Privacy statement - Events

RAI organises events itself or provides space for exhibitors or events run by other organisations. As an organiser, exhibitor, visitor or other (business) contact, you provide RAI with personal data, for example when you buy an admission ticket for an exhibition, park your car or request information. RAI also automatically collects certain information when you visit our websites or use our apps. Finally, we may also receive information about you from other sources, such as business partners.

RAI processes your information for a variety of purposes. Your personal data can be used in the following ways:

Online registration/ticket sales
RAI collects your personal data if you register online as a visitor or exhibitor for an event or buy a ticket. We collect your name, telephone number, age group and email address to confirm your registration and/or send you your ticket. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract. If you voluntarily provide additional information, for example about specific specialist interests, we can send you information tailored to these interests even before the event. It follows that by entering these data, you yourself decide what data we receive about you and your business. RAI relies on its legitimate commercial business interests to processes these personal data.

Video surveillance
Security cameras are in place in our buildings and on our grounds that record not only the images but also their date, time and place. We process your personal data for the purposes of ensuring the security of buildings, grounds and goods, protecting the safety and security of persons and recording and handling incidents. RAI relies on its legitimate interests to process your personal data for this purpose.

Parking
When you park your car, we process your vehicle registration number, the time of entry and exit, the method of payment (cash or card) and the location of your car (parking section). If you have a car park season ticket, we will also process your (company) name, the name of the contact within your company, telephone number (if applicable), the financial data necessary for payment and the type of season ticket. Finally, we process your vehicle registration number, email address, (company) name and telephone number if you purchase a car park ticket online.

The main reason we process these personal data is to perform the parking contract and grant you access privileges by using vehicle registration number recognition to check whether you have a season ticket or to determine the parking charge and payment. RAI also processes your personal data to contact you about your season ticket, emergencies, bad parking (including the imposition of a fine) and closure of the car park, guarantee the time limit of the parking facility and improve the logistical planning and parking process within the RAI. For season ticket holders, the personal data are also processed for billing and payment purposes and for resolving payment disputes. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract and it’s legitimate commercial business interest to provide the services, to prevent fraud and to improve its services.

Route planner
We collect your address data if you use the route planner. We process this personal data to provide you the service you requested. RAI relies on the legal basis that the processing of personal data is necessary for the purpose of the contract or quasi-contract. In addition, we process this personal data when analysing transport flows. RAI relies on the legitimate interest to improve its services.

Badge scanning
You will receive a badge when you visit one of our events. This badge contains the data you provided when registering. Your badge serves as an electronic business card. This means that you can choose – but are in no way obliged – to have your badge scanned by an exhibitor, which can subsequently contact you once with information about its products or services. These data include your gender, name and address details, date of birth (if requested and provided, for example for exhibitions, products or services that are subject to an age limit or intended for specific age groups), company name, company type, job type, number of employees, decision-making authority, mobile or other telephone number (if requested and provided), opt-in information and email address.

The statutory basis on which RAI processes your personal data is consent. By having your badge scanned, you authorise not only RAI to share your data with the relevant exhibitor but also the exhibitor to contact you once. Please note that the exhibitor in question may be located in a country outside the European Economic Area (EEA), which may not have the same data protection level as the EEA. For more information about the processing of your data by the relevant exhibitor, we recommend that you consult its privacy statement.

Matchmaking
If you participate as an exhibitor in one of our events or register as a visitor for an event, we may use the information provided by you at the time of registration for our matchmaking tool to arrange one-on-one meetings between exhibitors and visitors, unless you have indicated that you object to this. RAI relies on its legitimate commercial business interests to process your personal data for this purpose.

Special offers and competitions
If we organise special offers, prize draws or competitions, we may collect information from you such as your name, contact details, age, content generated by you, or other personal data supplied by you in order to participate. The rules and information for the special offer or competition in question will be clearly stated. The information we collect is used to organise the special offer, game or competition in which you participate, to verify the user identity, to select and inform the winners and hand over the prizes. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract.

Electronic newsletters
RAI makes it possible to order electronic newsletters on various topics. For this purpose, we record the email addresses of those users who voluntarily register as subscribers. The statutory basis on which RAI processes your personal data is consent. RAI can also measure to what extent the newsletters are actually opened. You can unsubscribe by clicking on the ‘unsubscribe’ button. However, this does not affect the legitimacy of the processing operations prior to the date we receive your cancellation. You may possibly be receiving different categories of marketing communication messages. We will unsubscribe you from the category you unsubscribed for. It is therefore possible that you will receive other categories of marketing communication messages until you unsubscribe from them as well.

Marketing and sales
The information you have voluntarily given us, for example when registering with us, placing an online order or giving a business card to one of our employees, can be used for marketing and sales purposes. We will gladly keep you abreast of news, current events, products, services and local news. We also process your data to generate leads, implement acquisition processes, cross-selling and upselling, and monitor, collect and follow up leads.

