Data we collect
We collect information about you in three ways: (1) from your submissions through our web forms, badge scanners, app forms, and other mechanisms, (2) from third parties, and (3) through automated technologies.
Data that you provide to us
The categories of personal information we collect directly from you will depend on how you interact with us and the Service and may include the following:
- Contact information such as name, email address, mailing address, social media handle and phone number;
- Credentials, such as usernames and passwords, password hints, and similar security information;
- Other account or event credentials and profile information, such as educational, employment and professional background, dietary and accessibility requirements, and photo;
- Payment information, such as credit or debit card number;
- Comments, feedback and other information you provide to us, including information you send to customer support and messages, appointment requests and other information you want us to share with our exhibitors, visitors, partners and others and/or
- Interests and communication preferences, including event planning and network selection, and preferred language.
Data from other sources
We may also receive personal information about you from our licensor and other third parties, including:
- Service providers that help us determine a location based on your IP address in order to customize certain products to your location;
- Partners with whom we provide co-branding services or conduct joint marketing activities; and/or
- publicly available sources and data providers from whom we obtain data to validate or supplement our information.
Data from the use of services
Our Service may automatically collect information about how you and your device use the Service and this information may include the following:
- Computer, device and connection information such as IP address, browser type and version, operating system, platform and other software installed on your device, unique device identifier and other technical identifiers, error reports and performance data;
- Usage Data, such as the features you use, the settings you choose, your URL click-stream data, including date and time stamps, referring and ending pages, and pages you have visited on the Service; and/or
- for location-based services: Your location, e.g. where you are in the event space.
We collect this data through our servers and using cookies and other techniques. You can control cookies through your browser settings and using other tools. However, if you block certain cookies, you may not be able to register, log in, or access certain parts or fully use the Service. For more information, see the cookie notification of the service.
With your consent, our website uses functions of the web analysis service “Google Analytics” of the provider Google Inc.,1600 Amphitheatre Parkway Mountain View, CA 94043, USA. Cookies are used for this purpose, which enables an analysis of the use of the website by your visitors. The information thus generated is transferred to the provider’s server and stored there.
If you have consented to the use of Google Analytics, cookies are set in your browser that identify you when you revisit our website and allow us to distinguish visitors and analyze what you have viewed on previous visits to our website. Since the privacy of our users is important to us, this data is pseudonymized, i.e. we cannot assign it to specific persons and do not know who the respective visitor was.
We have activated the “IP anonymization” function on this website. As a result, your IP address is shortened before transmission to the USA and can no longer be assigned to a specific person. Only a rough localization is still possible. The IP address transmitted by your browser as part of Google Analytics is not merged with other data from Google.
How we use your data
Depending on how you interact with us and the Service, we may use your Personal Information for the following:
- Provide, activate and manage your access to and use of the Service;
- Processing and fulfilling an inquiry, order, download, or other transaction;
- Provide technical, product and other support and assistance in maintaining the operation, safety and security of the Service;
- Expand and improve the Service and our other products and services and develop new products, services and benefits;
- Offering customized content and other personalizations to make the service more relevant to your interests and geography;
- Responding to your requests, inquiries, comments and concerns;
- Inform you of changes, updates and other announcements related to the Service and our other products and services;
- Provide targeted advertising, promotional messages, notices and other information related to the Service and your interests;
- Send you promotional messages and other information about products, events and services from us, our partners and third parties, such as exhibitors, sponsors and media partners;
- Invite you to participate in user tests and surveys as well as sweepstakes, contests and similar promotions;
- Identify usage trends and develop data analytics, including for research, audit, reporting and other business purposes, including determining the effectiveness of our promotional campaigns and evaluating our business results; and/or
- to fulfill our legal obligations, to resolve disputes, and to enforce our agreements.
Disclosure of your data
Our service providers
Depending on the service provided, we may share personal data:
- Certain companies that provide technology, customer service, and other shared services functions; and/or
- Our service providers, suppliers, agents and representatives, including, but not limited to, payment processors, on-site service providers, customer support, email service providers, IT service providers, shipping houses and carriers,
We share your personal information with our partners and with exhibitors, sponsors, media partners, joint venture partners and other third parties, including companies for whom we act as agent, licensee or organizer, who wish to send you information about their products and services that may be of interest to you, depending on how you manage your communication preferences and other settings.
