Privacy Policy

Privacy Policy

Privacy Policy Reed Exhibtions

Privacy Policy for exhibitors

  1. Responsible for Data Processing

Joint data controllers within the meaning of Article 4 (7) in conjunction with 26 GDPR are:

a. Reed Messe Wien GmbH
Messeplatz 1
1021 Wien
T: + 43 1 727 20 – 0
E: info@messe.at

b. Reed Messe Salzburg GmbH
Am Messezentrum 6
5021 Salzburg
T: + 43 662 4477 – 0
E: info@reedexpo.at

c. Reed CEE GmbH
Messeplatz 1
1021 Wien
T: + 43 1 727 20 – 0
E: info@messe.at

d. Standout GmbH
Am Messezentrum 7
5021 Salzburg
T: + 43 662 9304 – 0
E: info@standout.eu

The companies listed as jointly responsible will be referred to collectively hereinafter as “Reed Exhibitions Austria“.

 

  1. Common Contact Point

As a common and central point of contact Reed Exhibitions Austria have established:
Reed Messe Salzburg GmbH
Am Messezentrum 6
5021 Salzburg
T: + 43 662 4477 – 0
E: dataprotection@reedexpo.com

If you have any questions, comments, complaints or requests concerning this Privacy Policy or our processing of your information, please contact us through our Privacy Centre webform.

 

  1. Data Protection Officer

You can reach our data protection officer of Reed Exhibitions Austria at
Reed Exhibitions 

For the attention of: Data protection officer
Gateway House, 28 The Quadrant,
Richmond, Surrey TW9 1DN,
United Kingdom

You contact the Data Protection Officer of Reed Exhibitions Austria through the following Privacy Centre webform.

 

  1. Processing Purposes

a. Processing of Fair Participation, Provision of Services

Reed Exhibitions Austria stores and processes the data that you provide when registering for the fair or placing an order for fair stands or digital services or that are developed or required due to your order (e.g. fair stand design, logos, colouring, material occupancies, products 7 customer products as images or 3D-files, entered text, contact details, links, folders, images, videos) in order to enable you to participate as an exhibitor at the fair you have chosen according to the agreement with you and your requirements, in particular to allocate a suitable stand space for you, exhibition stand construction or digital services (with appropriate order), to list your company in the exhibitor catalogue, to register your company as participant in networking and matchmaking platforms for exhibitors and visitors if available and to use the data that you provided when registering for the fair or placing an order for fair stands or digital services for matchmaking services and to make them accessible for third parties, provide marketing and advertising services ordered as well as other additional services you want or to fulfil ancillary services you wish for, to fulfil additional orders and special arrangements and (if you use this offer) to arrange for your fair insurance. Insofar as Reed Exhibitions Austria uses external partners to fulfil ancillary services or digital services or additional orders and special agreements, your data disclosed at the time of the registration or placement of the order for fair stands or digital services will be passed on to the extent necessary.

b. Advertising and Marketing, Newsletter, Surveys

In addition, the data you provide will be used for the purpose of conducting surveys and advertising for events of the companies of Reed Exhibitions Austria, as well as for the transmission of email newsletters with information on services of Reed Exhibitions Austria and for the promotion of other companies who offer products or services that may be of interest in connection with fairs.

In the case of advertising and informational newsletters sent to you by email, Reed Exhibitions Austria will record whether the newsletter is being correctly delivered to your inbox server, whether you have opened the newsletter sent to you, if and which contents of the newsletter you are clicking on and, if applicable, whether or not you have unsubscribed from the newsletter. The collection and processing of the data collected for your use of the newsletter sent by Reed Exhibitions Austria is used to generate statistical evaluations, which should provide a representative picture of the reading habits of the newsletter, so that the content of future newsletters can be adapted to the target audience or different content according to the interests of the respective users can be provided.

