Effective November 2025
About Q-rooms
Q-rooms provides meetings management services, inclusive of event registration and group lodging arrangements (our “Services”) to our businesses clients who organize, produce, promote and/or operate professional meetings, conferences, conventions, trade shows, and special events (referred to herein as our “Client(s)” and/or “Event Management” interchangeably).
In the course of providing our Services to Event Management, we routinely interface with the Client’s customers (i.e. the event attendees/meeting participants), who become end-users (“End-Users”) of the registration and/or lodging Services we provide.
In the course of providing event registration Services to End-Users, we routinely interface with Event Management who operates the event and fulfills the event accommodations (“Accommodations”) arranged through our Services. In the course of providing lodging arrangements to End-Users, we routinely interface with operators of hotels, motels, and other lodging establishments (“Hoteliers”) who fulfill the lodging accommodations (“Accommodations”) arranged through our Services.
About this Privacy Policy
This Privacy Policy has been prepared to notify our End-Users of their rights pertaining to the personal information we collect in the course of providing our Services. We care about our End-User’s privacy, and we’re committed to handling personal information in a responsible manner appropriate to the purposes for which it is collected and in compliance with international data privacy laws.
For information about data collected from visitors to our general website, please see the Q-rooms.com Privacy Policy.
Please Read Carefully!
We urge you to carefully read this Privacy Policy and fully understand it before accessing our Services through online registration and/or lodging website and/or communication with our Help Center agents. In order to utilize our Services, you must acknowledge that you’ve read, understand and consent to the manner by which we collect, store, use, and share your personal information and non-personal information in connection with our Services.
1. Why We Collect Information
We collect personal and non-personal information for the following purposes:
- To provide End-Users with personalized event registration and lodging Services;
- To provide End-Users with Agent assistance and technical support;
- To provide general or personalized Service-related records, notices, or offers;
- To create aggregated statistical data and other inferred non-personal information, which we use and share with Event Management and Hoteliers to provide and improve our respective Services and Accommodations;
- To comply with applicable laws and regulations.
2. How We Collect Information
When End-Users register for an event or book event lodging through our Services, we collect personal information through one of two methods: 1) an online event website whereby End-Users self-register and/or self-book lodging or 2) direct communications between the End-User and our Help Center agents (“Agent”) whereby the End-User provides the requested information to the Agent via voice, fax, email, chat, or other communication channel. Regardless of the collection method, the End-User must voluntarily provide the information needed to complete their event registration or booking transaction (“Registration” and “Booking” respectively). The same collection methods apply to Registration and/or Booking updates, modifications, and cancellations.
If an event we manage has its Registration and Booking systems interconnected, we may also collect personal information for one transaction via automated data exchange between the two systems. However, the End-User must still provide the initial personal information through one of the two collection methods previously described.
During the course of Service, we also collect aggregated or inferred non-personal information resulting from Registration and Booking website visitation and accumulation of transactional records. Non-personal information is routinely collected by our Services websites through the use of cookies, session transactions, and other technical data provided by an End-User’s computer and browser application while visiting the Services websites. Inferred non-personal data is also generated by our Services systems in the form of aggregated Registrations and Bookings reports, transactional trend analysis, and related performance metrics.
3. How We Store, Use, Share and Disclose End-Users Information
Personal information collected in the course of Registration or Booking Services is stored in encrypted databases furnished by the Registration and Booking platform providers, and direct payments gateway for commercial transactions. Q-rooms licenses its Registration and Bookings platforms from Cvent, Inc. and we utilize Authorize.net for our direct payment gateway and merchant card processing. Our Services platforms and direct payment gateway adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our platforms and technology providers
However, many of our Clients employ proprietary Registration software and/or platforms provided by third-party developers under license. In such cases, Q-rooms cannot attest to manner or methods used by the Client to conduct Registration operations and related data handling. It is incumbent on the End-User to read and understand the Privacy Policy published by Event Management (and their third-party Services providers) who may handle End-User data in connection with event-related Services. Q-rooms can only advise our End-Users of their rights pertaining to the personal and non-personal information that we collect and manage.
Personal and non-personal information collected through our Services is used exclusively for the purpose of fulfilling event and lodging Accommodations. We collect only as much information as is necessary for Event Management and/or Hoteliers to provide the Accommodations for which the End-User requests a Registration or Booking through our Services.
Between commencement and closure of Registration and Bookings periods, Q-rooms collects and stores personal information, where it remains accessible to End-Users who may opt to update or change their information or modify or cancel their Registration or Booking entirely. Once the Registration and Booking periods end, Q-rooms shuts off its systems to prevent further modification and transmits the information to Event Management and/or Hoteliers responsible for providing the End-User Accommodations. Q-rooms retains personal and non-personal information in its platforms and direct payment gateway indefinitely or until we remove it at the request of an End-User.
