PRIVACY STATEMENT – EVENTS

INTRODUCTION

RAI Amsterdam B.V. (below: RAI) is an international exhibition and conference organisation and part of the multinational RAI group of companies (RAI Group). As such, we aim to bring people together, both in the Netherlands and abroad, and to provide services for such gatherings. Besides organising exhibitions, trade fairs and other events, we act as a conference and meeting centre and provide a theatre programme and hotel service. In carrying out these services we process personal data. This privacy statement explains what personal data RAI collects about you and how we handle them. We recommend that you read the statement carefully.
This privacy statement was last amended in November 2022.

CONTROLLER

RAI is the in principle the controller, as defined in the data protection legislation. Our details are:
RAI Amsterdam B.V., Europaplein 24, 1078 GZ Amsterdam, the Netherlands.

In some cases, we organize events or exhibitions together with partners. In this case, these partners may act as joint data controller with RAI. RAI then determines the purposes and means of data processing together with these partners. We make mutual agreements about the processing of personal data.
We inform you of the joint responsibility at the time of purchase or registration of/for the event or exhibition in question.

If RAI is jointly responsible for processing with a partner, you can always contact us to exercise your rights under this privacy policy and the privacy laws and legislation.

Online registration/ticket sales

RAI collects your personal data if you register online as a visitor or exhibitor for an event or buy a ticket. We collect your name, telephone number, age group and email address to confirm your registration and/or send you your ticket. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract. If you voluntarily provide additional information, for example about specific specialist interests, we can send you information tailored to these interests even before the event. It follows that by entering these data, you yourself decide what data we receive about you and your business. RAI relies on its legitimate commercial business interests to processes these personal data.

Online events and networking platforms (including digital apps)

As part of your registration for fully virtual (online) events and network platforms, some of your registration information will be passed on to our network application provider to create an account within the platform. Your account contains your name and the company name you provided when you registered. You can voluntarily complete your personal profile or delete data when logging in to your account on the platform. Your online profile is visible to all parties who have access to the online platform. If you want your profile to be completely invisible, you can delete your account or send us an email with your request.

When entering an online event or content and networking platform, you can participate in activities such as: visiting zones or rooms such as an online event space, exhibitor or sponsor booth; downloading content; attend/watch live seminars/webinars. As a result of such activities, the platform, RAI (and any event partner, if applicable), may collect and share your personal information and data about your movements and interactions during the virtual event with the relevant sponsor or exhibitor to enable them to interact with you and get in touch, subject to applicable data protection law.

RAI relies on legitimate interest and necessity for the performance of the agreement when processing your name and company name for the online account. In order to provide you with this service, your data will also be provided to the platform provider. Your data is protected by the platform provider and not commercialized by them unless you have given your consent. You have the right to access, and also need to, edit or delete your data through the tools available in the mobile application or web platform.

RAI relies on consent when processing other data that you voluntarily add to your profile. This means you can choose to share your data with exhibitors who are organizing an online session (such as a webinar) in order to approach you once with information about its products or services. Please note that the respective exhibitor may be located in a country outside the European Economic Area (EEA) that may not have the same level of data protection as the EEA. For more information about the processing of your data by the relevant exhibitor, we recommend that you consult the privacy statement of the relevant exhibitor.

Video surveillance

Security cameras are in place in our buildings and on our grounds that record not only the images but also their date, time and place. We process your personal data for the purposes of ensuring the security of buildings, grounds and goods, protecting the safety and security of persons and recording and handling incidents. RAI relies on its legitimate interests to process your personal data for this purpose.

Photo and video

During our events, photos or videos can be taken with attendees such as visitors, speakers, sponsors or exhibitors. These photos and videos can be used for promotional or commercial purposes as permitted by law. RAI will ask for consent if necessary. You have the right to withdraw your consent at any time. However, such a withdrawal does not affect the lawfulness of any processing carried out before you withdraw your consent. If no consent is required, RAI relies on its legitimate interest to process your personal data for this purpose.

Parking

When you park your car, we process your vehicle registration number, the time of entry and exit, the method of payment (cash or card) and the location of your car (parking section). If you have a car park season ticket, we will also process your (company) name, the name of the contact within your company, telephone number (if applicable), the financial data necessary for payment and the type of season ticket. Finally, we process your vehicle registration number, email address, (company) name and telephone number if you purchase a car park ticket online.