The Service may allow you to post and share personal data, comments, materials and other content. Any information you post or disclose publicly may be collected and used by others, may be indexable by search engines, and may not be removed. Please use caution when disclosing personal information in these public areas.
We will share your personal information when we believe in good faith that such sharing is necessary for the following purposes:
- Comply with all applicable laws, regulations, legal process or other legal obligations;
- Identify, investigate, and prevent security, fraud, or technical issues; and/or
- Protect the rights, property or safety of AEE, our users, employees or others;
- and in the context of a corporate transaction, such as a transfer of assets or a merger with another company or a takeover by another company.
Your communication preferences
You may customize and manage your communication preferences and other settings when you register with the Service by updating your account properties and settings, using the opt-out or unsubscribe mechanism or other means provided in the communications you receive, or by contacting us. We reserve the right to notify you of changes or updates to the Service, if necessary.
Access and update your data
The Service may allow registered users to directly access the account information they provide and make corrections or updates at any time. Updating this information is the sole responsibility of the user. Registered users can also close their account directly through the service or the service’s customer support.
You have the right to request, free of charge, under European and certain other data protection laws, as applicable, the following:
- Information and correction or deletion of your personal data;
- Restrict our processing of your personal data or object to our processing;
- Portability of your personal data.
If you wish to exercise any of these rights, please contact us at the contact address below. We will respond to your request in accordance with applicable law. To protect your privacy and security, we may require that you prove your identity.
We retain your personal information for as long as is necessary to provide the Service and fulfill the transactions you have requested, or for other essential purposes such as complying with our legal obligations, maintaining business and financial records, resolving disputes, maintaining security, detecting and preventing fraud and abuse, and enforcing our agreements.
Children data protection
We do not knowingly collect information from children under 13 or target the Service to children under 13.
We take precautions to protect your personal data from loss, theft, misuse and unauthorized access, disclosure, alteration and destruction by using appropriate technical and organizational measures.
Your personal data may be stored and processed in your region or another country where AEE and its service providers maintain servers and facilities. We take steps, including through contracts, to ensure that information continues to be protected wherever it resides in a manner that meets the standards of protection under applicable law.
Reasons for processing
When we collect personal data from you under European data protection laws, we do so:
- When necessary to provide the Service, complete a transaction, or otherwise fulfill a contract with you or at your request prior to entering into a contract;
- to the extent necessary to comply with applicable law or other legal obligations;
- where applicable, with your consent and/or
- as necessary to operate our business, protect the security of our systems, customers and users, detect or prevent fraud, enable our customers to comply with legal obligations, or fulfill our other legitimate interests as described in the “Information We Collect,” “How We Use Your Data,” and “Sharing Your Data” clauses above, except where our interests are overridden by your privacy rights.
If we rely on your consent to process personal data, you have the right to withdraw your consent at any time, and if we rely on legitimate interests, you have the right to object to our processing.
1) Persons responsible for data processing
The responsible party for data processing within the meaning of Article 4 Z 7 iVm 26 DSGVO is the
Austrian Exhibition Experts GmbH (hereinafter AEE)
Prater 7, Top 3, A-1020 Vienna
2) Contact point
3) Data protection officer
You can reach AEE’s data protection officer E: firstname.lastname@example.org.
4) Data processed, processing purposes and legal bases
AEE will store and process the data you provide when registering for the trade fair in order to enable you to appear as an exhibitor at the trade fair you have chosen in accordance with the agreement concluded with you and in line with your requirements, in particular to allocate you an appropriate stand area, to provide trade fair structures (if ordered accordingly), to list your company in the list of exhibitors, to provide marketing and advertising services booked and other ancillary services requested by you or to fulfill additional orders and special agreements, and (if you take advantage of this offer) to arrange for your trade fair insurance.
Insofar as AEE uses external partners to provide ancillary services or fulfill additional orders and special agreements, the data you disclosed when registering for the trade fair will be passed on to them insofar as this is necessary. The legal basis for the processing of your data for the purpose of providing trade fair services results from the permissibility of data processing necessary for contractual purposes as standardized in accordance with Art 6 (1) lit b DSGVO.
