Privacy Policy
Privacy Notice
Effective Date: 1/5/2026
AVIXA (“AVIXA,” “we,” “our,” or “us”) provides this privacy notice to describe how we collect, use, share, and otherwise process the personal data of individuals who visit our websites at www.avixa.org or www.xchange.avixa.org or any other websites or applications that link to the privacy notice (collectively, “Sites”).
Information Collection
We collect information you provide to us when visiting our Sites, including your name, address, email address, phone number, payment information, education, product purchases, and employment information, and any other information you choose to provide us. We may collect this information through site registrations, event registrations, surveys, applications, subscriptions, or through any other method. We will also collect information if you post messages to our bulletin board, communicate with us via email, or make postings to our chat areas. If you apply for an AVIXA scholarship or grant or apply to become a member, employee, or volunteer of AVIXA, we collect the information you submit during the application process, including your date of birth and other identifying information.
If you choose to opt in to receive SMS/text messages from AVIXA, we collect your mobile phone number and certain SMS engagement data, such as delivery confirmations and your interactions with messages you receive. We also record your opt-in data and consent.
We collect information relating to your interactions with us and our Sites, such as browser type, IP address, device type, aggregate information on what pages you access or visit, your location, and other information we collect through the use of cookies and similar technologies. See the “Digital Advertising & Analytics” section of this privacy policy to learn more about the use of this information and the choices available to you.
Information Use
We may use information for any lawful purpose, including the following:
- To deliver the content of our Sites, including to improve the content of our Sites as well as its advertisements, notify Sites visitors about updates, and recognize Sites visitors;
- To provide membership directories;
- To deliver products and services you request, including membership benefits and subscriptions to our publications;
- To advertise and market products and services we think may be of interest to you, including through mail and telephonic methods;
- To process applications;
- To respond to your inquiries or contact you as you request;
- To operate, personalize, and improve the Sites, including for analytics purposes;
- To protect and maintain the security of our interests, including our Sites, premises, assets, and systems;
- To comply with the law; or
- With your consent or as otherwise disclosed at the time personal data is collected.
We may use information that has been de-identified or aggregated without limitation.
Information Sharing
We may share the information we collect with other parties, including the following:
- With our members, including through publicly available directories;
- With affiliates, joint venture partners, and sponsors of both digital and live events, digital content (such as videos, articles, or whitepapers) and webinars for their own use, including for marketing and advertising;
- Third-party vendors who process data on behalf of AVIXA, such as event registration companies, email service providers, direct marketing providers, and web hosting providers, or with our legal or business advisors;
- As part of a corporate sale, merger, or acquisition, or other transfer of all or part of our assets, including as part of a bankruptcy proceeding;
- Pursuant to a subpoena, court order, governmental inquiry, or other legal process or as otherwise required by law, or to protect our rights, safety, or security, or those of third parties; or
- With your consent or as otherwise disclosed at the time of data collection or sharing.
AVIXA does not share telephone numbers, or information associated with your mobile device with third parties or affiliates for marketing purposes. AVIXA does not share any text messaging opt-in data, including data associated with your consent with any third parties.
We may share information that has been de-identified or aggregated without limitation.
The Sites may offer interactive features, such as the ability to post in forums or on discussion boards, that you can use to communicate with other Sites visitors or to submit and post your own content. If you disclose information in one of these forums, this information can be viewed, collected, and used by others.
Digital Advertising & Analytics
We may partner with ad networks and other ad serving providers (“Advertising Providers”) that serve ads on behalf of us and others on non-affiliated platforms. Some of those ads may be personalized, meaning that they are intended to be relevant to you based on information Advertising Providers collect about your use of the Sites and other sites or apps over time, including information about relationships among different browsers and devices. This type of advertising is known as interest-based advertising.
You may visit the DAA Webchoices tool at www.aboutads.info to learn more about this type of advertising and how to opt out of this advertising on websites by companies participating in the DAA self-regulatory program. If you delete your cookies or use a different browser or mobile device, you may need to renew your opt-out choices exercised through the DAA Webchoices tool. Note that electing to opt out will not stop advertising from appearing in your browser or applications. It may make the ads you see less relevant to your interests.
We may also work with third parties that collect data about your use of the Sites and other sites or apps over time for non-advertising purposes. AVIXA uses Google Analytics and other third-party services to improve the performance of the Sites and for analytics and marketing purposes. For more information about how Google Analytics collects and uses data when you use our Sites, visit www.google.com/policies/privacy/partners, and to opt out of Google Analytics, visit tools.google.com/dlpage/gaoptout.
Additionally, your browser may offer tools to limit the use of cookies or to delete cookies; however, if you use these tools, our Sites may not function as intended.
Third-Party Links and Tool
The Sites may provide links to third-party websites or apps, including our social media pages. We do not control the privacy practices of those websites or apps, and they are not covered by this privacy notice. You should review the privacy notices of other websites or apps that you use to learn about their data practices.
The Sites may also include integrated social media tools or “plug-ins,” such as social networking tools offered by third parties. If you use these tools to share personal information or you otherwise interact with these features on the Sites, those companies may collect information about you and may use and share such information in accordance with your account settings, including by sharing such information with the general public. Your interactions with third-party companies and your use of their features are governed by the privacy notices of the companies that provide those features. We encourage you to carefully read the privacy notices of any accounts you create and use.
Visitors from the European Economic Area, Switzerland, and United Kingdom
This section applies to those who visit our site from the European Economic Area, Switzerland, and the United Kingdom.
