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Privacy statement

GENERAL

Heliview Conferences & Training B.V. (hereinafter Heliview) with its registered office in Breda, is responsible for the processing of personal data as set out in this Privacy Statement.

Heliview organises events like conferences and Executive Tables in different disciplines, the primary objective being to bring about personal and business relationships. We continuously adapt our services to enable participants and business partners to connect with one another in a simple, informal, unique and light-hearted way.

This Privacy Statement informs you which of your personal data Heliview collects, processes and uses and how we handle that data. We advise you to read this Privacy Statement carefully.

Contact
Heliview Conferences & Training B.V.
Lage Mosten 5
4822 NJ BREDA
+31 76 548 4000
info@heliview.com

APPLICABILITY

This Privacy Statement applies to the processing of all personal data by or on behalf of Heliview.

BASIS FOR THE PROCESSING

Heliview uses personal data (amongst other things) for the execution and processing of agreements. An example might be the agreement with you as a participant or business partner of an event. Heliview may also have a legal obligation to process and store your personal data, such as tax obligations.

Heliview can also use your personal data should it have legitimate business interests to this end. These interests include providing a good level of service, generating income, securing systems, efficient business operations and keeping customers informed of its products and services.

PERSONAL DATA

When executing its services, Heliview can process the following personal data. This does not mean that we process all of your personal data listed below. The data that we process depends on which services you utilise (e.g. participant or representative).

  • Salutation;
  • Initials;
  • First name;
  • Last name prefixes;
  • Last name;
  • Title before (name);
  • Title after (name);
  • Preferred language;
  • Direct phone number;
  • Mobile phone number;
  • Work email address;
  • Newsletter subscriptions;
  • URL LinkedIn profile;
  • URL Twitter profile;
  • Job title;
  • Type of work;
  • Department;
  • Company details;
  • Orders;
  • Invoices;
  • Payment information;
  • Registration profile (answers to questions in registration form);
  • Personal programme (incl. registrations with related data);
  • Attendance at or absence from the conference, 1-to-1 meeting, session or Executive Table;
  • Number of hours present at the conference and/or active online;
  • Viewing videos;
  • Evaluations;
  • Contact history;
  • Your role at the event;
  • Photo (e.g. of speakers);
  • Biography (e.g. of speakers);
  • Interest in Executive Tables;
  • Downloads of whitepapers.

PURPOSES OF THE PROCESSING

Heliview processes these personal data for various uses, such as:

  • Relationship management;
  • Managing and maintaining contacts;
  • Communication purposes;
  • Providing information about its product range;
  • Organisation and execution of agreements;
  • Provision of services;
  • Issuing ‘Certificate of Attendance’;
  • Sending newsletters;
  • Marketing and telemarketing;
  • Assessing participants against registration requirements;
  • Providing information about registrations;
  • Sending login details;
  • Sending text messages;
  • Registration of attendance;
  • Printing badges;
  • Provision of data to third parties;
  • Performing evaluations;
  • Improving our services;
  • Billing and payment purposes;
  • Fulfilling legal obligations and judicial instructions;
  • Regulatory compliance;
  • Recording and dealing with malfunctions, complaints and incidents;
  • Managing disputes.

PROVISION OF DATA TO THIRD PARTIES

Within the scope of executing its services, Heliview may exchange personal data with third parties. For example, with the partners and service providers that are involved in the organisation and execution of our events.

Below you can read which data we share with the different tickets.

Premium ticket conference

When registering for a conference, you accept the registration conditions that apply to that conference and this Privacy Statement.

Heliview will not share any data with the partners, with the exception of the following. If you wish to share your data with the partners (for example during a meeting, or during any other form of contact with them), that is your choice and is of course not covered by the foregoing. If you plan a 1-on-1 meeting or ask to be invited to an exclusive session and contact a partner yourself, we will of course share the following information: name, salutation, title before, title after, position, type of work , URL LinkedIn profile, company details, reason and registration profile. Our partners cannot invite you for a 1-on-1 meeting or exclusive session.

Your email address and mobile phone number will only be shared with the relevant partners in the following cases for personal approach and is not an opt-in for newsletters:

  • You have scheduled a 1-on-1 meeting with the relevant partner;
  • You have had your badge scanned by the relevant partner.

Free ticket conference and
Plus ticket conference

When registering for a conference, you accept the registration conditions that apply to that conference and this Privacy Statement.

Your name, salutation, title before, title after, position, email address, type of work, company details, relationship code (if used), your registration profile, date of registration, registration and attendance at a 1-on-1 meeting or session of the partner and having viewed their video are shared with the partners of the conference.

Your mobile phone number will only be shared with the relevant partners in the following cases:

  • You have scheduled a 1-on-1 meeting with the relevant partner;
  • You have had your badge scanned by the relevant partner.

Finally, by participating in a conference, you agree that Heliview may share your email address with third parties such as Google, Bing, LinkedIn and Facebook for marketing purposes. The email address will first be anonymized by the third parties before it is used. This will only be done at subsequent editions of similar events. This data will be stored with third parties for a maximum of 90 days.

If you do not want Heliview to share your data with the conference partners, you can upgrade your registration to a Premium ticket at an additional cost.

Ticket supplier conference

We do not share personal data with third parties, except for the following.

By participating in a conference, you agree that Heliview may share your email address with third parties such as Google, Bing, LinkedIn and Facebook for marketing purposes. The email address will first be anonymized by the third parties before it is used. This will only be done at subsequent editions of similar events. This data will be stored with third parties for a maximum of 90 days.

Ticket Executive Table

When registering for an Executive Table, you accept the registration conditions that apply to the relevant Executive Table and this Privacy Statement.

