- Personal information we collect about you
- How we'll use your personal information
- Electronic badges and lead scanning
- Cookies policy
- When we share your personal information with others
- How we store your information and keep it secure
- How we transfer your information internationally
- How long we will hold your information
- Your data protection rights
- How to exercise your rights
- Making a complaint
- Contacting us about your privacy
- Changes to this privacy notice
- Legal information about our exhibitions
Personal information we collect about you
We will collect the following personal information about you.
Information you provide directly to us
- When we communicate with you (including your name, email address, postal address, telephone number, any other personal information you provide and the content of our communications)
- When you register for an IMEX exhibition (including your name, email address, postal address, telephone number, work position, transaction details, card details)
- When you attend an IMEX exhibition (including your name, email address, work position, seminars and events booked/attended, areas of interest, exhibitors of interest (see our electronic badges and lead scanning policy) and images and videos of you taken at our events (see our photography and filming policy)
- When you subscribe to IMEX email or postal mailing lists (including your name and email or postal address, as appropriate)
- When you apply for a position with us either directly or via an agency (including your CV, references and other recruitment information)
- Other information that you choose to provide or send to us during our relationship
Data we derive through your interactions with us
- General user information about your computer and your visits to our website (including your IP address, location, browser, operating system, referral source, length of visit and the pages you visit). This information can be facilitated by cookies (see our Cookies policy)
- Other information that may be generated when you use our website, interact with us online or attend our events
How we'll use your personal information
We’ll only use your personal information for our legitimate business purposes as set out in this privacy notice. We’ll make it clear to you if we intend to use your information for any purpose that is not obvious.
We use your data
- To administer our events, our websites and our business
- To enable your use of our services, including registration and attendance at our events
- To respond to your requests for information
- To send you email or postal mail e.g. tickets, brochures or newsletters that you have specifically requested
- To send invoices, reports, statements, payment reminders and collect payments from you
- To deal with any enquiries or complaints by or about you
- To understand how you (and others) are using our services and to help us improve and develop our services, including conducting internal analyses
- To keep our events and systems secure and prevent fraud
- To send you other necessary information about our services and our relationship
- To contact you about new IMEX services, offers, events or news where it is legitimate for us to do so
- To otherwise manage our relationship with you or comply with our contractual obligations
- As is otherwise necessary for our legitimate business interests
Electronic badges and lead scanning
We use badge scanning technology at our events for security reasons and to help improve your experience and network effectively with our delegates and exhibitors.
Everyone attending our events requires an official, printed badge. The information displayed will be provided by you during registration – either online or on site.
You’ll need to allow us to scan your badge to gain entry on to the show floor and other restricted areas.
All other badge scanning is optional. You do not have to let anyone else scan your badge.
If you allow an exhibitor to scan your badge, you’re giving them a copy of some of your registration information, just as if you were handing them a business card. The exhibitor may use this information to contact you after the event or for other purposes that you agree with them. The exhibitor’s use of your information in this situation is subject to your direct relationship with the exhibitor and their own privacy policies.
We use a third-party supplier for badge fulfilment and lead scanning services. They’ll process your information for us, and for the exhibitors that you authorise to access your information when they scan your badge.
Our cookies do not store personal information such as your name, address or registration data; they simply hold the unique ID that, once you are signed in, is associated with this information.
You can set your browser to reject cookies (see the ‘Help’ menu of your browser to find out how to do this), but please bear in mind that if you do this, certain user-generated features of our websites cannot be provided to you. You won’t be able to log in to the IMEX websites to manage your participation online without accepting cookies.
When we share your personal information with others
We work collaboratively with others as part of providing our services and we may need to share your information with them as follows:
- Delegates, exhibitors and other event attendees: Our events facilitate all kinds of interaction between those attending. This may include online facilities to arrange meetings, to send messages to or network with others at our events. It will be made clear to you if this involves sharing your information with others for these purposes and you may be asked to give express permission, if appropriate.
- Consultants, partners and service providers: We may need to share some personal information of event attendees with our consultants and partners to deliver some of the show services such as PR, catering and education programmes. This data may include your preferences (e.g. dietary requirements, educational qualifications, expertise and interests etc.) as necessary to provide these services to you.
- Official show suppliers: We’ll share contact information (name, email, organisation, job title) of exhibitor coordinators and partners registered for the show, with selected official suppliers who provide key exhibiting services including internet, electricity, stand construction. View a list of all official suppliers for IMEX America here and for IMEX in Frankfurt here
- Hospitality providers: We may share your contact information (name, email, organisation, job title) with selected exhibitors so they may invite you to hospitality events during the show
- Travel and accommodation providers: We may share your data with our travel agent, hoteliers and ground transfer partners to arrange your travel and accommodation at the show.
