Privacy
1. Introduction
ADVOC Events Foundation (ADVOC) processes personal data. ADVOC respects the privacy of the data subject of whom it collects personal data and ensures that the information is treated confidentially. ADVOC is responsible for the processing of personal data as indicated in this Privacy and Cookie Statement and acts in the capacity of controller. In this Privacy and Cookie Statement, we will explain which personal data will be processed and the purposes and legal bases for the processing.
Contact details
ADVOC Events Foundation
Aziëlaan 22
6199 AG Maastricht-Airport
The Netherlands
+31 88 3040165
Number Dutch Chamber of Commerce: 88263630
2. Personal data and purposes and legal bases for processing of data
Performance of the agreement
We collect personal data for the performance of agreements with ADVOC members, conference participants and suppliers. In that regard, we collect name and address particulars, telephone numbers, e-mail addresses and payment details of conference participants and/or suppliers. If necessary for the performance of the agreement, we also transfer these personal data to third parties.
(Direct) marketing
In order for us to provide you with interesting information, we also collect commercially interesting information about visitors to our website. This information is collected by means of cookies. This information can also be collected via the websites of our partners and social media platforms, depending on your settings on such websites.
Social media
ADVOC can be found on various social media, such as LinkedIn. We may use your personal information when you use the functions on our websites and/or apps. Whenever you use a function on such website or app, we can obtain your personal data via our social media in question.
3. Data recipients
We do not transfer your personal data to third parties outside ADVOC, except in one or more of the following situation(s):
• the performance of an agreement: we will transfer your personal data to third parties if this is necessary to process your conference registration or to comply with our contractual obligations;
• with your consent: if you have consented the transfer of personal data to third parties, we can do so. Your consent is only valid if it is clear to what you have consented and the consequences thereof;
• external processing: we can transfer your personal data to third parties that process personal data on our behalf, in conformity with our instructions and privacy policy and the appropriate technical and organizational security measures;
• for legal reasons: if, in our opinion, we are required to share your personal data with third parties on the basis of the law, legal proceedings or requests from governmental authorities, we can do so;
• legal obligations: if we are required to transfer your personal data due to a legal obligation, we can transfer your personal data to the party as legally indicated.
ADVOC concludes agreements with third party recipients of your personal data to ensure that your personal data are treated confidential and will be sufficiently protected.
4. Personal data retention periods
We do not retain your personal data any longer than necessary, unless a statutory obligation requires us to do so for a longer period of time. After such time, we will delete your personal data in accordance with the applicable legislation.
5. Transfer of personal data outside the EEA
ADVOC can transfer your personal data to third parties inside and outside the European Economic Area (EEA). ADVOC will only transfer your personal data to parties in countries within the EEA, if this is necessary for the processing of your conference registration, the performance of any agreement or to comply with a legal obligation.
ADVOC will not transfer your personal data to countries outside the EEA, except when the country in question maintains an adequate level of protection of personal data. In that event, ADVOC uses the standard contractual clauses as approved by the European Commission.
6. Cookies
In order to provide you with a well-functioning website, ADVOC uses several techniques with which it processes personal data, such as cookies. Cookies are small text files that are saved on your device upon your first visit to our website. Cookies are intended to collect information about someone, the website or statistics. The information generated by the cookie about the use of the website can be transferred to secure services of www.advoc-events.com or those of a third party.
Types of cookies
ADVOC may use various kinds of cookies. Below, we will explain which cookies may be placed on the website:
• functional cookies: functional cookies ensure that the websites functions accordingly. These cookies process no other personal data than the personal data that are submitted by the data subject. We therefore always place functional cookies;
• analytical cookies: analytical cookies collect statistical information regarding the use of our website. By collecting this information, we can improve our website on behalf of its visitors. By means of analytical cookies, we collect the following information:
- (anonymized) IP-addresses;
- technical characteristics, such as the browser used by the data subject;
- search words used by the data subject;
- platform type used by the data subject;
- via which webpage you were referred to our website.
• tracking cookies: tracking cookies collect information regarding your (digital) surfing behaviour on and off our website. We can deduce your preferences and interests via your surfing behaviour. In that way, we can personalize the information on our website and eventual advertisements.
Consent for the placement of cookies
We do not need any permission to place functional or analytical cookies. If we use any tracking cookies, we will request your consent before actually using these cookies.
