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Privacy policy

In accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data (hereinafter "GDPR") and Organic Law 3/2018, of December 5, on the Protection of Personal Data and guarantee of digital rights (hereinafter "LOPDGDD"), IFEMA has drawn up this Privacy Policy in order to inform you in detail about how we process your personal data.
This Privacy Policy is applicable to the processing of the Personal Data you provide to IFEMA using any means including via its website (www.ifema.es), when you contract a service as an Exhibitor at a Fair or when you access the fair complex as a Visitor.
You must read the following information on data protection regarding the use and purpose of the data provided, as well as the procedure for exercising and attending to your personal data protection rights.

  • Controller of your personal data

The data controller decides what personal data are processed and for what purposes. The data controller’s contact details are given below:

This website allows you to register as an exhibitor, pre-register for fairs and events as a visitor, book services, attend events, request information, participate in activities, and so on. To do this, the User must complete the questionnaire provided, giving the data necessary for implementing the aforementioned procedures. Registering in this way may require the User to give their personal details for the registration to take effect. Also, we inform you that although the completion of forms is voluntary, it may sometimes be necessary to register for certain events or activities.
IFEMA is committed to the security of its users’ data. When we ask you to provide personally identifiable information, we ensure that it will only be used in accordance with the terms of this Privacy Policy and in relation to the purposes for which the data are gathered. However, IFEMA reserves the right to update this Privacy Policy if deemed necessary.

  • Data Protection Officer (DPO)

IFEMA has a Data Protection Officer who is in charge of ensuring that it complies with the legal data protection requirements, as well as responding to requests from individuals exercising their rights and resolving any type of query in the matter.
Users and data subjects may contact the DPO at the following email address: protecciondedatos@ifema.es.

  • Personal information gathered and processed

Our Website may gather personal data and information, for example: name and surname, and contact information such as your address or email address.

  • Identifying data: name and surname, ID document number, age (in some cases).
  • Contact information: postal address, email, telephone number (landline or mobile).
  • Contractual data: data related to contractual operations used to manage the products and services acquired.
  • Browsing data: IP address, domain through which you access the Website and activity on the Website, device identification, browser type.

In the event of a contractual relationship or the reason for the relationship being to manage the registration of the User for a trade fair or event, it is necessary that you provide your personal data. Otherwise, we would not be able to comply with the obligations arising from the service or other legal responsibilities to which IFEMA is subject.
Furthermore, in the case of the sending of the electronic communications we use to provide inform about our activities, trade fairs or events, the User may revoke their consent at any time.

  • Purpose and legal basis for the processing and storage of your personal data

The purpose of the processing corresponds to the question ‘what will the data controller use the personal data for?’ and the legal basis ensures the processing of your data is done lawfully and in accordance with data protection regulations.
Regarding the storage of your data, IFEMA establishes certain periods during which it is necessary, and sometimes mandatory, to store them prior to deletion.
In this regard, IFEMA processes the data gathered for the following purposes and periods:

  • Registering to attend a Fair, exhibition, event or activity organised by IFEMA as a professional visitor or member of the public

IFEMA needs to manage your personal data in order to allow you access to the Fair, exhibition or event of your choice.

The legal basis that allows IFEMA to process the data provided is the consent of the visitor [art. 6.1.a) GDPR], as well as the provision of a service [art. 6.1.b) GDPR].
                   
IFEMA will store the data provided until consent is withdrawn by the data subject and, subsequently, for purely statistical purposes.

We also inform you that for some specific fairs IFEMA may act as a co-organiser together with another entity. In these cases, the responsibility for the personal data that is gathered may be shared, although the data subject shall always be informed before their data are gathered.

  • Participating in a fair or event as an Exhibitor

IFEMA needs to process the personal data of the Exhibitors in order to manage the contractual relationship with the Exhibitors of the corresponding Fair, exhibition or event.

The legal basis that enables the processing of the data provided is the existence of a contractual relationship between IFEMA and the Exhibitor [art. 6.1.b) GDPR].

IFEMA will store the data provided for the time necessary to comply with the contractual relationship and, under all circumstances, for the limitation periods required by the current legislation. The data will be subsequently deleted, except if it is necessary to keep them to comply with any legal provisions or administrative and/or judicial requirements. Only in case of express consent on the part of the exhibitor may the data be stored for a period longer than legally established.
 
Under all circumstances, the specific contractual terms and conditions must be met.

  • Sending newsletters and commercial communications by email or equivalent means

If you have given us your express consent, IFEMA will periodically send you newsletters and commercial communications by email informing you about our events, special offers, new products and other information related to IFEMA'S services that we consider to be relevant to you or might provide you with some benefit. These emails will be sent to the address you have given us in advance on providing your consent to receiving them, which you can withdraw at any time.