- Other third-party suppliers: We also work with a number of other suppliers in our business e.g. IT and software companies, hosting and communications providers, payroll providers etc. to provide our services to you, who may need to process your data for us. All of our data processors are contracted to protect your information and comply with applicable data protection law.
- IMEX Group companies: We may share your information across our group of companies for the same purposes.
- Corporate transactions: If we sell or transfer the whole or part of our business or assets we may transfer personal information to the buyer or transferee.
- Professional advisors and insurers: We may have to provide information to our advisors as necessary for running our business.
- Regulatory bodies and law enforcement: We may disclose personal information to a third-party authority, such as a law enforcement agency, if required to do so by law.
How we store your information and keep it secure
We’ll take care to ensure that your personal information is secure.
- We follow good practice security protocols across our business to ensure that information is protected
- We regularly review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to our systems
- We restrict access to personal information to IMEX staff, contractors and agents on a need-to-know basis
- When we share information with our suppliers we enter into agreements with them requiring them to comply with all applicable laws and controlling further distribution or disclosure of the information to other parties
How we transfer your information internationally
IMEX is an international business with a global customer base. We may need to transfer personal information between any of the countries we operate in and to our suppliers in other countries. For example, our event registration and management system is hosted and backed up on a server in Germany. We may also need to transfer your personal information to countries outside the European Economic Area to make arrangements for any exhibition you have registered to attend, or in any other case where we have your specific consent.
We do not transfer any data to other countries or international organisations unless they are deemed by applicable law to have adequate privacy protection, or recognised legal mechanisms are in place to ensure adequate protection of your information (e.g. EU Model Contract Clauses or EU-US Privacy Shield or Swiss-US Privacy Shield frameworks).
How long we will hold your information
We’ll try not to keep your personal information for longer than necessary for the permitted purposes. We regularly review the data we hold and implement programmes to delete unnecessary information from our systems.
We may need to keep certain information for reasonable business or legal purposes (e.g. accounts information, unsubscribe records, information needed to prevent identity theft, legal disputes and misconduct) even if deletion has been requested.
Your data protection rights
You have these rights in relation to your information:
- Access: You can obtain confirmation of whether we hold any information about you and, if so, you can access your information and details of how we process it, as long as this does not adversely affect the rights and freedoms of others.
- Rectification: We will rectify any errors in the personal information we hold on request.
- Erasure: You can ask us to delete your personal information from our systems in the following situations:
- The information is no longer necessary for the purpose for which it was collected
- You withdraw your consent on which the information processing is based and where there is no other legal ground for the processing
- You object to the information processing and there are no overriding legitimate grounds for the processing
- The information has been unlawfully processed
- The information has to be deleted for compliance with a legal obligation to which we are subject.
- Right to restrict processing: You have the right to restrict our information processing on specified grounds.
- Notification: Where you’ve asked us to rectify, delete or restrict processing of your information, we’ll pass on your instructions to anyone we’ve shared your information with, unless this proves impossible or involves disproportionate effort, in which case we’ll let you know.
- Data portability: You have the right in specific circumstances (where automated processing is based on consent) to receive your information in a structured, commonly used and machine-readable format and have the right to transmit the information to another entity without hindrance.
- Right to object: In certain circumstances you have the right to object to our processing of your information, including in relation to profiling, direct marketing or scientific or historical research purposes.
- Automated individual decision making: We don’t carry out this kind of decision making. However, for your information, you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you unless this is necessary for our contract, is authorised under applicable law or is based on your explicit consent.
How to exercise your rights
To exercise any of your rights contact us at [email protected]. We may need evidence of your identity and if so we’ll provide you with a form to complete and return to us.
If you’re requesting access to your information, the first copy will be provided without charge, but reasonable administration fees will be charged for additional or subsequent copies or we may refuse repeated or excessive requests.
We’ll respond to your requests without undue delay and in any event within one month.
Please note that if you delete or restrict information we hold about you, it may prevent you from making full use of our services.
Making a complaint
If you want to make a complaint about how your personal data is being processed by us, please contact our Data Protection Officer. Our complaints procedure is available here
You also have the right to lodge a complaint directly with the supervisory authority. The Information Commissioner’s Office is the supervisory authority for Regent Exhibitions Ltd.
Contacting us about your privacy
Our Data Protection Officer is James Johnson-Miller. You can contact him with any questions or comments at [email protected] or by post using our registered office address. For any other questions or comments, please contact us
We are Regent Exhibitions Limited, company number 04244004 with our registered office at The Agora, First Floor, Ellen Street, Hove, East Sussex, BN3 3LN, United Kingdom.
Changes to this privacy notice
We’ll regularly review and update this privacy notice and will ask for your consent before using your personal information in a way that is significantly different.
This notice applies from May 25, 2018.
Legal information about our exhibitions