How to comply with data privacy regulations when collecting information
How to comply with data privacy regulations when collecting information
Comply with Data Privacy Regulations When Collecting Information
The Onboarding › Video section in Cadence allows you to add welcome videos to your event onboarding process. When collecting attendee information during onboarding, it's essential to ensure compliance with data privacy regulations such as GDPR, CCPA, and other regional requirements to protect both your organization and your attendees' personal data.
When to use
When collecting personal information during the onboarding process
When operating events with international attendees subject to different privacy laws
When storing attendee data for future use or analysis
When sharing attendee information with third parties or sponsors
Before you start
You must have System Administrator permissions to modify data privacy settings and policies.
How to do it
Log in to your Cadence Admin account.
Navigate to your event dashboard.
Select "Onboarding" from the left sidebar menu.
Click on the "Video" tab at the top of the page.
Review your current onboarding flow to identify all points where personal data is collected.
Create a data inventory document listing all personal data fields collected during onboarding.
Prepare a clear privacy statement explaining:
What personal data you're collecting
Why you're collecting it
How it will be used
How long it will be stored
Who it will be shared with
Add this privacy information to your welcome video script.
Including privacy information in your video helps ensure attendees are informed before providing their data.
Enable the "Add Video to Onboarding" checkbox.
Upload your welcome video that includes privacy information.
Videos must be under 100MB and in MP4 format for optimal performance across all devices.
Add a link to your full privacy policy below the video.
Include explicit consent checkboxes for data collection in the Terms & Conditions tab.
Configure data retention policies in your account settings.
Cadence automatically purges accounts that have not had an event in the past 7 years.
Test the complete onboarding flow to ensure privacy notices are clearly visible.
Click "Save" to apply your changes.
Troubleshooting
If you encounter issues with privacy compliance:
Verify that consent checkboxes are properly configured and functioning
Ensure privacy statements are clearly visible and accessible before data collection
Check that data retention settings align with your privacy policy statements