Upon your first visit to our website, a notification will appear on our website, In this notification, we will inform you about the cookies that we use and ask your permission for the use of such cookies. If you do not want our website to install cookies on your computer, you can refuse the use of cookies in the cookie notification. If you give your consent for (certain) cookies to be placed, we will ensure that only those cookies are places for which you have actually given your consent.
You can also refuse the cookies via your browser settings. If you wish to withdraw your consent for the placement of cookies at a later time, you can adjust your browser settings accordingly.
7. Rights of data subjects
As a data subject, you have certain right with respect to the personal data processed by ADVOC or on ADVOC's behalf, such as the rights of access, rectification and erasure of personal data, as well as the rights to restriction of processing and data portability and the right to object to the processing of your personal data. Below, we will explain which rights you have and how you can exercise these rights.
Right to access of personal data
You always have the right to obtain information as to whether we process your personal data and, if yes, the right to obtain access to your personal data that are processed by us or on our behalf. If we process your personal data, we will also inform you of the purpose(s) for which we process your personal data, with which recipients we share your personal data, the retention period of the personal data and your rights under the General Data Protection Regulation.
Right to rectification and completion of personal data
If we process your personal data, you can request us to rectify inaccurate personal data or to complement the incomplete data that we process. If we rectify or complement your personal data, you will receive a new overview of the personal data that are processed by us or on our behalf. We will also share this overview with third party recipients which process your personal data on our behalf.
Right to erasure of personal data
You have the right to request erasure of your personal data from or systems in one or more of the following situations:
• the personal data are no longer needed for the purposes for which we processed the personal data;
• you withdraw your consent for (further) processing and no other legal basis for processing exists;
• you submit an objection for the processing of your personal data, stating reasons, and there are no compelling reasons for us not to agree to your objection;
• we have processed your personal data unlawfully;
• we have to delete your personal data due to a statutory obligation;
• we have collected the personal data by means of mobile telephony or internet services.
Right to restriction of processing
You have the right to obtain restriction of processing of your personal data, in one or more of the following situations:
• you have informed us that the personal data processed by us are inaccurate or incomplete and you desire restriction of processing for as long we need to verify the accuracy or incompleteness of your personal data;
• we have processed your personal data unlawfully and you oppose to the erasure of personal data;
• we no longer need your personal data for the purpose of processing, but they are required for the establishment, exercise or defence of legal claims;
• you submit an objection for the processing or your personal data, but we need to verify whether there are compelling reasons for us to proceed with the processing of your personal data.
If we receive your request for restriction of processing, we will only process your personal data after you have consented to the processing or because of compelling reasons.
Right to data portability
If you have provided us with your personal data in a well-structured, customary, digital file format, you have the right to request a copy of those personal data. If you would like us to transfer your personal data to another party in order for that party to process your personal data, you can file such request as well.
Right to object against the processing of personal data
You can at all times object to the processing of personal data that relate to you. In that event, we will cease the processing of your personal data, except when we have compelling reasons that outweigh your interests, rights and freedoms.
Withdrawal of consent
In the event that we process your personal data on the basis of consent, you are at all times entitled to withdraw that consent. If you withdraw your consent, this withdrawal does not affect the processing of your personal data carried out before your withdrawal.
Exercising your rights
If you would like to exercise one or more of your rights mentioned above, you can contact us. ADVOC will respond to your request as soon as possible, but no later than four weeks after we have received your request. In the event that we are not able to come back to you within four weeks, we will notify you of the delay in time.
To ensure that you are the data subject to whom the request regarding the personal data relates, we will identify you prior to examining your request. This identification will take place in the least burdensome manner, for example by requesting you to exercise your rights via your (personal) account or e-mail address. In the event that there is no less burdensome manner to determine your identity, we will request you to provide us with a copy of your identity card or passport. In that event, you can anonymize your photograph, the machine readable zone, the document number and your citizen service number.
8. Liability
ADVOC does the utmost to provide you with the correct information on its website. It is however possible that some of the information on this website is incomplete or incorrect. ADVOC cannot be held liable for technical or editorial mistakes on this website, nor for eventual (consequential) damages resulting from the use or the unavailability of this website or hyperlinks included on this website that refer to the websites of third parties.
9. Amendments
ADVOC reserves the right to amend this Privacy- and Cookie Statement. The newest version of the Privacy- and Cookie Statement will be published on this webpage.
Version: 2023.1