Your name, salutation, title before, title after, position, type of work, your mobile phone number, company details, relation code (if used), your registration profile and date of registration will be shared with the partners of the Executive Table.

Your email address is shared for a personal approach and is not an opt-in for newsletters.

By participating in a conference, you agree that Heliview may share your email address with third parties such as Google, Bing, LinkedIn and Facebook for marketing purposes. The email address will first be anonymized by the third parties before it is used. This will only be done at subsequent editions of similar events. This data will be stored with third parties for a maximum of 90 days.

REPRESENTATIVES

When you are involved in or participate in an event as a representative of a partner, you (or your colleague who has obtained your personal consent) will have your name, job title, type of work, mobile phone number, work email address, your role on the event, URL LinkedIn profile and URL Twitter profile provided to Heliview.

The purpose of processing this data is to register your presence and to grant access to the location and EventManager. Your contact details are used, among other things, for sending practical information about the event by email and text message, for example about the accessibility of the location, sending login information for EventManager and the status of your 1-on-1 meetings. When you are linked to a session or 1-on-1 meetings by us, yourself or your colleague, your name, position, LinkedIn URL and photo can be shown in EventManager and programme.

Speakers, chairpersons, moderators and/or programme committee members

Speakers, moderators, moderators and/or programme committee members or persons with a similar role provide their name, position, type of work, mobile phone number, work email address, your role for the event, URL LinkedIn profile and URL Twitter profile, photo and biography to Heliview.

For example, Heliview can use your name, position, experiences, company name, etc. in its marketing communications for the event and in EventManager.

TEXT MESSAGE

If we believe this will be of added value to you, we can send text messages to you in relation to the event. These would contain practical information about the event. When you check in, you will receive a welcome text message, containing a link to your personal programme in EventManager. During the event, you may also receive text messages concerning your personal programme. After you have received the welcome text message, in EventManager you can choose whether or not to continue receiving these text messages. For online 1-to-1 meetings and online sessions, we send a reminder 15 minutes prior.

You are not charged for these text messages; this is a free service provided by Heliview.

NEWSLETTERS

You can sign up for our newsletters. Heliview will then keep you informed by email of the services offered that we think are relevant to you. In doing so, we look, among other things, at your preference, position and registrations and involvement in our events.

If you do not wish to receive further information by email about our product range, you can unsubscribe from these emails. This is easy to do:

  • Clicking on “Unsubscribe” in the newsletter you have already received and then adjusting your preferences;
  • Go to “Newsletters” in EventManager and adjust your preferences there (https://eventmanager.heliview.com);
  • Contact the Participants Service department at participants@heliview.com with the request to unsubscribe from the relevant newsletter.

SECURITY

Heliview considers your privacy to be very important, it complies with privacy laws and it will handle your personal data as carefully and securely as possible. Heliview has taken technical and organisational measures to prevent improper use of your data.

STORAGE AND RETENTION PERIOD

Your data are stored on systems within the EU and for no longer than necessary for the purposes outlined in this Privacy Statement and for no more than 7 years if we have not had any contact with you during that period.

IMAGES

During conferences and other events of Heliview Conferences & Training, photo and video recordings may be made by or on behalf of Heliview Conferences & Training. These recordings may show participants recognisably and may be used for promotional and commercial purposes, including but not limited to publication on websites, social media, print and other communication tools of Heliview Conferences & Training. By participating in the event, you give permission for the making and use of such images.

We will ensure as much as possible that names that are visible on badges or name tags are made unrecognisable when publishing images. However, we cannot guarantee that such identifying data will be completely invisible in all cases.

If you object to recognisable images, we request that you inform the organisation in writing, enclosing the images in question. Written objections can be submitted to: privacy@heliview.com

RIGHT OF INSPECTION AND CORRECTION

You have the right to inspect the data that we have collected about you and to ask for this to be rectified. You can view some of your data in EventManager (https://eventmanager.heliview.com). To view all data, please contact us.

RIGHT TO OBJECT

If you wish, you can object to your personal data being processed.

RESTRICTION

If you believe that Heliview has processed your personal data unlawfully or inaccurately, you can have that processing restricted.

RIGHT TO TRANSFER

You can submit a request for transfer of your personal data from our systems.

RIGHT TO BE FORGOTTEN

You are entitled to have your personal data deleted from our systems.

EXECUTION OF THE AFOREMENTIONED RIGHTS

If you would like to execute one of the aforementioned rights, you can submit your request by email to privacy@heliview.com.

Heliview aims to process your requests as soon as possible and to inform you whether we can fulfil your request within one month at the latest after receipt of your request. In specific cases, e.g. when the request is complicated, this period can be extended by no more than two months. If the period is to be extended, as above, we will inform you of this no later than within one month of receipt of your request.

Pursuant to privacy legislation, under certain circumstances, we can refuse your request, such as a financial transaction in progress. If this is the case we will, of course, explain to you why the request cannot be fulfilled.

USE OF COOKIES

Heliview’s conference website uses cookies. Read everything about the cookie policy on our websites (https://heliview.com/en/cookies/).

EventManager only uses functional cookies to remember your preferences and settings. If you disable cookies, you will not be able to log in to EventManager and you will therefore also be unable to utilise the functionality of EventManager.

COMPLAINTS

If you have a complaint about how Heliview handles your data, please let us know so that we can search for a solution together. You are free at any time to submit a complaint to the Personal Data Authority (Autoriteit Persoonsgegevens) (https://www.autoriteitpersoonsgegevens.nl).

CHANGES

Heliview Conferences & Training B.V. reserves the right to make changes to this Privacy Statement at any time.

Date of last change: 8-5-2024