Privacy policy

Purpose

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 5 December 2018 on the Protection of Personal Data and Guarantee of Digital Rights (hereinafter "LDPDGDR"), MADRING (IFEMA MADRID) makes this Privacy Policy available to you in order to inform you in detail about the processing that the Institution carries out with respect to your Personal Data.

Scope and general aspects

This Privacy Policy is applicable to the processing of the Personal Data that you provide to MADRING (IFEMA MADRID) by any means, whether through the Website https://madring.com/, when you access the venue as a Visitor to an event, among other cases.

You should read the information on data protection presented below, relating to the use and purpose of the data provided, as well as the procedure for exercising and attending to your rights recognised by the matter of personal data protection.

Development and responsibilities

3.1 Controller of your personal data

The controller is the one who decides which personal data is processed and for what purposes. Below you can find the contact details of the data controller:

• MADRING (IFEMA MADRID)
• Q/2873018B
• Address: Avenida del Partenón núm. 5, CP - 28042, Madrid (España).

Data Protection Officer (DPO) email: [email protected]

This Website offers the possibility of registering events as a Visitor, contracting services, attending events, requesting information, participating in activities, etc., for which the User must complete the questionnaires provided indicating the necessary data for its management. Registration in this way may require the communication by the User of personal data for the effectiveness of the same.

MADRING (IFEMA MADRID) is committed to the security of its users' data. When we ask you to fill in the fields of personal information with which you can be identified, we do so by ensuring 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 is collected. However, MADRING (IFEMA MADRID) reserves the right to update this Privacy Policy if it deems it necessary.

3.2 Data Protection Officer (DPO)

MADRING (IFEMA MADRID) has a Data Protection Officer (DPO), who is responsible for ensuring that the Institution complies with the legal requirements in terms of data protection, as well as responding to the exercise of rights by the interested parties and resolving any type of query in the matter. The DPO contact details are:

• PONS IP, S.A.
• Glorieta Rubén Darío núm. 4, CP – 28010, Madrid (España).

Any User and interested party may contact the DPO at the following email address: [email protected] or by post by sending a letter to IFEMA MADRID - Avenida del Partenón núm. 5, CP - 28042, Madrid (Spain).

3.3 Personal information collected and processed

Our Website may collect personal data and information, for example: first and last name, and contact information such as your home address or email address.

• Identification data: name and surname, ID number, age (in some cases).
• Contact details: postal address, email, telephone number (landline or mobile).
• Contractual data: data related to contractual operations for the purpose of managing the products and services purchased.
• Browsing data: IP address, domain through which you access the Website and activity on the Website, browsing habits, device identification, browser type and information about your interests, preferences and needs.

In the event that there is a contractual relationship or the reason for the relationship is to manage the User's registration for an event, it is necessary that you provide us with your personal data, since, otherwise, we would not be able to comply with the obligations arising from the service or other legal responsibilities to which MADRING (IFEMA MADRID) is subject.

Likewise, the User may revoke his/her consent at any time when it comes to sending communications via email or equivalent means (for example, short text messages -SMS-, instant messaging or by telephone) through which we will inform about activities or events of MADRING (IFEMA MADRID), our sponsors and other third party companies linked to these events and activities.

3.4 Purpose and legal basis for the processing of your personal data and their retention

The purpose of the processing answers the question of what the data controller is going to use the personal data for and the legitimacy informs about the legal basis that allows the processing of your data to be lawful and in accordance with data protection regulations.

With regard to the conservation of your data, MADRING (IFEMA MADRID) establishes certain periods during which it is necessary, and sometimes mandatory, to keep them before deleting them.

In this regard, MADRING (IFEMA MADRID) processes the data collected for the following purposes and for the following periods of time:

• 3.4.1 Registration to attend an event or activity organised by MADRING (IFEMA MADRID) as a Visitor

  MADRING (IFEMA MADRID) needs to process your personal data in order to allow you access to the event of your choice.

