Privacy policy

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Privacy policy

Pursuant to 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 and on the free movement of such data (GDPR) and the Organic Law 3/2018, of December 5, on Data Protection and Guarantee of Digital Rights ,  (LOPDGDD), IFEMA provides this Privacy Policy with detailed information about how we process your personal data.
This Privacy Policy applies to processing applied to all Personal Data you provide to IFEMA by any means including the website (www.ifema.es), when you purchase a service as a Fair Exhibitor or when you access the trade fair facilities 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.

  1. Personal data controller

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

    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 so, you must complete the questionnaires, entering the data necessary to carry out the necessary formalities. Registration may require Users to enter their personal details. Please note that although completing the 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 enter personal information that identifies you, we ensure that it is only be used in accordance with the terms of this Privacy Policy and for the purposes for which it was provided. However, IFEMA reserves the right to update this Privacy Policy as it sees fit.

  2. Data Protection Officer (DPO)

    IFEMA has a Data Protection Officer who is responsible for compliance with the legal data protection requirements, and responding to requests from data subjects exercising their rights and to enquiries.
    Users and data subjects may contact the DPO at the following email address: protecciondedatos@ifema.es.
  3. Personal information gathered and processed

    Our Website may gather personal data and information, for example: your 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, browsing habits, device identification, browser type and information about your interests, preferences and needs.

    If there is a contractual relationship or the reason for the relationship is to manage your registration as a User of a trade fair or event, your personal data is essential, otherwise, IFEMA will be unable to provide the service and fulfil our other legal liabilities.
    If we send you messages by email or equivalent means (for example, by telephone) to inform you about IFEMA’s and its sponsors’ activities, competitions or events, you may revoke your consent at any time.

  4. Purpose and legal basis for processing and storing your personal data

    The purpose of processing your data corresponds to the question ‘for what purposes will the data controller use my personal data?’ and the legal basis ensures that your data is processed lawfully and in accordance with data protection regulations.
    Regarding data storage, IFEMA sets certain storage periods which are sometimes mandatory during which they are stored before being deleted.
    In this regard, IFEMA processes the data gathered for the following purposes and periods:

    1. 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.

      Please note that for some specific fairs IFEMA is a co-organiser with another entity. In such cases, responsibility for personal data may be shared, although the data subject is always warned before the data are gathered.

    2. Participating in a fair or event as an Exhibitor

      IFEMA needs to process Exhibitors’ personal data to manage its contractual relationship with Exhibitors at fairs, exhibitions or events.

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

      IFEMA stores the data provided for as long as necessary to fulfil its contractual obligations and for the periods required by law. The data is then deleted, except when it must be stored to comply with legal, administrative or judicial requirements. Data may only be stored for periods longer than those established by law with the exhibitor’s express consent.

      The specific contractual terms and conditions must always be fulfilled.

    3. Sending newsletters and marketing messages by email or equivalent means

      With your express consent, IFEMA will periodically send you newsletters and marketing messages by email or equivalent means with information about our competitions, activities, events, special offers, new products and other information regarding IFEMA's services or those of its sponsors that we think may be of interest or beneficial to you. These emails are sent to the address that you provided when giving your consent to receiving marketing messages, which you can withdraw at any time.

      If you are sent information by email, the legal basis for processing your personal data is your consent and permission for IFEMA to send these messages [art. 6.1.a) GDPR].

      The personal data you provide to enable us to send you emails and your permission will be stored in accordance with the terms and conditions to which you gave your consent. The data will be deleted or modified at your request by following the exercise of rights procedure described below.

    4. Showing personalised advertising in the online environment

      IFEMA may show the data subject information about events, activities, news and information tailored to their profile, interests and needs, via the following digital platforms: In particular, Google, LLC, Facebook, Inc. and associated companies, Twitter, Inc., as well as LinkedIn and Bing (Microsoft Corporations). Pseudonymisation systems based on the use of hash technology are always used.

      Sending this information entails creating user profiles, which consists of using basic-level IFEMA customer data and browsing information to evaluate certain aspects related to personal preferences to offer marketing information tailored to each customer profile.

      In such cases, the legal basis is IFEMA’s legitimate interest. The personal data provided to show targeted advertising is kept while the legitimate interest exists, and efforts are made to keep customer lists updated, despite the large amount of data processed. You are reminded that customers and visitors to the IFEMA website may personally configure their consent on each of the third-party websites regarding the reception of personalised advertising.

    5. Participating in competitions and prize draws

      IFEMA processes your personal data in order to manage competitions and prize draws for which you have voluntarily 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 stores the data supplied for as long as necessary to fulfil the purposes for which they were gathered, provided that the data subject does not request erasure and, under all circumstances, for the periods required by law. Data is stored according to the terms and conditions or legal rules of each competition that you have authorised and is always erased or amended at your request and in accordance with the procedure for exercise of rights explained below.

