Privacy Policy

�ֲ��ý processes personal data with due care and in accordance with the law. We would like to provide the following information about this.

1. Data Controller

The data controller who is responsible for the processing of personal data is:

The �ֲ��ý – �ֲ��ý - Alpha Tower, De Entree 57, 1101 BH Amsterdam, The Netherlands, registered in the trade register with number 40409074 Chamber of Commerce (Kvk) Amsterdam, The Netherlands.

Our representative in the European Union is Mr. Senthil Gopinath, Chief Executive Officer (CEO).

�ֲ��ý has appointed a data protection officer. You can reach the data protection officer via the contact details, included below.

2. What personal data

�ֲ��ý processes the following personal data:

Ordinary personal data:

Name, organisation - address details, - phone number, - e-mail address, - job title,

tracking info: visitor data, i.e. IP address, location, browser, OS, pages visited, profile edits, session info, login and user log data.

Special category of personal data:

Photo, diets, special medical needs, credit card (apart from the last 4 digits, credit card numbers are obscured, i.e. usage of *********)

We obtain your personal data either directly from the data subject, such as but not limited to via e-mail, a survey or direct contact (e.g. during trade shows, congresses) or indirectly, via publicly available information on the internet, or via contact with �ֲ��ý members.

3. The purpose and legal basis of the data processing

�ֲ��ý processes personal data for the following purposes:

�ֲ��ý Members

Communicating and promoting �ֲ��ý benefits to �ֲ��ý members. Facilitating networking for members. The legal basis for the processing is legitimate interest.

Photos of the official �ֲ��ý contacts of �ֲ��ý Member organisations in the Membership Directory Online. The legal basis for the processing is consent.

Membership administration purposes. The legal basis for the processing is contract.

Non �ֲ��ý Members

�ֲ��ý is the global source of comprehensive data on international association meetings, with a Vision and Mission to advance the interests of these meetings and to facilitate connectivity between all involved parties. Holding data on the individuals who organise, influence decision-making and policy with regard to these meetings is an essential component of this goal. Marketing purposes: Contacts expressed interest in international association meetings and in �ֲ��ý services. �ֲ��ý will send relevant �ֲ��ý content to those who expressed interest and promote �ֲ��ý, �ֲ��ý members, and �ֲ��ý membership. The legal basis for the processing is legitimate interest.

Meetings industry media

To offer PR services to �ֲ��ý members; media and editorial contact details are obtained via consent. The legal basis for the processing is consent.

International Associations

Contacts who organise or are involved in decision-making about international association meetings that qualify to appear in the �ֲ��ý Association Database. The legal basis for the processing is legitimate interest.

�ֲ��ý Events

Registration details required to attend �ֲ��ý events. The legal basis for the processing is legitimate interest and consent.

Online tracking

Online tracking is used for Marketing purposes: To track usage of our emails, websites and applications. These technologies are used to analyse trends, track users’ movements and to gather demographic information about our users for marketing purposes, website and �ֲ��ý products optimisation. The legal basis for the processing is consent.

Online tracking/server logging is also used for troubleshooting purposes. The legal basis for the processing is legitimate interest.

4. Recipients of personal data

In principle, we do not share your personal with third parties, other than:

�ֲ��ý Members and Associations that are part of the "�ֲ��ý Association Community”.
Other third parties, if �ֲ��ý is obliged to do so on the basis of a legal obligation or court order.

5. Transfer of personal data outside the European Union

In principle, we do not transfer your personal data outside the European Union, unless our membership is located outside the EU. In such cases - insofar as the country concerned does not have an adequate level of protection as referred to in Article 45 of GDPR - the transfer will take place on the basis of appropriate safeguards as referred to in Article 46 of GDPR, or in accordance with one of the conditions referred to in Article 49 of GDPR.

6. Retention of personal data

We do not store your data for longer than necessary for the purposes mentioned under 3.

