Introduction and who we are:
For any queries about this policy, please contact: [email protected]
What we collect:
This section describes what personal information (“personal data”) we may collect from you when you use our products and services, and what other personal information we may receive from other sources, in accordance with the law.
The types of personal data include:
Contact details such as name, email address, postal address and telephone number
Education and professional information
Demographic information such as gender, birth date and nationality
Usernames and passwords for registration for our events
Payment information, such as a credit or debit card number or bank account details
Comments, feedback, ratings, posts and other content submitted, including survey information
Interests and communication preferences including marketing permissions where appropriate
Location information, such as provided through a mobile app and Bluetooth beacons
Images, including photographs and video footage, for example via CCTV or cameras in our mobile apps, or where we require a photograph on an event badge for security purposes
Audio notes, such as via our mobile apps
Information verifying your identity such as passport details to comply with legal obligations in certain countries and to provide visa invitation letters where requested
IP address, website and communication usage information, such as correspondence and details of your use of our website and services obtained through cookies or other tracking technologies
Name of hotel when attending one of our events.
This personal information relates to the following categories of people:
Visitors, sponsors, exhibitors and speakers at our events
Customer contacts and prospects
Contacts of our service providers and business partners
We may collect this information directly from you when you register for an event or engage with our services and/or platforms. We may also collect this information from third party partners and public sources to the extent permitted by applicable data protection law.
Sensitive personal information:
In certain circumstances, we may collect the following sensitive data from you, in order to facilitate your attendance at our events:
• health data;
• data relating to security criminal convictions and offenses.
When collecting this data we will typically ask for your explicit consent. However, there are some limited situations where this will not occur, such as if you have a serious accident. If this does occur, we will ensure your privacy rights are protected.
Data collected by third parties at our events:
Aggregated or anonymised personal information:
We may create anonymous or aggregated data from personal information we receive about you and other individuals. Anonymous data might include statistical data or analytics information and we may share this with third party customers.
Children’s personal information:
Our services and products are directed at business professionals. They are not intended for children under the age of sixteen. We do not knowingly collect personal information from users in this age group and reserve the right to delete such information if we become aware of having collected it.
How and why personal data is used:
This section explains how and why we use personal information.
For event and exhibition management:
If you participate in one of our events as a speaker, sponsor, exhibitor or attendee, your personal information will be used in connection with the running of the event, to handle payments and recover debts. This includes our legitimate business interests in carrying out logistic, administrative and analytics activities, to ensure our events run smoothly and so that we can offer an improved experience for our customers.
We may also use your personal information to maintain databases that allow us to assess your qualities as a speaker or sponsor/exhibitor, promote events and encourage further engagement at our events, and to request references in certain circumstances.
Where we have your consent to do so, we may share your personal information with exhibitors at the event you are going to attend, so that they can contact you in advance and arrange to meet with you during the event.
In addition, photos and videos are taken at our events, which may feature attendees, speakers, sponsors or exhibitors. Where we have taken photos and videos at our events that feature you as an attendee, sponsor or exhibitor, to the extent permitted by applicable data protection laws, those photos and videos may be used for promotional purposes. Third parties may also take photographs at our events, for example to maintain a record of stands or exhibitors they have visited. We are not responsible for the collection or use of images taken by third parties.
Where events and exhibitions use badge scanning technology, your personal information will be used to identify you at certain access points, such as to access VIP areas, seminars, entry and exit in other areas of the event. This will provide certain location information. Badges cannot be read remotely.
The personal information obtained from badge scanning will be used for access control, security and analysing visitor traffic with a view to improving the event experience for visitors and others. We may also use de-identified image data taken from cameras and/or location data collected via a mobile phone app and Bluetooth beacons to analyse visitor traffic and/or to assess attendance at particular seminars or presentations. This data may be shared with the relevant exhibitors.
Where we are hosting and managing a virtual exhibition or event, Informa (and any third party platform provider acting on our behalf) will use your personal information provided during the registration process to host and manage this digital event; and also for analyzing visitor interactions and traffic with a view to improving the event experience for visitors and provide you with a personalized experience.
When you enter virtual spaces, zones or rooms such as an exhibition booth, your personal information may be shared with the sponsor and exhibitor to allow them to engage with you subject to the attendee privacy notice you may have been provided during the registration and login process.
