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.

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.

Users may also revoke at any time their consent to receiving email or similar marketing messages (for example, short text messages (SMS), instant messaging and telephone calls) aimed at informing them about the activities, competitions and events and activities of IFEMA, its sponsors and other third-party companies associated with these events and activities.

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:

4.1 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 eve nt of your choice.

The legal basis that allows IFEMA to process the data provided is the consent of the visitor, as well as the provision of a service

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.

4.2 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.

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.

4.3 Virtual Fairs

IFEMA will process the personal data of the Exhibitors and Visitors in order to manage and allow access to the virtual or semi-virtual fairs for which they have registered. The legal basis that allows IFEMA to process the data provided is the execution of the contractual relationship, as well as the consent of the data subject in the case of on-site fairs with optional access to virtual content.

IFEMA will keep the data provided for the time necessary to comply with the contractual relationship. In general, the data will subsequently be blocked, except during the limitation of liability periods required by current legislation or by administrative and/or judicial requirement. When the legal basis is consent, IFEMA will keep the data until consent is withdrawn by the data subject.

In the fairs in which IFEMA acts as a co-organiser together with another entity, the responsibility for the personal data collected will be shared, although the data subject will always be informed of this before their data is collected. The specific contractual terms and conditions must always be fulfilled.

4.4 Sending of newsletters and marketing messages by email or equivalent means

Based on your express consent, IFEMA will periodically send you newsletters and marketing messages by email or equivalent means including information about our competitions, activities, events, special offers, new products and additional information regarding IFEMA’s services. By equivalent means, we mean short text messages (SMS) or messages sent via instant messaging systems, as well as telephone calls. These marketing messages may contain advertising content about IFEMA or third parties’ activities, events and services, which could be sponsors, exhibitors, collaborators or third companies that purchase IFEMA’s digital advertising services in relation to trade fairs, activities and events organised at IFEMA. Your data will never be transferred to these third-party companies, sponsors, exhibitors or visitors and the marketing messages and advertising content will always be sent to you by IFEMA.

Our sponsors are companies with which IFEMA has entered into collaboration agreements for the purposes of working jointly to promote the Institution or a specific fair, event or product. Under these sponsorship agreements, IFEMA includes its sponsors’ content within fair and event communication materials, particularly when the content is beneficial to IFEMA’s clientele. A list of our sponsors is published on the IFEMA institutional website and on our event websites, where ongoing sponsorships are listed and updated.

We will send these emails or messages to the address you gave when you consented to receiving marketing messages. You are at liberty to withdraw your consent at any time.

The legal basis for the processing of your personal data by IFEMA is your express consent.

The personal data you give us 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, however, the data will be erased or modified if you send a request to exercise your rights according to the instructions in the section on “Personal data processing rights”.

4.5 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.

4.6 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.

4.7 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, as well as the provision of a service.

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.

4.8 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, the execution of pre-contractual services and the legitimate interest of locating and contacting a professional.

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.

4.9 “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.

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.

 4.10 “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.

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.

4.11 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, as well as its legitimate interest.

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.

4.12 “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.

The personal data provided will be deleted once your query has been resolved.

4.13 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.

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.

4.14 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.

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.

4.15 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.

4.16 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.

4.17 Sessions, demos and webinars

IFEMA will process the personal data of participants in Committee sessions and meetings in order to allow them access. It will also publish the sessions on social networks (specifically, the YouTube channel, although in the future there could be others) and send marketing communications.

The legal basis that allows IFEMA to process the data provided is the express consent of the data subject.

IFEMA will keep the personal data provided for the time necessary to give access to the sessions and for as long as they appear on said social networks. In general, the data will subsequently be blocked, except during the limitation of liability periods required by current legislation or by administrative and/or judicial requirement. Likewise, in the case of consent to send commercial communications, IFEMA will keep the data until said consent is withdrawn by the data subject.

4.18 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.

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.

4.19 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 and the provision of pre-contractual services.

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.

4.20 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 and the establishment of the pre-contractual relationship.

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.

4.21 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), the legitimate interest of IFEMA regarding the security of the trade fair site and that of locating and contacting a professional.

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

4.22 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.

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

4.23 Profiling

Solely your consent to receive these messages, which you may withdraw at any time.with your express consent, IFEMA may create profiles of users who register through the forms included in our institutional website, as well as the linked websites of IFEMA exhibitions and events and our social networks 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

The legal basis for the processing of your personal data is your express consent.

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.

4.24 Ethical Channel

IFEMA undertakes to process personal data received through the Ethical Channel at all times in strict confidence and solely for the purposes set out in its procedure, and will adopt the necessary technical and organisational measures to guarantee the security of the data, to avoid any alteration, loss, unauthorised processing or access, considering the state of technology, the nature of the data stored and the risks to which they are exposed, all in compliance with the provisions of applicable data protection laws and regulations. Complainants also have the option to preserve their anonymity vis-à-vis IFEMA by checking a box.

