Privacy Policy

Arch Summit Privacy Policy
Last updated: 06.09.2022

  1. INTRODUCTION
    1. The present privacy policy (“Privacy Policy”) describes how Arch Summit collects and processes Personal Data pertaining to:
      1. The Arch Summit Conference (“Event”) held at LuxExpo – The Box between 26-27 October 2022;
      2. the Users of its Website (“Users” at the “Website”), located at the following URL: www.archsummit.lu;
      3. the Eventbrite registration platform (the Users on the “Registration Platform”), located at the following URL: www.eventbrite.fr/; and,
      4. the Users of its digital conferencing platform (the Users on the “Conference App” using its “Services”) found at the following URL: events.hubilo.com/arch-summit-2022/home.
    2. In this document, we/our/us is in reference to Event and you/your is referred to the Users.
    3. “Personal Data” means any information which is related to an identified or identifiable natural person, directly or indirectly, in particular by reference to an identifier such as name, contact information, physical address, and many such factors.
    4. To ensure your proper information protection and our compliance with the legal requirements we might update our privacy policy from time to time. Where any significant updates are made they will be brought to your attention.
  1. TERMS OF USE
    1. The Privacy Policy is developed as a part of the Terms & Conditions which can be viewed on the Website and within the Conference App. The Terms & Conditions must be accepted prior to using the Conference App for the first time.
  1. CONTACT DETAILS
    1. Arch Summit is organised by Tomorrow Street, a joint venture between the Vodafone Procurement Company and Technoport.
    2. Our registered office is 15 Rue Edward Steichen, L-2540 Luxembourg. We are registered in Luxemburg under company number B213364. Tomorrow Street is registered with Commission nationale pour la protection des données, Luxemburg.
    3. If you have any questions about our Privacy Policy you can email our privacy team at archsummit@vodafone.com.
  1. SYSTEM FOR CONSENT
    1. By agreeing to use our services, and going through our Privacy Policy, users provide their consent for us to collect, store and process their data as required. Users, who are in disagreement about this privacy policy, won’t be able to access our products or services.
    2. After updating our privacy policies if Users continue to access our services, then it will be deduced they have readily accepted the revised policies.
  1. WEBSITE PERSONAL DATA COLLECTION AND PURPOSE
    1. Arch Summit collects Users Personal Data where it is voluntarily provided on the Website (i.e. surname, first name, contact details including the email address, function and organisation, texts) (the “Website Personal Data”), for example when Users send a contact request or subscribe to the newsletter.
    2. Personal Data collected on the Website will be processed by Arch Summit for the following purposes:
      1. communicate with Users and provide them with the information requested;
      2. delivering marketing, including personalised, where we have your permission to do so;
      3. manage registration or attendance to the Event;
      4. processing of access, rectification and opposition requests, and other rights with respect to Personal Data;
      5. claims and litigation management.
    3. The processing of the Users Personal Data is necessary for Arch Summit to provide them with the some of the services they requested, as well as to enable Arch Summit to fulfil its public service missions. We may also rely on consent for marketing purposes, which can be withdrawn at any time. These purposes constitute the legal basis for the data processing carried out by Arch Summit.
    4. We retain your data for 9 months following the event in order that we can inform you about next year’s Arch Summit.
  1. CONFERENCE APP DATA COLLECTION AND PURPOSE
    1. Arch Summit collects a variety of Personal Data for the Conference App (Conference App Personal Data) namely compulsory fields of name and e-mail address. Users can voluntarily then add job title, company name, country, company industry, social media links (website, LinkedIn, Twitter and Instagram) and interests. Further sources of data collection are detailed below.
      1. Attendee account.
        1. We provide Facebook and LinkedIn social login options which take User’s e-mail address, first name, last name and profile data of LinkedIn or direct registration possibility.
      2. Networking Community
        1. The Conference App has a networking functionality that allows Users to message, view profiles and arrange meetings with other Users.
        2. While logging into the Conference App, Users will have the option to log in through Facebook and LinkedIn social profiles and only their email address and names will be taken.
        3. Also, the networking community platform has a messaging feature, newsfeed and view profiles for which Users personal information is used. Users may create a new post, share content on the newsfeed which can include text, images and videos on our Networking Community Platform.
        4. To improve functionality within the network community of the Conference App we use cookies. To know more please refer to our Cookie Policy found on our Website https://www.archsummit.lu/cookie-policy/.
      3. Dedicated Event App
        1. The Conference App is provided as both a webapp accessible via a web browser and a dedicated mobile app for iOS and Android devices.
        2. The dedicated Conference App can use at a Users discretion a login from social profiles from Facebook and LinkedIn.
        3. While installing the Conference App, certain permissions are required such as access to media files, storage, contacts etc. In case you wish to not provide access, select the option “no”. If answered no, some features will be disabled.
      4. Analytics
        1. We use a third-party analytics provider (i.e. Google Analytics) to collect information about the usage of our applications and to help improvise on those applications as required. The information collected is put to use in further developing the application.
        2. Google Analytics uses cookies and various other technologies to collect information about the usage of the applications and also reports website trends, without storing any Personal Data.