  The legal basis for the processing of your personal data is your explicit consent (Art. 6.1.a GDPR) so that MADRING (IFEMA MADRID) may proceed with such registration, which shall remain valid unless you withdraw your consent, which you may request at any time.

  We also inform you that, in certain specific events, MADRING (IFEMA MADRID) may act as co-organiser together with another entity. In such cases, responsibility for the personal data collected may be shared, although this will always be communicated to the data subject prior to collecting their data.

• 3.4.2. Sending newsletters and commercial communications by email or equivalent means

  If you have given us your explicit consent, MADRING (IFEMA MADRID) will periodically send you newsletters and commercial communications by email or equivalent means, informing you about activities, events, special offers, new products and other information related to the services of MADRING (IFEMA MADRID). By equivalent means we refer to the use of short text messages (SMS), instant messaging systems, as well as contact by telephone. These commercial communications may include advertising content about activities, events and services of MADRING (IFEMA MADRID) or of third parties, which may be sponsors, collaborators or third companies that contract digital advertising services from MADRING (IFEMA MADRID), all of them related to the activities and events organised at MADRING (IFEMA MADRID).

  Sponsors are companies with which MADRING (IFEMA MADRID) has entered into a collaboration agreement aimed at jointly promoting the Institution or a specific event or product. Accordingly, thanks to these sponsorship agreements, MADRING (IFEMA MADRID) incorporates content from the sponsor into its communication materials for the sponsored event, especially where such content provides benefits for the clients of MADRING (IFEMA MADRID). A list of our sponsors can be found both on the institutional website of MADRING (IFEMA MADRID) and on the websites of our events, where the current sponsorships are listed and updated.

  These emails or messages will be sent to the address you provided when giving your consent for such communications, and you may withdraw this consent at any time and free of charge.

  The legal basis for the processing of your personal data is your explicit consent (Art. 6.1.a GDPR) for MADRING (IFEMA MADRID) to carry out such sending, and it shall remain valid unless you withdraw your consent, which you may request at any time.

• 3.4.3. Participation in Sweepstakes and Contests

  MADRING (IFEMA MADRID) will process your personal data for the purpose of managing the sweepstakes or contest in which you have freely chosen to participate. The legal basis allowing MADRING (IFEMA MADRID) to process the data provided is the data subject’s consent, which is obtained upon participation.

  MADRING (IFEMA MADRID) will retain the data provided for the time necessary in relation to the purposes for which they were collected, provided that deletion is not requested earlier and, in any case, for the statutory limitation periods required under applicable law. The data will be retained in accordance with the terms and conditions or official rules of each contest under which authorization was granted and, in any case, will be deleted or modified upon your request through the rights exercise procedure explained below.

  Furthermore, please be informed that in some contests and sweepstakes MADRING (IFEMA MADRID) may act as a co-organizer together with another entity. In such cases, responsibility for the personal data collected may be shared; however, this will always be communicated to the data subject prior to collecting their data.

• 3.4.4. Public Ticket Sales

  MADRING (IFEMA MADRID) will process your personal data for the purpose of managing the sale of public tickets, as well as to allow you access to the event of your choice.

  The legal basis allowing MADRING (IFEMA MADRID) to process the data provided is the contractual relationship arising from the purchase of a ticket to attend any event, namely the provision of a service by MADRING (IFEMA MADRID) (Article 6(1)(b) GDPR).

  We will retain the data provided for the time necessary to fulfill the contractual relationship and, in any case, for the statutory limitation periods required under applicable law. After 3 years from the date of the event, if you have not attended subsequent editions, your data will be blocked in our systems in case it is necessary to comply with any legal provision or administrative and/or judicial request. Thereafter, your data will be retained in anonymized form solely for statistical purposes relating to attendance at the event you attended.

  If you have given your express consent for us to retain your data for a longer period, MADRING (IFEMA MADRID) will retain your data until such consent is withdrawn by the data subject through the rights exercise procedure explained below.

