Privacy Notice
Effective Date: June 1, 2026
Technical Assistance for Excellence in Special Education (TAESE) is part of the technical assistance division at the Institute for Disability Research, Policy & Practice (IDRPP) at Utah State University. We work with State and Local Education Agencies (SEAs and LEAs), schools, and professional organizations across the country to strengthen services and improve outcomes for children and youth with disabilities. This allows the SEA and LEA to focus on content and connection, while TAESE handles the various logistics of the event.
This notice explains what personal information we collect, how we use it, how we protect it, and what rights you have. This notice applies to all events managed, hosted, or supported by TAESE, including those involving external clients, staff, and members of the public.
What Information We Collect and Why?
When you register for an event managed by TAESE, we collect some of your personal information. This notice tells you what we collect, why, and what you can do about it.
Every event registration requires your full name and email address so we can confirm your spot and keep you informed.
Depending on the nature of the event, we may also ask for a mobile phone number, but only when we need a way to reach you quickly for emergency notifications or day-of logistics. For events that involve a fee, payment card information is collected and processed securely. As these events are hosted in a work or professional context, we may also ask for your work address, employer, LEA, role, and job title.
Some events have additional needs. If there is catering, we may ask about dietary restrictions or food preferences. We will also ask for accessibility accommodations to make sure that we meet ADA requirements.
We do not collect government-issued identification numbers, or sensitive personal data unless strictly required by law or expressly approved by the USU Office of General Counsel.
How We Use Your Information
Your information is used strictly for the purposes of the event: managing your registration, sending updates, processing payments, and handling the practical logistics like catering, ADA accessibility, and day-of coordination. We also use it to support safety, risk and emergency planning and to fulfill any legal or contractual obligations tied to the event. Beyond that, we use aggregate, anonymized data for internal planning and reporting. We do not use your information for marketing, we do not sell it, and we do not use it for anything unrelated to the event for which it was collected.
Legal Basis for Processing
TAESE collects and processes personal information in accordance with applicable law, applicable state privacy laws, and, where relevant, the General Data Protection Regulation (GDPR) for events involving individuals in the European Union or European Economic Area. The legal bases for processing may include: Performance of a contract or pre-contractual steps (event registration and service delivery), Compliance with a legal obligation, Legitimate institutional interests (event safety, logistics, and administration), Consent, where explicitly requested (e.g., optional communications or use of event photography)
Who sees your information?
We work with a small number of third-party service providers to run our events, covering areas like registration management, communications, file storage, facility coordination, and billing. All of our vendors are contractually required to protect your data and use it only in support of our event operations. The State Education Agency ( SEA) or Local Education Agency (LEA) hosting the event, may also receive the registration data their attendees submitted, limited to what they need to run their event and governed by their service agreement with TAESE.
Our event management platform stores data on servers in the United States, though some vendor staff may access it from other locations. If you are registering from the European Union or European Economic Area, appropriate safeguards are in place for any cross-border data transfers, and you have additional rights under the GDPR.
What about AI tools?
As part of our event operations, your personal data may be processed by AI-enabled tools, including TAESE’s AI systems and those offered by our service providers. Our primary event management platform includes AI features that, when used, are limited to supporting event logistics and communications. Our providers are contractually prohibited from using your data to train AI models. For more details on how our event platform handles data in the context of AI, you can review their privacy policy at Cvent’s Privacy Policy
How we protect your data
TAESE and its vendors apply security measures including encryption of data in transit and at rest, role-based access controls, and multi-factor authentication for systems that handle personal information. In the event of a breach affecting your data, we will notify you as required by law.
Records Series Classification and Public Records (GRAMA)
Personal data collected by TAESE is maintained in accordance with Utah State University records retention schedules. Event Services records are generally managed as administrative records related to event planning, registration, and operations, though specific classifications may vary (for example, financial, contractual, or administrative) and are assigned under university records management policies.
Because USU is a state institution, information we collect may be subject to the Government Records Access and Management Act (GRAMA), Utah Code § 63G-2-101 et seq. Under GRAMA, records prepared, owned, received, or retained by a government entity are generally considered public unless they fall into a protected category such as private, controlled, or protected records as defined under state or federal law. If USU receives a valid GRAMA request for records containing your personal information, and those records are not protected, USU may be required to disclose them. "Personally identifiable information" is not itself a GRAMA classification. Whether a record can be withheld depends on how it is classified under the law, not on whether it contains your name or contact details. USU may also disclose information to third parties when required or permitted by other applicable laws.
You can learn more about GRAMA on the USU GRAMA page and on the Utah State Legislature website.
Your rights
You have the right to access, correct, or request deletion of the personal information we hold about you. You can also update your own registration details directly through Cvent if you registered online. To make any of these requests, contact the USU Office of Information Privacy at
Cookies and Tracking Technologies
TAESE may use cookies and similar technologies through the Cvent platform for session management and basic event registration functionality. Cvent's cookie and tracking practices are governed by Cvent's own privacy policy, available at https://www.cvent.com/en/privacy-policy. We do not use tracking technologies for behavioral advertising.
Changes to This Notice
We may update this privacy notice from time to time to reflect changes in our practices, legal requirements, or the systems we use. The most current version will always be available on the TAESE website. Material changes will be communicated through event registration pages or direct notification where feasible.
Contact Us
If you have questions, concerns, or complaints about how your personal information is handled, please contact:
TAESE Website: http://taese.org
USU Office of Information Privacy Email:
