Privacy Policy

Who is responsible for your data?

ConferenceDirect operates as both a controller of information and processor of information based on the nature of our use of data.

For events that we are managing for a 3rd party, ConferenceDirect and our technology partners operate as the processor of information for our customer, the customer we are supporting will be the Controller.

For data that we collect for internal purposes, such as human resources, recruiting, internal events, or marketing, we are the controller of information.

What information we collect/ process, and why?

To enable ConferenceDirect to effectively deliver our services for our clients, we are required to process your data in a number of different ways, depending on the requirements, such as:

Your name & contact details
We may use your name and contact details, such as email, postal address, date of birth and contact number, to get back in contact with you so that you can tell us your question, query or feedback. We may also request your company name, if the request is on behalf of a business. We use the same information to send you information by email or other methods about our services. We will also use your name and contact details in order to perform our contract with you. Without this information, we could not provide you with our services.

Your date of birth
If we collect your date of birth, it may be used to verify your identity and to help us prevent and detect fraud. It may also be used to personalize your experience with us.

Your payment information
In order for us to take a payment from you for the services we provide (when applicable), we may collect card payment information from you. This information is stored in a secure PCI compliant manner.

Your preferred provider
We generally use your name, contact details, postal address and name of your preferred hotelier or provider. There may be additional information collected based on the business needs of our customer or the unique aspect of a given transaction. The data collected will be reviewed with you at the time of capture. In any event, we are committed to ensuring that the information we collect and use is appropriate for the purpose, and does not constitute an invasion of your privacy. Under our obligations to protect your right to privacy we are required to comply with certain privacy and electronic communications laws and regulations and therefore we process your data in accordance with them. Depending on the activity, we will use the following reasons to process your information:

• You have given us consent to do so;
• We are processing your information so that we can fulfill our agreement in providing services to you;
• We need to comply with a legal obligation;
• We have a legitimate interest(s) to do so.

If there are any changes to the way we process your data, other than what is included within this policy, or what was disclosed to you at the time of data collection, we will contact you.

Where is your information processed?

Primarily we process personal data in the United States of America. As this is outside the European Economic Area (“EEA”) we have implemented adequate measures to protect your data in accordance with the General Data Protection Regulation.

We have also appointed a representative in the European Union to act on our behalf and to respond to data subjects exercising their rights, in accordance with ywithin the European Union and also for data protection supervisory authorities to contact. These representatives can be contacted at:

ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

Again, dependent on your preference of hotelier and event specific content, your data may be processed in additional countries, which will be governed by the receiving the data, who will provide you their privacy notification and supporting information.

Who do we share your data with?

At ConferenceDirect we believe in keeping you informed about what happens with your data to preserve our relationship of trust and confidence and therefore we do not sell any of your information to third parties.

We may use selected companies to provide services on behalf of our business, which may involve the processing of your personal data, however, we only share your personal data with companies which help us deliver our services or when necessary. If and when we do share your information, we to ensure that all your data is treated with the same high standards as if it were our own.

We may share your information with the following parties:

• Companies and/or individuals in the ConferenceDirect group; including sub-contractors and associates of ConferenceDirect
• Professional service providers such as marketing agencies, advertising partners and website hosts who help us in the day-to-day running of our business;
• Technology partners, who provide software in use for operating our business and providing services to our customers
• Hoteliers and other related providers used to enable our services to you;
• Credit references agencies, law enforcement and fraud prevention agencies to assist us in challenging dishonesty;
• Companies approved by you, such as social media sites, if you decide to link the accounts;
• Customers of ConferenceDirect for whom we are providing services

How long is your data retained?

The duration that your personal data is kept varies based on the use of the data, and the services for which we are engaged.

ConferenceDirect Data Security

ConferenceDirect relies on a series of people, process, physical and technological controls that help us protect your data. We store the personal data you provide us on computer systems that have access controls in place, are checked for vulnerabilities, so that we can fix prior to a malicious attack and have physical access controls in our facilities.

When you submit personal data through our website we ensure that data is transmitted over secure channels, so that it cannot be accessed by unauthorized individuals. ConferenceDirect also complies with industry standards such as the Payment Card Data Security Standard (“PCI DSS”) and has implemented a number of technical and administrative measures to protect your information from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction.

