Privacy Policy
Quanta Events G.P. ("Company") is a global event management agency with operations established in many countries and which provides congress management, meetings and event services to its clients (the “Client”).
This Privacy Policy sets out how the Company processes and protects any information collected through this website (the Company acting as data controller) and during our Clients’ projects (the Company acting as data processor).
It is Quanta Events' utmost concern to constantly improve its services in order to best meet the needs of its Clients. To this end, the Company may collect and store certain information, including personal data of people like you. The Company takes the protection of your personal data very seriously in all of its business processes. This Privacy Policy is meant to help you understand how data is collected, processed and stored to meet legal requirements and the Company's data protection standards.
By providing personal data to Quanta Events you agree to have read this privacy policy and agree to abide by any obligations contained therein, as it may be amended from time to time.
1. Scope of this Privacy Policy
This Privacy Policy applies to all services offered by Quanta Events.
This Privacy Policy does not apply to services offered by other companies or individuals. This Privacy Policy does not cover the information practices of other companies and organisations who advertise Quanta Events services or any third party operating any website in which the Company's website or other digital asset may contain a link.
2. Data collected and method of collection
The Company collects general and personal data from:
you when you provide your details to the Company;
its Clients (in such cases, Client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Privacy Policy);
participants at Client’s meetings and events organised by Quanta Events;
users of Quanta Events' or Client’s websites; and third parties (such as online service providers or single sign-on authority).
Following the reception of the data, an electronic profile is created in Quanta Events tools for each person or entity (the “Contact Profile”).
The Contact Profile may contain but is not limited to:
name;
gender;
date of birth;
address;
phone numbers;
e-mail addresses;
nationality
physical location data during an event
ADA (American Disability Act) information
food allergies or preferences
emergency contact information
organisation or company of employment and/or job title;
field of activity and/or interest;
credit card references/numbers;
travel destinations;
travel schedules;
travel preferences;
accommodation preferences;
other communicated preferences;
passport;
visa details and
additional information as requested by Clients on events.
Quanta Events may process sensitive personal data based on a specific and explicit additional consent of data subjects.
By attending an event, the individual authorises, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks or its Sites, by the Company within the meaning of the regulations in force, or their partners, for the duration of exploitation of the video and/or audio recordings, and/or photographs.
3. Purpose of data collection
The Company uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect Quanta Events and its users. Quanta Events does not collect more data than is necessary to fulfil such purposes.
In addition to creating Contact Profiles, the Company uses your data for the following purposes:
a) Bookings: The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, Quanta Events creates a booking code that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, Quanta Events might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and sometimes also to government bodies for certain destinations.
Legal basis: Contract;
b) Travel reports consolidation: At the request of a Client, Quanta Events or a third party may prepare information reports that summarise and analyse the expenditures per destination, per travel supplier, etc. Such reports, which may include certain personal data from your Contact Profile are then submitted to the requesting Client.
Legal basis: Contract;
c) Compliance with travel policy: At the request of a Client, Quanta Events may report on your compliance with the event compliance policy, budget compliance policy, or travel policy of such Client and identify any exceptions to the compliance.
Legal basis: Contract;
d) New products and services: With the goal of improving services and based on the data given to the Company, Quanta Events may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.
Legal basis: Legitimate interest;
e) Promotion and marketing: the Company may use your data to personalise your experience on the Quanta Events website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. Quanta Events may use your data for promotion and marketing purposes for Quanta Events current or prospective Clients and/or third parties in the Company's industry. Quanta Events may use your data to personalise your experience on the event website by presenting advertisements that are more relevant to you, and to send you marketing communications as chosen by you in the registration process. The Company may use the data to analyse trends in order to propose other services to its Clients, such as new events or other services.
Legal basis: Consent;
f) Statistical analysis related to websites: the Company, or third parties instructed by Quanta Events, evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimise Quanta Events' website and increase user-friendliness, efficiency and safety. The Company may in particular use technical data to measure the success of marketing campaigns, compile statistics about the website usage and response rates.
g) Quanta Events acting as data processor):
Quanta Events uses the data collected for event registration to provide, maintain, protect and improve the overall quality of its services. The Company does not collect more data than is necessary to fulfil such purposes.
In addition to creating Attendee Profiles, Quanta Events uses your data for a Sponsor’s lead retrieval. On site, exhibitors or sponsors may scan your badge when you visit their booth. If you do not want your badge to be scanned, please let the exhibitor know directly. Otherwise, your personal data will be released to them.