We may use your personal information to send you newsletters, offers or other marketing emails that keep you up to date with our news, events and products that may be of interest. Depending on the nature of your interaction with us and applicable data protection laws, you may have actively given us your consent (i.e. opted in) or we may be entitled to rely on your implied consent or legitimate interests to market to you. The opportunity to opt out of future marketing will always be provided, and you have the right to amend your marketing preferences at any time (see Your Rights section).
In some circumstances, where we have a lawful basis and you have provided your mobile telephone number, we may send marketing SMS/text messages or call you for marketing purposes, in accordance with applicable local laws. We may also send postal mailings with information on new products and events, where we have a lawful basis to do so and you have provided us with your postal address.
Product enquiries, sales and administration:
If you have made an enquiry about us or our events, products or services, either online or over the phone, your personal information will be used to respond to the enquiry or to take other steps at your request, prior to you entering into a contract with us.
If you have purchased or registered for one of our events, products or services, we will use your personal information, including bank or card details, to provide you with the product or service, communicate with you about it, handle payments and recover any debts.
Call monitoring for training and quality monitoring purposes:
Where one of our sales representatives speaks to you over the phone, the calls are recorded for training and monitoring purposes.
Gamification describes the incentivization of user's engagement in non-game contexts and activities by using game-style mechanics. Gamification leverages a user's natural tendencies for competition and achievement by rewarding a user for performing and repeating a specific action (e.g., sign up for an event, view a conference agenda, tag a user in a photo).
When you download and use some of our mobile applications and interact with event-specific capabilities, we may collect information about your behavior (e.g., view an event guide, check out an event schedule, view attendee profile, send a message, add event session to your schedule) for the purposes of gamification. For each event-related activity that you perform within the mobile application, we will score your activity, compare and rank your activity with the activity information of other users. You are able to see this scoring information and to grant permission to others to see, share, edit, copy, and download that content based on your select settings.
Additionally, some of the gamification features of the mobile application services display some or all your profile information to other mobile application users when you share or interact with specific content. For example, when you add a session to your schedule, we display your profile picture and name next to the session so that other users with access to the session can see who the other attendees are. You are able to control this sharing via your settings and you may also opt out of gamification at any time.
On social media:
We may use your personal information to undertake advertising campaigns on social media platforms such as LinkedIn, Instagram and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services. We may share your personal information with social media platforms so that you see advertising about our, or our partners’, products and services that we think you will be interested in when you interact with the relevant social media platform. We may also share your personal information with social media platforms to help us present relevant advertising to individuals who the social media platforms determine are likely to have similar interests to you.
We maintain presences on social media platforms, through our company and brand pages. We collect personal information when you interact with us on social media. Please note that these social media platforms may set cookies and other tracking technologies on your device when you visit their pages and when you navigate from their pages.
We may use your personal information to undertake research surveys for ourselves or on behalf of a third party. This includes your contact information, pseudonymised demographic information and any feedback or answers you provide. Surveys may be carried out digitally or face-to-face.
For customer and prospects management (including analytics and product management):
The personal information held about you, combined with other personal information legitimately obtained and shared with us by third parties or publicly available data, may be used to better understand our customers and their preferences and to improve the products and services delivered. This may include automated profiling and campaign management techniques.
Data may also be used in advertising campaigns on social media platforms such as LinkedIn, Instagram and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services as described above.
For mobile applications and website analytics:
We may combine visitor session information or other information collected through tracking technologies, whether you are logged in or not, with personally identifiable information to understand and analyse your online experiences, improve the efficiency and operation of our websites or services and determine which events, products and services are likely to be of interest to you.
Where you consent to the use of your location data, certain mobile applications may use location data to assist you to navigate around events and bring exhibitors’ and sponsors’ products to your attention whilst you are using the app.
Our marketing related emails contain a single, campaign-unique “web beacon pixel” to tell us whether emails are opened, and combined with other technology, to verify any clicks through to links within the email. We may use this information for purposes including determining which of our emails are more interesting and to query whether users who do not open our emails wish to continue receiving them. The pixel will be deleted when you delete the email.
Where you subscribe to an online service, the accompanying emails similarly include a pixel. We track interaction with these emails and our online services to validate attendance for accreditation purposes, to help determine which information is of interest to you and to customise the advertisements seen on our sites.
If you do not wish the pixel to be downloaded to your device, you should choose not to click links that we send or to opt out of email marketing or online events. This information may be connected to your personal identity.
