Privacy Statement

Information Collection & Use


In order to use this Web site, you must first complete the registration form, in which you create a user name and password.  During registration you are required to give your real name and your email address. We use this information to let you know when there is important activity on your account. We may periodically use this email to let you know about new features or changes to the web site.

You have the option to provide additional information (such as your skills, your photo, etc., information about your business) to us; we encourage you to submit this information so that the other users can more easily engage you in business opportunities.

If you register as a Trip Director (TD), you can expect to receive e-mail notices when you are invited to work on an event; as an Event Planner (EP), you can expect to receive e-mail notices when a TD responds to an invitation by changing their status.

You may receive email notices from time to time to announce new features, bug fixes, or other relevant information about the site.

StaffReservations is the sole owner of the information collected on We collect personally identifiable information (PII) from our users, specifically, full name, business name, and e-mail address.


As a TD, you will receive an email from us ( when an EP wants to invite you to work on an event. To do this, we will us the e-mail you registered with. To discuss a potential offer to work with an EP, we will disclose the EP’s name, company, and e-mail address to you to facilitate this discussion. Responding to the EP by email is your consent to share your email address with that EP; we do not automatically show the EP your e-mail address.

As an EP, we will disclose your name and email address to the TDs you are inviting to work an event. This is done to more easily facilitate follow-up communications between you and your potential hire.


When an invitation to work is created, both TDs and EPs can change the status of the invitation. TDs can change an invitation to “In Discussion”, “Accepted”, “Declined”, or “Cancelled.” EP’s can change an invitation to “Cancelled.”

When either party changes the status, we will email the other affected party with the change from the email address For example, when a TD accepts an invitation, we will e-mail the event creator and let them know the TD has accepted. If an EP cancels an event, we’ll email the TD to let them know their services are not needed.

Social Security Numbers/Taxpayer Identification Numbers

We do not ask for your Social Security Number (SSN) or Taxpayer Identification Number (TIN). Event planners may need your SSN or TIN in order to process payments for you; please communicate directly with the planner in these cases.


From time-to-time we may provide you the opportunity to participate in surveys on our site.  If you participate, we may request certain personally identifiable information from you. Participation in these surveys is completely voluntary and you have a choice whether or not to disclose this information.  The requested information typically includes contact information (such as name and address), and demographic information (such as zip code). 

We use this information to help improve and make it more useful to our users.

We may use a third party service provider to conduct these surveys; that company is prohibited from using our users’ personally identifiable information for any other purpose. We will not share the personally identifiable information you provide through a survey with other third parties unless we give you prior notice and choice.

Uses of Information

Information on this site is used to match trip directors and event planners for events. We allow event planners to see your schedule, which is a combination of self-described events as well as events that other meeting planners have invited you to work. Event planners can see when you have tentative plans (dates for events you haven’t yet committed to work.) Event planners cannot see the name of the event or the event’s planner, unless it is their own company that is planning the event. Any other information that an event planner has access to is disclosed by you (the trip director) on the profile page. As an event planner, TDs can see your name and your company name, and any information you’ve chosen to disclose as part of the invitation. We require you to give your event a name; you do not have to include your client’s name in the invitation name, but if you do, this will be communicated to the TDs you invite to work your event.

Communications from the Site


We will send you notifications when

  1. You receive an invitation to work an event
  2. The other party on an event changes the event status
  3. There is planned down-time for the site when the service will be unavailable.

Generally, you may not opt-out of these communications, which are not promotional in nature.

Customer Service

Based upon the personally identifiable information you provide us, we may send you a welcoming email to verify your username and password.  We will also communicate with you in response to your inquiries, to provide the services you request, and to manage your account. For now, we can only communicate with you via email.


Currently we do not provide an opt-out option. All emails we send are transactional and are part-and-parcel of the service we provide. We do not send promotional emails at this time. The only way to avoid receiving email notifications from us is to deactivate your account entirely.

In the future, if we send out non-transactional emails you will have the ability to opt-out of those emails.

Log Files

As is true of most Web sites, we gather certain information automatically and store it in log files.  This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and clickstream data. 

We use this information, which does not identify individual users, to analyze trends, to administer the site, to track users’ movements around the site and to gather demographic information about our user base as a whole. 

We do not link this automatically-collected data to personally identifiable information.

We use a third-party tracking service called Google Analytics that uses cookies to track non-personally identifiable information about visitors to our site in the aggregate to help us understand how best to improve the service.


A cookie is a small text file that is stored on a user’s computer for record-keeping purposes. We use cookies on this site. We do  link the information we store in cookies to any personally identifiable information you submit while on our site.

Specifically, we use session ID cookies. We use session cookies to make it easier for you to navigate our site. A session ID cookie expires when you close your browser.  We do not use persistent cookies on this site.

If you reject session cookies, you will not be able to use the site.

Some of our business partners (e.g., analytics services) use cookies on our site.  We have no access to or control over these cookies.

This privacy statement covers the use of cookies by StaffReservations only and does not cover the use of cookies by any third parties.

Clear Gifs (Web Beacons/Web Bugs)

Our third party partners may employ use clear gifs (a.k.a. Web Beacons/Web Bugs) or cookies to help us better manage and improve the site.

Links to Other Sites

This Web site may contain links to other sites that are not owned or controlled by StaffReservations. Please be aware that StaffReservations is not responsible for the privacy practices of such other sites. 

We encourage you to be aware when you leave our site and to read the privacy statements of each and every Web site that collects personally identifiable information. 

This privacy statement applies only to information collected by this Web site.

Access to Personally Identifiable Information

If your personally identifiable information changes, or if you no longer desire our service, you may correct, update, delete or deactivate it by either making the change on your profile page, or by emailing our Customer Support at

Business Transitions

In the event StaffReservations goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets, your personally identifiable information will likely be among the assets transferred.  You will be notified via email and by prominent notice on our Web site for 30 days of any such change in ownership or control of your personal information.

Changes in this Privacy Statement

If we decide to change our privacy policy, we will post those changes to this privacy statement so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. 

We reserve the right to modify this privacy statement at any time, so please review it frequently.  If we make material changes to this policy, we will notify you here, by email, or by means of a notice on our home page.

Contact Us

If you have any questions or suggestions regarding our privacy policy, please contact us via the Contact Form.