AIM Voyage 2027 · Privacy

Your details, and what we do with them.

What this site collects, why, who it goes to, the cookies it uses and how to ask us about any of it.

AIM Voyage 2027 is an AIM Social event run by AIM Smarter LLC. AIM Smarter is responsible for the personal details described on this page. This notice covers this website only. It does not cover the operator of the ship, the venues the journey visits, or any supplier or partner you deal with separately.

Last updated September 15, 2026.

The forms on this site

Four forms collect personal details. Nothing else on the site asks you for anything, and you can read every page without giving us a thing.

Register Your Interest

The form behind the Register Your Interest button, which is on every page. It asks for your full name, your email address, your company, and whether you are a distributor, a supplier or a service provider. It also offers two fields you can leave blank: your location as city and state or country, and your zip or postal code.

Book your stateroom

The booking form on the Book your stateroom page. It asks for the stateroom you want, how many people are travelling, whether you are a distributor, a supplier or a service provider, your full name, your email address, your company, your company website, your phone number, your location, and anything you write in the box at the end. It also records which page you booked from. The figures shown to you are worked out again on our side and stored with the booking, so the record is ours rather than whatever a browser posted. Paying a stateroom hold is a separate step, described under Payments below; this form itself collects no card or bank details.

Supplier feedback

After you register, you are offered three short statements about up to five suppliers you work with. If you answer, what is sent is your name, email address and company from the form you have just filled in, the supplier each set of answers is about, and the answers themselves. Answering is optional and the rest of your registration is unaffected if you close it.

The private RSVP

A separate page for a small number of personally invited guests. It asks for your name, the name of the guest coming with you, your email address, your phone number, your bed preference, dietary needs for you and your guest, and anything else you want to tell us.

Details you give us about other people

The booking form lets you add up to three more people to your stateroom party, giving their first name and their email address. Those are somebody else's details, supplied by you rather than by them, so two things follow.

We rely on you having told them that you are giving us their name and email, and that they can read this page. We use those details only to plan the sailing with you and to reach them about it. They are stored on this site and included in the notification email to the AIM team, and they are not sent to our CRM. If you are one of those guests and would rather we did not hold your details at all, write to help@aimsmarterllc.com and we will remove them.

What is collected without you typing it

Your IP address. It is recorded with every submission and used two ways: to limit how many times the forms can be sent from one connection, for which the site holds a scrambled form of it for ten minutes and then forgets it, and it is sent to our CRM with a registration or a booking. If that transfer does not go through at the first attempt, your IP address is also held with your enquiry on this site until it does. How long we keep it, below, says more.
The address of the page you submitted from, which is sent to our CRM with a registration or a booking.
A HubSpot cookie named hubspotutk, if one is already in your browser. This site does not set it, but if it is there its value is read and sent with your registration or booking. It is a behavioural identifier rather than a plain preference: it lets HubSpot join what you send us to what you have looked at on other pages and sites that use the same HubSpot account.
The Google tag that runs Google Analytics loads on every page, and loading anything from Google's servers reveals your IP address to Google, whatever you choose on the consent banner. What your visit becomes beyond that bare request, meaning the pages you look at, an approximate location worked out from your IP address, your device and browser, and how you arrived here, is only measured and stored if you accept on the consent banner. Reject and none of that is collected. More on the banner under Cookies below.

No decision about you is made automatically by this site. Nothing here profiles you to decide whether you are invited, and nobody is scored by a machine.

Why we collect it

To answer what you asked, or to put your question in front of the right person.
To consider a registration and come back to you with your next step.
To hold a stateroom, plan who is travelling and get the details of your journey right.
To keep a record of the enquiry in our CRM so the team can follow it up.
To understand how the site is used, and to stop automated abuse of the forms.

Filling in a form is your choice. When you do, we handle what you send to do the thing you asked for, and because we have a legitimate business interest in running this event and in replying to the people who contact us. Where the law where you live asks for your consent instead, sending the form is that consent, and you can withdraw it at any time by writing to us.

Who we share it with

HubSpot, our CRM, run by HubSpot, Inc. Registrations and bookings are sent there, where they create or update a contact record. That transmission carries the details you typed, your IP address, the address of the page you submitted from and, if the hubspotutk cookie is in your browser, the value of that cookie. Supplier feedback and the private RSVP are not sent to HubSpot; they stay on this site and in the team's inbox.
Google, for Google Analytics 4, measurement ID G-HHE2G3SHBC, and for Google Ads, which is linked to that analytics property. The Google tag loads on every page, so Google receives your IP address on every page you look at regardless of your choice on the consent banner, simply because that is what loading a file from Google's servers does. What we send Google beyond that bare request depends on the same choice: accept and Google also receives information about your visit for analytics, and may use it for advertising, including remarketing; reject and neither happens. More on that under Cookies below.
The companies that host this site and carry our email, which handle your details only to provide those services.

