PERSONAL DATA PROTECTION POLICY

This Personal Data Protection Policy („Data Protection Policy”) concerns the way in which we collect, use and transmit the personal data obtained through the www.ieas.ro website, as well as any other personal data which we obtain during the various events organized by DK Expo SRL in which you decide to participate.

We, DK Expo SRL (“DK Expo”), appreciate your decision to use our services and thus we acknowledge the importance of your personal data and we commit ourselves to protecting their privacy and security.

This Policy describes the means by which we, DK Expo, process personal data through:

  • The ieas.ro website administered by DK Expo, where you are accessing this Personal Data Protection Policy
  • The newsletters in HTML format which we send you, which contain an unsubscribe link, and through the various communications conducted with you, or
  • When you decide to participate as an exhibitor or visitor in the annual exhibition International Electric & Automation Show – („IEAS”)

Through this Personal Data Protection Policy we inform you of the following:

  1. WHO ARE WE?
  2. WHAT DATA ABOUT YOU DO WE PROCESS?
  3. HOW DO WE COLLECT AND PROCESS YOUR DATA?
  4. FOR HOW LONG DO WE KEEP YOUR DATA?
  5. AUTOMATED DECISION-MAKING AND AUTOMATED PROFILING
  6. WHO HAS ACCESS TO YOUR DATA?
  7. IF AND WHEN DO WE TRANSFER YOUR DATA OUTSIDE THE EU OR EEA
  8. WHAT SECURITY MEASURES DO WE TAKE TO PROTECT YOUR DATA?
  9. WHAT RIGHTS DO YOU HAVE IN RELATION TO THE DATA WE PROCESS?

 

1. WHO ARE WE?

DK Expo SRL, having its registered office in Bucharest, 37 Argentina St., ground floor, apartment 2, room 1, sector 1, registered in the Bucharest Trade Register under no. J40/1099/2000, Unique Registration Code 126745537 („DK Expo”) is a Romanian legal entity whose principal activity is the organisation of conventions and trade shows. DK Expo is the controller of your personal data. Also, we, DK Expo, together with our sponsors, are the controllers of your data if you decide to participate in one of the contests that we organise during IEAS.

You can contact us anytime:

Address: DK EXPO SRL, 4 Slt. Virgil Stoianovici St., 2nd floor, apartment 3, sector 1, Bucharest, postal code 011922

Phone: +40 21 231 27 36

Fax: +40 21 231 91 84

Email address: office@dk-expo.ro

For any questions or uncertainties related to this Policy, to the manner in which we process your personal data, you can contact us at this dedicated email address: dataprotection@dk-expo.ro or you can mail a request at the above-mentioned contact address.

 

2. WHAT PERSONAL DATA ABOUT YOU DO WE PROCESS?

Processing of personal data” means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, destruction or archiving.

Our policy is to collect only those personal data that we need to offer you the best experience when accessing the ieas.ro website or if you wish to participate in IEAS or in one of the contests organized by DK Expo.

Thus, we collect and process several categories of data:

  • Those we can use to identify you (for example, among others: name, surname, email address, phone number)
  • Those which are about you but cannot individually identify you (for example, among others: position, employer’s name and contact data, online identifiers, cookie identifiers)
  • Those which are combined with data of other users of the ieas.ro website and/or of our services (website usage statistics, services)

Specifically, as a rule, we collect the following data about you, in accordance with the law:

  • If you decide to participate as an exhibitor, we collect from you a series of data at the signing of the adhesion form and contract, i.e.:
  • name and surname of the legal representative
  • contact data of the person charged with keeping in touch with us throughout the performance of the contract concluded, i.e. the email address of the contact person.
  • If you decide to register as a visitor, you provide us with a series of personal data, i.e. name and surname, email address, phone number, company you work for and your position there. Also, depending on your option, you can provide us, via the registration system, with information about your professional interests.
  • We also can, with your consent as a visitor, scan the personalized badges provided by us upon registration for the exhibition.
  • If you voluntarily decide to subscribe to our newsletter, you provide us with your email address.
  • Also, if you agree to receive commercial information about IEAS 2018 and the future editions of the event, you provide us with your phone number and email address.
  • If you decide to participate in the contests organized by us, you provide us with your contact data (name and surname, email address and phone number and, if you will be a winner, we will require from you the data necessary to conclude the sponsorship contract with the sponsor of the contest and for our sponsor to fulfil its legal obligations, i.e. name and surname, home address and personal numerical code).
  • We can also collect the following data that can be qualified as personal data when accessing our website: the online identifier or cookie identifiers.

