Event Policies
COMTO Privacy Statement & Media Consent Policy
Effective Date: 2027 Program Year
1. Introduction & Commitment to Privacy
The Conference of Minority Transportation Officials (COMTO) respects your privacy and is committed to protecting the personal information of our members, conference attendees, sponsors, and partners. This Privacy Statement outlines how we collect, use, store, and protect your information when you register for events, visit our websites, or participate in COMTO programs, mirroring our unwavering dedication to transparency, access, and professional integrity.
2. Information Collection & Use
When you register for a COMTO event, apply for a scholarship, submit a proposal, or engage with our digital platforms, we may collect personal and professional information, including:
Contact Details: Full name, job title, organization/company, email address, phone number, and mailing address.
Demographic & Professional Data: Areas of transportation expertise, business certification status (e.g., DBE, WMBE) and dietary or accessibility requirements.
Payment Information: Billing details securely processed through third-party PCI-compliant merchant gateways. (Note: COMTO does not store raw credit card numbers on local servers).
How We Use Your Data:
To process registrations, membership dues, sponsorships, and event access.
To facilitate networking opportunities and attendee directories.
To communicate important updates regarding events, policy briefings, advocacy alerts, and organizational news.
3. Data Sharing & Third-Party Disclosure
COMTO values your trust. We do not sell, rent, or trade your personal information to outside commercial entities. However, to execute successful conferences and foster industry collaboration, limited data sharing may occur under strict guidelines:
Conference Partners & Exhibitors: Attendee lists provided to sponsors and exhibitors contain professional contact details (name, title, organization, email) to facilitate networking. Attendees may opt out during the registration process.
Service Providers: Trusted vendors assisting with event logistics, badge printing, mobile apps, and payment processing are bound by confidentiality agreements and prohibited from using your data for independent marketing.
Legal Compliance: Information may be disclosed if required by law, subpoena, or federal regulatory mandate.
4. Media Consent & Photography Waiver
As part of COMTO’s mission to celebrate our legacy, highlight industry leadership, and promote professional excellence, official photographers, videographers, and media personnel are present at all COMTO national events, conferences, and regional convenings.
Grant of Rights: By registering for and attending a COMTO event, you irrevocably grant COMTO, its legal representatives, and assigns the absolute and unrestricted right and permission to take, use, reuse, publish, and broadcast photographic portraits, video recordings, audio clips, or digital images in which you may be included.
Scope of Use: These media assets may be published in COMTO newsletters, annual reports, promotional brochures, podcast, social media channels (LinkedIn, Instagram, Facebook, YouTube), and news releases without compensation or prior notification.
Opt-Out Protocol: If you object to your likeness being used in promotional materials, you must notify COMTO staff in writing via email prior to the start of the event. While COMTO will make reasonable commercial efforts to exclude your image from future publications, we cannot guarantee the exclusion of crowds or candid background shots.
5. Data Security & Retention
COMTO implements robust administrative, technical, and physical security measures to safeguard your personal data against unauthorized access, alteration, disclosure, or destruction. Data is retained only as long as necessary to fulfill the purposes outlined in this policy or to comply with statutory legal and financial record-keeping requirements.
6. Policy Updates & Contact Information
COMTO reserves the right to amend this Privacy Statement and Media Consent Policy as organizational needs evolve or as federal regulations change. Any updates will be posted promptly on the official COMTO website.
For questions, data access requests, or privacy concerns, please contact: Conference of Minority Transportation Officials (COMTO)
Email: [email protected]