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Clarion Events – Group Privacy Policy – 2020 15/09/2020 V1.6.2

1. Introduction

This privacy policy (Privacy Policy) sets out the ways in which all members of
The Clarion Group (by which we mean Clarion Events Limited, registered in the
United Kingdom (Company Number 00454826; and all of its subsidiaries; ‘Clarion’,
‘Clarion Group’) may use your personal data.

Data Controllers (or such analogous designation as may be applicable in
territories outside of the European Union) within the Clarion Group can be found
listed in the Annex at the bottom of this Privacy Policy.

In this Privacy Policy:

• ‘we’, ‘us’ or ‘our’ means the Clarion Group entity with which you are
interacting as detailed above. For example, the Clarion Group entity organising
the event you are attending, or managing the website you are using. We will make
it clear to you which entity this is;

• ‘the site’ means the Clarion website you are visiting or engaging with; and

• ‘you’ and ‘your’ means you, the person engaging with us, registering for our
events or services or visiting our site.

By registering for one of our events, subscribing to our services, visiting our
site or otherwise interacting with us, we will process your personal data in
accordance with this Privacy Policy and applicable data protection and privacy
laws.

For Clarion companies operating outside of the EU but processing EU Data as
defined under Art.3. GDPR, Synergy B.V. (A Clarion Group Company) acts as the EU
representative to Controllers not established in the EU. From January 1st 2021,
for Clarion companies operating outside of the UK and EU but processing UK Data
as defined under Art.3. UK GDPR, Clarion Events Limited acts as the UK
representative to Controllers not established in the EU and UK.

2. How you can contact us:

Group Address: FAO the Data Protection Officer, Clarion Events, Bedford House,
69-79 Fulham High Street, London, SW63JW, United Kingdom.

Email: privacy@clarionevents.com

(California residents please see section 10.2),


3. Information we may collect about you


• Information you give us:

We collect any information you provide to us when you complete registration
forms, or provide us with your details over the phone, for example when you
register an account with us, register to attend one of our events (whether as a
delegate, exhibitor, speaker or attendee) or subscribe to our mailing list. This
information might include your name, address, email address, phone number,
credit card information and other information relevant to the event or service
that you’re registering for.

• Information we collect about you:

Personal information refers to the types of personal information that may be
collected and used, including: Collection of information contained in any
correspondence between you and us via contact forms on websites, and emails or
telephone calls.

o Through registration forms we may collect: contact details such as name, email
address, postal address and telephone number; educational, nationality and
professional information; interests and business information, such as roles and
responsibilities; survey information, comments, feedback, posts and any other
content submitted; and payment information, such as a credit or debit card
number or bank account details where registering for paid events or services.

o We may collect identity verifying information such as passport details to
comply with legal obligations in certain countries, as may be applicable, where
requested, and other identifying information such as driver’s licenses or ID
cards for verification purposes where applying for Press Passes or general entry
to some of our events.

o Where we operate badged access in relation to any of our events, we may
collect information about; your location in; and engagement, within the event.
For example, for certain events access will be granted via a badge which holds
your registration details including personal information. You will be required
to use your badge to gain access to the event. In this situation we will collect
information about when you enter the event and which exhibitors or sponsors you
have engaged with.

o We collect information about you visiting our website and how you use it. This
may include your IP address, geographical location, device information, browser
type, referral source, length of visit, operating system, number of page views,
which pages you viewed and similar information. This information may be
collected by a third party website analytics service provider on our behalf
and/or may be collected using cookies. We also use cookies and pixels in our
emails to track delivery and open rates, the results of which are stored against
your email address and profile. For more information on cookies please refer to
section 6 below o We may collect publicly available information including names,
job title, employer, telephone, social media and business email address contact
details to allow us to send you information about our goods and services using
our legitimate interest to do so pursuant to relevant data protection
legislation. You can request to stop receiving such communications at any moment
by using the unsubscribe links in the footer of the email or by contacting us
directly.

• Information we receive from third parties:

We may collect information about you from third parties that we work closely
with for the purposes of delivering to you the services that you request from
us. For example, we may engage third parties to assist us with our online event
registration systems or payment systems; these third parties will collect
information directly from you on our behalf.

We may also engage third parties to operate event websites on our behalf; these
entities will collect information directly from you about your visits to the
website on our behalf.

o We may also receive information about you from third parties where you have
consented to such third party sharing your information with us.

