Protecting Party Privacy: The Role of VPN in Safeguarding Event Details and Guest Information

When hosting a public event in the upcoming months, it is important to consider the event’s privacy practices. Organizers should carefully consider what personal information they collect from attendees and how it will be used. Additionally, it is crucial to address concerns regarding photography and the duration for which attendees’ information will be retained.

Event-goers may feel uneasy about their personal information being shared with third parties, such as company mailing lists. Therefore, organizers of networking mixers or prominent concerts should take note. Here is a comprehensive guide on what to expect and how to effectively handle privacy concerns at events.

What needs to be done first?

Location legal requirements 

By holding this year’s annual conference in Japan, organizers should take into account the Act for the Protection of Personal Information. Depending on the event’s location, various regulations may apply, such as the Personal Information Protection and Electronic Documents Act in Canada or the California Consumer Privacy Act in the United States. It is important to note that the latter law only applies to events with data processing of over 50,000 customers. Therefore, smaller or local events may not be obligated to comply. On the other hand, popular events may need to consider these regulations to ensure the privacy and security of attendees’ personal information.

Get active consent before you use that data

If the attendee agrees to the terms of the privacy notice, they should be informed and asked for their opt-in consent before any personal information is collected or used. One recommended practice is to give attendees choices regarding information sharing. They can choose whether their contact details are added to a mailing list, or if their demographic data should be analyzed for future improvements. It is important to provide this choice so that attendees can decide whether they want to share their information for additional purposes. Avoid using pre-checked boxes during registration when obtaining consent to use personal information.

Safeguarding Your Online Privacy and Security

#1 Encrypt your data

When processing and storing data, it is important not to overlook system security updates or anti-malware measures. Additionally, encrypting the data is a valuable step to protect privacy, as it utilizes a code to conceal information. Encryption tools can be implemented in two areas. Firstly, consider encrypting information during transit, such as when capturing data via online forms. To achieve this, acquiring a valid SSL certificate for the website to enable HTTPS is necessary. Secondly, ensure that the data is stored in an encrypted format when it is not actively being used.

#2 Engage an authoritative team in data processing

Companies offer to handle a significant portion of the workload for their clients, fostering trust and peace of mind. It is recommended to thoroughly research and evaluate their security practices. Are encryption and firewall solutions employed? Are there any promotional materials or contacts available for further inquiries? Reputable third-party providers may not divulge all the specifics of their protective software, but they should be able to present a comprehensive list of safeguards. If basic security measures are overlooked, it may be advisable to seek alternative options.

Remember to create conditions for secure data transfer. To prevent customer and company data from being stolen while in transit, you should use a good VPN for Edge or whatever browser you use. A personal test showed that VeePN Edge is the most convenient and reliable service in the extension store. You may have another favorite, but if you don’t want to search long, you can try VeePN.

#3 Keep your online payments secure

According to Rick Maughan of the New York Post, only one out of every four Americans carries cash. Similarly, as reported by Amelia Hill in The Guardian, the situation is quite comparable overseas. Bearing this in mind, it is advisable to consider adopting electronic payment methods. However, there is a crucial aspect to take into account: prioritizing higher security measures. Engaging in credit card processing without proper protection can strongly imply susceptibility to theft. If your event is relatively small, the best option would be to mitigate the risk by utilizing third-party providers. Companies like PayPal, Stripe, Chase, and Square specialize in credit card processing for their clients. Consequently, they often impose a certain fee for their services.

#4 Manage access rights

Does the user have a team helping them organize the event? Regardless of where attendees provide their information or where it is stored, it is important to have limitations on access. Personal information should always be shared on a need-to-know basis. Unless a team member requires the information for event-related purposes, personal data should not be accessible. Limiting access can be achieved through restricted user accounts, database restrictions, or securing physical media when not in use.

Conclusion

It is essential to take the necessary steps to protect attendees’ personal data. Paying attention to legal requirements, using encryption tools, engaging third-party providers, and managing access rights are all fundamental strategies for achieving greater privacy protection. Following the tips in this guide can help event organizers create a secure environment that will inspire confidence in their customers.