The contact details you provide will be made available to the partner companies listed at https://www.messe.at/en/partner to enable them to inform you about their services in connection with fair events.

c. Emperia

The „Emperia“ service enables you to gather information about participants who visit an event („visitors“) if a visitor scans his visitor ticket on your machines in order to give you his name, firm and contact details (“visitor’s data”) via Emperia. You are allowed to use Emperia for the specific purpose of advertising for your products and services (”purpose”) only. The visitor’s data shall not be used for other purposes than the described purpose, in particular the visitor’s data shall not be processed for purposes of advertising to affiliated companies with you or your company or third parties unless the visitor has declared his explicit consent. If a visitor allows you to read out the QR-code in question by scanning the QR-code which is displayed on his visitor ticket the data associated with the QR-code will be transmitted to you in the form of an informational newsletters by email (“email newsletter”, see above point 4.b.). Furthermore your disclosed data will be transmitted by Reed Exhibitions Austria in the form of an informational newsletters by email (“email newsletter”, see above point 4.b.) to those visitors who have scanned their visitor tickets on your machines regularely until the end of the respective event. Your disclosed data will be transmitted to those visitors who have scanned ther visitor tickets on your machines in ordert o give those visitors your contact details. The legal basis for this processing is based on your legitimate interest in the possibility of simply passing on contact data to business and trade fair contacts and the legitimate interest of the exhibitors concerned to easily manage and further process the data provided by you (Art 6 (1) (f) GDPR).

d. Photography and Video Recordings

At the fairs and events of Reed Exhibitions Austria, photos and videos are regularly taken which, among other things, document the fair and therefore also show visitors of the relevant fair or event. It cannot be ruled out that you (or other people from your company) can be seen on individual photos and videos. Insofar as you are identifiable on the respective photo or video, the photo or video and further use of the respective photo or video regularly constitutes a processing of personal data within the meaning of Art.4 (1) GDPR. The storage and processing of this data is solely for internal archiving purposes, for the purpose of documentation and to enable reporting on the relevant fair or event by media companies or Reed Exhibitions Austria on its websites and on the social media pages of the respective fair.

 

  1. Legal Basis of Data Processing

a. Processing of Fair Participation, Provision of Services

The legal basis for the processing of your data for the purpose of providing exhibition services or fair-related (digital) services results from the admissibility of data processing required for contractual purposes, which is standardised in accordance with Article 6 (1) (b) GDPR.

b. Advertising and Marketing, Newsletter

The legal basis for the use of the data you have provided for the advertising and marketing measures described, including the sending of personalised newsletters, is based on the legitimate interest of Reed Exhibitions Austria to promote the sale of its services, including the promotion of services and products of third-party providers who support or supplement the own range of services (Art. 6 (1) (f) GDPR). Passing on your contact details to partner companies of Reed Exhibitions Austria is permitted, in view of your own interest to obtain offers from companies with a relevant range of services and experience in the field of fairs with regard to possibilities for optimising your fair presence (Art. 6 (1) (f) GDPR).

c. Photography and Video Recordings

The legal basis for storage and processing of personal data arising from taking photographs and making videos comes from our legitimate interest in taking such photos or making such videos and their proper use for the purpose of reporting as well as for archiving for historic documentation (Art. 6 (1) (f) GDPR).

d. Processing of Personal Data of Disclosed Third Party Contact Persons

The processing of data of third natural persons, which are disclosed in the fair registration or placement of the order for fair stands or digital services or in the course of the execution of the exhibitor contract, in particular as a representative, responsible or other employees of your company, is permitted due to the legitimate interest of Reed Exhibitions Austria and yourself in order to address directly the specifically responsible and informed person in your company in the course of processing the exhibitor contract concluded with your company or in case of queries, in order to avoid information or legal losses as well as to be able to clearly direct information and advertising to a unique recipient (Art. 6 (1) (f) GDPR).

 

  1. Necessity of Data Provisioning

If you do not or not entirely provide the data requested in the registration, the conclusion of an exhibitor contract is not possible. The provisioning of further data is only required insofar as you would like to order stand construction, advertising or marketing services or wish to take out a fair insurance.

 

  1. Recipient

All data provided by you will be disclosed to all companies jointly responsible for processing (see point 1).

