Privacy statement 

Retail Loyalty Congress 2019

 

When you make use of this registration website and therewith participate during our Retail Loyalty Congress, Brand Loyalty International B.V. and any of its subsidiaries and affiliates (hereafter: ‘BrandLoyalty’, ‘we’, ‘us’, ‘our’) collect and processes personal data. We aim to carefully and safely use your personal data in line with the General Data Protection Regulation (EU).

In this Privacy Statement we describe who we are, how and for which purposes we process your personal data in this website, how you can exercise your privacy rights and other information that may be relevant to you.

We did our best to provide you with all information in a clear and readable format. However, if you have any questions about our use of your personal data after reading this Privacy Statement, you can always contact us through the contact details provided below. 

Finally, we would like to point out that we are continually developing and improving the website. If this changes the way we process personal data, this will be reflected in this Privacy Statement. We therefore recommend that you regularly take notice of the Privacy Statement for any modifications. 

Last modified: 9th of April 2019

 

1.Who are we?
BrandLoyalty is hosting the Retail Loyalty Congress 2019 (hereinafter “RLC”), whereby it shall collect and process data related to RLC visitors (hereafter referred to as: ‘you’). We are responsible for the processing of your personal data as described in this Privacy Statement and qualify as ‘data controller’ under applicable data protection laws. BrandLoyalty is established at Koningsweg 101, 5211 BH ‘s-Hertogenbosch, The Netherlands.


2. What do we do?
BrandLoyalty advises on, implements, provides, conducts and measures loyalty programs and provides all necessary related retail (mobile) services. BrandLoyalty organises a private congress. This event enables us to provide you with insights of the retail industry and inspiration regarding our new concepts and products. During this event we will provide personalized services, whereby processing of personal data is necessary.


3. What about the use of our registration website and mobile application?
BrandLoyalty uses a registration website, whereby you are able to register for your participation during the RLC. To be able to provide a personalized event we offer specific services on your request. This means we are able to book your hotel and/or flights, and to offer you a personalized experience during the RLC. The registration website is managed by the carefully chosen website hosting provider: Easydus B.V.

In addition, we will launch a special RLC mobile application hosted by Appendee (Twoppy B.V.). This application can be downloaded at your own choice and offers more practical information towards and during the RLC. It also offers you the possibility to connect with other attendees of the RLC. To make sure this mobile application works appropriate, some personal information you provided in the registration website will be automatically transferred to this mobile application and therefore to Appendee. As soon as you enter the mobile application with your personal credentials, you will be able to see your own personalized dashboard. More information about the processing of your personal data by Appendee can be read in the privacy statement which will be available in the RLC mobile application.


4. Purpose of this Privacy Statement
With this Privacy Statement, BrandLoyalty aims to inform you how we treat and protect data relating to you and/or your device when you register yourself through this website and during your participation at our RLC. Please take some time to read about what our business does by visiting any BrandLoyalty website, learn how we ensure that the data which is shared with us is collected and used safely, not compromising individual privacy.


5. Which categories of (personal) data do we collect and/or process in relation to your and/or your devices?
We receive several categories of personal data when you make use of our registration form or when joining the RLC:

Personal information:
When you register yourself for the RLC at this registration website or when you participate during the RLC, we process the following personal data of you:

  • Personal details (first name, last name) – Name by which one is usually named and according to your passport;
  • Contact details (e-mail address, company phone number, emergency phone number);
  • Age details (date of birth);
  • Photos and videos made during the event;
  • Sensitive details (health details, dietary requirements, nationality, Passport ID number);
  • Company details (job title, company name, address, zip code, country);
  • Booking details (hotel details, check-in and check-out date, departure and arrival airport, type of room);
  • Interaction details (content of message regarding your question and/or complaint).


6. For which purposes does BrandLoyalty process your personal data?
BrandLoyalty collects and processes personal data described above for multiple purposes related to your participation during the RLC, which can be subdivided as follows:

 Categories  Purpose                              One of the following legal bases

Personal details:

  • To be able to identify and register attendees of the RLC;
  • To be able to book a hotel and/or flights if requested by you;
  • To comply with applicable laws and regulations;
  • To enforce our terms of use and other agreements;
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities;
  • Necessary to fulfil legal requirement applicable to BrandLoyalty;
  • Necessary for performance contract between you and BrandLoyalty (or take pre-contractual arrangements).
Contact details:
  • To be able to send you additional practical information about the RLC;
  • To be able to send you invoices if necessary;
  • To be able to contact the emergency number you provided us with.
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities;
  • In order to protect your vital interests.
  • Necessary to fulfil legal requirement applicable to BrandLoyalty;
  • Necessary for performance contract between you and BrandLoyalty (or take pre-contractual arrangements).
Age details:
  • To be able to book a hotel and/or flights requested by you;
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities;
  • Necessary to fulfil legal requirement applicable to BrandLoyalty;
  • Necessary for performance contract between you and BrandLoyalty (or take pre-contractual arrangements).
Photos and video's:
  • To be able to capture experiences during the event;
  • For brand marketing purposes to share externally.
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities;
  • Your consent.
Sensitive details: 
  • To be able to book a hotel and/or flights requested by you;
  • To be able to make sure your meal is adjusted to your dietary requirements;
  • To ensure we are able to provide any medical and/or physical support;
  • To be able to provide translations at the RLC.
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities;
  • In order to protect your vital interests;
  • Necessary for performance contract between you and BrandLoyalty (or take pre-contractual arrangements).
Company details: 
  • To ensure we know on behalf which company and what position you’re attending the RLC;
  • To be able to send additional practical information about the RLC;
  • To be able to send invoices if necessary.
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities;
  • Necessary for performance contract between you and BrandLoyalty (or take pre-contractual arrangements).
Booking details: 
  • To be able to book a hotel and/or flights requested by you;
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities;
  • Necessary to fulfil legal requirement applicable to BrandLoyalty;
  • Necessary for performance contract between you and BrandLoyalty (or take pre-contractual arrangements).
Interaction details:
  • To be able to answer questions and complaints via our RLC e-mail.
  • Legitimate interest of BrandLoyalty: i.e. to facilitate regular business activities.

