ITMA Services NV, as well as its subsidiary ITMA Services Pte Ltd (collectively referred to as “ITMA Services”), is the Organiser of ITMA (Exhibition), ITMA-related platforms (online and offline) and ITMA-related events, with registered address at Amber Building, Hermes Avenue 7, 1831 Machelen, Belgium. Both companies act as joint controllers of your personal data as described in the GDPR.

ITMA Services employs vendors to provide registration and other services pertaining to your service requests and to disseminate materials, information and marketing collaterals. With those vendors, data processing agreements have been executed as required by GDPR.  

We collect, store and process the information you provide us for the following purposes:

• to enable you to be registered on our website and/or online platform
• the ITMAconnect platform has a purpose, allowing our ITMA exhibitors to keep in touch and better connect with our visitors, and where they can upload their webinars or online events
• to process your registration for any of the services, exhibitions or events you wish to register for
• to process and accommodate your request for a service offered through www.itma.com, www.itmaconnect.com and/or any ITMA-related and/or ITMA-branded platform
• to send information related to your service request and participation in exhibitions, business matching or events to which you have registered; that includes updates, processing and confirmation of the participation or service request and corresponding documents, invoices and payment information
• to promote and conduct service quality surveys
• subject to your consent or, when applicable, our legitimate interest (if you are already a client/attendee to our events): to share information on any of our services, events or exhibitions that might be of interest to you or to send marketing communications to you. This information may concern services or products from sponsors/partners, but this does not imply that your personal data will be shared with these sponsors and partners.
• to update lists of removal/withdrawal of data in the event you decide to change your preferences
• to improve your user experience of our services and products
• to enable the operation of our website, through technical and functional cookies, as detailed in our cookies settings, that are managed by OneTrust cookie settings
• to comply with legal obligations
• to enable contractual/pre-contractual relationships linked to your voluntary accessing and browsing of the website and your requests for information and services
• to facilitate our legitimate interest in improving the website, online platform and its security
• to enable user's consent, regarding the sending of customised marketing communications implying a profiling activity

Data supplied by you

ITMA collects the data you supply to us, for example upon registering for any of our events, online platform, ITMA network or e-newsletters. The data collected, for example are your coordinates, such as name, contact details and (professional) address).

Via the website and online platform

Via the website and online platform, we collect technical data about every individual who visits our website and online platform. Examples include the IP address, browser, information about the device and the external website that referred us. We also keep track of how each visitor uses the website and online platform. This way we know when people visit our website and online platform, how a web page is viewed, where exactly they clicked, where they leave the website and online platform again, and so on. These analyses allow us to improve the usability of our website, online platform or app. This information is also used to tailor the website and online platform to your personal preferences and interests. Cookies allow us to build this knowledge across different visits to our website and online platform. A cookie is a piece of information that your browser stores for us and sends us again at a later time - for example on a subsequent visit. You can find more information about how we use cookies in our cookies settings that is managed by OneTrust.

We offer services for registered users. The registration processes for those services involve the creation of user accounts.

We may use the information submitted to answer any questions or queries you may have submitted and to complete the services you requested for.

We may use the information to improve your user experience and inform you about further developments of our services and products that might be of interest to you.

Your data will be stored and processed for a period of 10 years:

• if you have attended any ITMA, ITMA Asia, ITMAconnect or other ITMA-related or branded events
• if you have set up a user account for the ITMANetwork
• if you have joined our mailing list

The personal data of the prospect that has not been interacting with ITMA (such as renewal of consent or not subscribing to ITMA branded events), shall be stored for 4 years or by the next ITMA Europe edition whichever is later and thereafter your personal data shall be deleted.

We store your personal data on protected servers. Server access is restricted to a small group of authorised persons empowered to administer the technical, commercial and content-related aspects of the server.

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required. Every effort has been made to ensure a safe and secure form to email submission process, but users using such processes are advised that they do so at their own risk. 

• The personal data of subscribers to the newsletters/electronic mailers, registered ITMA and ITMAconnect exhibitors, visitors, partners and members of the ITMA Network will not be transferred to third parties.
• When we offer you a service through a third-party service provider, your data will be communicated to this service provider, acting as a data processor in the sense of the GDPR, with strict obligation of confidentiality and after the execution of the corresponding contract and data processing agreement for the provision of services between us and the third-party service provider. This party may not reuse the personal data for their own purposes.

  ITMAconnect runs on a platform powered by Jublia. If you need assistance, contact [email protected]. Please review and accept the privacy notice of the vendor (if applicable).

• Your personal data will not be sold or rented to third parties.
• We may disclose your personal data to enforce our policies, to comply with our legal obligations or in the interests of security, public interest or law enforcement in any country where we have entities or affiliates. For example, we may respond to a request by a law enforcement agency, a regulatory or governmental authority. We may also disclose data in connection with actual or proposed litigation, or to protect our property, security, people and other rights or interests.
• In the event that ITMA is sold or integrated with another business, your details will be disclosed to any prospective purchaser’s adviser and will be transferred to the new owners of the business. In this case, we will implement the appropriate safeguards to ensure the integrity and confidentiality of your personal data. However, use of your personal information will remain subject to this Notice.
• We may transfer your personal data to third-party providers who are located in third countries (outside the European Economic Area (EEA)). This data transfer outside the EEA is legitimate if the recipient of the data is located in a country which provides an adequate level of protection following a European Commission adequacy decision. Some of these countries may not have equivalent data protection legislation to protect the use of your personal data. In this case, we have assessed whether appropriate safeguards are in place and by executing standard contractual clauses. In particular cases, we will obtain your preliminary consent for transferring your personal data outside the EEA. For more information regarding the transfer of your personal data, you can follow the procedure as described in the Article on the Rights of the Data Subjects.

We assure you that you can:

• revoke your consent for the processing and use of your personal data at any time, insofar as the processing activities are based on your consent
• access to your personal data
• obtain the erasure of your personal data
• request the rectification of inaccurate data or the deletion of your data
• withdraw consent granted for the use of your data
• oppose the processing of your data, including for the sending of advertising information by electronic means
• exercise your right to the limitation of the processing, so that your data will not be removed, but its processing will be subject to limitations
• exercise your right to data portability

As our personalised service relies on processing personal data which you have provided, therefore, if you revoke your consent, we may not be able to provide a personalised service.

You can exercise your data protection rights by informing the data controller through the address: [email protected], and proving your identity. You can at any time unsubscribe from our updates or promotional materials by clicking on the unsubscribe button in the digital promotional materials. You can also file any claim or request related to your data protection rights with the relevant data protection authority.

Belgian law is applicable to our website, this policy and disputes that may arise with regard to these. In the event of a dispute, only the courts of Brussels, Belgium shall have jurisdiction.

We reserve our right to change our Privacy Notice from time to time. Changes will be posted on the website. We encourage users and subscribers to frequently check this page. By accessing the website or using the service after we make any changes to this Privacy Notice, you accept those changes. Please be aware that, to the extent permitted by applicable law, our use of the information is governed by the Privacy Notice in effect at the time we collect the information.

If you have questions, suggestions or comments regarding data protection and the disclosure of personal data to third parties, they should be sent via email to ITMA Services at: [email protected] or send it to Amber Building, Hermes Avenue 7, 1831 Machelen, Belgium