Last update: 5 Sep 2022
Introduction
This Privacy Notice sets out the ways in which we at ProVision (by which we mean Provision Software Division SRL, registered with J40/1281/1997 in Bucharest, Romania) may use your personal data.
In this Privacy Policy, “we”, “us” or “our(s)” means the ProVision entity with which you are interacting as detailed above. For example, ProVision may be the entity organizing the event you are attending or the entity managing the website you are using and in these cases, we act as Controller. “The site” means the ProVision website you are visiting or using. “You” and “your(s)” means you, the person engaging with us, registering for our events or visiting our site.
By registering for one of our events or services, visiting our site or otherwise interacting with us, we will process your personal data in accordance with this Privacy Policy.
How you can contact us
Address: 9A Bilciurești, 2nd floor, district 1, Bucharest, Romania.
Data Privacy Contact: dpo@provision.ro
Marketing or Sales Contact: office at provision.ro.
Information we may collect about you
We collect information you provide to us when you complete registration forms on the website, or provide us with your details over the phone or email such as when you register to attend one of our events (whether as a delegate, exhibitor speaker or attendee). This information might include your name, name of the company you represent, your email address, job title, phone number and other information relevant to the event or service that you are registering for (such as photos for speakers).
We collect any information contained in any correspondence between you and us via contact forms on websites, emails or telephone calls.
We may also receive information about you from third parties where you have consented to such third party sharing your information with us.
How we use information about you
We may use your information for the following purposes, depending on the relationship we have with you.
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We use personal data to provide you with information that you have requested from us, in relation to events we run or other services we provide. The purpose is to use your contact details to keep you updated about the products or services you have indicated you are interested in. The legal basis is legitimate interest as by specifically requesting information from us, we need to use your personal data for the purposes of communicating such information to you. |
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We use personal data for general administration and organization of our events, for example to contact you with information about an event or conference that you are exhibiting at or attending. The purpose is to use your details for planning and logistics, to invoice you, to provide you customer service in relation to the event, and general administration of your attendance at the event. The legal basis is performance of a contract or legitimate interest. We need to use your personal data in to perform our contractual obligations to you. When you are attending an event but do not have a contract with us (for example you received free tickets), it is our legitimate interest to use your personal data for general administration and logistics of the event. |
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We use personal data to keep in contact with you about other similar events or services of ours that may be of interest to you, or for research purposes after an event you have attended. The purpose is to keep you up to date on similar events or services you have previously purchased from us in the past. We may also analyze the effectiveness of our products and services. The legal basis is legitimate interest, namely to keep you up to date on events similar with other you have attended our exhibited at in the past. |
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We use personal data to pass on your contact details to our logistics partners to enhance your experience at an event you have signed up to exhibit or sponsor at. The purpose is that we engage logistic partners in order to enhance your experience at our events, such as engaging stand builders, internet providers, sites, event organizers (including photo and video services) etc. The legal basis is performance of a contract where we need to share these details with such logistic partners in order to perform the contract we have with you. In other circumstances, we have a legitimate interest to provide the details to our partners, because these services are required for a seamless exhibition experience, and it is in your interest to be provided with this information. If you prefer us not to share these details with our logistics partners, you can let us know. |
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We use personal data to analyze user traffic to measure use of our websites and improve content. The purpose is to use information such as your IP address for analytical purposes of our pages or know the geographic area of our visitors. The legal basis is legitimate interest for web analytics. |
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We use personal data to comply with or abide by legal obligations or requirements. The purpose is we may need to use or process your personal data to comply with some legal requirements, an example being health and safety or fire safety at an event. The legal basis is compliance with a legal obligation where we need to process your data for these reasons. |
Who we might share your data with
In certain circumstances, we may share your personal information with selected third parties that we work with, where necessary for the purposes of delivering to you services that you request from us. For example, when you register to attend an event that we host, we may need to share your information with third party sub-contractors, service providers or ProVision employees. Where we use such third parties, we enter contracts which ensure that the third party is obligated to provide at least the same level of data protection as the ProVision entity entering into that contract, and we take reasonable and appropriate steps to ensure that the contractor effectively processes the personal data in a manner consistent with this Privacy Policy and our internal data privacy policies.
In other circumstances, we may share your personal information with any other ProVision entity or selected third party that you consent to our sharing your information with for marketing purposes (such consent will be sought prior to our sharing of this data).
In other circumstances, we may share your personal information with any other third parties where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.
Cookies
We only use cookies to ensure that you get the most out of our site by monitoring your use of our site. We do not use other types of cookies. Please note that, if you set your Internet browser to reject cookies, you may not be able to access all of the functions of our websites.
For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit http://www.aboutcookies.org).
Third Party Content, Sites, and Contributions
Some of our websites may contain content and links to other websites or apps that are operated by third parties. We do not control these third party websites or apps (including whether or not they store cookies) and this Privacy Policy does not apply to them. Please consult the terms and conditions and Privacy Policy of the relevant third party website or app to find out how that site/app collects and uses your information and to establish whether and for what purpose they use cookies.
How we look after your data and how long we keep it for
We use a variety of technical and organizational security controls to protect your information against any unauthorized access to, unlawful use of, and modification and destruction of any personal data we store.
We will retain your information for as long as is necessary to provide you with the services that you have requested from us, or for as long as the law otherwise permits. Where you have not participated, attended or registered to attend or participate in one of our events, or otherwise engaged with us in four years, we will delete your data, unless we have an obligation to retain it for longer (for example for taxation purposes).
Where we store your information
Our servers are located inside the European Economic Area (EEA) and all of the information that we collect about you will be stored on these servers.
In certain circumstances, your information may be processed outside of the EEA such as when another ProVision Entity assists us with the services you have requested from us, or we engage third parties based outside of the EEA. In such circumstances, we will take all steps necessary to ensure that any of your information is adequately protected and processed in accordance with this Privacy Policy, and where necessary, we put in place relevant controls to ensure the secure processing of your data.
Your rights in relation to your Personal Data
You have the right to request a copy of the personal data that we keep about you, by making a request in writing to our Data Protection Officer. Our Data Protection Officers details are provided above. You can ask us to provide the data in a commonly used, machine readable format, and where we are able to, transmit this data to another organization.
You have the right to rectification, such as by contacting us if you are concerned that any of the information we hold about you is incorrect and to have that data corrected.
You have the right to ask us to stop processing your data, or withdraw consent where we are relying on consent as the legal basis for any processing of your data.
You have the right to request that we delete your personal data.
You have the right to raise a complaint with the data protection authorities if you believe we have not complied with any applicable data protection law. In Romania, the relevant authority is ANSPDCP.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Updated privacy policies will be updated on the relevant ProVision website, or provided to you at your request.