• Sensitive personal data

If collecting or storing sensitive personal data such as information relating to
health, beliefs or political affiliation, we typically ask for your explicit
consent. However, there are some situations where it will not be possible to
request consent, such as if you have an accident at one of our events. If this
does occur, we will ensure your privacy rights are protected.

• Children’s personal data

Our products and services are not intended for children under the age of 13 and
we do not knowingly collect personal data from this age group. If any
information is collected from a child under the age of 13 without verification
of parental consent, it will be deleted.

4. How we use information about you

We may use your information for the following purposes, depending on the
relationship we have with you. Prior to submitting your personal data to us, we
will provide you more specific information where necessary about how we will use
your data, and link you to this Privacy Policy.

For sales and product/event enquiries

To provide you with information that you have requested from us, in relation to
events and publications we run, or other services we provide (for example
on-demand content online webinars and e-newsletters).

Legal Basis: By specifically requesting information from us, you are consenting
to us using your personal data for the purposes of communicating such
information to you.

General administration and organisation of our events

As a Speaker, Exhibitor, Sponsor or Attendee to our events we may use your
details for planning and logistics, to invoice you, to provide you customer
service in relation to the event, and general administration of your attendance
at the event. We may also share your personal data with other entities in the
Clarion Group for the purpose of assisting in the delivery of the event and/or
provision of the applicable service.

Legal Basis: Where you have registered to attend or exhibit at an event, we need
to use your personal data in this way to perform our contractual obligations.

To assess the activity of our attendees at our events

We assess how people move around and engage with our events. We do this using
any apps you have activated or signed up to, and where you allow your badge to
be scanned by exhibitors and staff at our events. We use this information for
analytics, and to improve and enhance our events.

Legal Basis: It is our legitimate interest to monitor the location and
engagement of our attendees at our events.

Badge Scanning Policy

Where you allow your badge to be scanned by an Exhibitor or Sponsor at one of
our events your contact details will be transferred to the Exhibitor or Sponsor.

Legal Basis: When you hand your badge to an exhibitor or sponsor for them to
scan, you are consenting to your Personal Data being passed to the exhibitor or
sponsor. If you do not wish for your information to be passed on, please do not
allow your badge to be scanned. The third party use of your details will be in
accordance with its own privacy policy and is not covered by this Privacy
Policy.

Live Event Feature Areas such as seminars and VIP areas

Where an event has a feature area such as a seminar or theatre, you may be asked
to scan your badge on entry for the purpose of health and safety, analysing
attendance to improve and enhance events and share your data in some cases with
the feature area partner or sponsor.

Legal Basis: When we scan your badge for entry to feature areas we use
legitimate interest for the purposes prescribed above.

If you wish your data to not be shared with a sponsor or partner of a feature
area, advice will be given on how to notify us of your preference at the area
entrance, dependent on the format of the feature area.

Enhance your Event experience

For exhibitors and sponsors, we engage logistic partners in order to enhance
your experience at our events, such as engaging stand builders, electricity
providers, carpeting, furniture, WIFI providers etc.

Legal Basis: We may share your details with logistic partners acting on our
behalf: (i) as and when required in order to enable the performance of the
contract we have with you; or (ii) so they may inform you of relevant services
offered by such preferred partners as approved by the event organisers using
legitimate interest or consent if and when required under applicable data
protection laws.

For Marketing To keep in contact with you about other similar events or services
of ours that may be of interest to you, send you newsletters, offers or other
marketing emails that keep you up to date with our news, events and products
that may be of interest or for research purposes after an event you have
attended to analyse the effectiveness of our products and offerings to you.

Depending on the nature of your interaction with us and applicable data
protection laws, you may have actively given us your consent (i.e. opted in) or
we may be entitled to rely on your implied consent or legitimate interests to
market to you. The opportunity to opt out of future marketing will always be
provided and you have the right to amend your marketing preferences at any time
(see Your Rights in section 10).

Legal Basis: It is our legitimate interest to keep you up to date on similar
events of ours you have attended our exhibited at in the past. Where we rely on
legitimate interests in this way, we will always offer an unsubscribe options or
a preference management tool on any marketing or research information we send
you.

Online Event Content & Networking Platforms (including, without limitation,
digital apps)

As part of your registration to fully Virtual (online) Events & to Live Events
that offer online networking and content as an additional service, some of your
registration data will be passed to our Networking Application Provider to
create an account within the platform.

When entering an online event or content and networking platform you may engage
in activities such as: visiting zones or rooms such as an online event space,
exhibitor or sponsor booth; downloading content; attend/view live seminars.

