Table of content

1. Introduction
2. Personal Data Collection and Usage
3. Legal Basis for Data Processing
4. Data Sharing and Transfers
5. Data Retention
6. Your Rights
7. Security Measures
8. Cookies and Similar Technologies
9. Event Terms and Conditions
10. Recruitment Policy
11. Changes to This Policy
12. Contact Us

1. Introduction

Dockland Media Group organizes live events, exhibitions, and conferences across various regions. Dockland Media Group is committed to safeguarding personal data and comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws. This document outlines the privacy practices, terms, and conditions related to personal data collection, recruitment, cookies, event participation, and more.

By registering for an event or submitting your data, you agree to the collection and use of your data in accordance with this privacy policy.

2. Personal Data Collection and Usage

We collect the following types of personal data:

• Event Visitors: Your name, email address, phone number, job title, employer details, and any other personal data you provide when registering for an event.
• Recruitment Data: Personal information submitted by job candidates (CVs, cover letters, application forms, references, and interview notes).
• Cookies and Tracking Data: Information related to your usage of our website, such as IP address, browser type, operating system, and browsing behavior.

How We Use Your Data:

• Event Registration and Management: To register you for events, facilitate ticketing, send event updates, and provide any support needed.
• Recruitment: To assess and process job applications, conduct interviews, and communicate with candidates about their application status.
• Marketing: To send you marketing communications (such as newsletters, promotional materials, and event updates) based on your consent.
• Analytics and Improvements: To analyze website usage and improve our services.

3. Legal Basis for Data Processing

We process your personal data based on the following legal grounds:

• Consent: For marketing communications, participation in surveys, and consent for recruitment data processing.
• Contractual Necessity: To manage event registrations and facilitate the delivery of services.
• Legitimate Interests: For the purposes of event management, sending relevant event updates, conducting surveys, and improving our services.
• Legal Obligations: To comply with legal requirements, including contract enforcement and fraud prevention.

4. Data Sharing and Transfers

Sharing of Your Personal Data with Third Parties

We share your personal data with third-party service providers who assist us in the operation of our website, provision of our services, and marketing efforts. These third parties include:

• Payment Processors: We may share your payment details with third-party payment processors to complete financial transactions.
• Event Partners: In the case of event registrations, your data may be shared with event sponsors, exhibitors, or other partners directly involved in the event to enhance your experience.
• Marketing and Analytics Services: We work with third-party analytics providers and marketing platforms to optimize our marketing efforts. These third parties may track user behavior on our website to help us improve our offerings.
• Cloud Hosting Providers: Our website and data are hosted by third-party cloud services, and your data may be stored and processed by these providers as part of their hosting services.

All third-party service providers are required to maintain the confidentiality and security of your personal data. We ensure that appropriate safeguards, such as contracts and data protection agreements, are in place to protect your data. In the case of data transfers outside of the EU/EEA, we ensure that these transfers are protected by appropriate legal mechanisms, such as Standard Contractual Clauses or Privacy Shield certification.

5. Data Retention

We retain your personal data for as long as it is necessary for the purposes outlined in this Privacy Policy. This retention period is based on the nature of the data and its necessity for our services, legal obligations, and the purposes for which it was collected.

• Event Registration Information: We retain event registration data for as long as necessary to meet business requirements, facilitate post-event communications, and comply with legal obligations.
• Payment Data: We retain payment data only for as long as necessary to process transactions, comply with legal and regulatory requirements, and for accounting purposes.
• User Account Data: Personal data tied to user accounts is retained for as long as you maintain an active account. You may request the deletion of your account and associated personal data at any time by contacting us.
• Marketing Data: We will retain your personal data for marketing purposes for as long as necessary for business purposes, or until you request its deletion.

You may request to review, update, or delete your data as described in the Your Data Rights section.

6. Your Rights

Your Data Rights

Under applicable data protection laws, you have the following rights concerning your personal data:

1. Right of Access: You can request a copy of the personal data we hold about you, free of charge, and ask for further details on how we process it.
2. Right to Rectification: You have the right to correct any inaccurate or incomplete personal data we hold about you.
3. Right to Erasure: You can request that we delete your personal data under certain conditions, such as when it is no longer necessary for the purposes for which it was collected, or if you withdraw your consent.
4. Right to Restriction of Processing: You can request us to restrict the processing of your personal data under certain circumstances, such as when you contest the accuracy of the data.
5. Right to Data Portability: You may request that we transfer your personal data to another organization in a structured, commonly used, and machine-readable format.
6. Right to Object: You can object to the processing of your personal data for direct marketing purposes or when the processing is based on legitimate interests.
7. Right to Withdraw Consent: If we process your personal data based on your consent, you have the right to withdraw that consent at any time by contacting us directly.

To exercise any of these rights, please contact us under dataprotection@docklandmediagroup.com

7. Security Measures

Security of Your Data

We take the security of your personal data seriously and employ various technical and organizational measures to protect it from unauthorized access, alteration, or disclosure. These measures include:

• Encryption: We use encryption technology to protect sensitive data both in transit (e.g., during online transactions) and at rest (e.g., stored data).
• Access Controls: Only authorized personnel have access to personal data, and access is restricted based on the need to know.
• Firewalls and Anti-Malware: Our systems are protected by firewalls and regularly updated anti-malware software to prevent unauthorized access.
• Password Protection: We use secure methods for storing and hashing passwords, ensuring that your account remains protected.
• Security Audits: We conduct regular security audits and vulnerability assessments to ensure the robustness of our data security measures.

