PRIVACY POLICY

McAteer Meeting Management, LLC (Events + Meetings + Travel)
Effective October 2025

This Privacy Policy describes how McAteer Meeting Management, LLC ("M3," "Company," "we," or "us") collects, uses, and protects personal information obtained through our websites, digital platforms, and direct client interactions related to meetings, events, and travel services. We value your trust and want you to understand how we handle your information across all areas of engagement.

By using our websites, portals, or services, you consent to the data practices described in this Privacy Policy. By registering with or contacting us, you agree that information you provide may be shared within our organization and with select partners to facilitate client interactions and improve or market our services. We will not sell or rent your information to any third party and will exercise reasonable efforts to keep all information secure.

Information We Collect

We may collect the following types of information:

  • Personal Information: such as your name, email address, phone number, home or work address, and payment information.

  • Demographic or Preference Information: such as ZIP code, age range, interests, and professional affiliation.

  • Technical Information: such as your IP address, browser type, operating system, and usage data collected automatically through cookies or analytics tools.

We collect this information directly from you when you provide it to us, automatically as you navigate our sites, and from trusted partners who help us operate our digital and travel platforms.

Use of Information

We may use the information we collect to:

  • Present our websites and their contents to you.

  • Provide information, products, or services that you request from us.

  • Fulfill contractual obligations and process payments.

  • Improve our websites, events, and client experiences.

  • Communicate about products, services, or promotions that may be of interest.

  • Carry out our obligations and enforce our rights under contracts.

  • Comply with applicable laws or respond to lawful requests.

Travel and Event Data
In addition to website interactions, M3 may collect information necessary to facilitate meetings, events, and travel arrangements. This may include passport details, travel preferences, dietary restrictions, emergency contacts, and payment information. Such data is used solely for planning and operational purposes, shared only with vendors directly involved in fulfilling your itinerary, and retained securely in accordance with our data-retention policy.

Data Sharing

We may share your information with:

  • Trusted Service Providers that help us operate our business, such as travel booking partners, payment processors, CRM and analytics platforms (e.g., HubSpot, Knack, Google Analytics), and insurance partners (e.g., Faye Travel Insurance). All such parties are required to maintain confidentiality and use your information only for the purposes for which it was shared.

  • Business Partners and Affiliates to coordinate travel programs, meeting logistics, or client services.

  • Legal or Regulatory Authorities when required by law or to protect our rights, property, or the safety of our clients or others.

We may also disclose information with your consent or as necessary to fulfill the purpose for which it was provided.

Cookies and Analytics

When you visit our websites, we may send you a cookie. Cookies store a small data file on your computer that helps us recognize you during future visits. Cookies may be used to:

  • Count the number of visits to our websites.

  • Save preferences such as region and language.

  • Compile anonymous statistics about site usage.

  • Support marketing and analytics functions.

You can typically adjust your browser settings to accept or reject cookies. Some features may not function as intended if cookies are disabled.

Internet Advertising

We may work with data providers to serve advertising to you through display media or other methods. These providers may use personal or aggregated data to target you with relevant advertising. To learn more about or opt out of interest-based advertising, visit the Digital Advertising Alliance (DAA) or Network Advertising Initiative (NAI) industry opt-out pages.

International Data Transfers

If you access our websites or provide information from outside the United States, please note that your data may be transferred to and processed in the United States, where privacy laws may differ. By providing your information, you consent to this transfer and processing.

Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, or as otherwise required by applicable law.

Data Security

We implement administrative, technical, and physical safeguards to protect personal data against unauthorized access, disclosure, alteration, or destruction. These measures include encryption, secure networks, limited employee access, and routine system monitoring.

Your Rights and Choices

You may request access to, correction of, or deletion of your personal data by contacting us at support@mcateermm.com. You may also opt out of promotional emails by following the unsubscribe instructions in our communications.

Children’s Privacy

Our websites and services are not directed to children under the age of 13. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 13, we will delete it promptly.

Links to Other Websites

Our websites may contain links to third-party websites. M3 is not responsible for the privacy practices or content of those external sites. We encourage you to review their privacy statements.

Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. Updates will be posted to this page and are effective immediately upon posting.

Contact Us

If you have any questions or concerns about this Privacy Policy or your information, please contact us at:
support@mcateermm.com
McAteer Meeting Management, LLC
1143 Longview Rd.
Roanoke, VA 24018

Effective: October 2025