As a result of such activities the platform, Clarion (and any event partner, as
may be applicable) may collect, collate and share your personal information and
data about your movements and interactions whilst in the virtual event space
with the relevant sponsor or exhibitor to allow them to engage with you, subject
to applicable data protection laws.

Legal Basis: In order to provide this service to you, your data will be given to
the platform provider. Your data will be protected by the platform provider and
not commercialized by them. You have the right to access your data, as well as
editing or deleting it through the tools provided within the mobile application
or web platform.

Recordings

Photos and videos may be taken at our events, which may feature attendees,
speakers, sponsors or exhibitors. Where we have taken photos and videos at our
events that feature you as an attendee, sponsor or exhibitor, to the extent
permitted by applicable data protection laws, those photos and videos may be
used for promotional or, where applicable, commercial purposes. You have the
right to withdraw the consent you have given at any time. This will not affect
the lawfulness of any processing carried out by the Company before you withdraw
your consent

You can find out more information on the privacy notice provided at the time you
submit your data to us or in your contract with us (if applicable).

5. Who we might share your data with

In certain circumstances we may share your personal information with:

• Other entities in the Clarion Group for specific purposes. For example, where
they may assist in providing products and services to you, manage internal
analysis of the usage of Clarion products and services, or offer relevant
products and services which may be of interest. Where the relevant Clarion Group
entity is outside the EEA, we would only transfer data where an appropriate
safeguard such as EU model clauses or such other methods as may be applicable
under relevant data protection laws, exists between the entities.

• Selected third parties that we work with, where necessary for the purposes of
delivering to you services that you request from us. For example, when you
register to attend an event that we host, we may need to share your information
with third party sub-contractors, service providers or other Clarion Group
entities. They may include: IT and marketing technology host suppliers, web and
data hosting providers, mailing houses, ad servers, logistics and general
service contractors, hotel/housing partners, freight forwarders, onsite health
and safety partners, event registration partners, sales platform providers,
communication tool providers, stand designers/builders/fitters, suppliers of
sponsorship/marketing/PR collateral and other event collaboration partners.
Where we use such third parties, we enter contracts which ensure that the third
party is obligated to provide at least the same level of data protection as the
Clarion Group entity entering into that contract, and we take reasonable,
appropriate steps to ensure that the contractor effectively processes the
personal data in a manner consistent with this Privacy Policy and our internal
policies relating to the protection of Personal Data.

• Any other Clarion Group entity or selected third party for a specific purpose
that you consent to our sharing your information with for marketing purposes
(such consent will be sought prior to our sharing of this data).

• Any other third parties where necessary to enable us to enforce our legal
rights, or to protect the rights, property or safety of our employees or where
such disclosure may be permitted or required by law.

• We may share your personal information with third parties outside Clarion
including the Securities Exchange in the event of a sale, merger, acquisition,
partnership, joint venture, collaboration, or negotiations related to the same
with respect to all or part of our business.

• Some of our events and products are co-branded, co-delivered or sponsored by
third party exhibitors or sponsors. We may share your details with these third
party partners. Should we do so at live events, a clear notice will be provided
that gives the opportunity to manage your preferences with regard to such
sharing as required by applicable data protection laws. The third party
partner’s use of your details will be in accordance with their notice provided
and its privacy policy and is not covered by this Privacy Policy.

6. Cookies


We use cookies to ensure that you get the most out of our site. Cookies are
small text files which we store on the device you use to access the site.
Cookies allow us to monitor your use of the software and simplify your use of
the site. For example, a temporary cookie is also used to keep track of your
"session". Without that temporary cookie (which is not stored after you quit
your browser) you would have to log on every time you access a new page.

If you do not wish for cookies to be installed on your device, you can change
the settings on your browser or device to reject cookies. For more information
about how to reject cookies using your internet browser settings please consult
the “Help” section of your internet browser (or alternatively visit
http://www.aboutcookies.org). Please note that, if you do set your Internet
browser to reject cookies, you may not be able to access all of the functions of
our websites.

7. Third Party Content, Sites, and Contributions

Some of our websites may contain content and links to other websites or apps
that are operated by third parties. We don’t control these third party websites
or apps (including whether or not they store cookies) and this Privacy Policy
does not apply to them. Please consult the terms and conditions and Privacy
Policy of the relevant third party website or app to find out how that site/app
collects and uses your information and to establish whether and for what purpose
they use cookies.

