This Privacy Notice describes our policies and practices regarding the processing of personal data and sets forth your privacy rights.
We are aware that you care about your personal data and we take that seriously. We respect your privacy and your rights to control your personal data. We are committed to maintaining the privacy and confidentiality of the personal information we process.
We assure you that data protection is an ongoing responsibility and in this respect, we will update this Privacy Notice from time to time
Unless we expressly requests your consent, by providing us your personal data in the ways described in this Privacy Notice:
you agree with this Privacy Notice and any supplementary privacy notices that may be relevant to you;
you agree that you are authorized to provide this information.
We strongly advise you to read this Privacy Notice so that you know your rights regarding your personal data and understand our commitment to your privacy. If you have any questions or any privacy or data use concern, please contact us at firstname.lastname@example.org.
Who are we?
Host Global Ltd. and its affiliates (collectively “Host Global”, “we”, “us” or “our”, “Event Organizer”) may process your personal data as a controller (usually, the personal data that we collect from you) or as a processor.
Host Global Ltd.
1 Fore Street, 1st Floor,
What is the scope of this policy?
This Privacy Notice applies to personal data processed by Host Global from or about:
visitors to, or users of Big Data Week website and blog
service providers, contractors, sponsors, and business partners;
participants to our events;
other third-parties that we interact with.
What personal data do we process?
By “personal data,” we mean any information that can identify you. It includes information from which you are reasonably identifiable.
By “you” we mean any data subject whose personal data is in our possession.
We may also process information that is related to you, but that does not identify you personally. This type of information is called “Non-Personal data”. Non-personal data also include information that, in its original form, could personally identify you, but that we have modified (by means such as anonymizing, aggregating or de-identifying) in order to hide or remove any personal data.
We may process:
Contact details, usually that data that you can find on a business card, such as your name, job title, company, email, telephone, postal addresses, tax and business info for invoicing;
Your correspondence with us, such as emails and physical correspondence;
Traffic data, such as IP address, User-Agent header value, IP packet headers;
Payment card data, such as bank card (expiry date, name written on the card, last 4 digits, security code), bank account details; is provided directly by users into the PCI/DSS-compliant payment processing service and the event organizer does not, itself, process or store the card information.
Cookies and other similar technologies, such as data from your web browser – browser type and language, IP address, the operating system and version, your general geographic location, and your activity on Big Data Week websites (the web pages viewed, the links accessed, number of visits, domain name, language information, mails opened, links clicked inside the e-mail etc.);
Images, such as photographs, video, voice recordings when you participate to our events;
Data we obtain from other sources, such as Trade Registry, public authorities and other data providers. This includes public data, demographic data, interest-based data and internet browsing behaviour.
We do not process sensitive information such as any information regarding your medical or health condition, race or ethnic origin, political opinions, religious or philosophical beliefs or other such private information which is considered sensitive information and we will not intentionally collect or maintain or provide such information to third parties, except you indicate us specific dietary requirements or accessibility needs, in order to ensure the quality of your participation to our events.
How do we process personal data?
We collect information directly from you, as well as automatically through your use of our website and, in some cases, from third parties.
The personal data may be collected in the following ways:
directly from you, for example when you communicate with us via phone calls, email, web forms, chat, social media and other such methods of communication, subscribe to our marketing newsletter or blog posts, register and attend our events or provide us services, access Big Data Week websites.
automatically via cookies or other similar technologies by tracking you online when you visit our website (observed data). You can find out more about this in our Cookies and similar technologies policy available on our website.
from other sources such as from third parties such as when one of our third-party partner we work closely with (such as business partners, service providers, sub-contractors, resellers, etc.) shares your personal data with us in order for us to be able to contact you. In this case we receive minimum information about you (the information that you usually find on a business card) and we will remove it at any time upon your request. We also collect information from certain organisations, where appropriate and to the extent we have legal grounds to do so.
Host Global may engage the services of third-party partners which, in the process of supplying services to us, may collect personal data about you, which may include your name, email address and online activity.
Also, we perform on your personal data different types of operations, such as collection, recording, organisation, structuring, storage, consultation, use, transmission, making available, combination, restriction, erasure or destruction.
