General

Evolution Fair is an international exhibition and conference organisation. We organise and accommodate trade fairs, events, business meetings and conferences. We also provide various online media and communication services. We process personal data when providing our services. This privacy statement sets out what personal data Evolution Fair collects and uses and how we handle them. We advise you to read this privacy statement carefully. Evolution Fair is the controller. Our contact details are:

Evolution Fair
Klokgebouw 215
5617 AC Eindhoven
info@evolutionfair.com

040-7873192

Applicability

This privacy statement applies to all personal data processing by or in the name of Evolution Fair and its affiliated businesses.

 

Handling of your personal data

Evolution Fair handles your personal data with as much care and as safely as possible. Evolution Fair complies with the privacy regulations in that regard. Evolution Fair records personal data when providing its services. It does so, for instance, when you participate in an exhibition or conference, when you subscribe to one of our newsletters, have your badge scanned during a visit to a fair or are otherwise in contact with Evolution Fair. They may be personal data, but also data that we use to analyze the use made of our websites, such as the number of times our websites are visited and which pages are performing best.

 

Content of this privacy statement

This privacy statement sets out what personal data of yours we may process. Those personal data are dependent on the services that you use and the information that you leave behind on our websites. For instance, we process different personal data of visitors of physical or online services than those of our (prospective) exhibitors that rents Evolution Fair space.

For your convenience we differentiate between the processing of personal data for a number of specific services of Evolution Fair and the use of our websites and social media channels. In this part, general information is provided on the processing of your personal data that applies to all those services and to the processing of personal data via our websites and via social media channels.

Legal basis for data processing

Evolution Fair uses the personal data listed under the buttons for the performance and settlement of an agreement, such as an agreement with you as a visitor or exhibitor at a fair or an event, or an agreement regarding the renting of meeting space or a parking space. Evolution Fair may also be required by law to process your personal data, for instance by tax legislation.

Evolution Fair may also use your personal data on the grounds of legitimate business interests. Those interests include the provision of sound services, the security of systems, the efficiency of internal operations, the generation of income, the protection of financial interests, and the informing of customers of (new) products and services of Evolution Fair.

If Evolution Fair processes personal data on the basis of your permission, it requests that permission separately. You may withdraw your permission at any time, but the data processed until that time will then have been lawfully processed.

Transfer outside the EU

Your personal data may be transferred to countries outside the EU in respect of the organization of international exhibitions and events. It is possible that those countries, such as the USA, do not offer the same level of protection as that which applies within Europe. Evolution Fair takes appropriate measures in that case.

Personal data may furthermore be processed outside the EU because certain service providers of Evolution Fair are located outside the EU, such as Microsoft and Mailchimp. Your data may furthermore be stored by third parties outside the EU on the grounds of the use of services of Google Analytics, Facebook, Twitter and LinkedIn. All of those parties are EU-US Privacy Shield registered, which means that they comply with European privacy legislation.

Cookies

Evolution Fair uses cookies to optimize your experience on our website, to analyze the use of our websites, to make it possible to share social media content, and for targeted advertising purposes.

What are cookies?
Cookies are small text files that are placed on your computer, tablet or mobile phone via a website of Evolution Fair and are read when you use our websites. An explanation of the various types of cookies used by Evolution Fair is provided below.

Functional cookies 
Evolution Fair uses a number of functional cookies. They allow us to store data for you that enhance your experience of our websites. The functional cookies that we place via our various websites have the following purposes, among others:

  • to remember your preferences, such as the language you may have chosen; or
  • to allow access registration.

Analytical cookies 
We use analytical cookies to enable us to adjust our websites to the wishes and interests of the visitors. This allows us to check which pages give rise to problems for visitors, which pages are popular, etc. That information is important to us to allow us to continue to develop a pleasant website experience for you. For these purposes we use only data for that cannot be traced to you personally.

Social media cookies 
Social media cookies make it possible to easily share a page via social media or to show social content on a subject (such as tweets). The social media for which cookies can be placed include Twitter, LinkedIn, Google+ and Facebook.

Removing and refusing cookies 
You can remove the cookies on your device and refuse new cookies in your browser settings. The manner in which that is done differs per browser; see this link for Google Chrome » and this link for Internet Explorer » on how to remove the various types of cookies.

Profiling

Evolution Fair combines the information collected on its websites and by other sources to optimize your (online) experience and its services.

Retaining periods

Evolution Fair does not retain your personal data any longer than is necessary for the aforesaid data processing purposes. Your personal data are therefore retained for as long as is necessary to achieve the purposes in question.

We are required to retain certain personal data for a longer period, in order to comply with statutory obligations to retain records, e.g. under tax legislation.

Security

Evolution Fair has of course taken security measures to protect your personal data against loss and unauthorized access.

Your rights

You have a number of rights under privacy regulations, which are described below.

Right to access 
You have a right of access to your personal data. On receipt of your request, you are provided with a summary of your personal data within a period of one month.

Right to rectification 
If your data are incorrect, we will correct them at your request.

Right to erasure 
You may request us to erase your personal data. The data can be erased only if they are incorrect or are no longer relevant.

Right to restriction of processing 
If in your opinion Evolution Fair is processing your personal data unlawfully or incorrectly, you may have that processing restricted.

Right to object 
You may object to the processing of your personal data on the grounds of personal circumstances. If you object to the processing of your personal data for direct marketing purposes, we will terminate the processing as soon as possible.

Right to data portability 
You may request transmission of your personal data if the data were provided on the basis of your consent or an agreement with Evolution Fair.

Questions and requests

If you have any questions regarding this privacy statement or a request regarding the processing of your personal data, please send a message to:

Evolution Fair
Klokgebouw 215
5617 AC Eindhoven
info@evolutionfair.com

040-7873192

To ensure that we do not provide, correct or remove the wrong data, we request you to identify yourself when you make such a request. You may do so by enclosing a copy of valid proof of identity.

