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21-23 NOV 2019
Dubai Studio city – SOUND STAGES

Email Policy

Introduction

As an international Business-to -Business Information Services Group, data and information is at the heart of what Informa does.

We take the privacy and protection of data and information seriously, and are committed to handling the personal information of all those we engage with, whether customers, suppliers, colleagues or any other community, responsibly and in a way that meets the legal requirements of the countries in which we operate.

As part of using the Group’s products and services, browsing our websites and contacting the business, data and information is collected. This privacy policy (the “Privacy Policy”) sets out Informa’s approach to safeguarding and maintaining the privacy of that personal information, and explains what data is collected, how it is used, the legal basis for its use, and the rights individuals have over that data.

About Informa

Informa is an international business-to-business Information Services Group, operating in over 20 countries. We serve commercial, professional and academic communities by helping them connect and learn, and by creating and providing access to content and intelligence that helps people and businesses work smarter and make better decisions faster.

The Privacy Policy is issued on behalf of the Informa Intelligence Division, and where “Informa Intelligence”, I”, “we”, “us” or “our” appears, it includes the relevant Informa Intelligence brand/product processing your data.

What we collect

This section explains the personal information that may be collected when using our products and services, and the other personal data we may receive from other sources.

In this Privacy Policy, the term “personal information” refers to the types of information we may collect and use, which includes:

  • Contact details, such as your name, email address, postal address and telephone number;
  • Educational and professional background information;
  • Usernames and passwords;
  • Payment information, such as a credit or debit card number;
  • Comments, feedback, posts and other content submitted; and
  • Interests and communication preferences including marketing permissions where appropriate;
  • Location information (e.g. through mobile apps).

We collect and use your personal information in the following main contexts:

  • As an existing or potential buyer of our products and services
  • As an existing or potential user of our products and services
  • As a person of interest featured within our products and services, such as executive details collected and made available through company profile products

How and why personal information is used

This section explains in detail how and why we use personal information.

Lawful Processing in Europe

Business Intelligence collects and uses personal information. The lawful bases we use for this activity in Europe, as required under European data protection laws, are:

  • Where it is necessary for entering into or performing a contract with you
  • Where we have a legitimate interest to do so, provided your rights do not override these interests
  • Where you have consented to its use
  • Where our colleagues believe it is in your vital interests to share your personal details, for example with emergency services
  • Where required to comply with our legal obligations

Product enquires, sales and administration

As part of a purchase, product enquiry, request for information and for account administration, we collect information such as your name, country, job title, company information or academic affiliation, postal address, e-mail address and telephone number.

If you have made an enquiry about us or our products or services, either online or over the phone, we will use your personal information to respond to the enquiry or to take other steps at your request, before you enter into a contract. For example, we collect the e-mail addresses and additional contact details of those who send e-mails to request information. Where a sales representative speaks to you over the phone, the calls are recorded for training and monitoring purposes only.

If you have registered for or purchased a product or services, including on a trial basis, your personal information will be used to provide that product or service, communicate about it and handle payments, as is necessary for the performance of the contract entered into with us.

For purchases, payment information, including credit/debit card number/bank details and billing addresses is also collected. Where payment card processors are used to facilitate payment card transactions on our websites, your data will be collected and used according to that data processor’s privacy policy. 

If your personal information is relevant to certain products and is freely available through public sources, such as on a website related to your work or profession, we may use this personal information for providing customers with our products, as is necessary for the purposes of our legitimate interests as a commercial organisation.

Where one of our sales representatives speaks to you over the phone, the calls are recorded for training and monitoring purposes only.

Event and Exhibition Management

If you have agreed to participate in one of our events as a speaker, sponsor, exhibitor or attendee, personal information is used in connection with the running of the event, to handle payments or for other purposes, as is necessary for the performance of the contract \entered into.  We will also use personal information to maintain our databases, assess your qualities as a speaker or sponsor/exhibitor, promote events and encourage further engagement at our events, as part of the legitimate interests we have as a commercial organisation. 

In addition, we sometimes take photos and videos at our events, which may feature attendees, speakers, sponsors or exhibitors. Where photos and videos are taken that feature you as an attendee, sponsor or exhibitor, we may use those photos and videos for promotional purposes.

Marketing

We will use your personal information to send you newsletters, offers or other marketing emails to keep you up to date with our news, events and products that may be of interest. Depending on the nature of your interaction with us and the laws of the country where you live, you may have actively given your consent for this by opting in,  or we may be entitled to rely on your implied consent or our legitimate interests.  The opportunity to opt out of future marketing emails will always be provided, and information on how to do this given when your personal information is collected and on every marketing email sent. Further information on how to change your marketing preferences is provided in the section below.

