Privacy Policy
This Privacy Policy explains what personal information Meridian Corporate Events collects, how we use it, who we share it with, and the rights you have over your data.
1. Overview
Meridian Corporate Events ("Meridian", "we", "us" or "our") is a corporate event planning and production company with its principal office at 875 N Michigan Ave, Suite 3100, Chicago, IL 60611. This Privacy Policy describes how we handle personal information collected through our website at meridiancorporate.digital, through the planning and production services we provide to clients, and through other direct communications with us.
By visiting our website, submitting a form, or engaging us to plan or produce an event, you agree to the practices described in this policy. If you do not agree with these practices, please do not use the website or submit personal information to us.
Plain summary: we collect only what we need to respond to your inquiry and to deliver the event services you hire us for. We do not sell personal information. We share information with vendors only when it is necessary to deliver your event, and we require those vendors to protect it.
2. Information We Collect
2.1 Information you provide directly
We collect personal information you choose to give us, including when you:
- Submit a planning appointment request, contact form or inquiry
- Subscribe to our communications
- Respond to a survey or feedback request
- Apply for a role at Meridian
- Communicate with us by email, phone or post
This information typically includes your name, work email address, phone number, company name, role title, event details (including headcount, city, date, budget range and any notes you provide) and any additional information you choose to share.
2.2 Information collected automatically
When you visit our website, our systems may collect limited technical information, including IP address, browser type and version, operating system, referring URLs, pages viewed, and the date and time of your visit. We use this information to understand how the website is used and to improve it.
2.3 Information from third parties
We may receive personal information from third parties in limited circumstances — for example, when a colleague refers you to us, when a vendor provides attendee lists for an event we are producing, or when a client provides us with guest contact details for an event we are managing on their behalf.
2.4 Sensitive information
We do not collect sensitive personal information such as health data, biometric data, precise geolocation, or information about racial or ethnic origin, religious beliefs, or sexual orientation. The only exception is where you voluntarily disclose a dietary, accessibility or medical accommodation request as part of event planning. Where we receive such details, we use them strictly to meet the accommodation you have requested.
3. How We Use Information
We use personal information for the following purposes:
- Responding to inquiries. Reviewing your planning request, answering questions and scheduling a discovery call.
- Delivering services. Planning, producing and managing the events you have engaged us to deliver, including coordinating with venues, vendors and on-site staff.
- Client communications. Sending status updates, run-of-show documents, budgets, invoices and other engagement communications.
- Billing and payment. Processing invoices, collecting payments and maintaining financial records.
- Hiring. Reviewing job applications and managing the recruitment process.
- Legal and compliance. Meeting our contractual, tax, insurance and legal obligations, including responding to lawful requests from authorities.
- Website and service improvement. Understanding how our website and services are used so we can improve them.
- Marketing. Where you have consented or where permitted by law, sending occasional updates about Meridian's services. You can opt out at any time using the unsubscribe link in the message or by emailing [email protected].
6. Data Retention
We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, plus any additional period required by law. In practice:
- Inquiries that do not proceed. Retained for up to 24 months so that we can follow up if your plans change, then deleted.
- Client engagement records. Retained for seven years after the final invoice, in line with our financial and insurance record-keeping requirements.
- Job applications. Retained for 24 months unless you ask us to delete them sooner.
- Website analytics. Retained in aggregated form for up to 26 months.
7. Data Security
We maintain administrative, technical and physical safeguards designed to protect personal information from loss, misuse and unauthorized access. These include encryption in transit, access controls, vendor due diligence and staff training. No system is perfectly secure, and we cannot guarantee absolute security, but we take our obligations seriously and will notify affected parties of any breach as required by applicable law.
8. Your Privacy Rights
Depending on where you live, you may have some or all of the following rights with respect to your personal information:
- Right to know. To request a copy of the personal information we hold about you.
- Right to correction. To ask us to correct inaccurate information.
- Right to deletion. To ask us to delete personal information, subject to our legal retention obligations.
- Right to opt out of marketing. To unsubscribe from marketing communications at any time.
- Right to non-discrimination. We will not discriminate against you for exercising your privacy rights.
To exercise any of these rights, email [email protected]. We will respond within 45 days. We may need to verify your identity before processing your request.
9. Children's Privacy
Our website and services are intended for business audiences and are not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it.
10. International Transfers
Our operations are based in the United States. If you access our website from outside the U.S., your information will be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction. Where we transfer information internationally, we take steps to ensure appropriate safeguards are in place.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you directly. We encourage you to review this page periodically.
12. Contact Us
If you have questions about this Privacy Policy or how we handle your personal information, please contact our privacy team.
Meridian Privacy Team
We respond to privacy requests within 45 days of verification. For urgent matters, please call the main office line.
875 N Michigan Ave, Suite 3100
Chicago, IL 60611
Managing Director