For enquiries and complaints:
Any personal information provided on the Contact Us page will be used only to provide a response, find a resolution to the complaint or to service the request or enquiry made. The information provided will not be added to the marketing or customer prospect databases of Informa’s operating divisions.
In automated decision-making, including profiling:
We use fully automated algorithm-based technologies to personalise dynamic web content based on your explicit and/or implicit interests. General profiling, such as segmentation, is carried out for the purpose of providing a more relevant experience. Automated decision making is never used in any way that produces a legal or similarly significant effect.
When we use these techniques, we use measures to avoid discriminatory biases and inaccuracies. These automated processes may result in different content being shown to you.
For fulfilment of our legal obligations including anti-fraud measures and screening:
It is industry standard for companies to access and use certain personal information to prevent fraud and other crimes, as may be required by applicable law and regulation and best practice at any given time. If false or inaccurate information is provided and fraud is identified or suspected, details may be passed to fraud prevention agencies and may be recorded by us or by them.
To ensure we comply with international trade sanction laws and regulations, where appropriate customers, vendors and suppliers are screened against applicable sanctions lists.
We may also collect categories of personal information required by local law in order to obtain an event licence or to respond to queries or requests made by law enforcement.
Legal bases for processing your personal data:
We will only collect and process your personal data where we have a lawful basis to do so. We will usually ask for your consent before processing your personal data (and in particular any sensitive personal data), however we may also rely on the following bases, where applicable:
• Where the processing is pursuant to another law;
• Where the processing is in implementation of a previous agreement to which the Data Subject is a party;
• If the Controller is a Public Entity and Processing is required for security purposes or to satisfy judicial requirements; or
• If the Processing is necessary for the purpose of our legitimate interest, without prejudice to your rights and interests, provided that no sensitive data is processed.
How we protect personal information:
We recognise the importance of protecting and managing personal information. Your personal information will be treated with the utmost care and security. This section sets out some of the security measures in place.
We use a variety of physical and technical measures to keep personal information safe and prevent unauthorised access to or use or disclosure of it. Electronic data and databases are stored on secure computer systems with control over who has access to information using both physical and electronic means. Our colleagues receive data protection training and there is a set of detailed security and data protection policies which colleagues are required to follow when handling personal information.
While we take all reasonable steps to ensure that personal information will be kept secure from unauthorised access, we cannot guarantee it will be secure during transmission by you to a website or other services, as we do not control that transmission. We make use of HTTPS (HTTP Secure) whereby the communication protocol is encrypted via Transport Layer Security (TLS) for secure communication over a computer network. The website is loaded via HTTPS, represented by the lock icon in your web browser ensuring the transmission is secured with a certificate issued by an official security certificate authority to the Informa Controller operating it.
International transfer of personal information:
This section explains our process around transferring personal information internationally.
Due to the international nature of our business and the technologies required, personal information may be accessed by our colleagues and third-party service providers from locations all around the world.
Where we transfer personal data to a third country that has not received a finding of adequate protection, we put in place appropriate safeguards, including standard contractual clauses where applicable, to make sure your personal information remains adequately protected and is treated in line with this policy and applicable data protection laws.
Cookies are small text files containing user IDs that are automatically placed on your computer or other device by when you visit a website. The Cookies are stored by the internet browser. The browser sends the Cookies back to the website on each subsequent visit, allowing the website to recognise your computer or device. This recognition enables the website provider to observe your activity on the website, deliver a personalised, responsive service and improve the website.
Cookies can be ‘Session Cookies’ or ‘Persistent Cookies’. Session Cookies allow a website to link a series of your actions during one browser session, for example to remember the items you have added to a shopping basket. Session Cookies expire after a browser session and are therefore not stored on your computer or device afterwards. Persistent Cookies are stored on your computer or device between browser sessions and can be used when you make subsequent visits to the website, for example to remember your website preferences, such as language or font size.
First and Third Party Cookies:
You can manage Cookies through the settings of your internet browser. You can choose to block or restrict Cookies from being placed on your computer or device. You can also review periodically review the Cookies that have been placed there and disable some or all of them.
You can learn more about how to manage Cookies on the following websites: www.allaboutcookies.org and www.youronlinechoices.com.
Please be aware that if you choose not to accept certain Cookies, it may mean we are unable to provide you with some services or features of the Website.
Who personal information is shared with:
This section explains how and why personal data is shared with third parties, in accordance with data protection laws.