Why we use personal data?
We use the personal data for the following purposes:
We use your contact information, for reasons such as to get in touch with you, communicating with you, sending announcements about our services/newsletters, informing you about upcoming events, promotional activities, direct communication with you.
If you correspond with us by chat, email, , postal service, or other form of communication, we may retain such correspondence and the information contained in it and use it to respond to your inquiry.
You may wish to subscribe to Big Data Week newsletter. Many people sign up to receive Big Data Week newsletter even if they have not attended our events. To receive Big Data Week newsletter, you will need to create a “profile” with us which involves providing us with at least your email address, first and last name, company and job title.
We do not share this information with any third party other; however, we may store the information in our cloud-hosted databases.
We use your contact information to recommend events, products and services that might be of interest to you, to send you marketing and advertising messages such as newsletters, marketing communications, announcements or special offers, to personalize your experience or to inform you of upcoming events. You may always opt-out from receiving such communications, and this decision will not affect your ability to continue attending our events, visiting our website and reading blog posts.
Statistical purposes and aggregated data insights
We use personal data for statistical purposes and to produce aggregate data insights. For example, we may use data to generate statistics about number of users, event participants, the number of clicked on, or the demographic distribution of visitors to a site.
Big Data Week website uses Google Analytics to track how often people gain access to or read our content or access our website. We use this information in the aggregate to understand what content, information or services our users find useful or interesting, so we can produce the most valuable content to meet your needs. We do not track individuals but look at information in the aggregate only. We may use these aggregated statistics for marketing purposes.
Protecting ourselves and our clients
We use the personal data, such as information about you including contact details, your correspondence with us, your account information, credential information, traffic data, to prevent and to detect fraud or abuses of Big Data Week website and services, to prevent and detect any attack and to be able to identify, your data security and to protect our business from fraudulent transactions.
Helping us to manage our business needs
We may use this personal data to refine our services and to understand your needs and interests, to better tailor our services to meet your needs and to communicate with you about other services offered by Host Global.
We use personal data, including your feedback, to conduct research and development for the further development with regards to our Events in order to provide a better experience to our clients and to grow our business.
Collecting data in this manner allows us to collect statistics about the usage and effectiveness of our websites, personalize your experience and tailor our interactions with you.
Your personal data may be processed as a participant to our events, conferences, trainings, demonstrations.
If you are a speaker at one of our events, we will collect information about you, including your name, employer and contact details, and photograph, and we may also collect information provided by event attendees who evaluated your performance as a speaker. We may also take and store photos, video and audio recordings,
Some of our events may be sponsored. Host Global provides an attendee list to sponsors, co-sponsors and exhibitors of our events. We may also allow sponsors, co-sponsors and/or exhibitors to send you material by mail once per sponsored event, in which case Host Global engages a third-party mailing house and does not share your mailing address directly with the sponsor/exhibitor. If you do not wish to have your information included in an attendee list or to receive information from sponsors, co-sponsors and/or exhibitors, you can express your preferences when you register for events or you may contact us directly at email@example.com.
We do not deliver third party online advertisements on our websites, but we advertise our services on others’ websites. Please familiarize yourself with those website operators’ or network advertisers’ privacy statements to understand their practices relating to advertising.
• What happens if you don’t give us your data
You can use Big Data Week website without giving us your personal data. The information on our website is available even if you are not providing us any personal data. However, if you want to register to our events, you need to provide at least the minimal amount of information. Certain personal data is necessary so that we are able to provide the services you have requested..You may manage your preferences and you may opt-out of receiving marketing communication at any time.
What is the lawful basis for processing?
We will process your personal data based on the following legal grounds:
To take action in accordance with your requests.
Host Global’s legitimate business interests, for example, fraud prevention, maintaining the security of our network and services and improvement of our services. Whenever we rely on this lawful basis to process your data, we assess our business interests to make sure they do not override your rights. Additionally, in some cases you have the right to object to this processing. For more information please see our website (what are data subject rights?).
Compliance with a mandatory legal obligation, procedures and you rights under GDPR.