Your Personal Data Rights

You have a great deal of rights over your personal information and at ConferenceDirect, we are committed to honoring them for you when processing your data. The next sections provide you with information on how you can request a variety of activities from us regarding your personal data, not just personal data obtained through this site, but also personal data processed across other areas of our business.

How can you rectify your data if it is not accurate?

If you wish to inform us of any changes to your personal data or preferences, then please contact us at:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

If we are satisfied that the data are correct and accurate, we will inform you that this is the case and explain our decision. If we are satisfied that data are accurate, you have the right to complain to the following regulatory entities:

European Citizens: European Data Protection Supervisor

United States Citizens (and others): The United States Federal Trade Commission and to seek to enforce this right through a judicial remedy.

How can you gain access to your personal data?

If you require access to your personal data, you have the right to request this information from ConferenceDirect which will be provided free of charge.

If we are processing your personal information, you may request access to it by contacting:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

In order to correctly process your request and authenticate your identity we may request photographic identity and a proof of address. Some examples are passport or driving license and a recent utility bill.

Once your request is received and identity verified, we will communicate back to you in writing, where appropriate by electronic means, or if requested, the information may be provided orally. The response will be within a calendar month, unless an extension is required, which in this case we will still communicate back to you within a calendar month, outlining our justification for the additional time required.

This information will be provided free of charge, unless it is manifestly unfounded or excessive, and responses will be without undue delay and within a calendar month from the date we receive the information necessary to process your request.

If we do not take action regarding your request, we will provide the reasons for not doing so. You have the right to complain to the following regulatory entities:

European Citizens: European Data Protection Supervisor

United States Citizens (and others): The United States Federal Trade Commission and to seek to enforce this right through a judicial remedy.

How can you request the erasure of your data from our systems?

If you believe your data should be erased by ConferenceDirect, then you have the right to request this by sending us the full details of your request, along with the rationale behind your request to:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

In order to correctly process and ensure you are the data subject, we will need to verify your identity, which may include a request for photographic identity and a proof of address. Some examples are passport or driving license and a recent utility bill.

We only retain data as long as necessary but will review your request accordingly and respond to you within a calendar month from the date we receive the information necessary to process your request.

If we do not take action regarding your request to erasure, we will provide the reasons for not doing so. You have the right to complain to the following regulatory entities:

European Citizens: European Data Protection Supervisor

United States Citizens (and others): The United States Federal Trade Commission and to seek to enforce this right through a judicial remedy.

How can you request for ConferenceDirect to restrict processing of your data?

You have the right to request that ConferenceDirect process your data on a restricted basis in certain circumstances.

You can make a request to restrict processing of your personal data, by providing full details and reasons for your request to:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

In order to correctly process and ensure you are the data subject, we may need to verify your identity, which may include a request for photographic identity and a proof of address. Some examples are passport or driving license and a recent utility bill.

We will automatically restrict processing whilst we consider the accuracy of the data or the legitimate grounds for processing it, in line with your rights. You the right to complain to the following regulatory entities:

European Citizens: European Data Protection Supervisor

United States Citizens (and others): The United States Federal Trade Commission and to seek to enforce this right through a judicial remedy.

How can you move, copy or transfer personal data to another provider?

You have the right to data portability which allows you to move, copy or transfer your personal data from one IT environment to another in a safe and secure way without any interruption to usability.

You can make a request to move, copy or transfer your personal data by providing full details of your request to:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

To correctly process and ensure you are the data subject, we may need to verify your identity, which needs to be a photographic identity and a proof of address. Some examples are passport or driving license and a recent utility bill.

This information will be provided free of charge, unless it is manifestly unfounded or excessive, and responses will be without undue delay and within a calendar month.
If we do not take action regarding your request to data portability, You have the right to complain to the following regulatory entities:

European Citizens: European Data Protection Supervisor

United States Citizens (and others): The United States Federal Trade Commission and to seek to enforce this right through a judicial remedy.

How do you object to ConferenceDirect processing your data?

You have the right to object to the processing of your personal data in a range of specified circumstances.

Your objection must be based on your particular situation and unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or we are processing the data for the establishment, exercise or defense of legal claims, we will stop processing your personal data.

