Privacy Statement

Worldmeetings.com is aware that appropriate processing of personal data is an indispensable aspect of privacy law. To ensure this right, you can find out what happens to your data in this statement. Worldmeetings.com's course of action is of course in accordance with the General Data Protection Regulation.

This privacy statement is structured as follows:

1. What personal data do we process?
2. Does Worldmeetings.com also process special personal data?
3. For what purpose do we process your personal data?
4. How do we protect your privacy?
5. How long do we keep your personal data?
6. Provision of personal data to third parties
7. Your privacy rights
8. Use of cookies
9. Contact details
10. Changes to our privacy statement

1. What personal data do we process?

Worldmeetings.com may process personal data because you use our services and/or because you have provided it to us yourself when completing a contact form. By using these services, you consent to the processing of your personal data. Worldmeetings.com may process the following personal data about you:

To process reservations and bookings of rooms and/or meetings for our clients:

• Contact details of the booker (name, e-mail address, phone number)
• Names of guests
• Login details (if using online booking website)
• Payment details (if necessary)
• Gender

To process bookings and reservations at (affiliated) venues:

• Contact details (name, e-mail address, phone number)
• Video material (if applicable and after permission)
• Payment details
• Gender

For the purpose of business operations (think marketing, HR or contract management):

• Supplier contact details (name, e-mail address, phone number)
• Gender
• Payment details
• CV on application

2. Does Worldmeetings.com also process special personal data?

Special personal data are sensitive data; for example, about health, religion, criminal past or country of birth. Worldmeetings.com, as processor responsible, only processes special personal data when this is necessary on the basis of a legal obligation or following consent for the performance of an agreement or contract.

3. For what purpose do we process your data?

Worldmeetings.com processes your data for the following purposes:

• Bookings and reservations: we use your personal data to complete and manage your reservations and bookings for rooms and/or meetings.
• Marketing and communication: If you have provided your e-mail address, for example to receive a newsletter, it may be used to inform you of Worldmeetings.com services that are relevant and similar to you. This is also possible if Worldmeetings.com has an agreement and/or billing relationship with your organisation and you are designated as a booker. If you do not (or no longer) appreciate receiving information, you can unsubscribe at any time.
• We use your contact details to provide you with information about our services and/or offers, among other things
• Improving our (online) services: we also use personal data for analytical purposes. This is part of our efforts to improve our services and user experience, but it may also be used for testing purposes, troubleshooting and improving the functionality and quality of our online services. The main purpose is to optimise and adapt our online platform to your needs and make our website easier and more pleasant to use.
• Management and quality purposes: including management information, the provision of internal controls and corporate security and the conduct of audits, auditing and certifications
• Recruitment and selection: the recruitment and selection of internal Worldmeetings.com employees
• Personnel administration: keeping personnel records for internal employees of Worldmeetings.com and for compliance with applicable laws and regulations

4. How do we protect your privacy?

We take the protection of your data seriously and take appropriate measures to counter abuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. Worldmeetings.com has therefore certified for ISO27001, information security. Our systems and programmes are well secured. We have procedures to ensure that unauthorised persons cannot access your data. In addition, all our employees have a duty of confidentiality. Should you still think that data has been misused, please contact us. Our contact details are listed under section 9.

5. How long do we keep your personal data?

We keep personal data carefully and no longer than necessary for realisation of the purposes for which they were provided to us. Of course, in this way we also comply with the statutory retention periods for personal data.

6. Disclosure of personal data to third parties

We provide your personal data only on the basis of a legitimate interest, legal obligation and/or for the performance of the agreement in accordance with the purposes mentioned at chapter 3. We conclude a processor agreement with companies that process your data on our behalf to ensure the same level of security and confidentiality of your data.

7. Your privacy rights

If you want to know whether all personal data Worldmeetings.com holds about you is correct, you can ask us to send you a summary of that data. If, in your opinion, the data is incorrect, incomplete or redundant, you can ask us to change, supplement or delete it. You can send a request for inspection, correction or deletion to us via the contact details as listed under chapter 9. We will respond to your request as soon as possible, but in any case within 4 weeks. You also have the right to submit a complaint to the national supervisory authority, the Personal Data Authority. You can do this on the website of the Personal Data Authority.

8. Use of cookies

In general, our website can be visited without your personal data being transmitted to us. However, like many other websites, this website does automatically collect certain non-identifiable information about website users, such as your computer's Internet Protocol (IP) address. This technical information is used for website and system administration purposes, and to improve the website and its use. This technical data may be passed on to third parties and may be permanently stored for future use.

Worldmeetings.com uses:

• Javascripts; these allow your browser to collect information. This information is then converted into;
• Cookies; these are small files containing information about (among other things) your browsing behaviour that are stored in the browser of your computer, tablet or smartphone the first time you visit our website. There are three types of cookies, namely "functional cookies", "analytics" and "tracking cookies". Functional cookies ensure that our website works properly and that, for example, your preferred settings are remembered. We also collect statistics (analytics) from the users of our website. We use this information to continuously improve our website. Finally, we also place cookies that track your surfing behaviour (tracking cookies), so that we can offer tailored content and advertisements. During your first visit to our website, we inform you about these cookies and you have the option of accepting them or not. If you choose not to accept cookies, you may not be able to make full use of our website. In addition, you can also delete cookies via your browser settings.
• Google Analytics; for analysing visitor behaviour.
  Please read Google's privacy policy for more information. You will also find Google Analytics' privacy policy here. Google uses this information to track how our website is used, to provide reports on the website and to provide its advertisers with information on the effectiveness of their campaigns.
  Google may provide this information to third parties if Google is legally required to do so, or to the extent that these third parties process the information on Google's behalf. Worldmeetings.com has no influence on this. Worldmeetings.com has not given Google permission to use Analytics information obtained through Google for other Google services.
• Hubspot; to identify and enrich visitor profiles. You will find here Hubspot's privacy policy as well. 

9. Contact details

For questions or complaints about Worldmeetings.com's processing of your personal data, please contact our security officer.

Name: Marco Ingels
Email address: privacy@worldmeetings.nl

10. Changes to our privacy statement

Worldmeetings.com reserves the right to amend the privacy statement. The most up-to-date version can be found on our website.

The Hague, 2024