In addition, the data disclosed by you as an exhibitor will be used for the purposes of conducting surveys and advertising AEE events, as well as for sending e-mail newsletters with information about AEE services and for advertising other companies that offer products or services that may be of interest in connection with trade show events. The contact details you provide will be made available to the partner companies listed at https://www.expo-experts.at/partner to enable them to inform you about their services in connection with trade fair events.
In the case of advertising and information newsletters sent to you by e-mail, AEE records in each case whether the newsletter is properly delivered to your inbox server, whether you open the newsletter sent to you, whether and which contents of the newsletter you click on, and, if applicable, whether or that you have unsubscribed from the newsletter. The collection and processing of the data collected on your use of the newsletters sent by AEE are used to create statistical analyses, which should allow a representative picture of the reading habits of the subscribers of the newsletter, so that the content of future newsletters can be adapted to the target audience or different content can be sent according to the interests of the respective users.
The processing of data of third natural persons who are disclosed in the trade fair application or in the course of the handling of the exhibitor contract, in particular as representatives, contact persons, clerks or other employees of your company, is permitted as a result of the legitimate interest of AEE as well as of yourself, in the course of processing the exhibitor contract concluded with your company or in the event of queries, to be able to directly contact the specifically responsible and informed person in your company and thus avoid losses of information or legal rights, as well as to be in a position to direct information and advertising to clear recipients (Art 6 para 1 lit f DSGVO).
If you do not provide the data requested in the registration form or do not provide it in full, it will not be possible to conclude an exhibitor contract. The provision of further data is only necessary insofar as you may also wish to order stand construction, advertising or marketing services or wish to take out trade fair insurance.
The data you disclose during your trade fair registration will be processed in connection with the trade fair network operated by AEE. Details on this further processing of your data can be found in the data protection declaration for the trade fair network.
The legal basis for the use of the data disclosed by you for the described advertising and marketing measures, including the dispatch of newsletters personalized by means of usage analysis, is based on the legitimate interest of AEE to promote the sale of its services and, for this purpose, also to advertise services and products of third-party providers that support or supplement its own range of services (Art 6 para 1 lit f DSGVO). The disclosure of your contact data to partner companies of AEE is permissible with regard to your own interest in receiving offers from companies with a relevant range of services and experience in the field of trade fairs regarding possibilities for optimizing your trade fair presence (Art 6 para 1 lit f DSGVO).
The data you disclose when using the online ticket stores and on vouchers for admission tickets will be used to conduct surveys in order to obtain feedback on AEE’s events and services with a view to optimizing its own offering in each case.
When using the online ticket stores, the data that you disclose when ordering an admission ticket to the trade fair will be recorded and processed. This data is stored and processed in order to issue the admission ticket for the desired trade fair event and to enable you to enter the trade fair, as well as to invoice you for the ticket price, if applicable, and to process the payment of the ticket price.
The legal basis for this is based on the necessity of this data processing for the purpose of fulfilling the contract concluded with you for the purchase of a visitor ticket for entry to the trade fair (Art 6 para 1 lit b DSGVO).
Online voucher (TAN code)
To use AEE services, exhibitors that list you as a customer or prospect provide your name and email address, which AEE links to an automatically generated voucher code (“TAN”). This TAN will be sent to you by the respective exhibitor via the service provided by AEE for registering for the trade fair and obtaining a visitor ticket via the online ticket store. AEE record whether you receive the TAN, as well as whether and when you have registered for the trade fair in question and obtained a visitor ticket. The data provided by the exhibitor and relating to you is linked to the automatically generated TAN and this linked data is processed in order to enable you to purchase a free admission ticket via the Online Ticket Shop and to report back to the exhibitor whether you have received and redeemed the TAN.
The legal basis for this data processing is based on the legitimate interest of the exhibitor in enabling you, as a customer or interested party in its products or services, to visit its stand free of charge for marketing purposes and in simple invitation management (Art 6 para 1 lit f DSGVO).
Digital business card (DataMatrix code)
To use the AEE service, AEE generates and stores a DataMatrix code that is reproduced on your visitor ticket. The DataMatrix code contains a numerical code linked to the name and contact details you provided when ordering a visitor ticket via the online store. If you allow an issuer to read the relevant DataMatrix code, the data associated with the DataMatrix code will be transmitted to the issuer. Linking your data to a DataMatrix code and processing this linked data is done so that you can easily provide your data to exhibitors using this AEE service via a “digital business card” if you wish to do so.