Customer and Prospects Management (including Analytics and Product Management)

We may use your personal information, including digital usage/behavioural analytics, and combined with publicly available data and your demographic data, to deliver products and services, to choose relevant offers that may be of interest to you, to improve our existing products and services, and to develop new products, as part of our legitimate interests as a commercial organisation. This may include automated profiling and campaign management techniques.

Compliance with our legal obligations

To ensure compliance with international trade sanction laws and regulations, we screen our customers, vendors and suppliers against US, OFAC, BIS, UN, EU and UK sanctions lists. Should any screening checks flag an issue where we cannot continue in a contract with a customer or supplier, they will always be informed.

How we protect personal information

Any personal information given to us will be treated with the utmost care and security. This section sets out some of the security measures in place. 

A variety of physical and technical measures is used to keep data safe and prevent unauthorised access to, or use or disclosure of personal information. 

Electronic data and databases are stored on secure computer systems and we control who has access to information, using both physical and electronic means. Our colleagues receive data protection training, and we have detailed security and data protection policies that colleagues are required to follow when handling personal data.

All reasonable steps are taken to ensure that your personal information is kept secure from unauthorised access, but we cannot guarantee it will be secure during the transmission process to this website because this transmission is not controlled by us. We make use of HTTPS (HTTP Secure) whereby the communication protocol is encrypted via Transport Layer Security for secure communication over a computer network. The website is loaded via HTTPS, represented by the lock icon in your web browser, which ensures the transmission is secure and is demonstrated by a certificate issued by an official security certificate authority to us. 

International transfer of personal information

As an international business and because of the technologies we use, personal information may be accessed by our colleagues and third-party service providers from locations outside of the European Economic Area, whose data protection laws may not be as extensive as those in Europe.

To ensure the same level of protection is in place when processing is conducted outside the European Economic Area, we use appropriate safeguards approved by the European Commission.

We apply appropriate protection to make sure your personal data remains adequately protected and is treated in line with this Policy. Informa has international data transfer agreements between its companies and with relevant third-party service providers based on standard contractual clauses approved by the European Commission.

Cookies

A cookie is a small text file containing a user ID that is automatically placed on a user’s computer or other device when visiting a website. Cookies record the pages visited and the actions taken on a website, but do not contain any personal information. From time to time, we may use cookies for purposes including administering the Website; tracking your activity on the Website; gathering broad demographic information for aggregate use to improve the Website; and offering time-saving or personalised features on the Website. For more information, please visit Cookie Policy on product page.

Third-party links

This website contains links to websites of other businesses, including potentially websites of other businesses within Informa. These businesses will have their own privacy policies, tailored to their particular business practices and the sectors in which they operate, and if following those links, we recommend reviewing the privacy policy of each website to understand how personal data is used in that instance. The inclusion of links to these websites does not imply an endorsement or validation of their content, and we are not responsible for their privacy practices, nor do we accept any liability in connection with the content on such websites.

Who we share personal information with

As an international company, to provide you with services and products we may share your information for specific reasons. This section explains how and why we share personal data with other companies within Informa, suppliers and other third parties.

Sharing with Informa Group companies
We may share your personal information with certain other companies within Informa for specific purposes.  For example, other Informa companies may assist in providing products and services to you, carry out internal analysis of the usage of products and services, or offer relevant products and services which may be of interest.

Sharing with Service Providers
We may share personal information with third parties to assist in providing our products and services to you. Personal information will only be shared with third parties to the extent necessary to provide such assistance. For further information, please contact Client Services.

Sharing with other Organisations
We may share your personal information with trusted partner organisations for their marketing purposes, in accordance with local data laws and where appropriate, your permissions. If your personal information is subject to European data protection laws, it will not be shared with third parties for their marketing purposes unless you have given consent to do this.

We may share your personal information with third parties in the event of a sale, merger, acquisition, partnership, joint venture, or negotiations related to the same with respect to all or part of our business.

In some circumstances, we may be legally required to disclose your personal information, because a court, the police, another judicial or law enforcement body, or government entity has asked us for it.

How long information is kept

We will only retain your personal information for as long as is necessary and as permitted by applicable laws.

We will retain your personal information while we are using it, as described in the section above and may continue to retain it after these uses have ended where we have a legitimate business purpose. For example, if you have opted out of marketing communications from us, we will retain limited details about you to ensure the opt-out request is honoured.  We may also continue to retain your personal information to meet our legal requirements or to defend or exercise our legal rights. 

The length of time for which we will retain personal information will depend on the purposes for which it is retained it. After we no longer need to retain your personal information, it will be deleted or securely destroyed.