 

3. HOW DO WE COLLECT AND PROCESS YOUR DATA?

We process your data in order to understand your needs and to offer you better services. Thus, the data requested and processed for the purposes set out in the table below are necessary for: your registration as a visitor for the IEAS exhibition, performance of the contract concluded with you as an exhibitor, your participation in the contest organised by us, or our compliance with a legal obligation; therefore, your refusal to submit these data may cause failure to process your registration as a visitor, failure to conclude a contractual relationship for our services or your inability to participate in the IEAS contest.

If you object to the processing of your personal data (scanning of your customised badge) for the purpose of producing centralized statistics about registered visitors, show-up rates, time of arrival / departure, number of visits, scanning of exhibitors at the stands, scanning at showrooms and other points in the event, your access to the exhibition as a visitor will not in any way be affected.

 

No. For what purpose do we collect and process your data? What data do we collect and how do we process it? What is the legal ground for data processing?
  Data provided by you directly
A. Your registration as a visitor (online or directly at the exhibition, by submitting the registration form available on the website)

 

 

 

We can honour a registration request only if you provide the following data:

  • Name and surname
  • Email address
  • Phone number
  • Your position at the date of your registration
  • Activity of your employing company
  • Website of your employing company
  • Your country of origin

If you provide the data voluntarily, we collect at the moment of the online registration:

  • Your professional areas of interest
  • Your areas of interest within IEAS

These data will be used to obtain visitor statistics per activity or hierarchical level; these statistics will be anonymous (they will not include visitors’ personal data).

Honouring of your registration request / Performance of the contract
Fulfilment of our responsibilities/activities during the performance of the contract Our legitimate interest
Offering better services by adapting them to your needs/interests
B. Your subscription to receive via email/SMS commercial information on our services If you decide to subscribe by any method to our newsletter, we will process the following data:

  • Email address
  • Phone number

in order to send you the latest news regarding IEAS 2018 or the future editions of the event.

You can at any time withdraw your consent to retrieving commercial communications by accessing the unsubscribe link included in the messages sent by us.

Our legitimate interest
Offering better services
C. Your registration as an exhibitor If you decide to participate as an exhibitor, we collect a series of data at the signing of the contract, i.e.:

  • Name and surname of the legal representative
  • Email address of the person who will keep in touch with us during the performance of said contract
Performance of the contract
Fulfilment of our responsibilities/activities during the performance of the contract
D. Producing statistics about the exhibition Only with your consent, we will scan your customised badge received to access the exhibit for the purpose of producing centralized statistics on registered visitors, show-up rates, time of arrival / departure, number of visits, scanning of exhibitors at the stands, scanning at showrooms/workshops and at other points in the event.

The information collected through badge scanning will be used for the above-mentioned purposes and will not be subject to automated decision-making, including profiling.

Our legitimate interest
Offering better services by adapting them to your needs/interests
E. Organisation and conduct of contests / Awarding prizes to winners

 

 

 

We can honour a contest entry application only if you provide the following data:

  • Name and surname
  • Email address
  • Phone number

Your phone number and email address will be processed if clarification is necessary regarding any uncertainties concerning entry and also to notify the winners of the contest.

Also, your name and surname will be processed to announce the winners of the contest.

 

We will collect and process the home address of the participants (if they participate in the contest individually) or, as the case may be, of the team leaders who are declared winners in order to submit them to the sponsor of the contest for the purpose of concluding the sponsorship contracts. We will collect and process their bank account details in order for the sponsor to transfer the value of the awards won.

Honouring your contest entry application

 

 

Our legitimate interest
Conducting the contest in optimal conditions 

 

Performance of the contract

F. Promoting the contests organised by us together with our sponsors In order to make known the sponsorships made in the contests organised by us, both us and the sponsors will process your image and/or publish photos/ footage of the award ceremony, which is a public event, on www.ieas.ro and on sponsors’ websites, as well as on their accounts on various social media.

 

Also, if we so choose, we and/or the sponsors may take photos of the winners and request winners to take part in interviews, professional and personal presentations, video materials in order to promote the sponsorships granted.