At the time of a scan, attendee profile data will be shared with an exhibitor and the permission to scan that badge is considered an explicit opt-in to share that data. This data may be modified or completely redacted from our system and the lead devices, should the attendee request the data to be removed, or they change their behavioral/tracking data privacy settings via the Attendee Dashboard. If an attendee has opted to share behavioural/tracking data, that information will also be sent to the exhibitor’s device and lead web portal. If an attendee has not opted in, they will receive a one-time e-mail or SMS giving them a link to access the Attendee Dashboard so that they can manage their privacy settings.
From the e-mail or SMS link provided by the lead system, each attendee will be able to control the visibility of each data point shared as well as override each piece of profile data shared with exhibitors. In addition, the attendee will be able to view their behavioural and tracking data, and opt-in to sharing this data with exhibitors. Each exhibitor that has captured an attendee’s badge will have access to the attendee’s information. Attendees have access to additional features on the app to interact with exhibitors, to request to be forgotten, etc.
Individuals’ data will only be shared with Sponsors who have scanned the individual’s badge.
Disclaimer onsite will outline the lead retrieval process and will inform attendees of the process and how data will be shared.
Other than this, your Data will not be transferred or made available to any third party without your prior consent.
Legal basis: Consent
Quanta Events may disclose your Data to third parties where such disclosure is permitted and required by law or court order, or where such disclosure is necessary for the protection and defense of your rights.
Legal basis: Legal obligation
4. Duration of storage
General and personal data will be kept by Quanta Events no longer than necessary for the execution of the aforementioned purposes. Quanta Events will retain general and personal data for a maximum period of five years if there is no specific legal requirement.
5. Location of storage and controller of data base
The Contact Profiles that Quanta Events maintains are stored in cloud-based central databases at third-party providers’ located in Europe.
Any transfer of your Data outside the European Economic Area shall only take place with suitable safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations.
6. Your duties
You must ensure that the data you provide us with is:
correct;
accurate;
current;
truthful; and
compliant with any applicable laws.
In particular, since the Company will mainly communicate via e-mail with you, you are required to notify us of any modifications of your e-mail address.
Quanta Events is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities. Quanta Events does not target the digital asset of children less than fourteen (14) years of age or knowingly collect information from children for the purpose of selling products or services.
7. Transfer and communication of data
a) Transfer to third-parties: Quanta Events works with certain third parties to obtain support services in connection with travels, meetings and events services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue Company's mission and goals. Quanta Events may also transfer personal data to third parties at the request of its Clients. For example, to sponsors and exhibitors or to other third parties for data consolidation or tracking services to generate statistics. During events or congresses, sponsors or exhibitors may scan participants or delegates’ badges with the consent of the latter. If you do not wish your personal data to be passed on to them, please let them know by not allowing them to scan your badge. Collection and use of the personal data is governed by each sponsor or exhibitor’s privacy policy. Quanta Events may transfer your data to third parties for promotion and marketing purposes as outlined under 3e) above. The Company may also transfer your data to a third-party in the event of any reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of Company's business, assets or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorised transfers such as within the EU) are required to sign a data processing agreement with Quanta Events that requires them to follow the applicable data protection laws.
As part of its activities, Quanta Events works with a certain number of recurring partners who process personal data on our behalf for specific purposes:
· Badge provider
· Benchmarking tool
· Event management platforms
· Hospitality
· Mobile event application
This list is not exhaustive and can be updated from time to time. We invite you to regularly consult this list to keep up to date with any changes.
Quanta Events is using Microsoft Office 365 with its servers located in the EU.
b) Regulatory transfers: Quanta Events may be required by law to transfer data to governments and regulatory and/or supervisory authorities.
While attending an event organised by Quanta Events on behalf of one of its Clients, your data will be collected on the instructions of our Client, the data controller, and transferred to Quanta Events acting as data processor for project management purposes.
8. Your rights
In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability, unless mci group has to keep this data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the accounting@quantaevents.eu. Moreover, you have the right to lodge a complaint with a supervisory authority.
To contact Quanta Events with questions or issues about data processing, you should contact the Data Protection Officer at the following e-mail address: accounting@quantaevents.eu
By contacting the Data Protection Officer at the above-mentioned e-mail address, you may ask to be opted-out from receiving future electronic marketing messages from Quanta Events and request that we stop sharing your personal data with unaffiliated third parties for their marketing purposes. Quanta Events will try to comply with your request(s) as soon as reasonably practicable.
Please note that if you opt out as described above, Quanta Events will not be able to remove your personal data from the databases of unaffiliated third parties with which Quanta Events has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request).
9. Contact
If you need any further assistance, please contact our Data Protection Officer via:
E-mail address: accounting@quantaevents.eu
Address: Quanta Events G.P., Archeas Ilidos 75, 27200 Amaliada, Ilias, Greece