Despite these efforts, no method of online data transmission or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

8. Cookies and Similar Technologies

We use cookies and other similar tracking technologies (such as web beacons, pixel tags, and JavaScript) on our websites to enhance your user experience, provide essential features, and improve our services. These technologies help us to understand how our website is being used, enable personalized content, and track performance. By using our website, you consent to the use of these cookies as described in this section.

What Are Cookies?

A cookie is a small text file that is stored on your device (such as your computer or smartphone) when you visit a website. Cookies help the website remember your actions or preferences over time, so you don’t have to re-enter them whenever you return to the site.

Types of Cookies We Use:

1. Essential Cookies:
   These cookies are necessary for the operation of our website. They enable core functions such as page navigation, security, and session management. Without these cookies, certain parts of the website may not work properly.
   Examples:
   • Session cookies to maintain your login status or event registration during your visit.
   • Security cookies for protecting your data and preventing fraud.
2. Performance and Analytics Cookies:
   These cookies allow us to analyze how visitors use our website. This information helps us understand how users interact with the site, which pages are most popular, and where users experience difficulties. This data is used to improve the functionality and user experience of our website.
   Examples:
   • Google Analytics cookies to track user behavior and gather insights.
   • Heatmap tools that show which areas of the page are getting the most attention.
3. Functionality Cookies:
   These cookies enhance the performance and functionality of our website, but are not essential for its operation. They allow the website to remember your preferences (e.g., language settings, region selection) and provide a more personalized experience.
   Examples:
   • Language preference cookies to remember your choice of language.
   • User interface customization cookies, such as those remembering your choice of font size.
4. Targeting and Advertising Cookies:
   These cookies track your browsing habits and enable us to display targeted advertising relevant to your interests. They may also be used to limit the number of times you see an ad and measure the effectiveness of our advertising campaigns.
   Examples:
   • Google Ads cookies to show ads based on your interests and browsing history.
   • Social media tracking cookies to allow you to share content on platforms like Facebook, Twitter, or LinkedIn.

Managing Cookies:

You have the right to manage and control the cookies that are placed on your device. Most web browsers are set to accept cookies by default, but you can modify your browser settings to block or delete cookies if you prefer. You can also configure your browser to notify you when a cookie is being placed on your device, giving you the option to accept or reject it.

Here are some ways you can manage cookies:

1. Browser Settings: Most browsers allow you to manage cookies through their settings. You can block cookies or set your browser to notify you when a cookie is being sent. Please note that blocking or deleting cookies may impact the functionality of some features of our website.
   • For Google Chrome: Chrome Cookie Settings
   • For Mozilla Firefox: Firefox Cookie Settings
   • For Microsoft Edge: Edge Cookie Settings
   • For Safari: Safari Cookie Settings
2. Opt-Out of Analytics Cookies: If you do not want us to track your behavior on our site for analytical purposes, you can opt out by using the following tools:
   • Google Analytics Opt-Out Browser Add-On: Opt-Out Link
3. Third-Party Cookies: If you would like to manage cookies related to third-party advertisers, you can do so through the following platforms:
   • Your Online Choices (EU-based users): www.youronlinechoices.eu
   • Network Advertising Initiative (NAI) (U.S.-based users): www.networkadvertising.org

Consent to Cookies:

When you visit our website, we may ask for your consent to use non-essential cookies (e.g., for analytics, advertising, or functionality). You can give or withdraw your consent at any time by adjusting your cookie preferences in the cookie banner or through your browser settings.

Changes to Our Cookie Policy:

We may update our cookie policy from time to time to reflect changes in our cookie usage or legal obligations. Any changes to this policy will be communicated by updating the “Last Updated” date at the top of this page. We encourage you to review this policy regularly for any updates.

9. Event Terms and Conditions

By registering for and attending our events, you agree to the following terms:

• Registration: You must provide accurate personal data when registering for events, and tickets are non-transferable without prior consent.
• Event Changes: We reserve the right to change, cancel, or reschedule events and will notify participants of any such changes.
• Conduct at Events: Participants must follow the event’s code of conduct, which may include restrictions on noise, behavior, and the sale of alcohol.
• Liability: We will not be liable for any personal injury, loss, or damage during the event unless required by law.

10. Recruitment Policy

We collect and process personal data provided by job applicants for recruitment purposes. This data may include:

• CVs, application forms, cover letters, interview notes, and references.
• Personal data submitted via the recruitment process will not be shared with any third parties without the applicant’s consent.

We retain recruitment data for the purpose of evaluating your application and may retain it for future hiring purposes if you consent.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or relevant legal requirements. When updates are made, the revised policy will be published on our website. Please review this policy periodically to stay informed of any changes.

12. Contact Us

For any questions, concerns, or requests regarding your personal data, please contact us at:

• dataprotection@docklandmediagroup.com