The legal basis for this processing is based on your legitimate interest in being able to easily pass on contact data to business and trade fair contacts, as well as the legitimate interest of the exhibitors concerned in being able to easily manage and further process the data you provide via DataMatrix code (Art 6 para 1 lit f DSGVO).
At individual trade fairs, exhibitors provide vouchers for admission tickets for a free visit to the trade fair. When redeeming a voucher, the data that you provide on the voucher will be recorded and processed. This data is stored and processed in order to issue the admission ticket for the respective trade fair event and to enable you to enter this trade fair free of charge. Furthermore, the data will be passed on to the exhibitor listed on the voucher for the purpose of invoicing the voucher and for the purpose of direct advertising by this exhibitor.
The legal basis for this is the necessity of this data processing by AEE for the purpose of fulfilling the contract concluded with you upon redemption of the voucher for the issuance of a visitor ticket for admission to the trade fair (Art 6 para 1 lit b DSGVO) as well as the legitimate interest of the exhibitor to enable you, as a customer or interested party in its products or services, to visit its trade fair stand free of charge for marketing purposes and to promote the sale of its products and services in a targeted manner, including through the transmission of personalized advertising (Art 6 para 1 lit f DSGVO).
In the online forms to be completed in the Online Ticket Shop and on vouchers, some input fields are designated as “mandatory fields”. The disclosure of the data requested via these mandatory fields is necessary in order for you to be issued with an admission ticket (a “Visitor Ticket”) for the trade fair you have selected. Otherwise, there is no obligation to disclose your data.
Insofar as the legal basis for data processing by AEE is your consent in this regard, you may revoke this consent at any time informally by letter or e-mail to email@example.com. Your revocation will render the further processing of your data inadmissible for the processing purposes covered by the consent. The lawfulness of the processing of your data carried out on the basis of your consent until revocation is not affected in any case.
Ticket validation/trade fair visit
AEE records whether tickets issued are validated on site at the trade fair premises, i.e. whether the recipient of a visitor ticket purchased via the online ticket store has actually visited the trade fair in question. The purpose of collecting and processing this data is to prevent unauthorized disclosure and misuse of visitor tickets purchased via the online ticket store or registration via TAN. In connection with the Online Voucher service, the information on whether a visitor registration has actually been followed by a trade fair visit also serves the purpose of settling the admission tickets for invited visitors with the inviting exhibitor.
The legal basis for this data processing is based on the legitimate interest of AEE within the meaning of Art 6 para 1 lit f DSGVO to ensure that persons improperly gain access to its events without a legitimately acquired visitor ticket and, in connection with the Online Voucher service, that exhibitors who invite their customers to visit an exhibition event free of charge can be charged accordingly for the tickets issued.
In addition, your data will be processed for the purpose of direct advertising for events and related offers of AEE as well as for the purpose of informing you about products and services of its contractual partners, in particular trade fair exhibitors. Direct marketing is primarily conducted by sending promotional and informational newsletters via email (“Email Newsletters”). In each case, AEE records whether the relevant e-mail newsletter is properly delivered to your inbox server, whether you open the delivered e-mail newsletter, and whether and which contents of the e-mail newsletter you click on. The collection and processing of this data is used to create statistical evaluations, which should enable a representative picture of the reading habits of the newsletter subscribers, so that the content of future newsletters can be adapted to the target audience or different content can be sent according to the interests of the respective users. Finally, to ensure that you only receive a newsletter if you really want to, AEE also records whether you wish to receive email newsletters or whether you have unsubscribed from the newsletter.
The legal basis for this use of the data disclosed by you is based on the legitimate interest of AEE to promote the sales of its events and other services in a targeted manner, also by means of personalized advertising – by means of user tracking in the case of e-mail newsletters – and to provide you with information on the services and products of its contractual partners (in particular trade fair exhibitors), if necessary, in order to present the range and content of the trade fairs, events and other services offered by AEE accordingly (Art 6 para 1 lit f DSGVO).
5) Photo and video recording
Photos and videos are regularly taken at AEE’s trade fairs and events, documenting, among other things, what happens at the trade fair and therefore also showing people present at the trade fair or event in question. It is possible that you or other people from your company can be seen in individual photos and videos. Insofar as the person depicted in the photograph or video is identifiable, the taking and further use of the respective photograph and video regularly constitutes processing of personal data within the meaning of Art. 4 fig. 1 DSGVO. This data is stored and processed exclusively to enable media companies or AEE to report on the trade fair or event in question on their websites and their respective trade fair pages on social media, and furthermore for archiving and historical documentation.