      Please note that in the case of some specific competitions and prize draws, IFEMA may act as a co-organiser with another entity. In such cases, responsibility for personal data may be shared, although the data subject is always warned before the data are gathered.

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

      IFEMA processes personal data to manage ticket sales to the public, and 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 applicable to ticket sales. If you give your express consent to store your data for a longer period of time, IFEMA will store them until the data subject’s consent is withdrawn by means of the exercise of rights procedure explained below.

    7. Potential Exhibitors and Visitors. Contact details of individuals

      IFEMA processes the personal data of potential Trade Fair Exhibitors and Visitors to manage business relationships with them vis-a-vis 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 services [art. 6.1.b) GDPR] and the legitimate interest of locating and contacting a professional [art. 6.1.f) GDPR and art. 19 LOPDGDD].

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

    8. “Punto de Encuentro” [Meeting Point] Service

      IFEMA processes the personal data of persons who voluntarily decide to use the "Punto de Encuentro" service, provided 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 is stored unless you withdraw your consent to this processing, notwithstanding your right to erasure or objection, and, under all circumstances, for the periods required by current legislation. All the terms and conditions of the service are available in the Exhibitors' Area.

    9.  “B2B, Agenda de Reuniones” [B2B Meetings Agenda] Service

      IFEMA processes the personal data of persons 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 is stored unless you withdraw your consent to this processing, notwithstanding your right to erasure or objection, and, under all circumstances, for the periods required by current legislation. All the terms and conditions of the service are available in the Exhibitors' Area.

    10. Customer support help line

      IFEMA processes personal data belonging to persons contacting the “Customer Service” helpline to assist with queries and, where appropriate, to inform them about competitions, activities, events, special offers, new products and other information related to IFEMA services and those of its sponsors that we believe may be of interest or beneficial to you.

      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 stores the data provided for as long as necessary for the purposes for which they were gathered and, under all circumstances, for the periods required by law. The data will subsequently be deleted, except when they must be stored to comply with legal or administrative requirements.

    11. “Click to Call” and “Click to Chat” Services

      IFEMA processes the personal data (telephone number and/or email address) of persons who use the "Click to Call" and "Click to Chat" services to inform data subjects about terms and conditions and aspects of participation 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 your query has been resolved.

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

      IFEMA may process personal data (which may be sensitive information) in the unfortunate event of an accident or incident on the trade fair complex if the injured party needs medical assistance.

      In such cases, the legal basis that allows IFEMA to process the injured person’s data is the legitimate interest of the person responsible for providing medical care and to manage the consequences of the incident [art. 6.1.f) GDPR].

      In this regard, you are informed that IFEMA may be obliged to provide certain data and information to insurance companies to manage the effects of the incident and, in some cases, IFEMA may be obliged to notify the authorities.

      IFEMA stores the information for as long as necessary for these purposes and, in all cases, for the periods required by the law. The data will subsequently be deleted, unless they must be stored to comply with legal or administrative requirements.

    13. Video surveillance

      IFEMA processes the personal data of persons who enter the trade fair site (specifically, their image) to guarantee the safety and security of people, property 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 on the premises [art. 6.1.f) GDPR].

      IFEMA stores the images captured by video surveillance systems for no longer than one (1) month. They are then be deleted, except when they must be stored to comply with a legal provision, administrative and/or judicial requirements or in exceptional circumstances that justify storage of the recordings for longer periods.

    14. Ambient recording of events, trade fairs and activities

      IFEMA, the media, and, where appropriate, companies that sponsor events may record anywhere on the trade fair complex to obtain images of the ambience and of their activities. Please note that these images may also be used for promotional and/or marketing purposes by IFEMA and the event itself. Regarding sponsors, more details are available on the specific webpage of each event and exhibition.

      Any images captured, which may include attendees’ voices and images, may be processed and disseminated by various means such as websites, social networks or fan pages, and may be used as content in TV programmes or as content for apps on devices (e.g., smartphones, smartwatches, tablets, 3D goggles, etc.).

      As data controller, IFEMA processes images captured for such purposes by virtue of its legitimate interest [article 6.1.f) GDPR].

    15. Video recording of interviews and events

      IFEMA sometimes conducts interviews and organises workshops and/or sessions and records participants. Therefore, some identifying data such as people’s images, voices or names may be processed. The legal basis that allows IFEMA to process the data provided is the express consent of the data subject [art. 6.1.a) GDPR]. The personal data included in these images are used for the purposes authorised by the data subject at the time and they are stored in accordance with the authorised terms and conditions. As a general rule, they become part of the IFEMA image gallery and are included in the documentary record. This notwithstanding, you may exercise your rights according to the procedure explained below at any time.
    16. Suppliers

      IFEMA processes its suppliers’ personal data to maintain a business relationship.