Your answers about suppliers are used in aggregate, as the form says. We do not hand an individual answer to the supplier it is about with your name on it.

We do not sell your details. Google Ads is linked to the analytics on this site: when you accept on the consent banner, Google may set advertising cookies, including _gcl_au, and may record your visit for remarketing, which means you may later see AIM Smarter advertising elsewhere on the web. Rejecting on the consent banner prevents this. AIM Smarter, HubSpot and Google are all in the United States, so your details are handled there. If you are in the UK or the European Economic Area, that is a transfer out of your country, made under the safeguards those providers offer for it. Ask us at the address below if you want the detail of which one applies.

Payments

When you pay a stateroom hold, your card details are collected in your browser by Verapay, our payment provider, and processed by Stripe. Your card number, expiry and security code are sent straight to them and never reach AIM Smarter's servers. Verapay also receives your name and email address so it can identify the payment. We store the result of the payment, the amount and the payment reference, but never your card details.

A hold is refunded in full if we cannot allocate a stateroom.

Cookies

The one cookie set when you arrive is the consent banner's own, named cookieyes-consent, which records the choice you make on that banner so you are not asked again on every page. Apart from that this site sets no cookie of its own for visitors. WordPress, which it runs on, sets cookies only for the people who sign in to administer it.

Google Analytics sets first party cookies named _ga and _ga_HHE2G3SHBC, which let Google tell a repeat visit from a new one. They last 400 days from your most recent visit, which is the Google default that this site does not change. They are not set when you arrive. The consent banner denies analytics storage until you accept, so no visit is measured, stored or associated with you unless you choose to allow it. That denial does not stop the Google tag's own request for the page reaching Google in the first place, described above; it stops what Google does with your visit after that request.
Google Ads sets a cookie named _gcl_au, and a related doubleclick cookie, when you accept on the consent banner. They are used for remarketing, meaning Google may show you AIM Smarter advertising on other sites based on your visit here. They are not set when you arrive, and the consent banner denies advertising storage the same way it denies analytics storage until you accept, so nothing is set for this purpose unless you choose to allow it.
hubspotutk is a HubSpot cookie. This site does not set it, but if it is already in your browser it is read and sent with a registration or a booking.

Stripe sets cookies on the booking page to detect fraud. They are set when the page loads, not when you pay, so they are set even if you never book, and only on that page. The consent banner does not control these cookies because they detect fraud rather than measure your activity.

If you would rather not be measured, or not be tracked for advertising, reject on the consent banner: that blocks both. You can reopen it at any time from the small handle in the bottom left of the page to change your mind either way. You can also block or delete cookies in your browser settings, or use Google's own opt out add on for Google Analytics. None of these stops you using this site or its forms.

One request you may notice is not tracking. Before a form is sent, the page asks this site for a short lived security token that proves the request came from here. It sets no cookie and it identifies nobody.

How long we keep it

Form submissions are stored on this site as private records that only a signed in administrator can see, and are kept for 24 months from the date you send them.
The notification email sent to the team when you submit a form stays in that mailbox for 24 months.
Contact records in HubSpot are kept for 36 months after your last contact with us.
Google Analytics data is kept for 14 months.
The scrambled form of your IP address used to stop automated abuse expires by itself ten minutes after a submission.
When a registration or a booking cannot be passed to our CRM at the first attempt, the details of that pending transfer are stored with your enquiry on this site so it can be sent again. Those details include your IP address and the HubSpot cookie value as they were sent, not scrambled. They are deleted as soon as the transfer goes through, and deleted as well once we stop trying. If neither happens, because the scheduled job that sends it again never runs, they stay with the enquiry for as long as the enquiry does, which is the 24 months above.

Your rights

You can change your mind about anything you sent us. Depending on where you live, you can ask us to:

Give you a copy of the details we hold about you.
Correct anything that is wrong.
Delete your details.
Stop contacting you, or stop using your details for marketing.
Restrict or object to what we do with them.
Send your details on to someone else in a portable form.

Ask by email at help@aimsmarterllc.com and tell us what you want. Asking costs nothing and we will not treat you differently for asking. We aim to reply within 30 days. If our answer does not satisfy you, you can complain to your data protection or privacy regulator.

Children

This is a business event for people in the promotional products industry. The site is not aimed at children, and we do not knowingly collect details from anyone under 18.

Changes, and how to ask us anything

If how any of this works changes, we update this page and the date at the top of it. Anything you want to ask about your details, including anything here you think is wrong, goes to help@aimsmarterllc.com.