Introduction and who we are (Fan Expo Conlave)

Fan Expo Conlave is a well-established and reputable trade show organizer with about two decades of experience in organizing trade shows and conferences on new and emerging technologies. We combine the power of face-to-face events with data and digital products to deliver meaningful results for our customers. We provide customers and partners with opportunities to learn, network, and do business as we bring a diverse range of specialist markets together and create future opportunities to thrive 365 days a year. We are passionate about people, and making a positive impact on society and industry through our business exhibitions and conferences. We are Fan Expo Conlave.

About this privacy policy

Fan Expo Conlave respects your privacy and data. Our privacy policy applies to each Fan Expo Conlave website, event, app, and any other online or in-person service (“service”) that refers to or links to this privacy policy. We respect our relationships with customers, clients, visitors, sponsors, exhibitors, suppliers, and colleagues, and the trust they place in us to hold their personal information. This privacy policy may be supplemented by additional privacy statements, terms, or notices provided to you. The Fan Expo Conlave is the company that owns or administers the Service, as identified therein, and is the primary controller of your personal information provided to, collected by, or for, the Service.

Data & information collected

We collect data and information about you in three ways: (1) directly from your input through our web forms, directories, portals; (2) data from third-party and other sources and; (3) data from the use of service or attendance.
Data collected directly from you : The types of personal information that we collect directly from you depend on how you interact with us and the Service and may include:
• Contact details including name, email address, postal address, social media handle, and phone number;
• Account login credentials, such as username and password, password hints, and similar security information;
• Other account or event registration and profile information, such as educational, employment, and professional background, dietary and accessibility requirements, and photo;
• Payment information, such as credit or debit card number;
• Feedback, comments, remarks, and any other information you provide to us, including information that you send to customer support and messages, appointment inquiries, and other information that you wish us to share with our exhibitors, visitors, partners, and others;
• Sensitive data such as information about health, disability, religion, or race or ethnic origin, as part of a request for special assistance or dietary requirements or in a medical emergency; and/or
• Interests and communication preferences, including matchmaking, event planning, networking choices, and preferred language.
To protect the safety and well-being of our face-to-face event participants, we may conduct disease prevention measures, which may include the collection of health data through temperature screening, test-and-trace with the relevant health authority, monitoring for visible symptoms, or referral to quarantine or medical personnel.
Data from other sources : We may also gather personal information about you from other third parties, including:
• Service providers that help us determine a location based on your IP address in order to customize certain products to your location;
• Partners with which we offer co-branded services or engage in joint marketing activities;
• Social networks when you grant permission to the Service to access your data on one or more networks; and/or
• Publicly-available sources and data suppliers from which we obtain data to validate or supplement the information we hold.
Data from the use of service or attendance : We may collect your information automatically via our services or via your interaction with our services, including:
• Computer, device, and connection information, such as IP address, browser type and version, operating system, platform and other software installed on your device, unique device identifier, and other technical identifiers, error reports, and performance data;
• Usage data, such as the features you used, the settings you selected, your URL click stream data, including date and time stamp and referring and exit pages, and pages you visited on the Service; and/or
• For location-aware Services, your location data, such as where you are located on the event floor.
• We collect this data through our servers and the use of cookies and other technologies, including Bluetooth and RFID.
• You can control cookies through your browser’s settings and other tools. However, if you block certain cookies, you may not be able to register, log in, access certain parts, or make full use of the Service. For more details, visit the cookie notice of the Service.
• You can control or limit location data collected through mobile applications by changing your preferences in your device’s location services preferences menu or through your choices regarding the use of Bluetooth and other network interfaces you may use to interact with our Service. However, the use of RFID technologies, such as wristbands, may be necessary for you to access certain events.
• We also collect footage and imagery captured through recording, photography, or CCTV at events, offices, and other locations.
Sensitive personal information:If collecting or storing sensitive personal information, such as information relating to health, beliefs, or political affiliation, we will typically ask for your explicit consent. However, there are some limited situations where this will not occur such as if you have an accident. If this does occur, we will ensure your privacy rights are protected.
Children’s Privacy: Our services and products are directed at business professionals. They are not intended for children under the age of sixteen. We do not knowingly collect personal information from users in this age group and reserve the right to delete such information if we become aware of having collected it.

