Privacy Notice

Last Updated: August 12, 2026

This Privacy Notice explains how PROXC LLC and its TheAdvanced community ("TheAdvanced," "we," or "us") collect, use, and share personal information through this website, and the choices and rights you have. This website and its forms are currently intended for residents of the United States only.

Scope

This Notice applies to personal information we collect through this website, including our contact, membership application, event RSVP and sponsorship-interest forms, and through our sponsor portal and other signed-in areas of our services. It also applies to personal information that someone else gives us about you, for example when a member of our community nominates you for an event. It does not cover information collected offline or through other channels, which may be subject to separate terms.

Personal information we collect

We collect the information you choose to provide when you submit a form, which may include: your name, email address, phone number, organization and job title, country, and any details you include in a message, RSVP, or sponsorship inquiry (for example, dietary or accessibility needs you choose to share for an event). We also receive limited technical information, such as your IP address and basic request data, as a normal part of operating a website. We do not knowingly collect information from anyone under 18.

Event imagery. Where you attend an event, we may collect photographs and video in which you are identifiable. Attendance is subject to the Event Terms, which describe how such imagery is used. You may object to the use of images in which you are identifiable: indicate this when you register for an event, or contact us at privacy@theadvanced.org.

Sponsor portal. If your organization sponsors an event, we collect and hold: the account details you sign in with; your name, role and business contact details; your organization's legal entity details, including registered name, number and address, where you provide them; your organization's logo and any images you upload; the details of colleagues you invite to your organization's account, which you provide to us about them; records of your sponsorship, payments and refunds; messages you send us through the portal; and, where you sign a sponsorship agreement electronically, the name you type, the date and time, and the IP address the signature was submitted from. We keep that signature information as evidence that the agreement was executed, and we keep it for as long as the agreement and any related legal or accounting obligations require. We also keep a record of what you open in the portal: the sponsorship tiers and event pages you view, including a tier you look at and do not take up, the agreements and brochures you open, and whether you were using a mobile, tablet or desktop browser. That record names the individual colleague who opened it. We do this so that we can see when somebody is stuck and help them, and so we know who to speak to about a sponsorship. We keep it for twelve months and then delete it. We do not record what you type or search for, we do not record your IP address for this purpose, and no decision about you or your organization is made automatically from it. Our lawful basis is our legitimate interests in supporting and administering sponsor accounts, and you can object to this at any time without affecting your marketing preferences.

Notes our team writes. Our team keeps internal notes about sponsor accounts and the people we deal with at them, so that whoever picks up the relationship next knows what was already discussed. Every note records who wrote it and when. These notes are never shown to you in the portal and we never send them to you, but they are still information about you: you can ask us for a copy, ask us to correct one, or ask us to delete one, and we will consider that request in the same way as any other. We keep the text of a note for seven years, for as long as we keep the record of the sponsorship it relates to, and then delete the text, keeping only the record that a named colleague wrote something on that date. If you ask us to delete a note sooner we will do so unless we need to keep it to establish or defend a legal claim. Our lawful basis is our legitimate interests in administering and keeping a record of our commercial relationships, and you can object at any time. To make any of these requests, see Your privacy rights.

If you invite a colleague to your organization's account, please make sure they know you have given us their name and email address so we can send them an invitation.

How we use your information

We use the information you provide to: respond to your inquiries; process membership applications, event RSVPs, and sponsorship interest; send you transactional messages related to your request (such as confirmations and event reminders); arrange event logistics; and operate, maintain, and improve our community and this website. We rely on the information to provide the service you requested and to communicate with you about it.

How we share your information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We share personal information with service providers who process it on our behalf under contract. These currently include Cloudflare (website and application hosting, and security), Neon (database hosting), Auth0, an Okta company (sign-in and account authentication), Resend (transactional and notification email) and Stripe (payment processing). Stripe processes your payment details as an independent controller for its own compliance purposes as well as on our behalf. We also share personal information where required by law or to protect our rights. In addition, where you attend an event, we may share event imagery in which you are identifiable with that event’s partners and sponsors, including within private partner portals, as described in the Event Terms. Sponsors are not service providers: they receive this material for their own purposes. You may object at any time and we will not knowingly use images in which you are identifiable. Where you RSVP to an event, the volunteer community leader who organizes that event may see your name, RSVP status, and party size, and whether you have indicated a photography opt-out, in order to coordinate the event. Circle and nexus leaders are volunteer members of our community (not PROXC LLC staff) and can see this information only for events they organize, not for the community generally. Service providers are permitted to use the information only to perform services for us.

If someone nominated you

A member of our community may nominate you for an event. When they do, they give us your name, email address, and any note they write to you, so that we can invite you. You did not give us this information yourself, and we contact you once about that nomination.

We do not add you to a mailing list, and we do not sell your personal information or share it for cross-context behavioral advertising. Your details are seen only by the team running that event.

If we ask you to put names forward. A member of our team may ask you to nominate people, or organizations that might sponsor an event. They give us your name and email address for that purpose. We keep that record while your invitation to nominate is active, and afterwards only as our record of who asked you and why.

How long we keep it. If you do not respond to a nomination, we delete your name, email address and the note within 45 days of that email. If you accept or decline, we keep what is needed to act on your response, as described under Retention below. You can decline or unsubscribe at any time, in one click, from the email itself, and we act on it immediately. You can also exercise your privacy rights over the information we hold about you, whether or not you have an account with us.

Retention

We keep personal information for as long as needed to fulfill the purposes described in this Notice, to maintain our community relationship with you, and to meet legal or recordkeeping requirements, after which we delete or de-identify it. Where this Notice states a specific period, such as the 45 days described above for a nomination you do not respond to, that period governs.

Your choices

You can opt out of non-transactional communications at any time by contacting us at the address below. You can also ask us to update or correct information you have provided.

Your California privacy rights (CCPA/CPRA)

If you are a California resident, you have the right to: know and access the personal information we have collected about you; request deletion of your personal information; request correction of inaccurate information; and not receive discriminatory treatment for exercising these rights. Because we do not sell or share personal information for cross-context behavioral advertising, there is no need to opt out of those activities, but you may still exercise your other rights. The categories of personal information we collect, our purposes for using it, and the categories of recipients are described in the sections above.

To exercise any of these rights, contact us using the details below. We will verify your request by matching the information you provide against our records, and we will respond as required by applicable law. You may use an authorized agent to submit a request on your behalf, subject to verification.

Changes to this Notice

We may update this Notice from time to time. When we do, we will revise the "Last Updated" date above.

Your privacy rights

Exercise your privacy rights explains what you can ask us to do with your personal data, how to make a request, and how we verify it. These rights are not limited to people with a TheAdvanced account: if we contacted you about someone else, for example asking you to vouch for a membership application, you can exercise the same rights over the data we hold about you.

Contact us

For any privacy question or to exercise your rights, contact us at info@theadvanced.org (PROXC LLC, attn: Privacy).