Privacy Policy

Last updated 1 Jan 2024

Preamble

Collection of Personal Information

TML processes data regarding our Participants and Partners. Such data is collected through automatic means, directly from you, through interactions with our Services, or through third-party services and social media.

(i) Participant’s Data

• Participant account information: Profile picture, registration number, e-mail address, year of birth, comments/public chats/questions in portals, networking preferences, professional interests, and authentication information.
• Participant contact information: Full name, phone number, address, company name, and VAT number.
• Participant registration information: Educational, employment and professional background (title, license, role, industry), documentation of professional status, travel grant requests, and dietary/accessibility requirements.
• Other information: Lecture content for speakers/presenters and recordings made during the event.

(ii) Partner’s Data

• Partner contact information: Name, title, company, e-mail, phone number, picture, and organization details.
• Partner organisation information: Company name, affiliation, physical address, and payment method.

(iii) Additional Data Collected

• Usage information: Connectivity data, IP addresses, geolocation, device data (type, OS, browser), performance logs, and cookies/pixels. Physical presence at events may be recorded via badge scanning.
• Direct interactions: Chats, surveys, feedbacks, and transcripts/recordings of communications and correspondence.
• Payment information: Credit card or bank account numbers, IBAN, SWIFT codes, and payment preferences.

Provision of data is voluntary; however, choosing not to provide it may result in us being unable to process your order or send required information.

Purpose of Collection

We process personal data as necessary for the provision of our Services, to comply with legal obligations, and for legitimate interests including:

• Facilitating, operating, and authenticating identity for Service access.
• Processing registrations, abstract submissions, attendance, and accreditations.
• Providing customer care and technical support.
• Developing, customizing, and improving user experience and Services.
• Managing marketing, advertising campaigns, and deliver advertisements.
• Contacting you with service-related or promotional messages.
• Ensuring data security and preventing fraud or illegal activity.
• Creating aggregated statistical or anonymized data for reporting and audience estimation.
• Complying with legal, regulatory, and contractual obligations.

Your acceptance of this Policy is deemed as consent to processing. To revoke consent, contact: sarahten@themeetinglab.com.

Data Retention

We retain data as long as reasonably necessary to provide Services, maintain relationships, comply with legal/contractual obligations, or protect against disputes (e.g., log-keeping and bookkeeping laws).

Except as required by law, we are not obligated to retain data for a particular period and may securely delete it for any reason at any time.

Disclosure of Data

Gathered information is not sold or shared with third parties for commercial purposes. Confidential disclosure may occur under these circumstances:

• Legal Compliance: In response to subpoenas, court orders, or to protect rights/safety and investigate wrongdoing.
• Service Providers: Engaging third parties for hosting, webinars, payment processing, cybersecurity, and onsite contractors (e.g., hotels/venues).
• Third-Party Services: Interactions with third-party links or services integrated into our Sites are governed by their respective privacy policies.
• Sharing with Partners: Data may be shared with Partner administrators who monitor and analyze personal data contained therein.
• Sharing with other Participants: No anonymous participation is allowed. Name and country/company will be visible to other registered attendees.
• Public Information: Voluntarily public posts (chats/boards) can be accessed by any member of the public.
• Change of Control: Data may be shared internally or during mergers, acquisitions, or changes in ownership.

Communications

• Official Communications: Important info regarding registration, abstracts, and payments via email, phone, or SMS.
• Marketing Communications: Notifications about new features, offerings, and special opportunities. All marketing emails include an ‘Unsubscribe’ option.

Security

We follow industry standard practices to protect your information. For payment, we use a secured gateway system; we do not retain payment details after services have been performed. Note that no Internet transmission can be guaranteed to be 100% secure.

Choices to Limit Processing

You have the right to limit processing of your data with reasonable notice. Contact us via email with your full name and details to update or limit your data.