In the case of sending information via electronic communications, the legal basis for the processing of your personal data is your consent and permission for IFEMA to proceed with these communications [art. 6.1.a) GDPR].

The personal data provided for the sending of electronic communications and authorised by the data subject will be stored in accordance with the provisions of the terms and conditions that he or she consented to and, under all circumstances, be deleted or modified at his or her request through the exercise of rights procedure explained below.

  • Participating in competitions and draws

IFEMA will process your personal data in order to manage the competitions or draws for which you have freely registered.

The legal basis that allows IFEMA to process the data provided is the consent of the data subject [art. 6.1.a) GDPR].

IFEMA will store the information provided for the time necessary in relation to the purposes for which they were gathered, provided that their erasure is not requested beforehand and, under all circumstances, for the limitation periods required by current legislation. The data will be stored according to that established in the terms and conditions or legal bases of each competition that you authorised and, under all circumstances, will be erased or amended at your request and in accordance with the procedure for exercise of rights explained below.

We also inform you that in some specific competitions and draws, IFEMA may act as a co-organiser together with another entity. In these cases, the responsibility for the personal data that is gathered may be shared, although the data subject shall always be informed before their data are gathered.

  • Sale of tickets to the public (internal and third-party events)

IFEMA will process your personal data in order to manage the sale of tickets to the public, as well as to allow you access to the Fair, exhibition or event of your choice.

The legal basis that allows IFEMA to process the data provided is the consent of the visitor [art. 6.1.a) GDPR], as well as the provision of a service [art. 6.1.b) GDPR].

IFEMA will store the information provided according to the terms and conditions for ticket sales. In the event of your having given us express consent to store your data for a longer period of time, IFEMA will store them until the data subject’s consent is withdrawn through the exercise of rights procedure explained below.

  • Possible Exhibitors and Visitors. Contact details of individuals

IFEMA processes the personal data of potential Trade Fair Exhibitors and Visitors in order to manage business relationships with them in light of their interest in participating in future IFEMA events.

The legal basis that allows IFEMA to process the data provided is the consent of the data subject [art. 6.1.a) GDPR], the execution of pre-contractual benefits [art. 6.1.b) GDPR] and the legitimate interest of locating and contacting a professional [art. 6.1.f) GDPR].

IFEMA will store the contact information provided for the time necessary to support a pre-contractual relationship with you. The data will be subsequently deleted unless it is necessary to store them to comply with any legal provisions or administrative and/or judicial requirements. In the event of your having given us express consent to store your data for a longer period of time, IFEMA will store them until the data subject’s consent is withdrawn through the exercise of rights procedure explained below.

  • “Punto de Encuentro” [Meeting Point] Service

IFEMA processes the personal data of people who voluntarily decide to use the "Punto de Encuentro" service, designed to connect professional Exhibitors and Visitors.

The legal basis that allows IFEMA to process the data provided is the consent of the data subject [art. 6.1.a) GDPR].

The personal data provided will be stored unless you withdraw your consent to this processing, all of this without prejudice to your right to erasure or objection, and, under all circumstances, for the limitation periods required by current legislation. You can consult the full terms and conditions of the service in the Exhibitors' Area.

  •  “B2B, Agenda de Reuniones” [B2B Meetings Agenda] Service

IFEMA processes the personal data of people who voluntarily decide to use the “B2B, Agenda de Reuniones” service, designed to connect professional Exhibitors and Visitors.

The legal basis that allows IFEMA to process the data provided is the consent of the data subject [art. 6.1.a) GDPR].

The personal data provided will be stored unless you withdraw your consent to this processing, all of this without prejudice to your right to erasure or objection, and, under all circumstances, for the limitation periods required by current legislation. You can consult the full terms and conditions of the service in the Exhibitors' Area.

  • Customer support help line

IFEMA processes personal data of the people who call the "Customer Support" number in order to manage their enquiries.

The legal basis that allows IFEMA to process the data provided is the consent of the data subject [art. 6.1.a) GDPR], as well as its legitimate interest [art. 6.1.f) GDPR].

IFEMA will store the information provided for the time necessary in relation to the purposes for which they were gathered and, under all circumstances, for the limitation periods required by current legislation. The data will be subsequently deleted, except if it is necessary to store them to comply with any legal provisions or administrative and/or judicial requirements.

  • “Click to Call” and “Click to Chat” Services

IFEMA processes the personal data (telephone number and/or email address) of people who use the "Click to Call" and "Click to Chat" services in order to inform the data subject about terms and conditions or aspects of participation in and/or attendance at fairs and events organised by IFEMA.

The legal basis that allows IFEMA to process the data provided is the consent of the data subject [art. 6.1.a) GDPR].

The personal data provided will be deleted once the query you have made has been finalised.