Use of personal information

At Fan Expo Conlave , we use personal information for the following purposes:
In product enquiries, sales, and administration: If you have made an enquiry about us or our products or services, either online or over the phone, your personal information will be used to respond to the enquiry or to take other steps at your request, prior to you entering into a contract with us. If you have purchased or registered for one of our products or services, including on a trial basis, we will use your personal information, including bank or card details, to provide you with the product or service, communicate with you about it, handle payments, and recover any debts.
In-call monitoring for training and quality monitoring purposes: Where one of our sales representatives speaks to you over the phone, the calls are recorded for training and monitoring purposes.
To include professional information in our products and consulting services: If your professional personal information is relevant to our products and is freely available through public sources, such as a website related to your work or profession, listed directories, press releases, industry publications, or if you provide it to us, to the extent permitted by applicable data protection laws, we may use such personal information in the products we provide to customers, for example in subscription products, research, industry analysis, and insights. If you make an enquiry or engage us to provide consulting services or research/analysis, we will collect information such as your name, country, job title, company information or academic affiliation, postal address, e-mail address, and telephone number. We will use your personal information to respond to the enquiry or to fulfill consulting services.

For event and exhibition management:

• If you participate in one of our events as a speaker, sponsor, exhibitor, or attendee, your personal information will be used in connection with the running of the event, to handle payments and recover debts. We will also use your personal information to maintain databases that allow us to assess your qualities as a speaker or sponsor/exhibitor, promote events and encourage further engagement at our events.
• In addition, photos and videos are taken at our events, which may feature attendees, speakers, sponsors, or exhibitors. Where we have taken photos and videos at our events that feature you as an attendee, sponsor, or exhibitor, to the extent permitted by applicable data protection laws, those photos and videos may be used for promotional purposes.
• Where events and exhibitions use badge scanning technology your personal information will be used to identify you at certain access points, such as to VIP areas, seminars, entry and exit, and other areas of the event. This will provide certain location information. Badges cannot be read remotely.
• The personal information obtained from badge scanning will be used for access control, security, and analysing visitor traffic with a view to improving the event experience for visitors and others.
• You can also allow your badge to be scanned by event exhibitors. When you do so your contact details will be shared with the relevant exhibitor and used in accordance with applicable data protection laws, the exhibitor’s privacy policy, and any other notices or consents you are provided with or given at the event.
• Where we are hosting and managing a virtual exhibition or event, Fan Expo Conlave (and any third-party platform provider acting on our behalf) will use your personal information provided during the registration process to host and manage this digital event and for analysing visitor interactions and traffic with a view to improving the event experience for visitors and provide you with a personalized experience.
• When you enter a virtual space, zone, or room such as an exhibition booth your personal information may be shared with the sponsor and exhibitor to allow them to engage with you subject to the attendee privacy notice you may have been provided during the registration and login process.
For marketing: The relevant Fan Expo Conlave marketing teams may use your personal information to send you newsletters, offers, or other marketing emails that 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 applicable data protection laws, you may have actively given us your consent (i.e. opted in) or we may be entitled to rely on your implied consent or legitimate interests to market to you. The opportunity to opt out of future marketing will always be provided and you have the right to amend your marketing preferences at any time. Contact us to modify your preferences.
Many of our events and products are co-branded or sponsored by third-party exhibitors or sponsors. We may share your details with these third-party partners. Where this happens, a clear notice will be provided that gives the opportunity to opt-out or opt into such sharing as required by applicable data protection laws. The third-party partner’s use of your details will be in accordance with the notice provided and its privacy policy and is not covered by this Privacy Policy.
For customer and prospects management (including analytics and product management): The personal information held about you, combined with other personal information legitimately obtained and shared with us by third parties or publicly available data, may be used to better understand our customers and their preferences and to improve the products and services delivered. This may include automated profiling and campaign management techniques. Data may also be used in advertising campaigns on social media platforms such as LinkedIn, Instagram, and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services.
For mobile applications and website analytics: We may combine visitor session information or other information collected through tracking technologies, whether you are logged in or not, with personally identifiable information to understand and analyse your online experiences and determine which events, products, and services are likely to be of interest to you. Where you consent to the use of your location data, certain mobile applications may use location data to assist you to navigate around events and bring exhibitors’ and sponsors’ products to your attention whilst you are using the app. Where you subscribe to an online service, the accompanying emails similarly include a pixel. We track interaction with these emails and our online services to validate attendance for accreditation purposes, to help determine which information is of interest to you, and to customise the advertisements seen on our sites. While we strive to offer choice when using our website and mobile applications, we do not promise that we will be able to receive or honour web browser Do Not Track signals.
For news alerts: The information collected when you sign up for news alerts is used only to provide that service, and to understand the background and interests of our subscriber list. In providing the service we gather statistics about how many emails are opened, using industry-standard technologies including image downloads. This is to help us monitor and improve the news alerts service and information is collected and analysed at an aggregate level only. With your permission, from time to time Fan Expo Conlave may use your registration details to contact you about the news alerts service. You can unsubscribe from the service at any time using links provided within our emails.