The main reason we process these personal data is to perform the parking contract and grant you access privileges by using vehicle registration number recognition to check whether you have a season ticket or to determine the parking charge and payment. RAI also processes your personal data to contact you about your season ticket, emergencies, bad parking (including the imposition of a fine) and closure of the car park, guarantee the time limit of the parking facility and improve the logistical planning and parking process within the RAI. For season ticket holders, the personal data are also processed for billing and payment purposes and for resolving payment disputes. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract and it’s legitimate commercial business interest to provide the services, to prevent fraud and to improve its services.

Route planner

We collect your address data if you use the route planner. We process this personal data to provide you the service you requested. RAI relies on the legal basis that the processing of personal data is necessary for the purpose of the contract or quasi-contract. In addition, we process this personal data when analysing transport flows. RAI relies on the legitimate interest to improve its services.

Badge scanning

If you have a complaint about the processing of your personal data by RAI, we will try to resolve the matter with you. If this does not produce the desired result, you have the right to lodge a complaint with the privacy regulator – the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). For this purpose you should contact the Autoriteit Persoonsgegevens (Dutch only).A

You will receive a badge when you visit one of our events. This badge contains the data you provided when registering. Your badge serves as an electronic business card. This means that you can choose – but are in no way obliged – to have your badge scanned by an exhibitor, which can subsequently contact you once with information about its products or services. These data include your gender, name and address details, date of birth (if requested and provided, for example for exhibitions, products or services that are subject to an age limit or intended for specific age groups), company name, company type, job type, number of employees, decision-making authority, mobile or other telephone number (if requested and provided), opt-in information and email address.

The statutory basis on which RAI processes your personal data is consent. By having your badge scanned, you authorise not only RAI to share your data with the relevant exhibitor but also the exhibitor to contact you once. Please note that the exhibitor in question may be located in a country outside the European Economic Area (EEA), which may not have the same data protection level as the EEA. For more information about the processing of your data by the relevant exhibitor, we recommend that you consult its privacy statement.

Matchmaking

RAI is entitled to amend its privacy statement. In case there are substantial changes to this Privacy Statement, RAI will inform you about this via the website rai.nl.AIf you participate as an exhibitor in one of our events or register as a visitor for an event, we may use the information provided by you at the time of registration for our matchmaking tool to arrange one-on-one meetings between exhibitors and visitors, unless you have indicated that you object to this. RAI relies on its legitimate commercial business interests to process your personal data for this purpose.

Special offers and competitions

If we organise special offers, prize draws or competitions, we may collect information from you such as your name, contact details, age, content generated by you, or other personal data supplied by you in order to participate. The rules and information for the special offer or competition in question will be clearly stated. The information we collect is used to organise the special offer, game or competition in which you participate, to verify the user identity, to select and inform the winners and hand over the prizes. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract.

Electronic newsletters

RAI makes it possible to order electronic newsletters on various topics. For this purpose, we record the email addresses of those users who voluntarily register as subscribers. The statutory basis on which RAI processes your personal data is consent. RAI can also measure to what extent the newsletters are actually opened. You can unsubscribe by clicking on the ‘unsubscribe’ button. However, this does not affect the legitimacy of the processing operations prior to the date we receive your cancellation. You may possibly be receiving different categories of marketing communication messages. We will unsubscribe you from the category you unsubscribed for. It is therefore possible that you will receive other categories of marketing communication messages until you unsubscribe from them as well.

Marketing and sales

The information you have given us, for example when registering with us, placing an online order or giving a business card to one of our employees, can be used for marketing and sales purposes. We will gladly keep you abreast of news, current events, products, services and local news. We also process your data to generate leads, implement acquisition processes, cross-selling and upselling, and monitor, collect and follow up leads.

RAI relies on its legitimate commercial business interests to processes personal data to send our existing contacts, such as organisers, exhibitors and visitors, marketing mailings and other marketing and sales communications for comparable products and services. RAI relies on consent to send marketing mailings and other marketing and sales communication to leads and prospects. You can always unsubscribe by clicking on the ‘unsubscribe’ button. However, this does not affect the legitimacy of the processing operations prior to the date on which we receive your cancellation. You may possibly be receiving different categories of marketing communication messages. We will unsubscribe you from the category you unsubscribed for. It is therefore possible that you will receive other categories of marketing communication messages until you unsubscribe from them as well.

Performance and completion of contracts

RAI processes your personal data if you provide a service and/or a product to RAI (for example, as a supplier or partner) or if RAI provides a service and/or a product to you (for example, as organiser or exhibitor). This may concern corporate data (such as your company name, contact details and credit card or bank details) and personal data of contacts within your company (such as name, contact details, position and gender).

