernames, which cannot be changed after creation). Website administrators may also access and edit User profile information for administrative purposes.

Aggregate & De-Identified Data. We may retain anonymized, aggregated, or de-identified data derived from your personal information for an indefinite period, as such data does not constitute personal information under applicable law and may be used for any lawful business purpose, including analytics, research, and reporting.

8. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of your personal information. These measures include encrypted data transmission via SSL/TLS, secure password hashing, restricted administrative access, regular security monitoring, and compliance with industry-standard practices for web application security.

Notwithstanding the foregoing, no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee the absolute security of your information. You acknowledge that you provide your personal information at your own risk.

9. Your Rights & Choices

Access & Correction. You may access, review, and update your personal information at any time by logging in to your account and navigating to your profile settings.

Deletion. If you have an account on the Site, or have left comments, you may request that we erase any personal data we hold about you by contacting us at the address provided in Section 12. Please note that this does not include any data we are obligated to retain for administrative, legal, or security purposes, nor does it apply to anonymized or aggregated data from which you can no longer be identified.

Opt-Out of Promotional Communications. You may opt out of receiving non-transactional promotional emails and newsletters at any time by clicking the “unsubscribe” link included in each communication, or by contacting us directly. Please note that even if you opt out of promotional communications, we may continue to send you transactional messages related to your account, event registrations, and the Services.

Cookie Preferences. You may manage your cookie preferences through your browser settings as described in Section 4.

10. Children’s Privacy

The Site and Services are intended for use by professionals in the workers’ compensation industry and are not directed to individuals under the age of eighteen (18). We do not knowingly collect personal information from children under 18. If we become aware that we have inadvertently collected personal information from a child under 18, we will take prompt steps to delete such information from our records. If you believe that a child under 18 has provided us with personal information, please contact us at the address provided in Section 12.

11. Changes to This Policy

We reserve the right to modify or update this Privacy Policy at any time at our sole discretion. If we make material changes to this Policy, we will notify you by updating the “Last Updated” date at the top of this page and, where appropriate, by providing additional notice through the Site or via email. Your continued use of the Site and Services following the posting of changes constitutes your acceptance of such changes. We encourage you to review this Policy periodically to stay informed about how we are protecting your information.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

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© 2026 Workers’ Compensation Educational Services, LLC. All rights reserved.
This Privacy Policy was last updated on March 4, 2026.