The purpose of the Ethical Channel is to process and resolve queries and complaints from employees, suppliers, exhibitors, sponsors, visitors, other clients, and anyone else connected with the fairs and events held at IFEMA regarding possible breaches or irregularities. in accordance with the provisions of the IFEMA Code of Conduct, its corporate regulations and current regulations. The legal basis for processing your data lies is the public interest [Article 6.1(e) of the GDPR and Article 8.2 of the LOPDGDD].

Your personal data will not be disclosed to third parties other than when a crime or an administrative offence is reported in which case the appropriate administrative or judicial authority will be notified. No international data transfers will be made.

The complainant’s data will be kept in the Complaint Manager as long as necessary to decide whether to launch an investigation into the matters reported. All data processed in as part of the investigations will be deleted once the procedure is complete, unless administrative or judicial procedures are taken.

In any case, three months after the data is collected, it shall be deleted from the Complaint Manager, unless it is required to be stored to continue with the investigation and until the closure of the same, or to provide a record of the implementation of the IFEMA crime prevention procedure. Complaints that have not been processed can only be recorded anonymously.

Data subjects can exercise their rights of access, rectification, deletion, limitation of treatment, portability of data, opposition and refuse to be subject to automated individualised decisions by sending an email to protecciondedatos@ifema.es, specifying which right they want to exercise. ETHICS CHANNEL S.L. is the company responsible for administering and managing the Ethical Channel service as data processor for processing and resolving requests to exercise rights in the relationship with the data subject at the express request of IFEMA and within the established period.

4.25 Thinkids

For the Thinkids Campus, IFEMA and the Thinkids Project will process, as joint controllers, the personal data of the minors participating in the Fair, as well as those of their parents or legal guardians, in order to manage the registration and holding of the camp.

The legal basis that allows IFEMA to process such personal data is the execution of the existing contractual relationship and, in the case of processing of health data (food allergies and special care for minors due to illness), express consent. Likewise, express consent will be requested for the publication of photographs on digital media (press communications, social networks or the IFEMA website).

IFEMA will keep personal data for the duration of the contractual relationship, except when it is necessary to keep them to comply with legal provisions or administrative and/or judicial requirements. In the event that the express consent for the publication of photographs where minors can be identified is withdrawn, they will be deleted or modified so that the minor cannot be identified.

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.

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:

There are several ways that you can exercise your rights:

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.

 9 Record of data processing activities

  1. Possible exhibitors and potential visitors "PEX and PVIS"
  2. Exhibitors and Co-exhibitors
  3. Former Exhibitors EX PEX
  4. Visitors
    1. General public
    2. Professionals
  5. Fair Collaborators / Partners / Co-organisers.
  6. Online Exhibitor Catalogues
  7. External trade fair catalogues
  8. Members of professional associations and bodies
  9. Speakers at conventions, presentations, concerts, fair events and musicals
  10. Major Buyers and Collector Visitors 
  11. List of VIP authorities
  12. Gold Fair Club Card and Silver Fair Club Card
  13. Sending invitations by computer and/or post
  14. Sending marketing communications or newsletters 
  15. Commercial prospecting by telephone
  16. Ticket sales (for events and third parties) 
  17. Draws and competitions
  18. Media and press contact details 
  19. Social Networks
  20. Press accreditation
  21. Delegates abroad and commission agents service
  22. Registration of groups and schools on School Days
  23. “Punto de Encuentro” [Meeting Point] Service
  24. B2B Meetings Agenda Service 
  25. Customer service (call centre) 
  26. “Click to Call” and “Click to Chat” Services 
  27. Complaints and incident management 
  28. Insurance management
  29. Video surveillance
  30. Self-protection: Use of images for internal purposes
  31. Lost property, complaints and claims
  32. Control of access to the IFEMA site
  33. Collaboration with detectives
  34. Suppliers / Purchases
  35. Bidders
  36. Employees
  37. Recruitment / Talent Management
  38. Union affiliation
  39. Prevention of occupational hazards
  40. Medical service, mutual insurance management and private health insurance
  41. Sponsored Wifi ® service
  42. Work accidents
  43. Session recording
  44. Profiling
  45. Thinkids
  46. Ethical Channel
  47. Employee Profiling
  48. Photography / IFEMA events
  49. Targeted advertising by customer list
  50. Responding to data subjects' rights
  51. Management and notification of security breaches 
  52. Taking body temperature
  53. Sessions, demos and webinars
  54. Virtual Fairs

LAST UPDATED: 29 JULY 2020.