RAI processes this information for the performance of the underlying contract, for communication for the purposes of this contract and for the improvement of our services. RAI also processes these personal data for administrative purposes, for calculating and recording income and expenditure, for invoicing and payment purposes, for resolving payment and other disputes and for arranging the performance of audits. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract and on its legitimate commercial business interest to provide the services and to improve its services.

References

We may process your personal data if you wish to provide a reference. This concerns the company name, the name of a contact within your company, the job title of the contact, the quote and possibly a photograph. The statutory basis on which RAI processes your personal data is consent. You can unsubscribe at any time by accessing privacy@rai.nl. However, this does not affect the legitimacy of the processing operations prior to the date we receive your cancellation.

Market research and surveys

We may sometimes ask you to participate in an evaluation, questionnaire or customer satisfaction survey. In such a case we will process your name or company name, your contact details and your answers to the survey or research questions. RAI relies on its legitimate commercial business interests to help customers and improve the quality of our business operations, services and offers, including by conducting surveys. We can also use your answers to approach you for marketing or sales purposes (see marketing and sales).

Analysis and reporting

We also use personal data for analytical purposes. This is part of our commitment to improve our services and user experiences. We endeavour to use only pseudonymised data for these analytical purposes. RAI relies on its legitimate commercial business interests to help customers and improve the quality of our business operations, services and offers, including by conducting surveys. We can also use your answers to approach you for marketing or sales purposes (see marketing and sales).

Access and incident registration

We collect your personal data if you need to gain access to the RAI building to carry out the work that you have been commissioned to do by RAI or by one of the organisers/exhibitors of an event at the RAI. We register your name, company name, date and location of your visit and your email address. If you are a preferred supplier, we also register your department, application date, end date, access profile, permits, certificates, telephone number, passport photo, document number and document type. We process the personal data for the purpose of providing and communicating about access to buildings or information systems, or parts of them. We also process personal data for the purpose of ensuring the security of buildings, grounds and goods, protecting the safety and security of persons and recording and handling incidents. RAI relies on its legitimate interests to process your personal data for these purposes.

PR and customer relationship management

In the case of journalists and business contacts, we process company data (such as your company name and contact details) and the personal data of contacts within the company (such as name, contact details, position and gender). We receive this information through personal contact or through our press registration procedure. We process this information for PR purposes, including sending press releases, customer relationship management (for example, to invite you to an event), and for communication purposes. RAI relies on its legitimate commercial business interests and on the exception of article 11.7 section 2 Tw.

Customer service, reports and complaints

If you ask a question, make a request, report a technical or other problem, we ask you to provide your name and possibly your telephone number. We also process any other information you provide us in connection with your question or comment. We process your personal data for the purpose of dealing with your question or comment. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract or quasi-contract. If you contact our emergency and safety and security telephone numbers, we may possibly record the conversation. RAI relies on its legitimate interests.

Legal purposes

Finally, sometimes we must use your data for the purposes of resolving and disposing of legal disputes, carrying out regulatory investigations and compliance or complying with lawful requests from law enforcement agencies. RAI relies on the legal basis that processing these personal data is necessary for the purposes of performing its statutory duties or for the purposes of a legitimate interest.

Third parties

When performing its services, RAI may exchange your personal data with other organisations. Examples are:

• the parties who are jointly responsible (joint controller) with RAI for the organization and execution of events of or in RAI, such as co-organizers.
• those involved in organising and implementing the events arranged by RAI or held in the RAI complex, such as exhibitors, IT suppliers and suppliers of other services offered to organisers, visitors and exhibitors. We may also supply your personal data to third parties, who may contact you about services that supplement those provided by RAI.
• relevant companies within RAI Group or with our commercial agents for our national and international events. The transfer of these personal data only takes place for those purposes for which RAI processes your personal data itself.
• RAI’s partners (including partners located abroad, even outside the EU) for our national and international exhibitions. RAI and its partner are then deemed to be joint controllers for the purposes of Article 26 of the General Data Protection Regulation. In that case we would refer you to the privacy statement of both parties.
• third parties for their purposes, for example with (other) exhibitors or organisers, RAI will inform you about this and will share your personal data only if you have given your consent. The final processing of your personal data by the recipient, such as the relevant exhibitor, is exclusively the responsibility of the recipient. You can contact these recipients of your personal data for more information about how they process your personal data.
• any other third parties as necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or in order to comply with a statutory obligation. For example, the police or the municipal authority can request data from us.