RAI relies on its legitimate commercial business interests to processes personal data to send our existing contacts, such as organisers, exhibitors and visitors, marketing mailings and other marketing and sales communications for comparable products and services. RAI relies on consent to send marketing mailings and other marketing and sales communication to leads and prospects. You can always unsubscribe by clicking on the ‘unsubscribe’ button. However, this does not affect the legitimacy of the processing operations prior to the date on which we receive your cancellation. You may possibly be receiving different categories of marketing communication messages. We will unsubscribe you from the category you unsubscribed for. It is therefore possible that you will receive other categories of marketing communication messages until you unsubscribe from them as well.

Performance and completion of contracts
RAI processes your personal data if you provide a service and/or a product to RAI (for example, as a supplier or partner) or if RAI provides a service and/or a product to you (for example, as organiser or exhibitor). This may concern corporate data (such as your company name, contact details and credit card or bank details) and personal data of contacts within your company (such as name, contact details, position and gender).

RAI processes this information for the performance of the underlying contract, for communication for the purposes of this contract and for the improvement of our services. RAI also processes these personal data for administrative purposes, for calculating and recording income and expenditure, for invoicing and payment purposes, for resolving payment and other disputes and for arranging the performance of audits. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract and on its legitimate commercial business interest to provide the services and to improve its services.

References
We may process your personal data if you wish to provide a reference. This concerns the company name, the name of a contact within your company, the job title of the contact, the quote and possibly a photograph. The statutory basis on which RAI processes your personal data is consent. You can unsubscribe at any time by accessing privacy@rai.nl. However, this does not affect the legitimacy of the processing operations prior to the date we receive your cancellation.

Market research and surveys
We may sometimes ask you to participate in an evaluation, questionnaire or customer satisfaction survey. In such a case we will process your name or company name, your contact details and your answers to the survey or research questions. RAI relies on its legitimate commercial business interests to improve its services.

Analysis and reporting
We also use personal data for analytical purposes. This is part of our commitment to improve our services and user experiences. We endeavour to use only pseudonymised data for these analytical purposes. RAI relies on its legitimate commercial business interests to process your personal data for this purpose.

Access and incident registration
We collect your personal data if you need to gain access to the RAI building to carry out the work that you have been commissioned to do by RAI or by one of the organisers/exhibitors of an event at the RAI. We register your name, company name, date and location of your visit and your email address. If you are a preferred supplier, we also register your department, application date, end date, access profile, permits, certificates, telephone number, passport photo, document number and document type. We process the personal data for the purpose of providing and communicating about access to buildings or information systems, or parts of them. We also process personal data for the purpose of ensuring the security of buildings, grounds and goods, protecting the safety and security of persons and recording and handling incidents. RAI relies on its legitimate interests to process your personal data for these purposes.

PR and customer relationship management
In the case of journalists and business contacts, we process company data (such as your company name and contact details) and the personal data of contacts within the company (such as name, contact details, position and gender). We receive this information through personal contact or through our press registration procedure. We process this information for PR purposes, including sending press releases, customer relationship management (for example, to invite you to an event), and for communication purposes. RAI relies on its legitimate commercial business interests and on the exception of article 11.7 section 2 Tw.

Customer service, reports and complaints
If you report a technical or other problem online, file a complaint online or contact our emergency and safety & security telephone numbers, we ask you to provide your name and possibly your telephone number. We also process any other information you provide us in connection with the report or complaint. If you contact our emergency and safety and security telephone numbers, we may possibly record the conversation. We process your personal data for the purpose of dealing with your report or complaint. RAI relies on the legal basis that the processing of the personal data is necessary for the purpose of the contract or quasi-contract.

Legal purposes
Finally, sometimes we must use your data for the purposes of resolving and disposing of legal disputes, carrying out regulatory investigations and compliance or complying with lawful requests from law enforcement agencies. RAI relies on the legal basis that processing these personal data is necessary for the purposes of performing its statutory duties or for the purposes of a legitimate interest.

Third parties
When performing its services, RAI may exchange your personal data with other organisations. Examples are those involved in organising and implementing the events arranged by RAI or held in the RAI complex, such as exhibitors, IT suppliers and suppliers of other services offered to organisers, visitors and exhibitors. We may also supply your personal data to third parties, who may contact you about services that supplement those provided by RAI.

RAI may also exchange your personal data with its partners (including partners located abroad, even outside the EU) for our national and international exhibitions. RAI and its partner are then deemed to be joint controllers for the purposes of Article 26 of the General Data Protection Regulation. In that case we would refer you to the privacy statement of both parties.

If RAI shares your personal data with third parties for their purposes, for example with (other) exhibitors or organisers, RAI will inform you about this and will share your personal data only if you have given your consent. The final processing of your personal data by the recipient, such as the relevant exhibitor, is exclusively the responsibility of the recipient. You can contact these recipients of your personal data for more information about how they process your personal data.

We may also have to provide your personal data to third parties in order to comply with a statutory obligation. For example, the police or the municipal authority can request data from us.

LP/Dec2019