Privacy Notice events/communications

Privacy Notice events/communications

Effective date: this Privacy Notice was updated on 1st January 2021 and is effective as of that date.

General 

This Privacy Notice events/communications has been created Ardo Coordination Center N.V., a company based in Belgium, with registered office at Wezestraat 61, B-8850 Ardooie, Belgium, VAT BE 0416.330.136 (“Ardo”, “we”, or “us), acting as a controller in the context of the General Data Protection Regulation 

Ardo commits to comply with applicable laws, in particular the General Data Protection Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (the “GDPR”) and supplementing national provisions (the "Data Protection Laws"). 

This Privacy Notice aims at informing visitors of events and communications recipients on the processing of their personal data within the context of events and communications. Please read this Privacy Notice carefully to understand how we handle your personal information. 

By submitting your personal data, you confirm that you have read and understand the content of this Privacy Notice. 

What is personal data? 

This Privacy Notice applies to your personal data. Personal data is defined in Article 4, (1) of the GDPR as of 25 May 2018 as “any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, genetic, economic, etc of that natural person”. 

For which purposes does Ardo collect personal data? 

Ardo might use your personal data for the organisation of events as well as sending online and offline communication related to Ardo. These processing activities are based on either consent or the legitimate interest* of Ardo to inform stakeholders on events and certain important updates of Ardo. Yet, whereas it concerns marketing communications, data will only be processed after receival of your consent. 

*Because Ardo is a fixed value in Ardooie, it relies on its legitimate interest to invite neighbours. 

*Event registration, participation and related matters 

We collect personal data that you have provided via the registration form, such as your name, email address, telephone number and other information. This information is collected for the following purposes: 

- Our event organization; 

- Contact you about the event you have registered for; 

- Contact you about other events we organize and from which we believe you may be interest of. You can always opt out via the unsubscribe link in the mail or by contacting us as indicated at the end of this notice. 

For some events Ardo will use a name badge to identify the event attendees. Our name badge will contain your name, title and company name. You will be asked to show this badge at the entry of our event and in different areas. It’s also possible that the badge only contains the term ‘visitor’. 

Where we provide food in our events, you may be requested to provide information about food allergies or other conditions, so that we may adapt our menu accordingly. This information will solely be processed for the purpose of the event and will be deleted afterwards. 

*Photos and videos 

We may be taking photos and record video footage on our events, which can be used for publication purposes (e.g.: Website, Social Media, branding). Ardo will inform you in advance whether or not photos and videos will be taken. This notification can take place via: 

- Information clause on the online/offline invitation; 

- Information clause on the access ticket; 

- Information board at the entrance of the event; 

- Referral to this Privacy Notice. 

Via this notification we notify you of the possibility of photo and video recording, whereby the act of participating in the event, counts as a consent given by behaviour, unless one of the actions below is taken. 

If you do not want to be photographed or video graphed, there are several possibilities to indicate this to Ardo and/or the photographer: 

- Inform Ardo or the photographer about your preference when we take a picture; 

- Contact our DPO via dpo@ardo.com if you want a certain photo to be deleted. In your email you need to mention event name – date and the photo you want to be deleted. After Ardo received your request, we will do as much as possible to delete the picture as soon as possible. 

*Business cards 

Business cards are often passed during events. By passing on these cards, you agree that Ardo may use this Personal Data to contact you once, at a later date after the event. We will only contact you to listen if you are interested in our products, our events or other information. This Personal Data will not be used for marketing purposes, if you didn’t give permission for that. 

*Marketing form 

Do you want to subscribe to our events or marketing communications? At some events you can opt in via a marketing form. Ardo will process that Personal Data to include you in our mailing list. 

You can unsubscribe at any time. For the newsletters via email, there is a link at the end to unsubscribe. For ‘Ardo Actueel’ on paper, you can unsubscribe by sending an email to marketing@ardo.com. 

*Partner marketing 

When you attend our events it’s possible that you receive promotional goods, some provided by us and some provided by our event partners. These gift bags are made without providing your personal data to our partners. More information about partners further in this notice. 

Which personal data can Ardo collect and process? 

Ardo collects Personal Data about you such as your name, your e-mail address, your telephone number, the company you work for and your function. For some events, it’s possible that we ask some additional information like clothing/shoe size. This is only to provide some protective clothes for you, during the event. This information will solely be processed for the purpose of the event and will be deleted afterwards. Additionally, preferences, interests and/or any other information you voluntarily wish to share with Ardo, might be collected and further processed. 

Ardo guarantees at all times that the necessary measures are taken to ensure that your Personal Data are protected and only accessible to those who need the information for the processing of events and communications. 

To whom can Ardo provide personal data? 

