1. About Sofa Summits
Sofa Summits Ltd is a media organisation that brings you leading events and publications related to technological development across various different industry verticals. With specific experience related to Smart Cities, 3D Printing, Future Manufacturing, Business Transformation and other ground breaking technologies.
Through our events and publications we are committed to bring the very latest case studies & strategies in the development and implementation of technology across both private sector and public sector organisations. We aim to deliver the right content at the right time to enable business leaders to make smarter decisions about the future.
Sofa Summits is committed to protecting your privacy and puts in place this policy and a number of different strategies to ensure your data is handled with the utmost of care. You are able to visit most of our web pages without the need to provide personal information, but there are some occasions when we will require further information in order to provide you with our services. Whilst processing your personal data, Sofa Summits Ltd respects your right to privacy and will only retain your information in accordance with data protection laws, this includes the recently implemented General Data Protection Regulation (GDPR). This policy document aims to give you a clear understanding of how Sofa Summits processes your data.
For more information or if you wish to request details of information that Sofa Summits stores then please contact firstname.lastname@example.org
This policy applies to the following categories of data subjects who interact with Sofa Summits Ltd:
Sponsors, exhibitors and potential sponsors and exhibitors of our conferences, events and exhibitions.
Advertisers and potential advertisers for our online publications.
Delegates and potential delegates of previous and future events.
Subscribers to, readers, advertisers and prospects of our websites, online magazines, newsletters and mobile event applications.
Speakers, panelists, press and public relations contacts.
Persons or any other parties that contact us for information about our products and services.
3. What is personal information, sensitive data and the legal basis for processing
Personal data means any information relating to a person who can be identified either directly or indirectly; it may include name, address, email, phone number, credit / debit card number, IP address and location data (“Personal Data”).
Sensitive personal data includes any information that reveals your race or ethnicity, political views, religious or philosophical beliefs, membership in a trade union, as well as personal data regarding your health or private life. We do not collect, store or process this data. The applicable legal basis for the processing of personal information depends on the circumstances relating to the relevant processing activities, as further described below:
If the processing of personal information is necessary for one or more specific purposes, and the data subject has provided consent, GDPR art. 6(1)(a) serves as the legal basis for processing operations.
If the processing of personal information is necessary for protecting the vital interests of a natural person, such as if a visitor were injured in our premises and his information would have to be passed on to medical personnel, GDPR art. 6(1)(d) serves as the legal basis for processing operations.
If the processing of personal information is necessary for processing operations which are not covered by any of the above mentioned legal grounds but are deemed permissible for the purposes of the legitimate interests pursued by Us, such as marketing, GDPR art. 6(1)(f) serves as the legal basis for processing operations.
Performance of a contract
If the processing of personal information is necessary for the performance of a contract, such as for providing certain services, to which the data subject is party, GDPR art. 6(1)(b) serves as the legal basis for processing operations. The same applies to such processing operations which are necessary for carrying out pre-contractual measures, for example in the case of inquiries concerning our products or services.
If the processing of personal information is necessary for complying with a legal obligation, such as for the fulfilment of tax obligations, GDPR art. 6(1)(c) serves as the legal basis for processing operations.
4. What information do we collect?
Sofa Summits Ltd collects 3 basic types of information:
Personal information - provided directly to Sofa Summits when signing up for updates on our websites, submitting information via website form or in discussion with our sales team via phone or email.
Data collected automatically, such as IP address, tracking information or other data related to usage of Sofa Summits Ltd websites and publications.
4.1 Information that you provide to us
4.1.1 Conference & exhibition information
When you request information about Sofa Summits conference and exhibitions, such as downloading of agendas, sponsorship brochures or other marketing documentation, we collect and process your personal information. Including, name, organisation, organisation address, email address, telephone number and email address.
4.1.2 Newsletter information
When you sign up to receive newsletters from Sofa Summits websites then we will collect and store your email address.
4.1.3 Delegate information
When you request information or sign up for about Sofa Summits conference, exhibitions or webinars, we collect and process your personal information. Including, name, organisation, organisation address, email address, telephone number and email address. At the time of booking a ticket you will be required to provide invoice payment details through our secure registration process. Payments taken via debit or credit card are processed via a third party who complete the purchase transaction on behalf of Sofa Summits Ltd.