• 3.4.5. Customer service by telephone

  MADRING (IFEMA MADRID) processes personal data of individuals who call the “Customer Service” telephone line, in order to manage their enquiries and, where applicable, to inform them about activities, events, special offers, new products and other information related to the services of MADRING (IFEMA MADRID) and/or its sponsors which we consider relevant to you or which may offer you some benefit.

  The legal basis that allows MADRING (IFEMA MADRID) to process the personal data provided is the legitimate interest in locating and contacting you.

  MADRING (IFEMA MADRID) will retain the personal data provided for the time strictly necessary in relation to the purposes for which they were collected and, in any case, for the limitation periods required by the applicable legislation. The data will be deleted afterwards, except where it is necessary to retain them in order to comply with a legal provision or a request from a public administration.

• 3.4.6. Management of accidents and incidents occurring within the premises (including event staff and visitors)

  MADRING (IFEMA MADRID) may process certain personal data (in some cases, sensitive data) in the unfortunate event that an accident or incident occurs within the premises and the injured person requires any type of medical assistance.

  In such cases, the legal basis that allows MADRING (IFEMA MADRID) to process the data of the injured person is the legitimate interest of the controller in providing medical assistance and managing the consequences of the incident or accident.

  In relation to the above, it is noted that MADRING (IFEMA MADRID) may be required to provide certain data and information to the relevant insurance companies for the purpose of managing the effects arising from the incident and, in some cases, MADRING (IFEMA MADRID) may also be required to inform the competent authorities.

  MADRING (IFEMA MADRID) will retain the personal data provided for the time necessary in relation to the purposes indicated and, in any case, for the limitation periods required by the applicable legislation. The data will be deleted afterwards, except where it is necessary to retain them to comply with a legal provision or an administrative and/or judicial requirement.

• 3.4.7. Video surveillance

  MADRING (IFEMA MADRID) will process personal data of individuals entering the premises (specifically, their image) in order to ensure the security of persons, property and facilities.

  The legal basis that allows MADRING (IFEMA MADRID) to process the data is its legitimate interest regarding the security of the premises, as well as that of all individuals present within it.

  MADRING (IFEMA MADRID) will retain the images obtained through video surveillance systems for a maximum period of one (1) month from the moment they were captured. After this period, they will be deleted as a general rule, except where it is necessary to retain them to comply with a legal provision, an administrative and/or judicial requirement, or under exceptional circumstances that justify the retention of the recordings for a period longer than that legally established.

• 3.4.8. Ambient recordings of events and activities

  The entire premises may be subject to recording by MADRING (IFEMA MADRID), media outlets and, where applicable, event sponsors, for the purpose of obtaining ambient images of the events and activities taking place. Furthermore, it is noted that these images may also be used for promotional and/or commercial purposes by MADRING (IFEMA MADRID) and the event itself. Further details regarding sponsors may be found on the website of each event.

  The images captured, which may include the voice and/or image of attendees, may be processed and disseminated through various media such as websites, social networks or fan pages, and included as content in TV programmes or materials for device applications (e.g., smartphones, smartwatches, tablets, 3D glasses). MADRING (IFEMA MADRID) will process the captured images, as the controller, for the purposes indicated on the basis of its legitimate interest.

• 3.4.9. Recording of interviews, sessions and events

  On certain occasions, MADRING (IFEMA MADRID) carries out interviews or organises workshops and/or sessions in which participants may be recorded and, therefore, certain identifying data such as the image, voice or name of speakers may be processed. The legal basis that allows MADRING (IFEMA MADRID) to process the data provided is the explicit consent of the speaker. These images will be processed for the purpose that was accepted through the required authorisation for the assignment of image rights in favour of MADRING (IFEMA MADRID) and will be retained in accordance with the authorised conditions. In general, the content generated will become part of the MADRING (IFEMA MADRID) image gallery as part of its historical archive. In any case, speakers may exercise their rights in accordance with the procedure described below.