8. How we look after your data and how long we keep it for

We use a variety of technological and operational security measures to protect
your information against any unauthorised access to, unlawful use of, and
modification and destruction of any personal data we store.

We will retain your information for as long as is necessary to provide you with
the services that you have requested from us, or for as long as the law
otherwise permits. Where you have not participated, attended or registered to
attend or participate in one of our events, or otherwise engaged with us in four
years, we will delete your data, unless we have an obligation to retain it for
longer (for example for taxation purposes).

Transmission of information over the internet can be insecure, and although we
employ measures to protect your information from unauthorised access we cannot
always guarantee the security of information sent over the internet.

9. Where we store your information

Where you are interacting with a Clarion entity located inside the EU, our
servers are situated inside the European Economic Area (EEA) and all of the
information that we collect about you will be stored on these servers.

In certain circumstances your information may be processed outside of the EEA
such as when another Clarion Group Entity assists us with the services you have
requested from us, or we engage third parties based outside of the EEA. This
could also be for example where you have signed up to exhibit, sponsor or attend
an event outside the EEA. In such circumstances, we will take all steps
necessary to ensure that any of your information is adequately protected and
processed in accordance with this Privacy Policy, and where necessary, we put in
place relevant safeguards to ensure the safe processing of your data.

Some Clarion Websites, products and services are operated out of the United
States. If you are located in another jurisdiction, please be aware that
information you provide to us, in relation to such websites, products and
services, may be transferred to, stored and processed in the United States.

By using these Websites or providing us with any information, you consent to
this transfer, processing, and storage of your information in the United States,
a jurisdiction in which the privacy laws are not as comprehensive as those in
the country where you reside or are a citizen, such as the European Union. You
understand that the U.S. government can obtain access to the Personal Data you
submit if necessary for investigative purposes (e.g., terrorism investigation).
We will take all steps reasonably necessary to ensure that your data is treated
securely and in accordance with this Privacy Policy. We use appropriate and
suitable safeguards such as EU Standard Contractual Clauses (EU Model Clauses)
for transferring your Personal Data to the U.S.

10. Your rights in relation to your Personal Data

The Clarion Group operates in countries with data protection laws that may
provide individuals with the right to be able to access and control their
information. We will always enable you to exercise the rights provided by the
appropriate data protection laws.

10.1 Your EU Data Subject Rights

If you are a resident of the European Economic Area (EEA), we collect and
process Personal Data about you only where we have a legal basis for doing so
under applicable data protection law, including under the European General Data
Protection Regulation (GDPR). The legal bases will depend on the purpose for
which we process your Personal Data as generally described in section 4.

You have the right to:

• Request access to your personal data

• Request correction of your personal data

• Request erasure of your personal data

• Object to processing of your personal data

• Request restriction of processing your personal data

• Request transfer of your personal data

• Right to withdraw consent

If you wish to exercise any of the rights set out above, please contact the DPO
(details below).

If you believe we have not complied with any applicable data protection law you
can lodge a complaint with the UK data protection authority. In the UK, the
relevant authority is the Information Commissioners Office, you can find their
details at www.ico.org.uk.

We note that we are a “controller” for those services where we make decisions on
how personal information is used in connection with our services, and we are a
“processor” for those services where we only use personal information as allowed
by our customers.

UK & EU Data Subjects – How to contact us:

Group Address: FAO the Data Protection Officer, Clarion Events, Bedford House,
69-79 Fulham High Street, London, SW63JW, United Kingdom.

Email: privacy@clarionevents.com

Clarion Events Companies outside the EU

• Synergy B.V. and Clarion Events Limited act as the EU/UK Representatives for
Clarion Events Inc. where non-UK & EU events are processing EU & UK Data. Where
you believe that we have not complied with our obligation under this Privacy
Policy or European data protection law, you have the right to make a complaint
to any EU or UK Data Protection Authority, such as the UK Information
Commissioner’s Office www.ico.org.uk.

10.2 California Privacy Rights

This section explains the rights of certain natural persons residing in the
State of California (each, a “consumer”) may have under the California Consumer
Privacy Act 2018 and such rules and regulations as may be adopted from time to
time implementing and interpreting such Act (collectively, “CCPA”). The use of
the term “personal information” does so as CCPA defines it, to mean information
that identifies, relates to, describes, is capable of being associated with, or
could reasonably be linked, directly or indirectly, with a particular consumer
or household. However, personal information does not include publicly available,
deidentified, or aggregate consumer information (which are all defined in CCPA).
Also, the definition of “personal information” does not currently apply to the
collection of personal information from job applicants, employees (whether you
are our employee or any employee of our customers), business owners, directors,
officers, medical staff or contractors.

