EUMW PRIVACY POLICY

1.    Purpose and scope

The purpose of this statement is to explain how we use the personal information you supply when registering for any services provided by European Microwave Week (EuMW) by post, fax, telephone, email or this website, or using the EuMW web site generally.
This policy may be amended, supplemented or updated in order to comply with any legal, regulatory, case law or technical developments. Previous versions of this policy may be consulted on request.
In this Privacy Policy “EuMW” means the European Microwave Week including all associated activities during the week (the “Event”) inside and outside the venue hosting the Event; all promotional activities; and all preparation activities. The EuMW website is: www.eumweek.com. EuMW is owned by the European Microwave Association (EuMA), Rue Louis de Geer 6, B-1348 Louvain-la-Neuve, Belgium.
EuMW comprises several conferences, forums, workshops, an exhibition, and many additional activities.
The legal entities involved in EuMW-related data processing as data controllers are:

• European Microwave Association (EuMA), Rue Louis de Geer 6, B-1348 Louvain-la-Neuve, Belgium as the main organiser of the Event.
• Horizon House Publications Ltd. (HH),16 Sussex Street, London, SW1V 4RW, UK as organizer of the exhibition and service provider of services during the conferences and other activities.

2.    Personal information collected and processed

When you register for the EuMW, you will be asked to provide personal data which is necessary for the purposes described below. Depending on the services you request and the context of your participation in the EuMW, this will include information such as:

• Identification data (name, first name)
• Contact details (telephone number, email address, postal address…)
• Communication preferences (opt out, date of the opt out …)
• Speech titles, titles, and qualifications
• EuMA Membership ID
• Professional data (function, company, VAT number, …)
• Registration data (date, activities, code of registration …)
• Special needs (dietary restrictions …)
• Financial and contractual data (payment data, invoiced amounts, account number …)

Other types of personal information may also be requested or used by EuMA:

• For the purposes of organizing your participation in the EuMW, such as travelling data and accommodation reservations or the participation in activities of other persons accompanying you.
• Within the framework of the Conference (such as data relating to the management of intervention programmes, recording of interventions, photographs of participants, management of consent forms).

3.    Purposes of use of your personal information

The information provided as part of the registration or in the course of the participation to the EuMW process will be used as followed:

3.1    Management of your participation to the EuMW

Your data is used to provide the services associated with your registration for the EuMW and covers the following types of purposes:

• Registration (activities and catering)
• Management of EUMA’s membership affiliation entailing discounts
• Checking and sending of invoices
• Invoicing and payment of registration fees according to out Terms and Conditions (including taking measures against fraudulent practices)
• Issuance and sending of letters of invitation
• Deliverance of access badges with QR Codes with online personal data
• Handling of requests and questions that you submit to us in connection with a registration to EuMW's Events

3.2    Management of EuMW’s activities  

Personal data is used for the following organisational purposes relating to the running EuMW and related activities:

• Drawing up conference programmes
• Attendee’s access to the speakers’ intervention and contents
• User access to an application dedicated to the EuMW
• Organizational communications regarding the EuMW’s activities  
• Support for organising accommodation and transport
• Handling of requests and questions that you submit to us in connection with the running of EuMW's Events

3.3    Exhibitor badge scanning service

As part of the services available during the EuMW, your access badge gives you access to a lead tracking service.
Exhibitors will be offered this lead tracking service at the EuMW with which the individual exhibitor will scan the barcode on their badges and thus receive their contact details - similar to a business card. These are: Company name, title, title, first and last name, function, postal address, country, telephone number (s), e-mail address and any other information you have provided about interests and / or your company.
In individual cases, you can decide on the transfer of your data by offering the respective exhibitor your badge for scanning. An unnoticed data collection without your participation does not take place. - In accordance with the international character of the EuMW, exhibitors who are located outside the European Union and thus outside the scope of European data protection laws are also represented. Again, by withdrawing or offering your badge to scan, you may object or agree in individual cases. When disclosing your data, you consent to this personal data being transferred and accept that this exhibitor may contact you about their products or services. You agree that this exhibitor may transfer your data outside of the European Economic Area for these purposes. In any case, EuMA and HH are not controllers or liable for the use of your data once you have disclosed them to an exhibitor.