  MADRING (IFEMA MADRID) will retain the personal data provided for the time necessary to provide access to the sessions and while they remain published on social media. Subsequently, the data will be blocked as a general rule, except during the limitation periods for liabilities required under applicable legislation or following an administrative and/or judicial request.

• 3.4.10. Suppliers

  MADRING (IFEMA MADRID) needs to process the personal data of its suppliers in order to manage the contractual relationship with them, this being the legal basis for such processing.

  MADRING (IFEMA MADRID) will retain the personal data provided for the duration of the contractual relationship between the parties and, in any case, for the limitation periods required by the applicable legislation. The data will subsequently be blocked, with access only permitted where necessary to comply with a legal provision or a request from a public administration.

• 3.4.11. Media and press: accreditation and contacts

  MADRING (IFEMA MADRID) will process the personal data of individuals linked to media and press in order to manage their access to the event for which they will be covering information, as well as the contact between the Institution and these media outlets.

  The legal basis that allows MADRING (IFEMA MADRID) to process the data provided is the consent of the data subject, the legitimate interest of MADRING (IFEMA MADRID) regarding the security of the premises, and for the purpose of locating and contacting a professional.

  MADRING (IFEMA MADRID) will retain the data provided by individuals linked to media and press until the data subject withdraws consent.

• 3.4.12. Profiling

  Only if you have given us your explicit consent, MADRING (IFEMA MADRID) may create profiles of users who register through the forms included on our institutional website, as well as the event-related websites of MADRING (IFEMA MADRID) and our social networks, for the purpose of offering new products and information related to the services of MADRING (IFEMA MADRID) which we consider relevant to you. These communications will be sent to the address you provided when granting your consent and you may withdraw it at any time.

  The legal basis for the processing of your personal data is your explicit consent. The personal data provided for profiling purposes and authorised by the data subject will be retained until you submit a request withdrawing your consent for this processing, without prejudice to your right to erasure or objection.

• 3.4.13. Whistleblowing Channel

  MADRING (IFEMA MADRID) undertakes to process at all times the personal data received through the Ethics Channel in an absolutely confidential manner and in accordance with the purposes established in its procedure, and will adopt the necessary technical and organisational measures to ensure the security of the data and prevent its alteration, loss, processing or unauthorised access, taking into account the state of technology, the nature of the data stored and the risks to which it is exposed, all in compliance with the provisions of the legislation on personal data protection. In addition, the whistleblower has the option to voluntarily decide whether they wish to remain anonymous with respect to MADRING (IFEMA MADRID) by ticking a box.

  The legal basis for the processing of your data is the fulfilment of a legal obligation in accordance with Organic Law 3/2018 on Personal Data Protection and Digital Rights, Law 2/2023 of 20 February regulating the protection of persons who report regulatory infringements and the fight against corruption, and Law 10/2010 on the Prevention of Money Laundering and the Financing of Terrorism.

  No disclosure of personal data to third parties is envisaged, unless the reported facts could constitute a criminal offence or administrative infringement, in which case the matter will be referred to the competent administrative or judicial authority. No international data transfers will be carried out.

  The personal data of the person submitting the report will be kept in the Whistleblowing System only for the time strictly necessary to determine whether it is appropriate to initiate an investigation into the reported facts. Any data processed as part of investigations will be deleted as soon as the investigations have concluded, unless such investigations give rise to administrative or judicial proceedings.

  In any case, once a maximum period of six months has elapsed from the introduction of the data, the information will be deleted from the Whistleblowing System, unless its retention is required to provide evidence of the operation of the organisation’s crime prevention model. Reports that are not pursued may only be kept in anonymised form.

  You may exercise your data protection rights by sending a communication to the DPO by email or to the postal address of MADRING (IFEMA MADRID), indicating as the subject “Exercise of Rights – Whistleblowing Channel”.

