Conveners Data Privacy Statement

Privacy Statement | Conveners| EN
Last updated: 2nd Feb 2021

 

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CONVENERS is a healthcare communications, association and event management agency, specialized in maximizing the value of its partners’ networks and events, by using smart technology solutions and strategic industry insights to influence and define the impact of its partners’ events and marketing campaigns.

CONVENERS is an event and association management company that provides association, congress management, meetings and event services to its corporate or association clients (the “Client”).

It is CONVENERS’s utmost concern to constantly improve its services in order to best meet the needs of its Clients. To this end, CONVENERS may collect and store certain information, including personal data of people like you. CONVENERS takes the protection of your personal data very seriously in all of its business processes. This Data Protection Statement is meant to help you understand how data are collected, processed and stored to meet legal requirements and CONVENERS’s data protection standards.

It will be very difficult and, in most countries, even impossible for CONVENERS to provide you services if you refuse to allow CONVENERS to process your data. For this reason, by providing personal data to CONVENERS, you agree to be legally bound by and explicitly consent to this Data Protection Statement, as it may be amended from time to time. If you do not agree to this Data Protection Statement or cannot form a legally binding contract, CONVENERS would not be able to process your personal data.

1. Scope of this Data Protection Statement

This Data Protection Statement applies to all services offered by CONVENERS.

This Data protection Statement does not apply to services offered by other companies or individuals. This Data Protection Statement does not cover the information practices of other companies and organizations who advertise CONVENERS services or any third party operating any website to which the CONVENERS website or other digital asset may contain a link.

 2. Data Collected and Method of Collection

CONVENERS collects general and personal data concerning you from:

  • you when you provide your details to CONVENERS;
  • its Clients (in such cases, Client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Data Protection Statement);
  • participants at Client’s meetings and events organized by CONVENERS;
  • users of CONVENERS’s or Client’s websites; and third parties (such as online service provider or single sign on authority).

Following the reception of the data, an electronic profile is created in CONVENERS tools for each person or entity (the “Contact Profile”).

The Contact Profile may contain but is not limited to:

name;

gender;

date of birth;

address;

phone numbers;

email addresses;

nationality

physical location data during an event

ADA (American Disability Act) information

food or allergies preferences

emergency contact information

organization or company of employment and/or job title;

field of activity and/or interest;

credit card references/numbers;

travel destinations;

travel schedules;

travel preferences;

accommodation preferences;

other communicated preferences;

passport; and

visa details.

additional information as requested by Clients on events

By attending an event, individual authorizes, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks or its Sites, by CONVENERS within the meaning of the regulations in force, or their partners, for the duration of exploitation of the video and/or audio recordings, and/or photographs.

 3.Purpose of Data Collection

CONVENERS uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect CONVENERS and its users. CONVENERS does not collect more data than is necessary to fulfil such purposes.

In addition to creating Contact Profiles, CONVENERS uses your data for the following purposes and for which you give your consent:

  1. a) Bookings: The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, CONVENERS creates a booking code that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, CONVENERS might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and often also to government bodies for certain destinations.

Legal basis: Consent, contract;

  1. b) Consolidation of travel data: At the request of a Client, CONVENERS or a third party may prepare information reports that summarize and analyse the expenditures per destination, per travel supplier, etc. Such reports which may include certain personal data from your Contact Profile are then submitted to the requesting Client.

Legal basis: Consent, legitimate interest;

  1. c) Compliance with travel policy: At the request of a Client, CONVENERS may report on your compliance with the event compliance policy, budget compliance policy or travel policy of such Client and identify any exceptions to the compliance.

Legal basis: Consent, legitimate interest;

  1. d) New products and services: With the goal of improving services and based on the data given to CONVENERS, CONVENERS may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.

Legal basis: Consent, legitimate interest;

  1. e) Promotion and marketing: CONVENERS may use your data to personalize your experience on the CONVENERS website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, etc. For example, CONVENERS uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. CONVENERS may use your data for promotion and marketing purposes for CONVENERS’s current or prospective Clients and/or third parties in CONVENERS’s industry. CONVENERS may use your data to personalize your experience on the event website by presenting advertisements that are more relevant to you, and to send you marketing communications as chosen by you in the registration process. CONVENERS may use the data to analyse trends in order to propose other services to its Clients, such as new events or other services.

Legal basis: Consent, legitimate interest;

  1. f) Technical data: CONVENERS, or third parties instructed by CONVENERS, evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimize CONVENERS’s website and increase user-friendliness, efficiency and safety. CONVENERS may in particular use technical data to measure the success of CONVENERS marketing campaigns, compile statistics about CONVENERS website usage and response rates, and use aggregated personal data calculate the percentage of CONVENERS users who have a particular telephone area code.

Legal basis: Consent, legitimate interest;

  1. g) Other purposes: CONVENERS may use your data as CONVENERS believes to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce CONVENERS’s terms and conditions; (e) to protect CONVENERS’s operations; (f) to protect CONVENERS’s rights, privacy, safety or property, you or others; and (g) to allow CONVENERS to pursue available remedies or limit the damages that CONVENERS may sustain; (h) to allow you to apply for a CONVENERS job offer.

Legal basis: Consent, legitimate interest.

CONVENERS will ask your consent before using data for a purpose other than those that are set out in this Statement subject to mandatory laws.