Complaints about the processing of your personal data

If you have a complaint about the processing of your personal data by Evolution Fair, we will try to reach a solution in consultation.

Amendment of this privacy statement

Evolution Fair may change this privacy statement. New versions are always published on our websites. We advise you to regularly consult this privacy statement to stay informed of any changes.

Date of most recent changes: 17 July 2018

Evolution Fair itself organises exhibitions and events. As a visitor or an exhibitor at such exhibitions and events, you provide Evolution Fair with personal data, for instance when you order tickets for an exhibition, take part in an exhibition, park your car, or request information.

 

Exhibitions and events

Personal data

Evolution Fair processes the following personal data in respect of an exhibition or event:

 

  • name and address details
  • contact details, such as telephone number and email address
  • date of visit
  • number of visits
  • internal administrative number
  • areas of interest
  • opt-in information
  • visit registrations in your name
  • your IP address
  • your business name

Purposes of dataprocessing

Evolution Fair processes these personal data for several purposes, such as:

  • communication purposes
  • the organisation and performance of agreements regarding fairs and events and participation in them
  • registration
  • handling reservations for parking spaces
  • granting access to parking facilities
  • provision of services
  • processing and handling of orders (including catering
  • account management, PR and marketing, including sending mailings and information on products and services of Evolution Fair
  • improving services
  • analyses to improve visitor experience
  • monitoring, collecting and acting on leads
  • performing customer satisfaction and other surveys
  • invoicing and payment purposes
  • handling payment disputes
  • checking logistic flows, such as the flow of persons, parking and transport
  • the security of buildings, grounds and goods
  • the processing of theft or damage reports
  • the registration and processing of lost property
  • personal safety
  • recording and handling breakdowns, complaints and incidents
  • making payments
  • data collection, including assigning debt collection to third parties
  • settling disputes and ordering an audit
  • maintaining contact with customers or suppliers
  • direct marketing
  • complying with statutory obligations and court orders
  • inspection of stand designs
  • provision of information in the case of non-standard stand construction
  • reading and sending login codes
  • planning and sending offers and invoices for stand and event security
  • complying with regulations and court orders
  • conducting legal proceedings

Third parties

Evolution Fair may pass on your personal data to third parties when providing its services, such as parties involved in the organisation and implementation of exhibitions and events of or in the Evolution Fair. IT suppliers and suppliers of facilities services. Evolution Fair also uses various advisors who may gain access to your personal data, such as management consultants and lawyers.

We may also be required by law to pass on your personal data to third parties. The police and municipality, for instance, may request us to provide data, for instance regarding fraud, safety or an investigation.

Online media services

Evolution Fair offers online media services via several websites. Content and product information are offered via those websites.

Personal data

When you leave behind data in order to download content or for product information, you actively provide Evolution Fair with personal data, such as the following:

 

  • name and address details
  • contact details, such as email address and telephone number
  • sex
  • position and company data
  • sector
  • information provided in application forms
  • details of communications
  • channel of origin
  • date of download or application
  • opt-in data
  • IP address

Purposes of the data processing

Evolution Fair processes your personal data for various purposes when providing online media services, such as:

 

  • offering an online marketplace for content and product information
  • performing agreements with providers of content and products
  • putting applicants and suppliers of content and products in contact with each other
  • coordinating supply and demand
  • communication, including answering questions and handling complaints
  • providing services
  • account management, PR and marketing
  • lead generation
  • improving its services
  • drawing up analyses to improve visitor experience
  • monitoring, collecting and acting on leads
  • personalising and improving digital marketing campaigns
  • facilitating contacts within the community
  • securing the systems
  • complying with regulations and court orders
  • conducting proceedings

Third parties
We may also be required by law to pass on your personal data to third parties. An accountant may gain access to your personal data when performing an audit. The police and the municipality may obtain information from us, for instance regarding fraud, security or an investigation.

 

Websites and Social media

If you fill out a web form, subscribe to one of our newsletters or contact us via our online contact form, you provide us with personal data. We may furthermore collect data on the use of our websites, such which pages are visited.

Personal data

Evolution Fair may process the following personal data via the website and by means of online communication:

 

  • name and address details
  • contact details, such as email address and telephone number
  • sex
  • position and company data
  • payment details
  • transactions and history
  • click behaviour an online visit details
  • channel of origin
  • opt-in data (subscribing to newsletter/offers)
  • areas of interest and visitor information
  • IP address
  • details of online communication with Evolution Fair
  • profile picture on your social media if you contact Evolution Fair via social media
  • content of communications with Evolution Fair (social media, telephone and chat)
  • details of complaints
  • user profiles
  • settings

Purposes of the data processing 

When providing its services, Evolution Fair processes your personal data for various purposes, such as:

 

  • to inform you of news, current events and products and services of Evolution Fair
  • to communicate with you, including answering questions and handling complaints
  • to accept and process orders
  • to improve online and other services
  • to organise campaigns and competitions
  • for reporting and analysis purposes
  • account management, PR, marketing and direct marketing, including sending information on products and services of Evolution Fair
  • lead generation
  • cross selling and up selling
  • monitoring, collecting and acting on leads
  • complying with regulations and court orders
  • conducting proceedings

Third parties

Evolution Fair uses the services of third parties for online communication, such as the website host and providers of social media channels. Evolution Fair also uses various advisors who may gain access to your personal data, such as management consultants and lawyers.

We may also be required by law to pass on your personal data to third parties. An accountant may gain access to your personal data when performing an audit. The police and the municipality may request us to provide information, for instance regarding fraud, security or an investigation.