    2. Our use of personal information collected through the Conference App shall be limited to the purpose of providing the Services to our Users that have signed up for the Event and are currently engaged in using the Services provided by us.
    3. Our lawful basis for processing your data within the conference app is your consent. Should you wish to withdraw your consent you can freely do it at any time. Withdrawing your consent does not affect the lawfulness of the data processing before the withdrawal.
    4. We retain your data for 3 months following the event.
  1. REGISTRATION DATA COLLECTION AND PURPOSE
    1. Arch Summit collects a variety of Personal Data within its Registration Platform (Registration Platform Personal Data) where it is voluntarily provided by the User.
    2. The Registration Platform is provided by a third party Eventbrite, where the third party is responsible for the collection of Users Personal Data. Please refer to Eventbrite’s privacy policy found at the URL here: https://www.eventbrite.co.uk/support/articleredirect?anum=8478.
    3. Arch Summit collects the following Personal Data: first name, surname, title, email address, job title, employer and accessibility/disability information.
    4. While registering and buying tickets of the Event, Users might be asked to enter the transaction and financial information (credit card details, debit card details etc), used with the services of the third-party organisation PayPal. This third-party is responsible for any financial information being collected of Users and not the Event, in any case, is a part of this. Please refer to PayPal’s privacy policy at the URL found here: https://www.paypal.com/uk/webapps/mpp/ua/privacy-full.
    5. We DO NOT store Users payment related, financial or transactional details.
    6. The Registration Platform Personal Data is used by the Event for the following purposes:
      1. Maintaining accurate records of attendance so Arch Summit can adequately and safely plan for the Event, including any special requirements detailed by Users registration responses.
      2. Marketing and promotional purposes for current and future events
    7. Our lawful basis for collecting your registration data is the contract between you and us.
    8. We retain your registration data for 6 months following the event.
  1. Who do we share User’s Personal Data with?
    1. Users Personal Data will be processed internally by Arch Summit’s duly authorised persons, within the limits of their respective roles.
    2. They may also be shared with other Vodafone companies, Technoport (Arch Summit partners), companies who are engaged to perform services for or on behalf of Arch Summit (data processors), including IT service providers, to the strictest extent necessary and subject to the existence of contractual guarantees to ensure the security and confidentiality of the data.
  1. How long do we keep User’s Personal Data for?
    1. We’ll store your information for as long as we have to by law. If there’s no legal requirement, we’ll only store for the period we specified above.
  1. International data transfers
    1. We may need to transfer your information to other Vodafone Group companies or service providers in countries outside the European Economic Area (EEA). The EEA consists of countries in the European Union, Switzerland, Iceland, Liechtenstein and Norway: they are considered to have equivalent laws when it comes to data protection and privacy. This kind of data transfer may happen if our servers (i.e. where we store data) or our suppliers and service providers are based outside the EEA, or if you use our services and products while visiting countries outside this area.
    2. If Vodafone sends your information to a country that is not in the EEA, we will make sure that your information is properly protected. We will always ensure to conduct a transfer impact assessment and that there is a proper legal agreement that covers the data transfer. In addition, if the country is not considered to have laws that are equivalent to EU data protection standards then we will implement additional technical security and organisational safeguards such as asking the third party to enter into a legal agreement that reflects those standards.
  1. How does Arch Summit ensure the security of Personal Data?
    1. Arch Summit undertakes to implement technical and organisational security measures to ensure the protection of Users Personal Data against the risks associated with the use of information systems.
    2. Arch Summit follows generally accepted security standards to help protect Users Personal Data. However, no method of transmission over the Internet, or of electronic storage, is 100% secure. Therefore, Arch Summit cannot guarantee the absolute security of the Personal Data.
  1. What are the Users rights?
    1. In accordance with the current data protection legislation, the Users or, as the case may be, his/her beneficiaries who can prove they have a legitimate interest, can exercise the following rights by emailing our privacy team at archsummit@vodafone.com.
  1. Right to access Personal Data
    1. Users have the right to request a copy of the Personal Data held about them by Arch Summit.
  1. Right to correct Personal Data
    1. The personal information provided to us is maintained securely and accurately in each database. If you, at any point in time would like to delete or correct any of your Personal Data that we have stored, you can request access to the data by emailing us at archsummit@vodafone.com. You should mention specifically with all the details in a plain, clear format about your request to access your personal information.
  1. Right to object to use of Personal Data
    1. Users have the right, in certain circumstances, to object to Arch Summit processing their Personal Data.
  1. Right to lodge a complaint
    1. Users have the right to lodge a complaint with the relevant supervisory authority. You can contact the Commission nationale pour la protection des données, Luxemburg (contact: 15, Boulevard du Jazz L-4370 Belvaux, tel: (+352) 26 10 60 -1).
  1. Right to restrict the use of Personal Data
    1. If you feel data we hold on you is inaccurate or believe we shouldn’t be processing your data, please contact us to discuss your rights. In certain circumstances you will have the right to ask us to restrict processing.
  1. Right to opt out of marketing
    1. Users have the right to opt out of all marketing communications if they no longer wish to receive marketing messages.
  1. Right to erasure
    1. Users have the right, in certain circumstances, to request that their Personal Data is erased.
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