Our and sponsors’ legitimate interest
Making the sponsorships known to the public Consent of the data subject
G. Reporting to public authorities We will collect and process your name and surname, home address and personal numerical code (if you participate in the contest individually) or, as the case may be, those of the team leaders who are declared winners, in order to submit these data to the sponsors of the contest for the purpose of reporting the sponsorship to the public authorities, as well as preparing the accounting documents required by the applicable legislation. Fulfilment of sponsors’ legal obligations
  Data that we collect automatically
H. Website maintenance and security

 

For website maintenance and security we use the following online identifiers:

  • IP address
  • MAC address
  • Internet browser used by you and version of the operating system on your connected device
  • HHTP / HTTPS data

More precisely, we process your data in order to:

  • ensure proper website operation
  • ensure website security and assure you that we protect you against fraud or any website-related security threat
  • identification and elimination of any faults preventing the operation of the www.ieas.ro website
Legitimate interest
Implementing and maintaining website security measures
I. Cookies Besides Google Analytics, ieas.ro also sets:

  • two cookies which expire one day after creation, containing the selected language (by default the language set in the browser)
  • a session cookie used by the multi-language module WPML, used by the website to change the display language

For more details please read our Cookie Usage Policy http://www.ieas.ro/politica-de-utilizare-cookies/

Legitimate interest
To ensure our website’s proper operation
J. Defence of legal claims

 

When we defend our legal claims to recover unpaid amounts, or when we defend our interests against any unjustified claims/complaints, we will process your data necessary to draft contestations, written conclusions, requests and specific documents. Legitimate interest
Exercise of any defence/rights before courts or public/control authorities/institutions
K. Audit and reporting

 

If necessary, we process your data to submit tax and accounting documents to the fiscal authorities.

 

Legal requirements
Fulfilment of our legal obligations imposed by the applicable tax and accounting laws
L. Procedures and/or investigations conducted by legal bodies and/or authorities In case of requests sent by authorities or institutions during any formal investigations/procedures or other legal steps, we will only provide, exceptionally and as provided by law, your data expressly requested by those authorities or institutions. Fulfilment of a legal obligation
Fulfilment of our legal obligations imposed by the laws concerning, among others: anti-fraud protection, money laundering and terrorism

If we decide to process your personal data for other purposes, you will be sent a separate notification to allow you to freely give your express consent in accordance with the General Data Protection Regulation, paragraph 1 a).

 

4. FOR WHO LONG DO WE KEEP YOUR DATA?

We store personal data for as long as it is necessary for the purposes for which the personal data were collected under this Policy, or, as the case may be, in accordance with the archiving legislation, for the period allowed or required by law. For example, we will be able to store your data if it is reasonably necessary to comply with any legal obligation, resolve any dispute or court case, or to enforce this Policy and to prevent fraud or abuse.

In order to determine the appropriate storage period for the data we collect from you, we take into account the quantity, nature and sensitivity of personal data, any harm resulting from the unauthorized processing or disclosure of data, the purposes for which we process personal data and whether we can achieve these purposes by other means, as well as the applicable legal requirements that may require us to store for a certain period (e.g.: the periods prescribed by law for the defence of legal claims, the periods imposed by the accounting legislation).

If you have given us your consent to the processing of the data mentioned in the table above, we will process your data for that particular purpose until you withdraw your consent for processing for that purpose, unless we are obliged to maintain these data for a longer period according to the law, for reporting to public authorities or to defend our legal claims.

Once the above-mentioned processing period has expired, and we no longer have any legal or legitimate reason to process your personal data, the data will be erased in accordance with our internal procedures, which may involve archiving, anonymization, or destruction of the data.

 

5. AUTOMATED INDIVIDUAL DECISION-MAKING AND PROFILING

The personal data covered by this Policy are not subject to any automated decision-making processes, including profiling.

 

6. WHO HAS ACCESS TO YOUR DATA?

Our goal is to offer you the best experience when you visit the exhibition or decide to become an exhibitor; for that purpose, we communicate your data to our employees with access to your data and to our partners whom we have selected with great confidence and who will only be sent the data necessary for the specific activities assigned by us.

When outsourcing certain activities to our partners, we make every reasonable effort to be sure beforehand that they are protecting your data by means of strict data security measures, and we conclude data processing contracts with each of them. Thus, the personal data we disclose to the persons authorized by us are limited to the minimum personal information necessary for the provision of those services and we ask them not to use the personal data for any other purpose.