 

Please be aware that the processing of the data categories for the purposes, as mentioned above, are based on one of the legal bases mentioned (depending upon the specific data category and sub purpose at stake), and not all legal bases simultaneously.

Depending on the applicable privacy laws, in some countries the we need to ask your consent, because processing cannot be based on performance of a contract or legitimate interest. For these cases we have added a consent tick-box. Consent can be withdrawn by you by sending an email to the contact details provided below.

We will not use your personal data for direct marketing purposes.


7. Who may receive your data from us?
BrandLoyalty will only share personal data for limited purposes such as those provided in this Privacy Statement. This may include sharing information (1) to enable third party service providers to assist or facilitate in the services we provide to you; (2) to comply with applicable laws and regulations or to respond to a lawful request for information received by us, whether or not a response is required by applicable law; (3) to enforce our terms of use and other agreements or to protect our rights; (4) to protect the safety of members of the public and users of the service; (5) with our website service provider.

Please find below the (types of) partners we use:

Type of recipient

  • You (in your personal account or when requested access)
  • Other BrandLoyalty-entities and/or its subsidiaries and affiliates
  • Hosting agency of the registration website
  • Hosting agency of the mobile application
  • Provider of an e-mail service
  • Provider of financial administration
  • Provider of the event location(s)
  • Travel agency for booking hotels and/or flights
  • The hotel where you will stay during the Retail Loyalty Congress
  • The airline for which you will fly to the Retail Loyalty Congress
  • Transfer company for booking necessary transfers
  • While BrandLoyalty strongly encourages and where possible commits its clients and partners to adopt responsible approaches to the gathering and storage of personal data, BrandLoyalty is not responsible for the information practices of such clients and partners.


8. Does BrandLoyalty protect your personal data?
The security of your information is important to us. We have implemented appropriate (technical and organizational) security measures to protect the information in our care, both in transit and at rest. We take technical and organizational security measures to protect our data from unauthorized access, as well as unauthorized disclosure or destruction of data. No transmission of data over the Internet is guaranteed to be completely secure. While we strive to protect your data, it may be possible for third parties not under the control of BrandLoyalty to unlawfully intercept or access transmissions or private communications. Unauthorized entry or use, hardware or software failure, and other factors may compromise data security. BrandLoyalty cannot ensure or warrant the security of information you transmit to us. You acknowledge and assume this risk when communicating with BrandLoyalty. BrandLoyalty will inform you in case of a data security breach if required by applicable law or otherwise considered feasible in our opinion.


9. Does BrandLoyalty transfers your personal data outside the country where you are located?
BrandLoyalty does not transfer personal data of EU participants to receivers in third countries outside the European Union, unless it is necessary for the purpose the data is collected that the data may be transferred to another country. In that case BrandLoyalty will take the appropriate measures to ensure your data is protected within the limits set by law.

Personal data of non-EU participants shall be processed within and transferred to the European Union, unless it is necessary for the purpose that the data may be transferred to another country. In that case BrandLoyalty will take the appropriate measures to ensure your data is protected within the limits set by law.


10. How long will BrandLoyalty keep your personal data?
Customer data will be stored as long as necessary for the purpose for which the data is collected and processed. To determine the data retention period of a particular category of personal data, BrandLoyalty uses the following criteria:

  • Personal information which are solely necessary for the purpose of organizing the RLC with optional business travels, including sensitive personal data, will be stored maximum 3 months after the conclusion of the event.
  • Your personal details, company contact details, photos and video’s will be made anonymous or deleted when your personal data is no longer necessary for the purposes for which these personal data are processed, unless legal obligation applies to store longer or shorter.
  • BrandLoyalty complies with its legal requirements to record and/or store data or files for a certain minimum period, i.e. e.g. financial data 7 years for tax purposes.


11. Which rights can you exercise with regards to your personal data we process?
In general, you have the right to request BrandLoyalty to access your data. In certain circumstances, you have a right to rectify or delete your data, to block the data processing (e.g. if the data processing is no longer necessary for BrandLoyalty’s purposes), to object to the data processing and to invoke your right to data portability (e.g. if our data processing is based on your consent). You can invoke your rights by changing your browser settings (e.g. blocking push notifications), by changing the ‘sharing settings’ in the mobile application or by contacting BrandLoyalty’s Data Protection Officer: privacy@brandloyalty-int.com.

If you feel we have not appropriately dealt with your complaint, you may also submit a complaint at a local data protection authority.


12. Are you obliged to provide your personal data to us and what are the consequences if you do not?
If you choose to use the registration website or mobile application some personal data collection is necessary, which means that you can’t participate during the RLC or use certain services without providing this data. Where optional, such as with receiving of push notifications, insert personal data in the registration form or sharing you personal data with other participants during the RLC, you are free to provide or withhold your consent or to refrain from using this feature. 


13. Who can you contact about my data?
If you have a question or would like to submit a complaint with regards to the collection and processing of your data by BrandLoyalty, you can contact BrandLoyalty’s Data Protection Officer: privacy@brandloyalty-int.com.

Brand Loyalty International B.V.
Koningsweg 101
5211 BH ‘s-Hertogenbosch
The Netherlands