  • Management of accidents and incidents occurring within the IFEMA complex (includes trade fair workers and visitors)

IFEMA may process certain personal data (on occasion sensitive) in the unfortunate event of an accident or incident occurring within the trade fair complex and the injured party needing any type of medical assistance.

In these cases, the legal basis that allows IFEMA to process the data of the injured party is the legitimate interest of the person responsible for the purpose of providing healthcare and managing the consequences of the incident [art. 6.1.f) GDPR].

In relation to the above, you are informed that IFEMA may be obliged to provide certain data and information to the corresponding insurance companies in order to manage the effects of the incident and, in some cases, IFEMA might be obliged to inform the competent authorities.

IFEMA will store the information provided for the time necessary in relation to the purposes indicated and, under all circumstances, for the limitation periods required by current legislation. The data will be subsequently deleted, except if it is necessary to store them to comply with any legal provisions or administrative and/or judicial requirements.

  • Video surveillance

IFEMA will process the personal data of people who access the trade fair site (specifically speaking, their image) in order to guarantee the safety and security of people, assets and facilities.

The legal basis that allows IFEMA to process the data is its legitimate interest with regard to the security of the premises and safety of all the people who are on them [art. 6.1.f) GDPR].

IFEMA will store the images obtained through the video surveillance systems for the maximum period of one (1) month from the moment they were captured. After this period, they will be deleted, except if it is necessary to store them to comply with any legal provision, administrative and/or judicial requirement or exceptional situation that legitimises the storing of the recordings for a period of time exceeding that legally established.

  • Ambient recording of events, trade fairs and activities

The entire trade fair site may be recorded by IFEMA, the media and, where appropriate, companies sponsoring the events that take place in order to obtain images of the background and their activities. Furthermore, please note that these images may also be used for promotional and/or commercial purposes by IFEMA and the event itself. In relation to the sponsors, you will be able to find out more details on the specific webpage for each event or exhibition.

The recorded images, which may include the voice and/or image of the attendees, may be processed and disseminated by various means such as their respective websites, social networks or fan pages, and they may be included as content in TV programmes or content for applications on devices (e.g., smartphones, smartwatches, tablets, 3D glasses, etc.).

As data controller, IFEMA will process the images captured for the purposes indicated by virtue of its legitimate interest [article 6.1.f) GDPR].

  • Video recording of interviews and events

On occasion, IFEMA conducts interviews or organises workshops and/or sessions in which the people who participate may be recorded and, therefore, some identifying data such as their image, voice or name could be processed. The legal basis that allows IFEMA to process the data provided will be the express consent of the data subject [art. 6.1.a) GDPR]. The personal data included in these images will be used for the purpose the data subject authorised at the time and will also be stored in accordance with the authorised terms and conditions. Generally speaking, they will become part of the IFEMA image gallery and be incorporated into its historical documentary collection. However, and under all circumstances, you may exercise your rights according to the procedure explained below.

  • Suppliers

IFEMA needs to process the personal data of its suppliers in order to manage its contractual relationship with them.

The legal basis for the processing lies in the existence of a contractual relationship between IFEMA and the corresponding supplier [art. 6.1.b) GDPR].

IFEMA will store the data provided for the duration of the contractual relationship between the parties and, under all circumstances, for the limitation periods required by current legislation. The data will be subsequently deleted, except if it is necessary to keep them to comply with any legal provisions or administrative and/or judicial requirements.

  • Personal data of bidders

In the event that IFEMA issues a call for tenders, it will process the personal data of employees and contact personnel of companies that decide to participate in the bidding procedure. The purpose of the processing is the management of the pre-contractual relationship to determine the successful bidder chosen to provide a service to IFEMA.
The legal basis that allows IFEMA to process this data is the consent of the data subject [art. 6.1.a) GDPR] and the execution of pre-contractual benefits [art. 6.1.b) GDPR].
The personal data provided will be stored for the duration of the pre-contractual relationship, all of this without prejudice to the right to erasure or objection and, under all circumstances, for the limitation periods required by current legislation. If the data is no longer necessary for the fulfilment of the purposes for which they were gathered, they will be deleted unless they must be stored to comply with any legal provisions or administrative and/or judicial requirements.
However, if the bidder gives their express consent on the tender form, their data will be kept for a longer period of time in order to consider them as a possible IFEMA supplier in the sector corresponding to their professional activity
Regarding the personal data linked to the successful bidder, this data will be stored for the duration of the contractual relationship with IFEMA plus the corresponding limitation periods in accordance with current legislation.

  • CVs

If you have sent us your CV, logically there is still no contractual relationship between you and IFEMA. However, we need the personal data of the candidates to be able to assess their professional experience and determine whether IFEMA is interested in employing them.

The legal basis for the processing is the consent of the data subject [art. 6.1.a) GDPR] and a legitimate interest of the data controller, consisting in being able to recruit the personnel interested in being part of our organisation [art. 6.1.f) GDPR].