Consent you provide where Host Global does not rely on another legal basis. Consent may be easily withdrawn at any time. When you give your consent, you will also receive information on how to change your mind. For more information please see our website (what are data subject rights).
To whom will we share personal data?
The personal data we gather is for internal use only, and we will not authorize the release of this data to anyone outside Host Global, without your consent for such disclosure, except for the limited circumstances described in this Privacy Notice, in your applicable agreement or permitted by law. Shall we ever need to provide the personal data to third parties, we will only share it to the reasonably necessary extent.
We may disclose your personal data as described in below:
Disclosure to Organiser group companies or affiliates
All of the personal data we collect about you may be transferred or accessed by our companies. We will protect the privacy and the security of the personal data that we collect in accordance with the terms of this Privacy Notices and the applicable law.
Disclosure to third-party business partners and providers
To the extent necessary for providing the services, we may disclose your personal data to third party service providers, if necessary. Also, please note that our third party service providers and channel partners may be located in a different country than yours, so your personal data might be transferred across borders. We assure you that we require our third-party service providers and business partners to keep all the data we share with them confidential and to use it only to perform their obligations resulting from the agreements we have in place with them. They are required to maintain a proper level of privacy and security. Please note that any information you independently share with these third parties is subject to their respective privacy practices and policies. In the event of a reorganization, merger, sale, joint venture, transfer as a going concern or any such act, we may provide the personal data to a third party.
Example of third-party business partners and providers:
Third parties for joint promotions. They’ll be responsible for their own compliance with applicable privacy laws;
Other third parties, when you are signing up to their service and your personal data is used by them for authentication and fraud-prevention purposes;
Third parties that we advertise with such as Facebook in order to serve you advertisements online;
Third parties that we use to serve you marketing, for example, MailChimp;
Companies who are engaged to perform services for, or on behalf of, Host Global, such as event registration third-party platform, or event venue.
Debt collection agencies or other debt-recovery organisations.
Disclosure to authorities or other bodies
If we are under a legal obligation to share your personal data, we may disclose the information to the relevant authority. We may release the personal data in order to comply with the law, to protect our rights, property, the safety of our business, to enforce our rights and to assist with the control of fraud, spam or other undesirable conduct, and to support auditing;
Example of authorities or other bodies:
Law enforcement agencies, government bodies, regulatory organisations, courts or other public authorities if we are required to, or are authorised to by law;
A third party or body where such disclosure is required to comply with any applicable law, or other legal or regulatory requirement.
Disclosure when you have given your consent
We may disclose your personal data if we have your consent to do so.
Disclosure of anonymous or aggregated data:
We may share information that does not identify any individual without restriction.
How long do we keep your data?
We will retain your personal data as needed to fulfil the purposes for which it was collected. We will retain and use your personal data in order to comply with our business requirements, legal obligations, resolve disputes, protect our assets, and enforce our agreements.
We will retain your contact details for as long as the event is being organized, or a minimum of five years.
We will retain your personal data, collected automatically via cookies or other similar technologies for as long as we deem it necessary to enable you to use the website, but no more than 26 months.
Personal data collected by us may be stored and processed in UK, Romania, or in any other country where our affiliates, subsidiaries or service providers maintain facilities. We do not intend to transfer personal data from the European Economic Area and Switzerland to other countries.
Host Global has put in place adequate mechanisms to protect personal data when it is transferred internationally, for example by using the Standard Contractual Clauses as approved by the European Commission.
What are your rights?
Below we set out details on how you can exercise your rights. If you have a question or cannot find the answer, please email us at firstname.lastname@example.org
Right to access personal data
You have the right to make a request for a copy of the personal data that we hold about you. To make this submit a request please email us at email@example.com.
Right to correct personal data
You have the right to obtain the rectification of inaccurate personal data concerning you. If your data needs to be updated you also have the possibility to correct, delete inaccuracies and/or update the data from our management interface or by emailing us at firstname.lastname@example.org
Right to data portability
You have the right to receive the personal data concerning you, which you have provided, in a structured, commonly used and machine-readable format and the right to transmit those data to another controller, where: the processing is based on consent or on a contract and the processing is carried out by automated means, in accordance with GDPR.