Sharing of your information

Our Service Providers: Depending on the Service provided, we share personal information with:
• Our affiliates, trading names, and divisions within the Fan Expo Conlave group of companies worldwide
• Our affiliates, trading names, and divisions within the Fan Expo Conlave group of companies worldwide
Sharing as per your choices: We share your personal information with our affiliates and with exhibitors, sponsors, media partners, joint venture partners, and other third parties, including entities for which we are acting as an agent, licensee, or event manager, that wish to send you information about their products and services that may be of interest to you, as determined by your choices in managing your communications preferences and other settings. The Service may include forums and participant directories that let you create a profile and post and share personal information, comments, materials, and other content to help others connect with you. Any such contributions you disclose publicly may be collected and used by others, may be indexed by search engines, and might not be able to be removed. Please be careful when disclosing personal information in these public areas.
The Service may enable you to share your virtual 'business card' information with an exhibitor, sponsor, or association by tapping your event ID badge on a badge-scanning device at a booth or other event location. This also allows you to receive their product or service details directly to the email address you provide. When entering a virtual space, zone, or room at an event, your registration details may be shared with other attendees including the sponsor or exhibitor to facilitate event networking real-time video conferencing, online chats, and/or virtual business card drops, subject to additional notices.
When redeeming a voucher or invite to attend any of our events courtesy of our exhibitors or sponsors, such as through exhibitor invites, buyer wishlist program, or VIP program, we may share your registration details with the exhibitor or sponsor for billing and/or marketing-related purposes.
Legal obligations: We will disclose your personal information if we have a good faith belief that such disclosure is necessary to:
• meet any applicable law, regulation, legal process, or other legal obligation;
• detect, investigate, and help prevent security, fraud, or technical issues; and/or
• protect the rights, property, health, or safety of Fan Expo Conlave, our users, employees, or others;
And as part of a corporate transaction, such as a transfer of assets or an acquisition by or merger with another company.
Communications and matchmaking preferences: You can customize and manage your communications preferences and other settings when you register with the Service, by updating your account features and preferences, by using the ‘opt-out’ or unsubscribe mechanism or other means provided within the communications that you receive, or by contacting us. We reserve the right to notify you of changes or updates to the Service whenever necessary.

Access and update your information

Self-Serviced portals: The Service may allow you to directly access and review your account, profile, and participant directory information and make corrections, updates, or deletions at any time. Keeping such information up to date is solely your responsibility. You may also close your account, delete your profile or remove your participant directory information through the Service or by contacting the Service’s customer support.
Privacy Centre: You may have the right under European and certain other privacy and data protection laws, as applicable, to request free of charge:
• access to and correction or deletion of your personal information;
• restriction of our processing of your personal information, or to object to our processing; and
• portability of your personal information.
If you wish to exercise any of these rights, please contact us through our Privacy Centre. We will respond to your request consistent with applicable laws. To protect your privacy and security, we may require you to verify your identity.
Data retention: We retain your personal information for as long as necessary to provide the Service and fulfill the transactions you have requested or for other essential purposes such as complying with our legal obligations, maintaining business and financial records, resolving disputes, maintaining security, detecting and preventing fraud and abuse, and enforcing our agreements.
Data security: We take precautions to safeguard your personal information against loss, theft and misuse, and unauthorized access, disclosure, alteration, and destruction using appropriate technical and organizational measures.
Data processing locations: Your personal information may be stored and processed in your region or another country where Fan Expo Conlave affiliates and their service providers maintain servers and facilities. We take steps, including through contracts, intended to ensure that the information continues to be protected wherever it is located in a manner consistent with the standards of protection required under applicable law.
Reasons for processing: When we collect from you any personal information within the scope of European data protection laws, we do so:
• where necessary to provide the Service, fulfil a transaction, or otherwise perform a contract with you or at your request prior to entering into a contract;
• where necessary for our compliance with applicable law or other legal obligation;
• where necessary for the performance of a task carried out in the public interest;
• where necessary to protect your or another person’s vital interests;
• where applicable, with your consent; and/or
as necessary to operate our business, protect the security of our systems, customers, and users, detect or prevent fraud, enable our customers to comply with legal obligations, or fulfil our other legitimate interests as described in the “Data & information collected”, “Use of personal information” and “Sharing of your Information” clauses above, except where our interests are overridden by your privacy rights. Where we rely on your consent to process personal information, you have the right to withdraw your consent at any time, and where we rely on legitimate interests, you may have the right to object to our processing.
Change in information: We will update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. If we make any material changes, we will provide notice through the Service or by other means.

Contact privacy team

For any questions about this Privacy Policy or our use of your information, you can contact our Privacy team by submitting a request at deepak@vaartaindia.com We hope we will be able to resolve any privacy concerns you may have.