VACE Policies, Privacy, and Terms of Use

Last updated: June 29, 2026

Overview

The Virginia Association of Colleges and Employers (VACE) is committed to providing clear information about conference refunds, the collection and use of personal information, and the terms that apply when members, registrants, and other users interact with VACE through its website, event registration pages, membership tools, payment systems, and related services.

This page combines VACE's Refund Policy, Privacy Policy, and Terms of Use into one document for ease of reference. By using VACE's website, registering for events, applying for membership, renewing membership, changing membership levels, making payments, or otherwise interacting with VACE online, you acknowledge and agree to the terms described below.

Refund Policy

VACE's conference refund policy applies to paid conference registrations.

Refund requests

Refund requests must be submitted by email to the Conference Chairs at askvace@gmail.com.

Refund schedule

Paid conference registrants may obtain a refund according to the following schedule:

• Until February 28 at 5:00 p.m. ET: Full refund of conference registration
• February 28 at 5:01 p.m. ET through March 31 at 5:00 p.m. ET: 50% refund of conference registration
• March 31 at 5:01 p.m. ET through April 7 at 5:00 p.m. ET: 25% refund of conference registration
• After April 7 at 5:00 p.m. ET: No refund

Extenuating circumstances

Any cancellation request received fewer than 10 business days prior to the first day of the conference due to an extenuating circumstance may be reviewed by the Conference Chairs, who may recommend the appropriate refund and action to the VACE Board of Directors.

Conference cancellation by VACE

If the Conference Committee determines it is unsafe to hold the conference due to health or related concerns, the Conference Chairs will notify registrants and a full refund will be provided.

Payment deadline

All conference registrations must be paid in full no later than Wednesday, April 15, 2026 at 12:00 p.m. ET.

Privacy Policy

VACE respects the privacy of its members, event registrants, volunteers, and website users. VACE is committed to handling personal information in a practical, respectful, and responsible manner.

Collection, use, and disclosure of personal information

VACE may collect personal and organizational information that you voluntarily provide, including:

• Name
• Job title
• Employer or institution name
• Mailing address
• Email address
• Phone number
• Membership details
• Event registration details
• Payment and billing information

VACE may also collect limited technical information through its website, membership platform, or service providers, such as browser type, device information, pages visited, and general usage data.

VACE uses this information to:

• Process memberships, renewals, level changes, registrations, and payments
• Communicate about conferences, programs, services, and organizational updates
• Maintain member and registrant records
• Respond to questions and provide support
• Improve the website, events, and member experience
• Meet legal, financial, administrative, and recordkeeping obligations

VACE does not sell personal information. VACE may share information only when reasonably necessary with trusted service providers or contractors who support operations, such as website hosting, payment processing, email communications, registration systems, and event management platforms. VACE may also disclose personal information when required by law or when necessary to protect the rights, safety, records, or operations of VACE.

VACE does not knowingly collect information directly from children as a primary audience. If VACE becomes aware that personal information has been submitted inappropriately, VACE will make reasonable efforts to address the issue.

Giving consent for others

In some situations, a member or registrant may provide personal information about another person, such as a guest, colleague, or bundled member. By submitting that information, the person providing it represents that they have the authority or consent to share that information with VACE for the stated purpose.

Third-party applications

VACE may use third-party applications and service providers to support membership management, registration, payments, email communication, and website operations. These third parties may process personal information on behalf of VACE in order to provide those services. VACE expects its third-party providers to handle personal information appropriately and to be prepared to respond to applicable data-related requests consistent with their services and legal obligations.

Payment information

Online payments may be processed through third-party payment providers. VACE does not intentionally store complete payment card data except as necessary through secure third-party systems used for payment processing and recordkeeping.

Data retention and security

VACE retains personal information for as long as reasonably necessary to support membership administration, event participation, financial recordkeeping, legal compliance, and organizational history. VACE takes reasonable administrative, technical, and organizational measures to protect personal information, but no method of online transmission or storage can be guaranteed to be completely secure.

Your choices

You may request updates or corrections to your personal information by contacting VACE. You may also opt out of non-essential promotional communications when an unsubscribe option is available.

Terms of Use

These Terms of Use govern access to and use of the VACE website, membership platform, event registration pages, payment tools, and related online services.

Acceptable use

You agree to use VACE services only for lawful purposes and in a way that does not interfere with the rights, operations, or security of VACE or other users. You may not use VACE services to:

• Submit false, misleading, or fraudulent information
• Attempt unauthorized access to accounts, systems, or data
• Introduce malicious code or harmful materials
• Disrupt or interfere with platform operation
• Copy, scrape, or misuse content or member information for unauthorized purposes

Accounts, registrations, and payments

If you create an account, register for an event, submit membership information, or make a payment, you are responsible for providing accurate and current information. You are also responsible for reviewing applicable registration details, membership details, fees, deadlines, and policies before submitting payment.

Conference registrations are subject to the VACE Refund Policy stated above. Membership applications, membership renewals, and membership level changes are non-refundable and not prorated unless VACE expressly states otherwise in writing.

Intellectual property and content

Website content, documents, branding, logos, and materials made available by VACE are for organizational, informational, and program-related use unless otherwise stated. Users may not reproduce, distribute, modify, or commercially use VACE content in a manner not authorized by VACE.

Links and third-party services

VACE may use or link to third-party platforms and tools to support operations. VACE is not responsible for the independent policies, practices, availability, or content of third-party services. Users are encouraged to review the policies of those third parties when appropriate.

Disclaimer

VACE works to provide accurate and timely information, but does not guarantee that all website or platform content will always be complete, current, or error-free. Services and information may be updated, changed, suspended, or removed as needed.

Limitation of liability

To the extent permitted by law, VACE is not liable for indirect, incidental, consequential, or special damages arising out of the use of, or inability to use, its website, registration tools, membership systems, payment systems, or related services.

Changes to this page

VACE may update this combined page from time to time. The revised version will be effective when posted with an updated date.

Contact Us

If you have questions about conference refunds, privacy, terms of use, payments, or your personal information, please contact us at askvace@gmail.com

For conference refund requests specifically, contact the Conference Chairs at askvace@gmail.com.