If you need more information, please email us at email@example.com
Right to restrict use of your data
If you feel data we hold on you is inaccurate, or you believe we shouldn’t be processing your data, please email us at firstname.lastname@example.org to discuss your rights. In certain circumstances you will have the right to ask us to restrict processing.
Right to erasure
Host Global strives to only process and retain your data for as long as we need to. In certain circumstances stipulated by GDPR you have the right to request us to erase your personal data that we hold. As always, if you wish us to erase your personal data from our records, please contact us at email@example.com and we will respond within a reasonable time. If necessary, given each particular case, we may be required to retain certain information for performing the agreement, legitimate business purposes and by law.
Right to revoke your consent
You may also revoke your consent previously granted.
Right to object to use of personal data
You have the right, in certain circumstances stipulated by GDPR, to object to Host Global processing your personal data. If you need more information, please email us at firstname.lastname@example.org.
Right to opt out of marketing messages
If you no longer want to receive marketing messages from us, you can elect to opt out of all marketing communications.
There are various ways to opt out:
Contact our marketing team – emailing us at email@example.com
Click the link at the end of a marketing email to unsubscribe;
Tell the sales representative if you receive a call;
Email at firstname.lastname@example.org;
Opting out does not mean that you won’t receive any longer messages related to the services provided, if you have an agreement with us. You will still receive such messages, unless we have indicated otherwise.
To manage cookies and understand more about what they are
Want to disable a cookie, or understand more about what these are? Check the Cookies section of this policy for full details on how to do this.
To opt out of Big Data Week Analytics, or to understand what it means for you
While it can’t identify or contact you, it’s your choice whether you’re included. If you need more information, please email us at email@example.com.
We reserve the right to retain your personal data for a reasonable amount of time, in accordance with industry standards and applicable laws.
When using our services, you can choose not to provide certain information, but this may prevent you from taking full advantage of the available functions, and it may prevent us from successfully providing you with our services.
We intend to protect the personal information entrusted to us and treat it securely in accordance with this Privacy notice. Host Global implements physical, administrative, and technical safeguards designed to protect your personal information from unauthorized access, use, or disclosure.
When it comes to prevention of data loss, alteration, misuse, unauthorized access or unlawful processing of the collected personal data, we are committed to industry best practices.
Use encryption technology as appropriate;
Require to our suppliers to protect personal data from unauthorized access, use, and disclosure;
Limit the access to the systems on which the personal data is stored;
Test our website, data centres, systems, and other assets for security vulnerabilities;
Monitor for possible attacks and vulnerabilities.
However, we cannot guarantee that the measures taken will prevent every security threat. In the event of a security breach which results in an unauthorized disclosure of information, we will notify you as soon as possible.
We have teams who constantly review and improve our measures to protect your personal data from unauthorised access, accidental loss, disclosure or destruction.
Our website may provide links to third-party websites. We cannot be responsible for the security and content of such third-party websites. So, make sure you read that company’s privacy and cookies policies before using or putting your personal information on their site.
You may choose to disclose your personal data in certain ways such as social plug-ins (including those offered by Google, Facebook, Twitter) and to use third-party services that allow you to post reviews or other information publicly, and a third party could use that information.
The payment is handled directly by users into the Payment Card Industry Data Security Standard PCI/DSS-compliant registration platform used by the event organiser and we do not process or store the card data.
However, while we take reasonable precautions to guard the personal data we collect, no security system is impenetrable.
We take reasonable steps to help ensure that the data we collect is accurate, complete and up-to-date, for it to be reliable for its intended use.
Information about Children
We will never intentionally collect or maintain information about individuals defined as minors in local law or regulation. However, if you believe that we are in possession of such information, please contact us at firstname.lastname@example.org, and we will make necessary inquiries and investigations and, if applicable, delete that information.
How to submit a complaint or an inquiry?
Please be assured that we will promptly investigate the matter and that we are committed to resolving any privacy concerns that you may have.
If you are not satisfied with our response or believe we are not processing your personal data not in accordance with the law, you can complain to the National Data Protection Authorities.
UK Data Protection Authority: Information Commissioner’s Office, www.ico.org.uk