The information about your company, which was disclosed at the time of your registration, will be published in both printed and online list of exhibitors (exhibitor catalogue) and if available accessible to exhibitors and other visitors in networking and matchmaking platforms as well as operators of networking and matchmaking platforms, in particular Jublia Pte Ltd, 16 Arumugam Road, LTC Buidling D, # 01-02 Singapore 409961.

If you order in your registration for the fair or placement of the order for fair stands or digital services additional fair-related services (e.g. fair insurance, stand security, transport services, etc.) or (digital) services during the course of your registration, the data you provide will also be forwarded to those companies (https://www.messe.at/en/unternehmen/partnersalzburg.htmlhttps://www.messe.at/unternehmen/partnerwien.html), which provide the ordered services in each case.

In addition, the partner companies listed at https://www.messe.at/en/partner will receive your contact information in order to inform you about fair-related products and services offered by them.

Reed Exhibitions Austria and the enterprises entrusted with the provision of (digital) services are allowed to use the (digital) services (e.g. fair stand design) that have been provided due to your order as reference projects.

For the purpose of documentation and reporting on the relevant fair, photos and videos and thus – insofar as you are identifiable on these – your personal data will be forwarded to various media (e.g. newspapers, TV, online media, etc.) for appropriate use and will be provided by Reed Exhibitions Austria and accessed on its websites and its social media pages of the respective fair or event.

For receiving advertising and informational newsletters via email as well as the collection of data concerning your use of these newsletters, Reed Exhibitions Austria uses Salesforce.com, inc., The Landmark @ One Market St., Suite 300, San Francisco, California 94105, USA as a processor. Since Salesforce.com, inc. is based in the USA, there is thus a transfer of the collected data to a third country within the meaning of the GDPR.

The transfer of data to the US to Salesforce.com, inc. is permissible because of the contractually agreed standard data protection clauses.

 

  1. Storage Period

The storage of the data processed by Reed Exhibitions Austria for the described purposes of advertising and marketing will continue until you object to further data processing for these purposes. The data processed in connection with the newsletter will be saved until you unsubscribe from the email newsletter. Photos and videos and thus – insofar as you are identifiable on these – your personal data is stored for documentation and archiving purposes for an indefinite period. Otherwise your data will be stored for as long as necessary for each processing purpose. In addition, data storage takes place insofar and as long as it is necessary to retain your processed data in order to safeguard legal interests (e.g. until the expiry of contractually agreed or statutory warranty or statute of limitations) or with regard to statutory retention requirements, in particular pursuant to Article 132 BAO (Austrian Federal Fiscal Code). Insofar as further processing is carried out for statistical purposes, the relevant data will only be used anonymously.

 

  1. Intended Further Use of Your Data

The data you provide when registering for the fair or placing an order for fair stands or digital services will be further processed in connection with the Expo Contact Network operated by Reed Messe Salzburg GmbH and Reed Messe Wien GmbH. Details on this processing of your data can be found in the privacy policy of the Expo Contact Network.

 

  1. Rights of Persons Affected

You have the right of access to the processing of personal data pursuant to Art.15 GDPR and the right to rectification pursuant to Art.16 GDPR towards the companies jointly responsible for processing (see section 1). In addition, you may request the deletion of your data, provided that there is a reason for deletion referred to in Art. 17 (1) (a) to (f) GDPR and there is no justification under Art.17 (3) GDPR for the refusal of the deletion. You also have the right to demand the restriction of data processing under Art.18 GDPR if necessary or to file an objection against the data processing according to Art.21 GDPR. Furthermore, pursuant to Art.20 GDPR, you are entitled to demand that all data that you have provided yourself and that we process in an automated way are provided to you on a data medium in a common file format or are transmitted to a third party named by you (right of data portability).

If you have any questions, comments, complaints or requests concerning this Privacy Policy or our processing of your information, please contact us through our Privacy Centre webform.
If you believe that the processing of your personal data by us violates applicable data protection law, you are entitled to file a complaint with the Data Protection Authority.

Last update April 2020