In the case of the personal data contained in CVs, IFEMA will process the data strictly during the selection period unless a longer processing period is authorised for subsequent recruitment processes. Therefore, according to the data quality principle, the personal data of any unsuccessful candidate will be stored for a maximum period of one (1) year as of the end of the recruitment process as long as we have received express consent to do so.

  • Media and press: accreditation and contacts

IFEMA will process the personal data of the people linked to the media and press in order to manage their access to the trade fair, exhibition or event to be covered, as well as the contact between the organisation and these media.

The legal basis that allows IFEMA to process the data provided is the consent of the data subject [GDPR Article 6.1. a)], the legitimate interest of IFEMA regarding the security of the trade fair centre and that of locating and contacting a professional [GDPR Article 6.1. f)].

IFEMA will store the data provided until consent is withdrawn by the data subject.

  • Visit management

IFEMA will process the data of the people who access its facilities and offices.

The legal basis that allows IFEMA to process the data is the legitimate interest of IFEMA regarding access control and the security of the premises [art. 6.1.f) GDPR].

IFEMA will store the data provided for a maximum period of one (1) month following the visit, unless required by an administrative and/or judicial authority or legitimate interest to store it for longer.

  • Profiling

Only if you have given us your express consent will IFEMA be able to create profiles of users who register via our website and use them to periodically send newsletters or marketing communications by email about our events, special offers, new products and other information related to the services of IFEMA that we consider relevant for you or that may offer you some benefit. These emails will be sent to the address you provide us with in advance when you give us your consent to receiving these communications, which you may withdraw at any time.

The legal basis for the processing of your personal data is your express consent [art. 6.1.a) GDPR].

The personal data provided for the profiling authorised by the data subject will be retained until you send a request to IFEMA withdrawing your consent regarding this processing, all without prejudice to your rights of erasure or objection.

In the event of new purposes arising, IFEMA will obtain the express prior consent of the data subject in accordance with the legally required form.

  • Transfer of data to third parties

IFEMA communicates, transfers or shares personal data with third parties under the terms and conditions described in this Privacy Policy.
Your data may be communicated to third parties, although you will be duly informed before this is done. For example, once your status as an Exhibitor is firm, your professional details (company name or commercial name, address and/or e-mail address, telephone and fax numbers, and contact person) can be passed on, with the obligation of confidentiality, to companies that work in collaboration with IFEMA either in the organisation of a trade fair or in providing supplementary services and contributing added value to the event, or for the purpose of providing you with information about their activity and services and to cater for your requirements.
With the exception of the aforementioned cases, IFEMA will not communicate the personal data it has gathered to third parties unless requested to do so by public and/or judicial administrations or in compliance with a legal obligation.

  • International transfers

We inform you that IFEMA makes international transfers on certain occasions to recipients in countries outside the European Economic Area (that is, the countries of the European Union plus Liechtenstein, Iceland and Norway).
In particular, your data could be communicated to our data controllers and IFEMA Offices assigned to the country of origin of the visitor or exhibitor, which can be found in the "IFEMA International" space on our website. For example, IFEMA has representatives in the following countries: Algeria, Bangladesh, Brazil, Bhutan, Chile, China, Colombia, South Korea, Hong Kong, San Marino, Japan, India, Morocco, Mexico, Nepal, Singapore, Sri Lanka, Taiwan, Tunisia, and Turkey.
In any event, IFEMA has adopted adequate guarantees, since it has signed the standard data protection clauses adopted by the Commission with all of them. To receive more information about international transfers, you can contact the Data Protection Officer (DPO) via email: protecciondedatos@ifema.es.

  • Rights regarding the processing of your personal data

The law recognises various rights in relation to the processing of your personal data. These rights are the following:

  • The right to request access to your personal data;
  • The right to request rectification of your personal data;
  • The right to have your personal data erased;
  • The right to request the limitation of the processing of your personal data;
  • The right to object to the processing;
  • The right to the portability of the data in question;
  • The right not to be subject to automated decision-making, including profiling; and
  • The right to revoke consent at any time.

These rights may be exercised in several different ways:

  • By sending a letter indicating "Exercise of Rights” on the envelope and including the name and ID of the sender to the following address: Avda. del Partenón, 5, (28042) Madrid, Spain.
  • By sending an email to protecciondedatos@ifema.es.

In any of these cases, and in order to store your personal data appropriately, we must confirm your identity, either by requesting identification or the confirmation of some of your personal data.
You may also request the tutelage of the Spanish Agency for Data Protection in relation to the exercise of your aforementioned rights via its website https://www.aepd.es/.

  • Security measures

IFEMA is highly committed to keeping your information secure. For the protection of your information we have adopted the legally required security measures. We also use the most advanced systems and update them constantly to ensure that there is no unauthorised access.

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