SOLAR 2026 PRIVACY POLICY

SOLAR Conference Privacy Notice
Controller: elm Planning, LLC (“we,” “us”)
Contact: info@solarconf.com
Last updated: October 30, 2025

What we collect

When you register, we collect your name, email, organization, job title, professional specialty, country, and details needed to deliver the event. Examples include dietary or accessibility needs. If payment is required, we process payments through a PCI-compliant provider. We do not store full card numbers.

Sensitive data minimization

Please avoid sharing medical or other sensitive details that are not necessary. If you provide dietary/allergy or accessibility information, we will use it only to support your participation and share it only with vendors who need it (for example, the caterer) under confidentiality obligations.

Why we use your data (lawful basis)

• Event administration and attendance — to process your registration, send confirmations and logistics, produce badges and attendance lists, and manage on-site operations (legitimate interests/contract).
• Compliance and finance — to meet legal, accounting, and reporting duties (legal obligation/legitimate interests).
• Communications — to send essential event updates (legitimate interests/contract).
• Marketing (optional) — only if you opt in; you can withdraw consent at any time (consent).

Sharing and service providers

We use trusted vendors to run the event. Cvent provides our registration platform as our service provider/processor and processes your data only on our instructions. We may share limited data with operational vendors (for example, badge printers, venue security, and caterers) strictly to deliver the event. We do not sell personal data.

International transfers

If your data is transferred across borders, we use appropriate safeguards (for example, Standard Contractual Clauses) and rely on equivalent mechanisms supported by our providers.

Retention

We keep registration records only as long as needed for event operations and post-event support and then delete or de-identify them. Unless a longer period is required by law (for example, tax or accounting), we target deletion within 18 months after the event.

Your rights

Depending on your location, you may have rights to access, correct, delete, or object to processing, and to withdraw marketing consent. To exercise these rights, email info@solarconf.com. We will respond directly and, where needed, coordinate with Cvent.

Security

We apply administrative, technical, and physical safeguards and limit access to personnel and providers who need it to perform services under contract.

Third-party policies

Registration is hosted on Cvent on our behalf. Please view Cvent’s privacy policy and cookie information on the registration page.

Contact

Questions about this notice or your data? Email info@solarconf.com.