Open Forum

​Hello,
We are getting ready to release our transient RFP in Lanyon and we would like to include some terms and agreements around data security into our RFP.  Ideally we are looking to add something to have our hoteliers agree to so that in the case of another data breach, the hotelier would be responsible for any monetary compensation in the event of passport replacement etc.

Has anyone put any language in their transient programs OR even their meeting and event  contract language to address this? We are looking for examples that may already be in use.

Thank you!
April
#Miscellaneous

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April Nickelman
Procurement Specialist
BAE Systems
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Hi April, 

Unfortunately I don't have experience with this, but am extremely interested in any suggestions people have. I'm very curious what the hotel will agree to - especially larger chains. 

Good Luck,
Haley

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Haley Kilar
Junior Operations Coordinator
Encore Live Productions
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My recommendation on this is to first research the hotel chains' T's and C's.  You may be able to find it on their corporate website and to limit the amount of time on this, stick with the major chains you typically use. Check to see if your company has a master agreement any hotel and if it is referenced there. Then get the T's & C's in the contract. 

I think trying to include T's and C's in RFPs is jumping the gun and could create friction too early in the process. Cvent covers you re: GDPR with the cookies banner, the ability to add data use custom HTML, etc. The hotels should have their own policies when it comes to data security, so you can simply reference those when you close the contract.

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Brenda Ainsburg
Channel Program Manager
brenda.ainsburg@siemens.com
Siemens Aktiengesellschaft
United States
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I am not sure what the actual verbiage was, but we also made sure to include stipulations requiring that you are informed of any data breach as well as how you are informed and when. I know that wasn't the whole answer, but hopefully, that helps.

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Andrea Johnson
Contract Administrator
Association of Communication Engineers
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I would read the hotels fine print/TC to determine if that can even be included in their contracts. I'm not sure their insurance would allow that language in a contract

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Kim Schechter
Program and Administrative Manager
Executive Director Inc.
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I haven't yet reviewed all of our updates Hotel contract terms and conditions, but we've create a Data Protection information help sheet for our staff to use when working with outside vendors. We seek information on the processing of personal data and its storage (collection, transfers, if it is shared, and when it is deleted).

I'm not sure our team would want me sharing our specific language, but below would be an example I saw recently of contract terms:

--- will be financially and legally responsible for damages resulting in ---'s illicit or willful mis-use of ---- including but not limited to hacking attempts, attempts to gain unauthorized access to ---- , directories, and/or encrypted data, attempts to change system generated documents and reports, attempts to change the text of email notifications, changes and/or any mis-representation of attached files. ---- and/or its agents will prosecute any such attempts to the fullest extent of the law.

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Geoffrey Seiler
Registrar and Travel Coordinator
International Baccalaureate Organization (IBO) .
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Very interesting that your company is considering how data breaches could affect attendees; however I would be surprised if a venue/hotel would allow this type of language in a contract. However, with all of the data breaches lately, they could use having such a clause in their contracts as a selling point to clients.

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Lori Wildman
Senior Marketing Manager
DuCharme McMilllen & Associates
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This is a hot topic, especially with GDPR to consider. Our University counsel is very strict on the terms and conditions that get added to our contracts.

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Jacqueline C. Ward, CMP
Director, Continuing Legal Education & Special Events, UNC-Chapel Hill
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I do not have any recommendations, as our Legal department manages this for us, but very interested to see what others have to say.

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Melissa Thuston
Sr. Corporate Meeting and Event Planner
Halliburton Energy Services, Inc.
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