4.1.4 Speaker or contributor information
When applying to speak at Sofa Summits events we collect personal information, such as name, email, telephone number, biography, twitter, linkedin profile and photo. This is completed via our online speaker submission forms. Once you are confirmed as a speaker we may gather further additional information related to the presentation and promotion of your presentation at the event.
4.1.5 Pictures, video recordings & live streaming of our events
During our events photographers may take pictures and videos of speakers, exhibitors and customers that are attending. These photos & videos may be used in our folders, brochures, websites, social media and/or social media page in order to promote our events. They will also be shared with participants post event. Any videos will be published once they have been approved by our editing team.
4.2. Engagement in other Sofa Summits related public activities
During our conferences and exhibitions we offer you the chance to interact through third party event applications. We will add all attendees to the event applications and make you aware so that you are able to download the application. Key event information will only be available via the application as we attempt to decrease the requirement for printed information. Your account profile is public by default, if you do not wish to be part of the application please make us aware. If you choose to engage in the event app then any information that you share with third parties may be utilised by them.
4.3 Non personal data collected automatically
4.3.1 Device data
We may collect non-personal information about the computer, mobile device or other device you use to access Sofa Summits Ltd website, such as IP address, geolocation, unique device identifiers, browser type, browser language and other preferences automatically collected.
4.3.2 Data collected with cookies
We use first and third-party data analytics service providers such as Google Analytics, to manage each of our websites, this allows us to optimise their performance and to provide better services to our customers going forward, including:
First Party cookies - session cookies, performance and functionality cookies without which the webpage will not be able to work or to be adaptable to your device screen.
Third Party cookies - Google Analytics cookies, embedded video and picture viewers, and social media cookies such as Twitter, Instagram, Facebook and Youtube.
Google Analytics cookies are used to collect your device data (see section 4.3.1) to enable us to optimise the performance of our websites. On selected websites we use Google Advertising cookies. You can opt out of Google Analytics for display advertising and customise Google Display ads using the Ads Preferences Manager or completely remove them by using the Google Analytics Opt-out Browser Add-on.
Social media cookies - on some pages of our websites, third parties that provide applications may set their own anonymous cookies in order to track the success of their applications or in order to customise applications for you. For example, when you share an article using a social media sharing button (e.g., Twitter or Facebook), the social network that has created the button will record that you have done this. Because of how cookies work, we cannot access these cookies, nor can the third parties access the data in cookies used by us. Some pages of our website may also contain embedded content, such as video content from YouTube or Vimeo, and these sites may set their own cookies.
Learn more about cookies and how to disable third party cookies on your browser device on www.allaboutcookies.org
5. What do we do with your personal information
5.1 Providing services requested by customer
Data may be used to complete the request for our services or further information, for example, when registering for the event or for us to be able to send you further information about one of our services.
5.2 Communication & Marketing
We use the data that we collect to be able to keep you up to date about our conferences & exhibitions, to send newsletters and to make you aware of future Sofa Summits Ltd promotions and service.
We do not personalise any of the content that we provide on our websites. Where used on our websites Google Advertising may personalise the adverts that show to you on our websites.
If required we may use the data to prevent illegal activities as required by law.
5.5 Event specific uses
There may be occasions where we use your data to assist us to provide specific services to you, you will be made aware of these at the time of purchase / enquiry and could include the following examples:
5.5.1 Sofa Summits Ltd Conference & Exhibition Registration
Sofa Summits Ltd collects registration information to enable us to:
Ensure the application for attending is correct and can be accepted.
Enable the payment process through third party vendors that manage the payment processing on behalf of Sofa Summits Ltd.
Enable us to deliver on the planning & running of event, including sponsors, exhibition, cocktail reception and meals.
Distribute surveys about the services provided by Sofa Summits Ltd.
Enable us to communicate updates, notifications, newsletters and important information and Sofa Summits Ltd events, publications & services.