Where your personal data are processed for direct marketing purposes, this right is absolute, and we will cease processing on receipt of an objection without exception.
You can make an objection to us processing your personal data by providing full details of your request to:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

In order to correctly process and ensure you are the data subject, we may need to verify your identity, which needs to be a photographic identity and a proof of address. Some examples are passport or driving license and a recent utility bill.

This information will be provided free of charge with responses being made without undue delay and within a month.

How do you challenge ConferenceDirect making assessments about you through automated decision-making?

ConferenceDirect does not carry out solely automated decision making and/or profiling. This policy is regularly reviewed and if this changes, it will be reflected in this policy.

How can you raise a concern or complaint?

We are always interested in what our customers have to say, good or bad. If you wish to provide us with any feedback regarding this policy, have a complaint or wish to exercise any of your rights listed above, please contact us at:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

Alternatively, if you are not satisfied with our response, you have the right to complain to the following regulatory entities:

European Citizens: European Data Protection Supervisor

United States Citizens (and others): The United States Federal Trade Commission and to seek to enforce this right through a judicial remedy.

In compliance with the Privacy Shield Principles, ConferenceDirect commits to resolve complaints about our collection or use of your personal information. EU and Swiss individuals with inquiries or complaints regarding our Privacy Shield policy should first contact ConferenceDirect at:

Email: privacy@conferencedirect.com
Mail: ConferenceDirect
Attn: Nicolas Verdu
Rambla Cataluña 115 Bis, planta 9
Barcelona 08008, Spain

Server statistics
Like almost all websites, we have access to server statistics which provide aggregate statistics on bandwidth and server load. This load data is used to manage bandwidth effectively and for billing purposes. It is important for us to collect and monitor this information because we pay for a server bandwidth allowance and are liable for the costs of increases beyond our allowance.

The server statistics are not designed to collect any individually identifiable information and the reports we receive are generally numerical and in graph format.

Alongside the server statistics, our Content Management System, collects information on: popular search terms used on the website, which we have access to allowing us arrange our pages better; visitor path information, which we have access to for future design considerations; and download popularity (numerical by month), which we use to better organize the file libraries.

Cookies and website analytics

A Cookie is a file containing information that is stored on your computer when you visit a website. When you visit the website again, the cookie allows that site to recognize you. The length of time a cookie will stay on your computer or mobile device depends on whether it is a “persistent” or a “session” cookie. When using Session cookies, they will only stay on your device until you stop that browsing session. Whereas Persistent cookies stay on your computer or mobile device until they either expire or are deleted. We may use the following types of cookies on the websites you may visit.

• Strictly necessary cookies. These cookies are essential for you to browse the ConferenceDirect website and use its features. Without these cookies, some services cannot be provided. For more detail on this please see this Link.
• Performance cookies. These cookies collect information about how you use our websites. This data may be used to help optimize our website and make it easier for you to navigate.
• Functional cookies. These cookies allow our website to remember the choices you make and personalize your experience. For example, where a member chooses to store his or her password for log on purposes a pseudonymized version of this data is stored locally on the machine which means that no one can easily recover a member’s user name or password but it makes it easy to log back on.
• Third Party cookies. Third party cookies are those placed by websites and/or parties other than ConferenceDirect. These cookies may be used on our website to improve our products or services or to help us provide more relevant advertising. These cookies are subject to their respective privacy policies for these external services.
• Analytics cookies. We use analytics cookies, like those offered by Google Analytics, to help us understand things like how long someone stays on our website, what pages they find most useful, and how they arrived at ConferenceDirect. To learn more about Google Analytics and your data, visit this Google webpage.

How to control cookie settings
Most web browsers allow you to control cookies through their settings preferences, however if you limit the ability of websites to set cookies, you may impact your overall user experience.

Changes to our Privacy Policy

We may occasionally make alterations to this page which will reflect how we process and look after your data. This is to ensure our commitment to you in protecting your information and upholding your rights. If important changes are made to this policy, we will draw your attention to them by making this clear on our website, through our services or by another means of communication, such as email. This will allow you to assess the changes and make an up-to-date decision if you would like to continue using our services.