3.5 Disclosure of data to third parties

MADRING (IFEMA MADRID) may disclose your personal data to third parties for legitimate reasons and in accordance with the provisions of the applicable regulations.

Any disclosure of your data will be subject to your prior knowledge and consent, in which case you will be informed of the recipient’s details, the purposes of the disclosure, as well as any other relevant information required under the applicable regulations. In particular, you will be informed if the recipient of your data is located in a country that does not guarantee an adequate level of protection of your personal data.

Accordingly, MADRING (IFEMA MADRID) will only disclose personal data when it is necessary to carry out one of the purposes described in the previous sections or when there is a legal obligation to do so. The following data disclosures may take place:

• To public, administrative or judicial authorities, if they so request or when a legal obligation requiring it must be complied with;
• To payment service providers where necessary (including payment gateways, financial institutions, banks, etc.);
• To postal service providers, in the event that it is necessary to deliver any goods;

Cases of communication of personal data are not considered to be those in which MADRING (IFEMA MADRID) instructs a third party to process your personal data within the framework of a provision of services between MADRING (IFEMA MADRID) and said third party (e.g. a hosting of personal data on a server). These cases will be duly regulated through the signing of data processor contracts.

Also, please note that a law may require the obligation for MADRING (IFEMA MADRID) to communicate your personal data to a judicial or administrative authority or for any other legally established reason.

3.6 International transfers

We inform you that MADRING (IFEMA MADRID) occasionally makes international transfers to recipients established in countries outside the European Economic Area (i.e. the countries of the European Union plus Liechtenstein, Iceland and Norway). You are informed that, in the event of acceptance by you, your personal data will be communicated to Formula One Digital Media Limited "FOML" located in England and Wales with company number 08915039 and registered office at 2 St. James's Market, London, SW1Y 4AH, England for the purpose of contacting you through electronic and similar means for commercial purposes.

In any case, MADRING (IFEMA MADRID) has adopted appropriate guarantees to guarantee the security and legitimacy of the processing of your data, since such transfers are based on the signing of Standard Contractual Clauses adopted by the European Commission with all service providers in accordance with the provisions of the GDPR, or if any of the exceptions set out in the regulations are met.

To receive more information about international transfers, you can contact the Data Protection Officer (DPO) via email: [email protected]

3.7 Rights regarding the processing of your personal data

The law recognizes various rights in relation to the processing of your personal data. These rights are as follows:

• The right to request access to your personal data;
• The right to request the rectification of your personal data;
• The right to erasure of your personal data;
• The right to request the restriction of the processing of your personal data;
• Right to object to processing;
• The right to portability of the data in question;
• The right not to be subject to automated individual decisions, including profiling; and
• Right to withdraw consent at any time.

Such rights can be exercised in several ways:

• By sending a written communication indicating in the subject: "Exercise of Rights", name and DNI number of the sender to the following address: Avda. del Partenón, 5 (28042) Madrid.
• By sending an email to [email protected] In any of these cases, and in order to properly preserve your personal data, we will need to confirm your identity, either by asking you for identification or confirmation of any of your personal data.

Likewise, you can seek the protection of the Spanish Data Protection Agency in relation to the exercise of your rights indicated above through its website https://www.aepd.es/.

3.8 Medidas de seguridad

MADRING (IFEMA MADRID) is highly committed to fulfilling the commitment to keep your information secure. For the protection of your information we have adopted the legally required security measures, we use the most advanced systems and we constantly update them to ensure that there is no unauthorized access.

Annexes, forms and related documentation

• PDA-PR-24_04.01: Procedure, design and analysis of new personal data processing.
• PDA-PR-24_04.02: Procedure for notification of incidents and security breaches.
• PDA-PR-24_04.03: Procedure for the management of the rights of the interested parties.
• PDA-PR-24_04.04: Procedure for the management, use and availability of CCTV recordings.

Revision history