Q-rooms does not share, sell, or otherwise disclose End-User personal or non-personal information with any other third-parties, unless required to do so in compliance with law enforcement or court order.
4. Customer Support Communications and Recordings
Q-rooms provides customer support through its Zendesk-powered Help Center, which consolidates all phone, voicemail, AI-receptionist, live-chat, and support-ticket communications.
By contacting Q-rooms through any of these channels, you acknowledge and consent that your communication may be recorded, monitored, and/or transcribed for the following legitimate business purposes:
- to provide accurate customer support and ensure service quality;
- to verify identity and administer customer or event-related accounts;
- to train personnel and improve operational efficiency; and
- to preserve records necessary for compliance, dispute resolution, or legal recourse (including civil or criminal proceedings).
Recordings and transcripts are considered confidential business records and are handled in accordance with this Privacy Policy, the Zendesk Privacy and Data Protection Policy, and applicable data-protection laws.
Access to recordings and transcripts is limited to authorized Q-rooms staff and system administrators who require such access to perform their duties. Recordings are retained only as long as necessary for the purposes described above or as required by law, after which they are securely deleted.
Q-rooms does not sell, lease, or otherwise disclose any recorded or transcribed communication to third parties except:
- to service providers engaged to support Help Center operations under confidentiality obligations;
- to Event Management or its authorized representatives when necessary to investigate or resolve issues arising from Event Management’s registration systems, housing allocations, or convention-policy enforcement, including disciplinary action for violations of applicable Terms of Service or event rules; or
- as required by law, subpoena, or other valid legal process.
For more information about Zendesk’s data-handling practices, please review the Zendesk Privacy and Data Protection Policy.
5. How We Communicate with End-Users
We may contact End-Users to provide Services-related information and customer support, to resolve a conflict or dispute, to collect fees or monies owed, to enforce our Terms of Service, or as otherwise necessary in relation to Services fulfillment. For these purposes we may contact End-Users via email, telephone, SMS text messages, fax, and postal mail. We do not communicate with End-Users through third-party social media platforms such as Facebook, Instagram, and Twitter.
6. End-User Rights
End-Users of our Services retain full ownership of their personal information, and End-Users have the right to request access, deletion, and reuse of the personal information provided to us.
7. How End-Users Can Retrieve & Modify their Personal Information
During open Registration and Booking periods, End-Users may access and modify their personal information by logging into the Services platforms and editing the information stored therein. End-Users may request assistance by clicking the submit a request link in the upper right of the Help Center window or by contacting our Privacy Support team for assistance. Our Privacy Support contact information is provided at the end of this Privacy Policy.
After Registration and Booking periods for an event we manage close, End-Users must contact our Privacy Support team to request assistance modifying or removing the personal information stored in the platform databases created to Service the specific event.
How End-Users Can Withdraw Their Consent to Use and Store Personal Information
Because our Services platforms retain personal information after a Registration or Booking is cancelled, End-Users must contact our Privacy Support team to withdraw consent and request deletion of their personal data. Our Privacy Support contact information is provided at the end of this Privacy Policy.
Withdrawing consent while an event Registration or Booking period remains open (i.e. before the respective Accommodations are fulfilled by Event Management and/or Hoteliers) will result in immediate cancellation of Services and assessment of any cancellation fees required by the Terms of Service established for the event.
8. Periodic Updates to Our Privacy Policy
We reserve the right to update and modify this Privacy Policy at any time, and we encourage End-Users of our Services to review it often. Changes and clarifications take effect immediately upon posting. If we make material changes to this policy, we will state the changes here. We will also explain the reasons for and implications of changes made, in order to fully disclose the information we collect, the intended purpose and usage of collected information, and under what circumstances, if any, we may share or disclose the information.
9. Privacy Support Contact Information
If you would like to access, update, delete or reuse any of the personal information we’ve collected from you in the course of providing our Services, please contact us by sending email to privacysupport@q-rooms.com or by sending postal mail to: Q-rooms LLC, Attn. Privacy Support, 10624 S. Eastern Ave., Suite A-742, Henderson, NV 89052.
If your request pertains specifically to lodging records booked within the Gen Con Housing program, you may also obtain assistance through this Help Center by clicking the submit a request link in the upper right corner of this window.
Thank you for reviewing our Privacy Policy and utilizing our Services. This Privacy Policy is available in accessible formats upon request.