4. Duration of storage

General and personal data will be kept by CONVENERS only as long as reasonably necessary taking into consideration its need to answer queries or resolve problems, to provide improved and new services and to comply with legal requirements under applicable laws or with inquiries from Clients on past events or travel activities. CONVENERS will retain general and personal data during a maximum period of five years if no specific legal requirement. For applicants, the data will be retained for a maximum period of two years.

You may cancel/delete your CONVENERS account by sending an email to our Data Protection Officer: info@conveners.ae.

5. Location of storage and controller of data base

The Contact Profiles that CONVENERS maintains are stored in a cloud-based database at third-party providers’ location in United Arab Emirates. Third-party providers have signed our dedicated data protection clauses.

6. Your duties

You must ensure that the data you provide us with are:

correct

accurate;

current;

truthful; and

compliant with any applicable laws.

In particular, since CONVENERS will mainly use email communications with you, you are required to notify us of any modification of your email address. Alternatively, you can directly update your Contact Profile.

CONVENERS is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities. CONVENERS does not target the digital asset to children less than fourteen (14) years of age or knowingly collect information from children for the purpose of selling products or services.

7. Transfer and communication of data

7.1  In general

CONVENERS is a company with office in Dubai, United Arab Emirates. Your personal data may be transferred to and outside of UAE, including in GCC countries whose data protection laws may be different from, and less stringent than, those in your country of residence. You hereby agree and give your consent to CONVENERS to transfer and communicate your data as follows:

  1. a) Transfers within CONVENERS: Transfers are made within CONVENERS and its subsidiaries to support its activities and/or services.
  2. b) Transfer to third-parties: CONVENERS works with certain third parties to obtain support services in connection with travels, meetings and events services and/or other CONVENERS services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue CONVENERS’s mission and goals. CONVENERS may also transfer personal data to third parties at the request of its Clients. For example, to sponsors and exhibitors or to other third parties for data consolidation or tracking services to generate statistics. During events or congresses, sponsors or exhibitors may scan participants or delegates’ badges with the consent of the latter. Therefore, collection and use of the personal data is governed by each sponsor or exhibitor’s privacy policy. CONVENERS may transfer your data to third parties for promotion and marketing purposes as outlined under 3e) above. CONVENERS may also transfer your data to a third-party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of CONVENERS business, assets or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorized transfers such as within the EU) are required to sign a data transfer agreement with CONVENERS that requires them to follow the applicable data protection laws.

As part of its activities, CONVENERS works with a certain number of recurring partners who process personal data on our behalf for specific purposes:

IHG (hospitality)

Hilton (hospitality)

Marriott (hospitality)

Dubai Tourism and Commerce Marketing

This is not exhaustive and can be updated from time to time. We invite you to regularly consult this list to keep up to date with any changes.

  1. c) Regulatory transfers: CONVENERS may be required by law to transfer data to governments and regulatory and/or supervisory authorities.

7.2.  Electronic transfer of data

If you visit CONVENERS’s website, your data will be transported via an open publicly accessible network. The data might therefore be transmitted across national borders. This involves notably the risk that your data may be intercepted and read by third parties, allowing such third parties to infer an already existing or future business relationship between you and CONVENERS.

Furthermore, you are notified that information you transmit or allow to be transmitted to you by CONVENERS via an electronic medium, in particular via e-mail, SMS, contact forms, etc. are usually unencrypted and therefore neither confidential nor secure. Even in the event of an encrypted transmission, sender and recipient remain unencrypted in each case. Third parties may therefore be able to infer an existing or future business relationship between you and CONVENERS.

If you provide CONVENERS with personal information, your personal data may be transferred by CONVENERS to countries whose data protection laws may be different from, and less stringent than, those in your country of residence as set forth above.

8. Security and organizational measures

To ensure the safety of your data on CONVENERS’s website and systems, CONVENERS has implemented appropriate technical, contractual, administrative, physical and organizational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws. However, we cannot and do not guarantee the security of your personal data and therefore cannot assume any liability in this respect.

Only authorized CONVENERS staff, third party companies’ (i.e. service providers) staff or our Clients’ authorized staff (who have contractually agreed to keep all information secure) have access to your personal data. All CONVENERS staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.

9.Your rights

In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability to the extent applicable. Moreover, you have a right to lodge a complaint with a supervisory authority.

Under certain conditions you also have the right to have your personal data that is stored by CONVENERS blocked and deleted, unless CONVENERS has to keep these data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the above-mentioned e-mail address.

To contact CONVENERS with questions or issues about CONVENERS’s data processing, you should contact the Data Protection Officer at the following e-mail address: info@conveners.ae

As per GDPR requirements, CONVENERS gives you many choices regarding CONVENERS’s use and disclosure of your personal data for marketing purposes (right to be forgotten, to modification, to limitation…). By contacting the Data Protection Officer at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from CONVENERS and request that we not share your personal data with unaffiliated third parties for their marketing purposes. CONVENERS will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, CONVENERS will not be able to remove your personal data from the databases of unaffiliated third parties with which CONVENERS has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request). Please also note that if you do opt-out of receiving marketing-related messages from CONVENERS, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.

10. Changes

This Statement may be revised and updated by CONVENERS from time to time to comply with statutory data protection and privacy laws. CONVENERS will post any statement changes on its website and, if the changes are significant, CONVENERS will send a notice to the e-mail address provided in your Contact Profile.

11. Contact

If you need further assistance, please contact our Data Protection Officer via:

Email : info@conveners.ae

Address : Dubai, UAE