5.5.2 Event speakers & contributors
Sofa Summits Ltd collects speaker & contributor information to enable us to:
Assess the application / nomination to speak at Sofa Summits events
To enable us to communicate with you prior to and post event. This may be arrange the time of your presentation or to collect relevant information to enable us to market you session
Pre-event - so that we can add you to the website, agenda and other marketing material, we use Name, Organisation, Job Title & Photo at this stage. We will also use the presentation detail in our marketing campaigns.
Post-event - we may use quotes, photos, videos and other presentation detail in our post event promotion or to promote following additions of the event
We retain the right yo keep your information on our website for up to 2 years post event.
6. How do we protect your information
We deploy administrative, electronic & physical measures designed to protect your information from access by unauthorised parties. Despite these efforts no security measures are 100% secure and no data transfer can be guaranteed against interception or misuse. We store all information on our secure local and cloud servers and ensure that external providers of these services maintain the highest level of security measures.
All our websites has Hyper Text Transfer Protocol Secure (HTTPS) certificate, which is also known as instant SSL. SSL is the standard security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browser remain private.
7 . How long will we retain your data
Your data will be stored in accordance with current legislation meaning that the personal information is not retained for a longer period than necessary for the purpose of the treatment. For marketing purposes, information older than 5 years is not used. This implies that your information will be deleted when they are no longer relevant or necessary for analysis or direct marketing for the purposes for which they have been collected. Some information may be retained longer when required due to other legal requirements, such as the accounting law. However, all handling of personal data always ensures high security and confidentiality.
8. Data Transfer
When you access content hosted on behalf of, or in association with third parties, your data may be shared with the contributor or sponsor, who may contact you for marketing purposes. As required by law, to comply with lawful requests or instructions from law enforcement agencies or courts with appropriate jurisdiction. You are able to opt-out or unsubscribe of any email campaigns received from Sofa Summits Ltd or third parties.
Sofa Summits Ltd strives to keep all personal data within the EEA, but we do engage some suppliers from outside the EEA. In this instance we only select suppliers that are GDPR compliant. Sofa Summits Ltd is not liable for acts or omissions of these third parties.
Personal information may be disclosed to third parties if required to under any applicable law or regulation or when order to by relevant authorities.
Sofa Summits Ltd has the right to share your information in connection with any merger or sale of assets, financial acquisition or part or all of the business.
9. What are the rights of the data subjects
9.1 Right to access, correct & object
You are able to contact us at anytime and we will provide you with all of the personal information that we have collected and stored about you, we will also inform you how this data is being used.
You have the right to update and correct this information by contacting us.
You may alter the permissions that you have given us with regards to your personal information. For example, if you had opted in to receive marketing campaigns, but no longer wish to. This may mean that we are unable to offer full services to you.
9.2 Right to deletion and to be forgotten
As per GDPR you have the right for your personal information to be deleted from our systems and for you to be forgotten. To enable us to do so you must send a request to email@example.com and this will be actioned. We will comply with the action, unless we have a legitimate or legal reason not to delete your information.
9.4 How to activate your data rights
In order to find out what personal information we are holding and how we are using it you can contact firstname.lastname@example.org. We may request further information to confirm your identity. If you find our processing to be non-compliant then you are free to make a complaint to the local regulatory authority
10. GDPR Update
On 25th May 2018, the General Data Protection Regulation (GDPR) came into effect, as a result of this Sofa Summits Ltd has implemented various updates to ensure that we comply with the regulation. These include, but are not limited to:
Created a new way for customers to contact us with regards to their personal information - email@example.com
Updated internal practices to ensure we are able to make customers aware of a breach of data regulation
Added consent options where required to websites and contact forms
Updated vendor / sponsor / exhibitor agreements to ensure that they are up to date with changes in regulation
11. Links to third party websites
12. Children under the age of 18
We do not knowingly collect information from children under the age of 18 without the consent of parents. In the instance that this does happen we shall delete the information immediately as soon as we are made aware. You can contact firstname.lastname@example.org should you think this has occurred.
This policy shall be reviewed from time to time to ensure that we are complying with the latest regulation and laws. This has recently been updated to meet GDPR in Europe. When updates are made that impact customers they will be made aware via updates on our websites.
Contact Details for Data Controller
Sofa Summits Ltd
24 Geoffrey House