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

      IFEMA stores the data provided for the duration of the contractual relationship between the parties and for the periods required by law. The data are subsequently deleted, except when they must be stored to comply legal or administrative requirements.

    17. Personal data of bidders

      When IFEMA issues a call for tenders, it processes the personal data of employees and the contact details of companies that participate in the tender. The purpose of processing the data is the pre-contractual relationship to choose the successful bidder to provide services 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 provision of pre-contractual services [art. 6.1.b) GDPR].
      Personal data is stored for the duration of the pre-contractual relationship, notwithstanding the right to erasure or opposition and always for the legally established periods. When the data are no longer necessary for the purposes for which they were gathered, they are deleted unless they must be stored to comply with the law or administrative or judicial requirements.
      However, if the bidder gives express consent on the tender form, data may be kept for longer periods of time for consideration as future IFEMA suppliers in the corresponding professional sector.
      Regarding the successful bidder's personal data, this is stored for the duration of the contractual relationship with IFEMA and for the periods required by law.
    18. CVs

      If you have sent us your CV, there is not yet a contractual relationship between you and IFEMA. However, we need candidates’ personal data to assess their professional experience and decide whether IFEMA is interested in their profile with a view to a position, or if they are suitable candidates for future vacancies.

      The legal grounds for processing the data is the interested party’s consent [art. 6.1.a) GDPR] and the establishment of the pre-contractual relationship [art. 6.1.b) GDPR].

      In the case of the personal data contained in CVs, IFEMA processes 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 unsuccessful candidates are kept on file for no longer than two (2) years from the end of the recruitment process, provided we have the data subject’s express consent.

    19. Media and press: accreditation and contacts

      IFEMA processes the personal data of media and press representatives to manage their access to the trade fair, exhibition or event to be covered, and to facilitate contact between IFEMA and the 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 site and that of locating and contacting a professional [GDPR Article 6.1. f and art. 19 of the LOPDGDD].

      IFEMA stores the data provided until consent is withdrawn by the data subject.

    20. Visit management

      IFEMA processes the data of persons 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 stores the data provided for no longer than one (1) month following the visit, unless a longer storage period is required by law.

    21. Profiling

      Solely with your express consent, IFEMA may create profiles of users who register on our website and use them to send newsletters or marketing messages by email about our events, special offers, new products and other information about IFEMA services that we believe you will find interesting or beneficial. These emails are sent to the address you provide when you give your consent to receive these messages, 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 purposes authorised by the data subject is retained until you send a request to IFEMA withdrawing your consent to this processing, notwithstanding your rights of erasure and objection.

      If IFEMA wishes to use the data for other purposes, it must obtain your legal consent before doing so.

  5. Data transfers to third parties

    IFEMA discloses, transfers and shares personal data with third parties under the terms and conditions described in this Privacy Policy.
    Your data may be shared with third parties, although you will be duly informed before this is done. For example, when you are confirmed as an exhibitor, your business information (company or trade name, address and/or e-mail address, telephone and fax numbers, and contact person) may be disclosed, with the obligation of confidentiality, to companies that work with IFEMA to organise trade fairs or which provide supplementary services and add value to the event, or for the purpose of sending you information about their activities and services and to cater for your requirements.
    You are informed that IFEMA may disclose data to third companies to send you messages tailored to your profile and interests.
    Except for the above, IFEMA will not disclose any of the personal data it gathers to third parties unless it is asked to do so by public authorities, a court or by law.

  6. International transfers

    Please note that IFEMA sometimes carried out international data transfers to recipients in countries outside the European Economic Area (i.e. the countries of the European Union plus Liechtenstein, Iceland and Norway).
    Specifically, your data may be disclosed to our data processors and IFEMA Offices in the visitor's or exhibitor’s country of origin, which can be seen 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.
    Please note that IFEMA has adopted adequate guarantees and has signed the standard data protection clauses adopted by the Commission with all of them. If you require more information about international data transfers, please contact the Data Protection Officer (DPO) by email: protecciondedatos@ifema.es.

  7. Rights regarding the processing of your personal data

    The law recognises several 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 limit the processing of your personal data;
    • The right to object to processing;
    • The right to the portability of your data;
    • The right not to be subjected to automated decision-making, including profiling; and
    • The right to revoke your consent at any time.

    There are several ways that you can exercise your rights:

    • By post, sending a letter specifying "Exercise of Rights” on the envelope and enclosing 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 case, to be able to store your personal data properly, we must confirm your identity, either by requesting identification or by 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 rights through the website https://www.aepd.es/.

  8. Security measures

    IFEMA is committed to keeping your information secure. We have adopted the legally required security measures to protect your information. We also use advanced systems which are kept updated to prevent unauthorised access.