Ardo may share your personal data, in line with the abovementioned purposes, to the following categories of companies: 

- Companies that provide products and services to us, such as:

          o Third parties involved in organizing our events (e.g.: registration platforms, ticketing platforms, …);

          o Third parties involved for sending our communications (e.g.: extern mailhosting company); 

- In case of sponsored events or events in cooperation with a partner, it’s possible that personal data may be shared with these parties. This will be announced in advance of the registration. The Personal Data shared will be limited to company name, position and name of the person involved, contact details will not be shared. This information is shared for business purposes and to improve our workshops and services. In the absence of a sponsored event of event in cooperation with a partner, the Personal Data will only be shared if you have given your consent. 

- Affiliated companies for business and operational purposed; a list of Ardo’s affilted companies are available; 

Ardo shall not provide your Personal Data to other third parties, than mentioned in this Notice, without obtaining your prior permission unless it is required by a legal obligation, statutory provision or court order. 

In particular, Ardo may disclose your Personal Data in the following circumstances: 

- To respond to authorized information request from law enforcement authorities or judiciary or when otherwise required or permitted by law; 

- To respond to an emergency, or otherwise to protect the rights, safety or security of this parties, visitors or the public. 

In any case Ardo will only transfer Personal data to recipients that provide an adequate level of data protection or as permitted by Data Protection Laws by implementing appropriate safeguards, including but not limited to, relevant data transfer agreements based on the EU Commission Standard Contractual Clauses for the transfer of data to third countries (Article46, 2.,(C) of the GDPR as of 25May 2018). 

How will Ardo protect your personal data? 

Ardo takes – and requires that any service provider and/or third party processor processing Personal Data on behalf under the instructions of Ardo takes – appropriate technical and organizational measures to protect your Personal Data against accidental or unlawful destruction or accidental loss, misuse, unauthorized access, disclosure, alteration or destruction, and against any other unlawful form of processing of information as defined by the applicable law. 

However, please note that no electronic transmission or storage of information is 100% secure. Therefore, despite the security measures that we have put in place to protect your Personal Data, we cannot guarantee that loss, misuse, or alteration of data will never occur. 

What rights do you have? 

Every data subject had the following data rights: 

• Right of access: you have the right to access your personal data, as well as to be informed on the use that Ardo makes of your personal data.
• Right to rectification: you have the right to request us to correct, update or delete your personal data. Furthermore, you can ask to limit the processing of your personal data.

• Right to object: you have the right to object to the processing of your personal data for serious and legitimate reasons. In addition, you have the right to object to the use of personal data for direct marketing purposes, without any reason.
• Right to data transfer: you have the right to obtain and/or transfer your personal data processed by Ardo in a structured, commonly used and machine-readable form.
• Right to withdraw consent: you have the right to withdraw the given consent, for the processing that is based on your prior consent.
• Automated decision making: the processing of the your personal data does not include profiling and will not be subject to automated decisions. 

These data subject rights can be exercised by contacting the Data Protection Officer via: dpo@ardo.com. Our DPO will handle the request with care. All communications of Ardo related to these request, will be provided free of charge, unless the request appears to be manifestly unfounded or excessive (in itself or based on the repetitive character), Ardo may charge a reasonable fee, based on the administrative cost for providing the information or communication or the taken measures. Note that Ardo has the right to reject the request, based on profound reasonings. These reasonings will be shared with the you. 

Can this Privacy Notice be changed? 

Except to the extent limited by applicable law, Ardo may decide at any time – at its discretion – to change, modify and/or add all or parts of this Privacy Notice in the future. 

How long does Ardo keep your personal data? 

Personal data will not be kept for longer than reasonably necessary for the purposes identified herein for up to a maximum of 30Years, unless shorter or longer retention periods apply under applicable law. Shorter retention periods may apply based on the sensitivity of the personal data involved. 

Who can you contact with questions and requests? 

If you have any questions about this Notice, or to exercise your right under applicable law, please contact us via DPO@ardo.com or at the contact address below:

Ardo Coordination Center N.V.

Attn. Data Protection Officer

Wezestraat 61

8850 Ardooie

Belgium 

If the data subject is not satisfied with Ardo’s response or believes Ardo is processing his/her personal data not in accordance with the law he/she can file a complaint to the Belgian Data Protection Authority via: https;//www.dataprotectionauthority.be or Drukpersstraat 35, 1000 Brussels, email: contact@apd-gba.be, tel.: +32 2 274 48 00. 

Final provision 

This Privacy Notice is subject to Belgian Law. Without prejudice to your statutory rights under applicable law, disputes resulting from this or connected to any communication or event, are presented to the competent court in Bruges.