The legal basis for the storage and processing of personal data generated by the taking of photographs and videos for internal archiving and documentation purposes as well as for reporting on events at the trade fair is our legitimate interest in taking such photographs and videos and using them for their intended purpose (Art 6 (1) f DSGVO).
All data provided by you will be disclosed to all companies jointly responsible for processing.
The data about your company disclosed during your trade fair registration will be published both in the printed and in the online exhibitor directory (exhibitor catalog). If you order additional trade fair-related services (e.g. trade fair insurance, stand security, transport services, etc.) in the course of your trade fair registration, the data you provide will also be passed on to the companies(www.expo-experts.at/partner) that provide the services ordered. In addition, the partner companies listed at www.expo-experts.at/partner will receive your contact details in order to inform you about the trade fair-related products and services they offer.
If you choose the payment method “SOFORT Überweisung” when paying for your visitor ticket, the details of the product you have selected (visitor ticket) will be passed on to the payment service provider Klarna GmbH, Theresienhöhe 12, D-80339 Munich, Germany, for the purpose of processing the payment.
If you choose the payment method “credit card” when paying for your visitor ticket, the credit card data you provide will be passed on to the corresponding payment service provider, currently VIVEUM Zahlungssysteme GmbH, Riemergasse 14/30, 1010 Vienna, for processing the payment.
If, after entering a TAN that you received from an issuer offering the Service Online voucher If you register as a trade fair visitor using the online ticket store, the information about the time of your ticket purchase via TAN and the data that you subsequently enter in the online ticket store will be passed on to the exhibitor concerned for its own use.
The data associated with the DataMatrix code reproduced on your visitor ticket will be disclosed to those exhibitors who use the Digital Business Card service and whom you allow to read the DataMatrix code.
If you redeem the voucher provided to you by an exhibitor at AEE, the data you provide on this voucher will be passed on to the exhibitor listed on the voucher for billing purposes and for the exhibitor’s own further use.
AEE uses Sendinblue GmbH, Köpenicker Straße 126, D-10179 Berlin, T: +49 30 311 995 10, de.sendinblue.com, as an order processor for the dispatch of advertising and information newsletters by e-mail and the collection of data concerning your use of these newsletters.
Photos and videos made for documentation and reporting on the trade fair events and thus – insofar as you are identifiably depicted on them – your personal data will be made available to various media (e.g. newspapers, TV, online media, etc.) for use in accordance with their intended purpose and made available for public retrieval on their websites and their respective trade fair pages in social media for the purpose of reporting on AEE trade fairs and events.
7) Storage duration
The retention of those data that AEE processes for the purposes of advertising and marketing described above will take place until you object to further data processing for these purposes. The data processed in connection with the newsletter dispatch will be stored until you unsubscribe from the e-mail newsletter. Photos and videos, and thus the personal data of the persons identifiable on them, are kept indefinitely for documentation and archival purposes. Otherwise, your data will only be retained for as long as is necessary for the respective processing purposes. In addition, data is stored to the extent and for as long as it is necessary to store your processed data in order to protect legal interests (e.g. until the expiry of contractually agreed or statutory warranty or limitation periods) or with regard to statutory storage obligations, in particular pursuant to Section 132 BAO. Insofar as further processing for statistical purposes takes place, the data in question will be used exclusively in anonymized form.
8) Data subject rights
You have the right of access to the processing of personal data pursuant to Art. 15 of the GDPR and the right of rectification pursuant to Art. 16 of the GDPR vis-à-vis the company responsible for the processing. In addition, you may request the deletion of your data if there is a reason for deletion mentioned in Art 17 (1) (a) to (f) DSGVO and there is no justification according to Art 17 (3) DSGVO for refusing the deletion. You also have the right to request the restriction of data processing in accordance with Art 18 DSGVO or to object to data processing in accordance with Art 21 DSGVO. In addition, in accordance with Art. 20 DSGVO, it is open to you to demand that those data which you yourself have provided and which AEE processes automatically are made available to you on a data carrier in a common file format or transmitted to a third party named by you (right to data portability).
Last updated: February 3, 2021