Lawful Bases for Processing
We process personal information for the purposes set out below:
| Processing Activity | Categories of Personal Data Processed | Purpose | Legal Basis |
|---|---|---|---|
| Site operation and content delivery | Identifiers (such as name and unique identifiers), information about your purchases, and technical information (such as browser type, IP address, device type, aggregate information on what pages you access or visit, your location, and other information we collect through the use of cookies and similar technologies). | To deliver the content of our Sites, including to improve the content of our Sites as well as its advertisements, notify Sites visitors about updates, and recognize Sites visitors. | Legitimate interest |
| Membership directories | Professional or employment-related information (such as name, employer, location, and certification in the individual’s professional capacity). | To provide membership directories. | Consent |
| Providing our products and services | Identifiers (such as name and unique identifiers), contact information (such as email address, phone number, and other contact information), payment information, information about products and services requested, and information about your request. | To deliver products and services you request, including membership benefits and subscriptions to our publications. | Fulfilment of contract |
| Advertisement | Identifiers (such as name and unique identifiers), contact information (such as email address, phone number, mailing address), payment information, information about products and services purchased, and technical information (such as browser type, IP address, device type, aggregate information on what pages you access or visit, your location, and other information we collect through the use of cookies and similar technologies, and SMS engagement data). | To advertise and market products and services we think may be of interest to you, including through mail and telephonic methods. | Consent; legitimate interest |
| Applications review | Identifiers (such as name), contact information (such as email address, phone number, and other contact information), professional or employment-related information, and other information you submit (such as date of birth). | To process applications for scholarships, grants, or jobs. | Consent |
| Response to your inquiries | Identifiers (such as name or unique identifiers), contact information (such as email address, phone number, and other contact information), and information about your inquiry. | To respond to your inquiries or contact you as you request. | Consent |
| Internal operations and analytics | Identifiers (such as name or unique identifiers), information about products and services purchased, and technical information (such as browser type, IP address, device type, aggregate information on what pages you access or visit, your location, and other information we collect through the use of cookies and similar technologies, and SMS engagement data). | To operate, personalize, and improve the Sites, including for analytics purposes. | Legitimate interest; consent |
| Security | Technical information (such as browser type, IP address, device type, aggregate information on what pages you access or visit, your location, and other information we collect through the use of cookies and similar technologies, access logs, and system logs, and SMS engagement data). | To protect and maintain the security of our interests, including our Sites, premises, assets, and systems. | Legitimate interest |
On other occasions, we process your personal data where required by law. We may also process your personal data if necessary to protect your interests or the interests of a third party.
If the processing of personal data is necessary and there is no statutory basis for such processing, we will ask for your consent to process your personal data. You have the right to withdraw your consent to processing of personal data at any time. If you wish to exercise the right to withdraw consent, contact us via the “Contact” section below for contact information.
Transfers of Personal Data
Please be aware that the personal data we collect may be transferred to and maintained on servers or databases located outside your state, province, country, or other jurisdiction, where the privacy laws may not be as protective as those in your location. If you are located outside of the United States, please be advised that we process and store personal data in the United States.
Your Rights
You have a right to the following:
- To request access to the personal data we hold about you;
- To request that we rectify or erase your personal data;
- To request that we restrict or block the processing of your personal data;
- Under certain circumstances, to receive personal data about you that we store and transmit to another without hindrance from us, including requesting that we provide your personal data directly to another, i.e., a right to data portability; and
- Where we previously obtained your consent, to withdraw consent to processing your personal data.
To exercise these rights, contact us. See the “Contact” section below. Please be aware that AVIXA may be unable to afford these rights to you under certain circumstances, such as if we are legally prevented from doing so.
Additionally, you have the right to lodge a complaint against us. To do so, contact the supervisory authority in your country of residence.
Retention
We will process and store your personal data in identifiable form only for the period necessary to achieve the purpose of the storage, or as permitted by law. The criteria used to determine the period of storage of personal data is the respective statutory retention period or for certain marking data for our shows or other products, not to exceed four years from our last interaction with you. We also consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of personal information, the purposes for which we process personal information and whether we can achieve those purposes through other means, and the applicable legal requirements. After expiration of that period, the corresponding data is routinely deleted or de-identified, as long as it is no longer required to retain information by law such as the fulfillment of a contract or the initiation of a contract.
SMS consent records and messaging activity are retained only as long as necessary to provide the SMS service or to comply with applicable legal or operational retention requirements. After that period, such data is securely deleted or de-identified. See “Retention” section above for more information.
Your Choices
To update your contact information or change your communication preferences, including opting out of email, telephonic, or mail communications from us, please contact us through the methods provided in the “Contact” section below. If you opt out of our email marketing, we will still send you messages related to our transactions and relationship with you, such as event registration confirmations.
For choices with respect to third-party interest-based advertising activities, please see the “Digital Advertising & Analytics” section above.
You may opt out of SMS/text communications at any time by replying “STOP” to any message you receive from AVIXA. You may reply “HELP” for additional assistance. After opting out, you may continue to receive non-SMS communications unless you separately adjust your preferences.
Your California Privacy Rights
We may make your personal information available to third parties for their direct marketing purposes. If you are a California resident, you may opt out of certain data sharing with third parties for direct marketing purposes. To request to opt out, please contact us at [email protected].
If you exercise this opt-out, we will not disclose personal information about you to third parties for the third parties’ direct marketing purposes. We may otherwise share information about you with third parties as disclosed in this privacy notice.
Changes to Our Privacy Notice
If our information practices change, we will post these changes on this page. We encourage you to visit this page periodically to learn of any updates.
Contact
If you have questions, comments, or concerns about this privacy notice, please contact us, in our role as data controller, at:
AVIXA
11242 Waples Mill Road, Ste 200
Fairfax, VA 22030 USA
Email: [email protected]
Phone: +1.703.273.7200 or +1.800.659.7469.