Hosted Program Privacy Policy

10-12 JUNE 2025 | MÁLAGA - FYCMA

HOSTED PROGRAM PRIVACY POLICY

Hosted Program Privacy Policy Spanish

If you have received an invitation or you want to register for the Hosted Program this information is of interest to you:

  1. Who is the data Controller?
Name: Next Business Exhibitions S.L.
NIF: B87396818.
Postal address: C/Poeta Joan Maragall, 23, Planta 1a

28020, Madrid, Spain
E-mail: [email protected]

 

  1. When do we collect your personal data?

Through an inscription request: the inscription request is made on the website of the event through an inscription form filled out by the delegate with required information as well as attached information if necessary. When completed, we also ask for authorization to send commercial communication.

Always when the inscription requires a payment, the process is redirected to a third party so that NEBEXT never will access the delegate´s bank details, being informed only upon the completed payment transaction.

Communication after the inscription request: if necessary, the registered individual may be contacted to provide additional information or any clarification of the information provided in the request.

During the event: you may interact with us during the event providing additional information. When register for accreditation on the different activities we will gather information upon your assistance and participation.

Inquiries, complaints and claims: on the website we make different channels available to contact us in case you would have any additional inquiry, complaint or claim. If any, we will collect necessary data to solve your query or manage your claim.

When registering to our newsletter: when you register to receive our newsletter.

Using cookies: the web uses cookies collecting information about the browsing. We recommend you read the cookies policy to have all the information.

 

  1. Purposes and lawfulness for the processing of your data

The following table shows the purposes for which we may use the personal information you provide to us, and we relate them to the lawful bases that allows us to carry out the processing:

Purposes Lawful bases
Contact you to offer you the invitation, and confirm your interest in enjoying it. Consent given by you to the Partner (Article 6.a.a) GDPR).
Hosted Program Invitation management, which involves: confirming that you are eligible for the Hosted Program Invitation.  

 

Depending on the type of invitation your data may be used for:

 

·         Management of transportation reservations to facilitate you travel related to the event (flights, train, cab…).

·         Management of accommodation bookings during your stay to attend the event.

 

 Consent given by you by accepting the invitation (Article 6.1.a) GDPR).
Your data shall be used to inform the Partner of your acceptance of the invitation, so that they can follow up on the invitation. Consent given by you by accepting the invitation (Article 6.1.a) GDPR).
During the event we process data to acknowledge the person as registered participant, enabling access to the facilities and the activities included in the registration. The execution of a contract of which the individual takes part. (art. 6.1.b) GDPR)
The information shall be processed to comply with our legal and regulatory obligations, as well as to comply with possible judicial resolutions and other decisions determined by the authorities.  Including the disclosure of your personal data to law enforcement agencies, whenever we have suspicions or indications of an action that may constitute a criminal offense.

 

 Comply with our legal obligations (Article 6.1.c) GDPR).
In the case of having a base of legality authorising us, we will process your data to send additional information and commercial communications informing about other similar events organized by us that may be of your interest. When requirements are fulfilled of article 21.1, Law 34/2002, LSSICE to send electronic commercial communications.
The given consent to send communications (artículo 6.1.a) GDPR)
The satisfaction of legitimate interests (art. 6.1.f) GDPR)
If you have given your express consent, we will process your data to send you commercial information about all the events we organise, as well as commercial information from third party companies participating in the event. When requirements are fulfilled of article 21.1, Law 34/2002, LSSICE to send electronic commercial communications.
Consent given for the sending of communications (Article 6.1.a) GDPR).
Management/resolution of queries, complaints and claims that you may send us and that may be related to the service related to the Hosted Program invitation. Consent given when sending the query (Article 6.1.a) GDPR).
Sending questionnaires and surveys to know the degree of satisfaction of Hosted Program guests and improve the quality of our services. The satisfaction of legitimate interests (Article 6.1.f) GDPR).
Analyse information about our interaction with you to improve our engagement and/or conduct research and statistics to improve our functionality as a company, our services related to the Hosted Program invitation, as well as our relationship and experience with participants. The satisfaction of legitimate interests (Article 6.1.f) GDPR).

 

  1. Capture and use of images during the event

Nebext, aiming to promote the events and activities, could capture images and/or videos of the delegates of the event. Either Nebext or any contracted third party would carry out this capture. This data process is based upon legitimate interest. The captures could be published on internet, Nebext website or the event one, social media sites, magazines and publications.