Sharing with Service Providers:
We may share your personal information with third parties who assist in providing our events, products and services and administering our business. These include IT and marketing technology host suppliers, web and data hosting providers, mailing houses, ad servers, logistics and general services contractors, debt collection agencies, onsite health and safety partners, event registration partners, sales platform providers, communication tool providers, stand designers/builders/fitters, suppliers of sponsorship/marketing/PR collateral and other event collaboration partners. Personal information will only be shared with third parties if and to the extent it is necessary for them to provide our products and services to you.
We may use web chat services that allow us to connect with you and answer sales and customer services questions quickly and directly. We ensure these service providers protect your data but these chats are intended to provide quick answers to basic service questions only, and you should not provide any sensitive information, such as bank or credit card details in these chats.
These data processors are bound to compliance through contracts in place that protect the personal information you have shared with us.
Sharing with other Organisations:
We may share your personal information, including contact details and product or service interaction with trusted partner organisations for their marketing purposes, in accordance with local data protection laws and where required, with your permissions.
If you use one of our virtual products, such as a virtual exhibition, directory site or webinars, or choose to allow your badge to be scanned at an event, we may pass the information you provide to third parties. Generally, this will be via a process whereby you, as the user, visit or interact with a third party, such as visiting a stand at an online exhibition, having your badge scanned or clicking an asset branded and provided by a third party. In some instances, for example, a product listing site, you may reach out directly to a supplier or exhibitor, who may contact you in return. In other instances, our virtual products are sponsored and in these cases, the data provided will be given to the sponsor. Generally, we will let you know at the time of collection if a product is sponsored.
We may share your personal information with clients and data providers in connection with the marketing services referred to above, who are bound to process that data strictly in compliance with applicable law.
To reorganise or make changes to our business:
If we are subject to negotiations for the sale of all or a part of our business to a third party, are sold to a third party or undergo a re-organisation, we may need to transfer some or all of your personal information to the relevant third party or its advisors as part of any due diligence process. Any information that is transferred to that re-organised entity or third party will be used for the same purposes as set out in this policy, or for the purpose of analysing any proposed sale or re-organisation.
In connection with legal or regulatory obligations:
We may process your personal information to comply with our legal and regulatory requirements or to respond to regulators where applicable. This may include disclosing your personal information to third parties, the court service and/or regulators or law enforcement agencies in connection with enquiries, proceedings or investigations by such parties anywhere in the world or where compelled to do so.
In some circumstances, we may be legally required to disclose your personal information because a court, the police, another judicial or law enforcement body or government entity has asked us for it.
This section explains that third party links on our websites are subject to separate privacy practices.
Storage and Destruction:
We will only retain personal information for as long as is necessary and as permitted by applicable laws.
We will retain personal information while we are using it, as described in the sections above. We may continue to retain it after we have ceased such uses for certain legitimate business purposes. For example, if you have opted out of marketing communications from us, we will retain limited details about you to ensure we can honour your opt-out request. We may also continue to retain your personal information to meet our legal requirements or to defend or exercise our legal rights.
The length of time for which we will retain your personal information will depend on the purposes for which we need to retain it. After we no longer need to retain your personal information, it will be deleted or securely destroyed.
This section explains your legal rights in relation to how we process your personal information.
You may have the following rights under the Personal Data Protection Law:
• The right to be informed about the legal basis and the purpose of the Collection of your Personal Data.
• The right to access your Personal Data held by us.
• The right to request a copy of your Personal Data held by us in a readable and
• The right to request correction, completion, or updating of your Personal Data held us.
• The right to request Destruction of your Personal Data held by us, where it is no longer needed.
In some cases there may be restrictions on the above rights. Where this is the case, we will respond to your request and explain the reason for the restriction.
If you are an EU or UK resident, you may also have other rights under the EU or UK General Data Protection Regulation.
In order to exercise any of these rights, please email us at: [email protected]
Updating your information and marketing preferences:
This section explains who you can contact to update your personal information that we hold and how you can update how we can send you updates on our products, services and events.
We want you to remain in control of your personal information. We try to ensure the personal information held about you is accurate and up-to-date. We will always provide the opportunity to unsubscribe or opt out of future marketing communications.
Information on how to unsubscribe or opt out will be provided on every marketing email we send you. However, if at any stage you would like to update and/or correct such personal information, or opt-out of future marketing communications, you can request this by sending an email to: [email protected]
We hope we will be able to resolve any privacy concerns you may have. However, you always have the right to complain to any supervisory authority or other public body with responsibility for enforcing privacy laws in your country.