7. Artificial Intelligence

The Platform may use artificial intelligence (“AI”), including machine-learning and generative AI technologies, to enhance the User experience and provide certain Services. The use of AI within the Platform is subject to the following provisions:

Matchmaking and Recommendations: The Platform may use automated algorithms to analyse information contained in User profiles and other information made available through the Platform in order to suggest relevant professional connections, exhibitors, sessions, content or other opportunities (“Matchmaking”). Matchmaking is intended to facilitate networking and discovery and does not constitute an endorsement, recommendation or guarantee by �ֲ��ý of any User, organisation, product, service or content.
Virtual Assistant: The Services may include an automated virtual assistant or chat assistant using generative AI to provide Users with information and first-level assistance. Responses generated by the virtual assistant are based on the information and instructions available to the system at the relevant time and may not always be accurate, complete or up to date.
Processing and Use of Interaction Data: Information submitted by a User through the virtual assistant may be processed to provide the requested service, respond to enquiries, maintain and secure the Service, troubleshoot technical issues, and monitor and improve the performance of the virtual assistant. Where applicable, such processing shall be carried out in accordance with �ֲ��ý’s Privacy Policy and applicable data protection legislation. Personal data shall not be used for the training or improvement of general-purpose AI models unless this is expressly permitted by applicable law and the User has been appropriately informed and, where required, has provided the necessary consent or other valid legal basis has been established.
AI-Generated Content: AI-generated responses and recommendations may contain inaccuracies, omissions or other errors. The virtual assistant provides general, first-level assistance only and does not replace professional, legal, financial, medical or other expert advice or human judgement. Users should independently verify any information or recommendation before relying upon it. �ֲ��ý does not warrant or guarantee that AI-generated content is accurate, complete, current or suitable for a particular purpose.
Confidentiality and Private Communications: Content contained in private messages exchanged between Users through the Platform shall not be used to train or improve AI models or analysed by AI-based Matchmaking or recommendation systems. Sensitive personal data shall likewise not be used for AI model training or analysed by AI-based Matchmaking or recommendation systems, except where such processing is expressly permitted by applicable law and is subject to appropriate safeguards.

�ֲ��ý may use technical and organisational measures to monitor, secure and maintain the AI-enabled Services and to detect and prevent misuse, fraud, security incidents or other unlawful activity. Nothing in this section limits or excludes any rights or obligations that cannot lawfully be limited or excluded under applicable law.

8. Cookies

�ֲ��ý uses the following cookies for its public website(s) and portal page:

Analytical cookies to track the pages you visit on our public websites (such as , , etc.) and portal page via Google Analytics, in order to collect statistical data on these websites. We have anonymized your IP Address and do not track any personal data;
Functional cookies such as Session cookies to allow you to login to the My �ֲ��ý section, in order to remember that you are logged in and that your session is secure, and to identify you as a user of our products and services when you have logged in. These cookies are strictly necessary for you to login to the My �ֲ��ý section;
Marketing cookies to track visitors after they log in to the My �ֲ��ý Portal, in order to analyse the usage of our products and services. Please note that we do track personal data of visitors logging into the My �ֲ��ý section, for which we will ask permission via a cookie banner prior to logging in;
(Web)log data is collected for troubleshooting purposes and monitoring security.

Most browsers accept cookies automatically. You can disable cookies in your browser, but these may stop our website from functioning properly.

Browser controls

Most modern browsers offer you ways to control or block cookies. These browser controls will usually be found in the “options" or “preferences” menu. For more help, you may take a look at the "Help" settings or review this website for more details:

Changes to cookie use

If our use of cookies changes, we will post the changes to this policy. Please check frequently as online data collection practices and our use of them continue to evolve. To contact us about this policy, you may email icca@iccaworld.org. When emailing please indicate which of our sites your question relates to.

9. Your rights

You have the right to request �ֲ��ý access to your personal data. If the information is incorrect, incomplete or irrelevant, you have the right to request rectification. You also have the right to object to the processing and to request �ֲ��ý to delete the data.

Right to data portability

Insofar as the processing is based on your consent, you have the right to withdraw the permission at any time. Withdrawal does not affect the lawfulness of the processing on the basis of the consent before it is withdrawn.

If you wish to make use of your aforementioned rights, please contact �ֲ��ý by letter or e-mail using the contact details provided below. �ֲ��ý makes a decision on your request within four weeks.

You also have the right to lodge a complaint with the supervisory authority. The competent supervisory authority is the Dutch Data Protection Authority (www.autoriteitpersoonsgegevens.nl).

10. Changes

�ֲ��ý reserves the right to make changes to this privacy statement at any time in accordance with applicable legislation and regulations. Please check this webpage from time to time to see whether any changes have been made.

11. Contact

For questions or comments about the processing of your personal data, and to use your above mentioned rights, please contact �ֲ��ý via:

The �ֲ��ý – �ֲ��ý -
Alpha Tower, De Entree 57, 1101 BH Amsterdam, Netherlands
e-mail: privacy@iccaworld.org

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