What is personal data?
Personal data means any personal data relating to an identified or identifiable natural person (also called a ‘data subject’). This includes, for example, your name, telephone number, address, and email address.
We do not knowingly collect personal data from individuals under the age of 18.
What types of personal data do we process when we organize a DPW conference?
When we organize a DPW Conference, we process different types of personal data:
- When you register for a ticket, you will be asked to fill out your details such as your name, email address, business email address, organization you work for, job function, job role, industry and country and we will also register the type of ticket you have purchased (e.g. vendor, investor, student, journalist, virtual);
- When you purchase a ticket, you will be asked for payment details including your credit card details, billing information (contact details);
- When you attend the DPW Conference you will receive a personal (virtual) badge with your personal data on it as well as a personal QR code;
- When you attend the conference in person you will have to download our app, when you log on to the app, your personal data will be processed in the app;
- During the DPW Conference, our staff members will record, film, live stream, photograph or otherwise register the event which may also include images of you, if you are present there at that time;
- We may also capture CCV footage during the DPW Conference, which may also include your images;
- On social media channels we may interact with you using your name, social media account name, your interests and posts on the relevant social media.
What do we use your personal data for?
We use personal data for different purposes, depending on the group of data subjects you are in.
Attendees of a DPW Conference
We process the personal data of attendees of our conference for the following purposes:
- In order to process the booking of your ticket, including sending you a confirmation of your booking;
- In order to process the payment of your ticket and to comply with our legal (tax) administration obligations with respect to payments;
- To keep an attendees’ administration with respect to the DPW Conference;
- If you are a speaker at the DPW Conference: to promote you as a speaker on our website (including your image), to organize the speakers’ schedule and talks and to keep a speaker’s administration;
- To create a personal (virtual) badge for you to use during the conference, e.g. to access the event and to ask a sponsor to contact you (see further down below);
- To enable you to use the functionalities in the DPW Conference app and for us to analyze your use of the app;
- To share your basic details (company you work for, job title) with sponsors of the conference by making these available to them in attendee lists, which they can solely use in the context of contacting you (as appropriate) during or in the context of the DPW Conference;
- With your consent (opt-in) to share your electronic contact details with sponsors of the DPW Conference so that they can send you commercial messages with respect to their own products and/or services;
- With your consent (opt-in) to use your electronic contact details to send you commercial messages (promotions, news and invites) with respect to our own products and/or services;
- To communicate with you (e.g. by email and social media channels) with respect to your booking, payment and otherwise with respect to the DPW Conference;
- To create media (images) with respect to the DPW Conference which are used for our business purposes in marketing and other commercial communications to promote our business including our conferences;
- To aggregate and analyze the attendee data for business and marketing purposes, including publishing aggregated and anonymized data with respect to the types of attendees and the sectors they are in;
- After the DPW Conference we may contact you to ask for your feedback about the conference, if you want to give feedback, we may ask you whether you agree to have your feedback posted on our website and through other online channels (including your image, your job title and the organization you work for) and if you agree, we may post it on our website and other online channels for promotion purposes;
- We may ask you if you want to be listed as a past attendee, on our website and other online channels and if you agree, we may post your image, your job title and the organization you work for as a past attendee.
Please note that your personal badge has a QR code that holds your personal details. You can use the QR code to ask a sponsor to contact you by letting them scan the QR code. You may of course also share a business card with them or share other details so that the sponsor can contact you.
Sponsors of the DPW Conference
We use personal data of contact persons who are sponsors or work at organizations who sponsor the DPW Conference for the following purposes:
- To communicate with you, e.g. with respect to the sponsorship of the conference and the conclusion of a sponsorship agreement;
- For the purpose of signing the sponsorship agreement;
- In order to process payment of sponsorship amounts;
- To maintain a commercial relationship with you including contacting you with respect to future sponsorship opportunities, including customer relations management (CRM);
- To comply with our legal administration (tax) obligations with respect to payments;
- To keep an administration and archive with respect to the sponsorship agreements, including the conclusion and the performance thereof and handling disputes.
If you also attend the DPW Conference itself as or on behalf of a sponsor, we will use your personal data for the purposes set out under ‘Attendees of a DPW Conference’ (as applicable).