This activity does not confer the right to remuneration or any benefit to the subjects that occasionally could appear on the captures.

  1. The use of accreditation

When formalizing the registration, the participant will receive the accreditation with a QR code. This QR enables access to the facilities and the activities the person will participate in.

As an additional functionality, the QR code could be used as a substitute of a business card when visiting a booth of your interest. You may allow the exhibitors to scan your accreditation, and they will receive basic information about you, specifically: Name, surname/s, contact details, company you work for and position at the company.

Some of the scheduled events allow attendees who so wish, to provide data to the entities offering or participating in the event in question, exhibitors, sponsors and/or speakers (hereinafter “Partners”), for this, it is sufficient for the attendee to be accredited by means of the QR when accessing the conference. Accreditation is in any case voluntary and is not a requirement for access to the conference. The Partners to whom you decide to transfer your data, may treat them to contact you and send you commercial communications, the data processing carried out by the Partners will be governed by the privacy policy of each of them, not being Nebext responsible for the data processing they perform.

We remind you that, through the event website, you can access the information related to your accreditation and update it with correct data.

 

  1. How long will we keep your personal data?

Your data shall be processed for the duration of the Hosted Program invitation and until the end of the relationship. After the end of the relationship, the data shall be kept blocked for the legally determined period for the defence against possible claims, and to comply with legal obligations that may have been generated.

 

  1. To which recipients may your data be disclosed?

It is foreseen that your personal data shall be processed by the travel agency processing the invitation and will be passed on to the transport and accommodation companies necessary to provide the service linked to the Hosted Program invitation.

Nebext will provide basic data on the acceptance or non-acceptance of the invitation to the partner who owns the invitation.

Your personal data may be transferred to Partners of the event if you expressly authorise this transfer of data.

As explained in the section Use of accreditation, when the participant authorises a partner to scan the QR code on the accreditation, Nebext will provide the partner with the basic contact details contained on a business card.

Your personal data may also be disclosed to public authorities where this is necessary for the fulfilment of legal obligations.

 

  1. What are your rights when you provide us your personal data?

If we process your data, you should know that your rights are:

  • Right to request access to personal data: you may ask Nebext if it is processing your data and access them.
  • Right to request rectification if the data is inaccurate, or complete the data we have incomplete.
  • Right to request the erasure of your data.
  • Right to request the restriction of its processing.
  • Right to object to the processing: Nebext will stop processing personal data, with the exception that they should continue to be processed for reasons provided for in the regulations.
  • Right to data portability: in the event that the user wants his data to be processed by another data controller, Nebext will enable the transfer of your data to the new data controller.
  • The right not to be subject to a decision based solely on the automated processing of your personal data.

At Nebext we process data on the basis of consent and you should be aware that you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing carried out prior to the withdrawal.

To exercise your rights, you should contact us by sending an email to [email protected] or in writing to the postal address listed in this document.

Whenever you consider it appropriate, you may lodge a complaint with the Spanish Data Protection Agency https://www.aepd.es/.

Remember that you are responsible for the data you provide us, therefore, your data must be truthful, accurate and must be kept up to date.

 

  1. Data of minors

Hosted Program invitations are addressed to professionals of legal age. In any case, if parents or legal guardians believe that their children or guardians have submitted personal data, please contact us by sending an email to [email protected].

  1. How did we collect your data?

If you have registered for the Hosted Program, the data we will process will be the data you provide to us. You must always provide accurate information about yourself and update your personal details as they change, as we must have your current information.

 

If you have received an invitation sent by Nebext, you should know that the contact details for this mailing have been provided to Nebext by the Partner or Exhibitor who offers you the possibility to use the invitation. This Partner or Exhibitor must have previously informed you of this communication of data.

 

The user must not include personal data of third parties without having obtained their prior consent and having informed them of this privacy policy, the user being solely responsible for the legality of the data provided.

 

  1. International data transfer

We may transfer your personal information to a country outside the European Economic Area (E.E.A.) where your personal information is transferred to foreign partners or where processing is carried out by certain service providers. Such transfers are always done by ensuring that we have adequate protection of personal data through the use of safeguards permitted by law, such as the use of standard contractual clauses approved by the European Commission.

 

  1. Modifications

We will only process your personal data as set out in this document which is in force at the time, we collect your information. In the event that Nebext carries out a modification on the processing of your data we will inform you in a timely manner.

 

Date of update: March, 13, 2024