Transmitting data to public institutions and authorities or to judicial bodies

We may transmit some of your personal data to competent public institutions or authorities when required by law (e.g. fraud investigation, prevention of money laundering, submission of declarations/financial statements to the fiscal tax authorities, etc.), or we may send these data to the legal courts when defending ourselves, or before other public authorities.

 

7. IF AND WHEN WE TRANSFER YOUR DATA OUTSIDE THE EU OR EEA

As a rule, your data are not stored in, or transferred to, a country outside of the European Union or of the European Economic Area (EEA).

However, some data may be transferred to our partners who help us offer you the best services and are located outside of the EU. But, for each of these partners, we have made and will make reasonable efforts to make sure that adequate data protection measures are in place that comply with the specific national and EU law. Thus, we make sure that such transfers comply with the EU legislation on data protection, either by implementing the Standard Contractual Clauses approved by the European Commission or by implementing a transfer to an entity holding the Privacy Shield certification (the EU-US Privacy Shield) in the case of a transfer to the USA, or by other means provided for in the applicable legislation.

 

8. WHAT SECURITY MEASURES DO WE TAKE TO PROTECT YOUR DATA?

The necessary technical and organizational measures have been implemented to ensure an adequate level of security for the safe collection, processing and storage of data, including against unauthorized access, unauthorized use of data, or destruction, loss or alteration of data. Such measures include, but are not limited to: restricted access to physical systems and IT systems, confidentiality obligations.

In addition, we make every reasonable effort to make sure (including through the contracts concluded) that our trusted partners are also implementing appropriate technical and organizational measures to process the data we share with them.

In the event of a security breach involving your data, we will make all the necessary notifications provided for in the applicable legislation.

 

9. WHAT RIGHTS DO YOU HAVE IN RELATION TO THE DATA WE PROCESS?

In the context of the processing of your personal data, you have the following rights, as per the applicable legislation:

  1. Right of access to the processed personal data
  2. Right to request the rectification or erasure of personal data (right to be forgotten)
  3. Right to request the restriction of processing
  4. Right to withdraw your consent to the processing
  5. Right to object to processing of data
  6. Right not to be subject to a decision based solely on automated processing, including profiling
  7. Right to data portability
  8. Right to lodge a complaint with the Data Protection Authority (NSAPDP), having its headquarters at 28-30 Gen. Gheorghe Magheru Blvd, sector 1, postal code 010336, Bucharest, Romania, phone:+40318059211/+40318059212, email address: anspdcp@dataprotection.ro and the right to bring proceedings before the competent courts.

The above-mentioned rights can be exercised at any time. In order to exercise these rights, we encourage you to submit a written dated and signed request at the address mentioned at the beginning or by e-mail at dataprotection@dk-expo.ro.

 

Regardless of the type of request for exercising a right as per the above, we will respond to your request within 1 (one) month, unless we need more time to respond (max. 3 (three) months of receipt of the request), taking into account the complexity and number of requests received. We will inform you of any such extension, within one month of receipt of the request, giving the reasons for the delay.

We also point out that the exercise of the rights of data subjects is free of charge for one application a year. If you request additional copies of your personal data, then we may charge you a reasonable fee, which is based on administrative costs.

If you are not satisfied with our response, you can file a complaint with NSAPDP. For more information on complaint procedures, please follow this link to NSAPDP’s website: http://dataprotection.ro/?page=procedura_de_solutionare_a_plangerilor.

By reading these provisions, by providing your personal data in order to access DK Expo’s services, you are informed and/or you are expressly giving your consent (you are agreeing) to the processing of your personal data in accordance with the legal provisions on the protection of natural persons with regard to the processing of personal data and the free movement of such data (as per internal and EU law).

 

POLICY UPDATES

This Data Processing Policy may be subject to occasional modifications/updates. For your information, we recommend that you check these provisions each time you use the www.ieas.ro website. By accessing the www.ieas.ro website or by using the services offered by DK Expo, after the changes have been made, you accept the new provisions.

This Policy was updated on 25 May 2018.

To access the previous version, click here.

 

This Policy is supplemented by the Cookie Usage Policy, available on our website at the following address: http://www.ieas.ro/en/cookie-usage-policy/.