Contractors and other business contacts
We use personal data of contact persons who are contractors, service providers, suppliers and the like or work at such organizations and other business contacts for the following purposes:
- To communicate with you, e.g. with respect to the conclusion of an agreement with you or your organization and the performance of that agreement;
- For the purpose of signing the agreement with you or your organization;
- In order to process payment of amounts, as applicable;
- To maintain a commercial relationship with you and your organization;
- To comply with our legal administration (tax) obligations with respect to payments, as applicable;
- To keep an administration and archive with respect to the agreement with you or your organization, including the conclusion and the performance thereof and handling disputes.
If you also attend the DPW Conference itself as or on behalf of a sponsor, we will use your personal data for the purposes set out under ‘Attendees of a DPW Conference’ (as applicable).
On what legal grounds do we process your personal data?
We process your personal data on the following legal grounds:
- Because this is necessary for the performance of an agreement with you, or to take pre-contractual measures at your request;
- For our legitimate interests or those of a third party (most notably the sponsors of the DPW Conference), being in general the interest of running, securing and promoting our business as well as the sponsors’ interest to come into contact with attendees of the DPW Conference and promote their business to those attendees;
Because this is necessary to comply with applicable legal obligations (e.g. tax administration obligations or to disclose certain personal data upon a government authorities’ request);
- Your consent (including your opt-in on the sign up for (as applicable) to receive emails from sponsors and/or our own business and your opt-in to collect your location data through the app (as applicable)). You can revoke your consent at any time, such without affecting the legitimacy of the processing before you revoked your consent.
Some of your personal data are necessary for us to conclude the agreement with you and/or to fulfil our legal obligations, when we collect your personal data from you we will indicate when these data are required.
What third parties receive your personal data?
We share personal data of attendees (with their consent) with the sponsors of the DPW Conference, as indicated above. We have agreed with the sponsors that they may only process the personal data on attendee lists for contacting the attendees in the context of the DPW Conference (as appropriate) and, if the attendee has given consent, only within the scope of that consent. The sponsors process these personal data under their own responsibility and may also process attendees’ personal data at the DPW Conference, e.g. when the attendee shares the QR code on their personal badge. Please find a list of our sponsors here:
https://conference.dpw.ai/about/sponsors/.
We use several service providers (partners) who help us to promote, market and organize the DPW Conference, including the ticket booking system, the live streaming and video platform, the conferencing software and the DPW Conference app. We also use service providers that support us with our business operations, including the hosting provider of our email and documents system, a customer relations management systems, our accountant.
We may be required by law to disclose your personal data to third parties, including government authorities.
Are your personal data transferred outside the European Economic Area (EEA)?
Some of our external third parties (service providers, sponsors) are based outside the UK and EEA so their processing of your personal data will involve a transfer of data outside the UK and EEA. When we transfer your personal data out of the UK and EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- the country to which personal data is being transferred has been deemed to provide an adequate level of protection for personal data by the European Commission;
- the party to whom the personal data is transferred and who is established in the United States has a Data Privacy Framework certification; or
- standard contractual clauses that have been approved by the European Commission have been concluded with respect to the transfer.
In addition, our service providers use encryption to protect your personal data against unauthorized access.
If you would like to receive a copy of the relevant safeguards, please contact us using the contact details listed at the bottom of this Privacy Statement.
How long are your personal data retained?
We will only retain your personal data for as long as is necessary to fulfil the purposes for which we process them, and, as applicable, any purposes that are compatible with those purposes. We may retain for example your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation with respect to our relationship with you or the organization you work for.
Automated decision-making and profiling
Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).
What rights do you have with respect to your data?
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful, but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims.
- You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided to us and for which you have given your consent or where we used the information to perform an agreement with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.
Make a complaint you have the right to make a complaint at any time to the relevant regulator, for the Netherlands this is the
Autoriteit Persoonsgegevens.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information concerning your request to speed up our response. We may be entitled to (or have to) refuse your request, or part thereof. If we do, we will inform you thereof.
How can you contact us?
If you have any questions regarding this Privacy Statement or your privacy, you can contact us at
hello@dpw.ai or:
DPW B.V.
Singel 542, 1017 AZ Amsterdam, The Netherlands
Can we change this Privacy Statement?
Yes, we may have to change this Privacy Statement from time to time, e.g. to reflect relevant changes to the processing activities.
Updated: 19 February 2024