Where we act as a “business” under CCPA (meaning we determine the manner and
reasons for why we process your personal information), we may be required to
disclose additional information regarding the categories of personal information
we collect, the sources where we obtain that information, the purposes for why
we collect that information, who we share that information with, as well as
whether we sell that personal information – all of which depends on the specific
service being provided.

Depending on your relationship with us, we may have collected each of the above
categories of Personal Information about you. In addition, we may have shared
one or more of these categories of Personal Information with third parties
during the preceding 12 months for the business purposes described in this
Privacy Policy.

California Residents - How to contact us:


If you are a resident of California and are not a job applicant,
employee/contractor, or employee/contractor of another company interacting with
us in your job role, you have the right to request what category of personal
information we collect about you, how we use that personal information, and the
categories of third parties we disclose that personal information.

You also have the right to request that we delete your information.

To make a request, you can contact us at +1 203 344 7118 and ask for the US Data
Privacy Officer or by email to our Data Privacy Officer at
usprivacy@clarionevents.com

or in writing to: Clarion Events Inc, Attention: Data Privacy Officer, Clarion
Events, Inc. Suite 125, 35 Nutmeg Drive, Trumbull, Connecticut, 06611, United
States.

Please provide us enough information to verify your identity. We will use
information you provide to us to verify your request. If we cannot initially
verify your identity, we may request additional information to complete the
verification process, such as, for example, a copy of your driver’s license
and/or a recent utility or credit card bill.

California residents also have certain rights regarding the “sale” of “personal
information” (as such terms may be defined by CCPA). California residents have
the right to opt out of such “sale” of their “personal information” in
accordance with CCPA by sending an email to our Data Privacy Officer at
usprivacy@clarionevents.com or in writing to: Clarion Events Inc, Attention:
Data Privacy Officer, Clarion Events Inc., Attention: Data Privacy Officer,
Clarion Events, Inc. Suite 125, 35 Nutmeg Drive, Trumbull, Connecticut, 06611,
United States.

We will not discriminate against you because you have exercised any of your
privacy rights under the CCPA.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Updated privacy policies
will be updated on the relevant event website and corporate websites, or
provided to you at your request.

ANNEX

Data Controllers (or such analogous designation as may be applicable in
territories outside of the European Union) within the Clarion Group:




Entity NameRegistration No:

Country of Incorporation


Affiliate Summit Corporation


400096235


USA


Awesome Con, LLC


5647762


USA


Clarion Defence and Security Limited


06567404


United Kingdom


Clarion Defence (UK) Limited


01062758


United Kingdom


Clarion Energy Limited


07098632


United Kingdom


Clarion Events, Inc.


73-0399210


USA

Clarion Events Limited


00454826


United Kingdom


Clarion Events Brasil Exibições e Feiras Ltda


10.432.431/001-90


Brazil

Clarion Events (Dubai Branch)


707679


Dubai

Clarion Events PTE. Limited


200902511Z


Singapore


Clarion Events Shanghai Limited


91319115321645803E


China


Clarion Events USA, Inc.


12013283


USA

Energynet Limited


02832809


United Kingdom


Freight Transport Logistics Expo Limited


06423329


United Kingdom


Furniture & Gift Fairs Limited


03194033


United Kingdom


Getenergy Events Limited


5037116


United Kingdom


iGaming Business Limited


05013405


United Kingdom


Image Engine Pte. Ltd.


5037116


United Kingdom


Imago Techmedia Limited


04865455


United Kingdom


Independent Grocers Show Management, LLC


6757960


USA

Insuretech Connect LLC


7296186


USA

International Training Equipment Conference Limited


02367068


United Kingdom


January Furniture Show Limited


08944163


United Kingdom


Gaming Summits BV


54779901


Netherlands


Leftfield Media LLC


5601079


USA

MAU Mobile Apps Unlocked LLC


7621412


USA

Premium Exhibitions GmbH


HRB 86654 B


Germany


PT Adhouse Clarion Events



Indonesia


Revo Media Partners Limited


07335390


United Kingdom


Rose City Comicon LLC


89594791


USA

Slotacademy BV


57948313


Netherlands


Spintelligent PTY Limited


1995/008510/07


South Africa


Synergy BV


30198411


Netherlands


Traffic & Conversion Summit, LLC


6912667


USA







  


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