Update to Our Attendee Retention
and Privacy Policies

You are receiving this email because we have a record of you creating or being assigned an admin role within the EventCORE registration tool managed by Cru. It may have been a minor role or major one. We just need to notify everybody about changes to our privacy policies. This comes in light of new laws that go into effect on May25 within the European Union (GDPR).

Let me first make sure you do not miss this which is explained below:

PERSONALIZED ATTENDEE DATA WILL BE SCRAMBLED 90 DAYS AFTER YOUR EVENT

The possible steps to take are:

  • NO ACTION: If you have already downloaded data from past events (or do not need it anymore) and if you have no current events, no action is needed.
     
  • DOWNLOAD PAST EVENT DATA: If you used EventCORE previously and want to keep a copy of your data, please do so soon to make sure your data is not lost. (See green box below)
     
  • UPDATE YOUR SITE TO NEW GUIDELINES: If you are currently using EventCORE, you will need to fill out the set-up information regarding privacy policies (see yellow box)

Here are the three big changes in summary form.

Additional Information Required Regarding YOUR Privacy Policy. 
We can control the information on our site, but you have the ability to download data to your local servers (attendee names, emails, contact info, payment info, etc.)  In light of this, we need to provide attendees with a link to your privacy policy and a contact for who they reach out to for assistance or data deletion requests. You must also agree to our expanded guidelines as explained here:
https://intre.help/search.php?i=651
How To Provide Your Needed Privacy Details
This step is only needed for active and future events.
  • Login to your site(s) as an administrator.
  • In the yellow "admin" box on left side, click on "Setup"
  • On the "start" setup page, go to the section titled "Privacy Policy and Attendee Retention."
  • Fill out the three required fields and hit "Submit."
Privacy Guidelines Are Now Provided When a Person Registers 
At the bottom of the "Registration Page" (where an attendee fills out their personal information), the general policies regarding how we handle attendee data is provided to the attendee. This is where the link and privacy policy contact information that you provided is displayed. 
90-Day Data Retention Policy
This is a big one... so don't miss it. In the past, you could go back to an event from five years ago and find the names and emails of all attendees. That is changing. 90-days after the end of your event, the personalized data for your event WILL BE SCRAMBLED!  You will still be able to look up numbers, statistical data and answers to certain questionnaires for analysis purposes. But the first names will be scrambled, last names removed and email addresses substantially blocked (e.g. ******@***.org).  

You will still be able to clone the event because menus and set up will be left as is. Only the individualized, personalized data will be lost.
How Soon Will Past Event Data Be Scrambled?
How do I download my data?
The 90-day deadline for events that have been completed prior to May 25th, is Thursday, August 23rd.

To find any site(s) that you were an admin on, you can look at this list:
https://intre.org/event.php?a=sitePick&i=all

For instructions on how to download your data, you can read our Help Center answer titled: DataDump Overview.

If you need help with logging back into your account, you can view our Admin Access answer.

We also use a support ticketing system if you have questions. You can simply REPLY to this email and a ticket will be created. But please note that we are operating with a limited capacity support team and it may take a few days for us to get back to you.

We do have a help center with over 600 answers to questions. For immediate assistance, you can search the help center here:
EventCORE Help Center (https://intre.help)

Thank you for your patience with this process and this BIG CHANGE. We hope that it will not cause you significant inconvenience.

Thanks for your time.

Paul Konstanski
EventCORE Designer and Manager