3.4    Email communication

Your data will be used for email communication related with EuMW ‘s future Events and with EuMA’s and Horizon House’s activities.
As part of the registration process, you are given the opportunity to choose if you want to opt-out from email communications sent by EuMA, Horizon House and their partners.
Please note that email communication related to EuMW Events will be sent by Horizon House Publications or Microwave Journal Magazine on behalf of its owner, Horizon House Publications Inc. Each email we send you will contain details of how you can unsubscribe from the EuMW mailing list. Please follow unsubscribe instructions or send an email to Ms J. Mills.

3.5    Management of disputes and fulfilment of our legal obligations

Personal data of the parties involved is processed:

• For the handling complaints and legal dispute,
• If and to the extent required by law or as part of an investigation and in accordance with the applicable regulations.

4.    Legal basis of the processing

The processing of personal data takes places depending on the situation encountered either:
Because it is necessary for the performance of a contract or of measures taken for the conclusion of a contract at the request of that person,

• With the consent of the data subject,
• To comply with legal obligations,
• On the basis of a legitimate interest, as is the case when the data is necessary to enable the performance of a contract concluded with a person other than the legal entity whose data is processed, for the defence of our interests in the Event of litigation or against fraud, or when data is used to promote the Event or similar activities and services of the organisers, in compliance with the right to unsubscribe or refuse unsolicited commercial communications.

5.    Data recipients

Your data are processed only by persons and services of the EuMA and HH on a need-to-know basis.
Your personal data is communicated to third parties to the extent necessary to carry out the services and procedures involved in organizing your participation in an Event.
We also use third-party companies to provide services on our behalf which involve data processing (" data processor " within the meaning of the RGPD), for accounting, payment, back office and IT services. These third parties are recipient of the data as data processor and may not use the data for their own purposes and act on our instructions.

6.    Data retention periods

The data retention period is determined according to the following criteria:

• The need to keep the data for operational purposes for the organization of the Event.
• The need to retain data for operational purposes in accordance with the purpose for which it is used.
• Compliance with one or more mandatory legal retention periods imposed by legislation.
• The need to retain data for evidential purposes in order to be able to defend oneself in court until the expiry of a statute of limitations.

7.    International transfers of personal data

We use data management and storage tools with adequate level of protection and companies who are compliant with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework
However, personal data may be transferred to countries outside the European Union if the following conditions are met:

• The transfer is necessary for the performance of a contract or to take steps at your request prior to entering into a contract.
• The transfer is necessary for the conclusion or performance of a contract concluded in your interest between us and another natural or legal person.
• The transfer is made with your consent.
• The transfer is necessary for the establishment, exercise or defence of legal claims.

In all other cases, personal data may be transferred outside these territories when using third party services such as social networks with the following safeguards:

• The transfer is to a country recognized by the European Commission as providing an adequate level of protection.
• The transfer is to an organization that has committed itself to taking contractual mechanisms or measures required by the European Commission to ensure an adequate level of protection.

8.    Your rights

In accordance with the applicable data protection laws, you have the right to obtain information from us about your personal data stored by us. You also have the right to correct your personal data, delete or object to the processing. Likewise, the legislator grants you the right to data portability. In addition, you have the right of appeal to the supervisory authorities.
If you wish to access, update or otherwise change or remove any information that you have provided to us, please contact us at headquarters@eumwa.org using the data request form. We may request that you provide further information and/or identification to enable us to process your request. Please note that it may take up to 28 days to action your request.

9.    Contact information

If you have any comments or queries in connection with our Privacy Policy, please contact us by email to headquarters@eumwa.org or by mail at European Microwave Association (EuMA), Rue Louis de Geer 6, B-1348 Louvain-la-Neuve, Belgium.