14 + 15 March 2025 | CASINOTHEATER WINTERTHUR
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Data Privacy

By providing personal data to the WOS Congress secretariat (short: WOS), you agree to have read this privacy policy and agree to abide by any obligations contained therein, as it may be amended from time to time.


1. Scope of this Privacy Policy

This Privacy Policy applies to all services offered by the WOS.

This Privacy Policy does not apply to services offered by other companies or individuals. 


2. Data collected and method of collection

The WOS Congress secretariat collects general and personal data concerning you from:

  • when you provide your details to the WOS upon registration.


The Contact Profile may contain but is not limited to:

  • name;
  • gender;
  • date of birth;
  • address;
  • phone numbers;
  • email addresses;
  • nationality;
  • physical location data during an event;
  • food or allergies preferences;
  • emergency contact information;
  • organization or company of employment and/or job title;
  • field of activity and/or interest;
  • credit card references/numbers;
  • accommodation preferences;
  • other communicated preferences;
  • passport;
  • visa details.

The WOS may process sensitive personal data based on a specific and explicit additional consent of data subjects.

By attending the WOS Congress, individual authorizes, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks or its sites.


3. Purpose of data collection

The WOS secretariat uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect the WOS and its users. The WOS does not collect more data than is necessary to fulfil such purposes.

In addition to creating Contact Profiles, the WOS Congress uses your data for the following purposes and for which you give your consent:

a) Bookings: The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, WOS Congress creates a booking that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, WOS Congress might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and often also to government bodies for certain destinations. 

b) Travel reports consolidation: At the request of a Client, the WOS secretariat or a third party may prepare information reports that summarize and analyse the expenditures per destination, per travel supplier, etc. Such reports which may include certain personal data from your Contact Profile are then submitted to the requesting Client.

c) Compliance with travel policy: At the request of a Client, the WOS secretariat may report on your compliance with the event compliance policy, budget compliance policy or travel policy of such Client and identify any exceptions to the compliance.

d) New products and services: With the goal of improving services and based on the data given to WOS Congress, WOS Congress may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.

e) Promotion and marketing: The WOS secretariat may use your data to personalize your experience on the WOS Congress website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. For example, WOS Congress uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. The WOS Congress may use your data for promotion and marketing purposes for WOS Congress’s current or prospective Clients and/or third parties in WOS's industry. The WOS Congress secretariat may use your data to personalize your experience on the event website by presenting advertisements that are more relevant to you, and to send you marketing communications as chosen by you in the registration process. WOS Congress may use the data to analyse trends in order to propose other services to its Clients, such as new events or other services.

f) Statistical analysis related to websites: WOS Congress, or third parties instructed by WOS Congress, evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimize WOS Congress’s website and increase user-friendliness, efficiency and safety. WOS Congress may in particular use technical data to measure the success of WOS Congress marketing campaigns, compile statistics about WOS Congress website usage and response rates, and use aggregated personal data calculate the percentage of WOS Congress users who have a particular telephone area code.

g) Job opportunities management.

h) Creation of a resume library.

i) WOS Congress acting as data processor: The WOS secretariat uses the data collected for event registration to provide, maintain, protect and improve the overall quality of its services. The WOS does not collect more data than is necessary to fulfil such purposes.

In addition to creating Attendee Profiles, the WOS secretariat uses your data for Sponsors lead retrieval. On site, exhibitors or sponsors may scan your badge when you visit their booth. If you do not want your badge to be scanned please let the exhibitor know directly. Otherwise, your personal data will be released to them.

At the time of scan, attendee profile data will be shared with an exhibitor and the permission to scan that badge is considered an explicit opt-in to share that data. This data may be modified or completely redacted from our system and the lead devices should the attendee request the data to be removed or they change their behavioral/tracking data privacy settings via the Attendee Dashboard outlined below. If an attendee has opted to share behavioral/tracking data, that information will also be sent to the exhibitor’s device and lead web portal. 

Individuals’ data will only share with Sponsors with which individuals have scanned their badge.

Verbiage onsite will outline the lead retrieval process and will inform attendees of the process and data shared. Other than in this case, your Data will not be transferred or made available to any third party without your prior consent. The WOS secretariat may disclose your Data to third parties where such disclosure is permitted and required by law or court order, or where such disclosure is necessary for the protection and defense of its rights.


4. Duration of storage

General and personal data will be kept by WOS no longer than necessary for the execution of the purposes aforementioned. The WOS secretariat will retain general and personal data during a maximum period of five years if no specific legal requirement.


5. Location of storage and controller of data base

The Contact Profiles that the WOS maintains are stored in cloud-based central databases at third-party providers’ location in Europe, United States and Asia. Third-party providers have signed our dedicated data protection clauses.

Any transfer of your Data outside the European Economic Area shall only take place with suitable safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations.


6. Your duties

You must ensure that the data you provide us with are:

  • correct;
  • accurate;
  • current;
  • truthful; and
  • compliant with any applicable laws.

In particular, since WOS Congress will mainly use email communications with you, you are required to notify us of any modification of your email address. Alternatively, you can directly update your Contact Profile.

WOS Congress is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities. WOS Congress does not target the digital asset to children less than fourteen (14) years of age or knowingly collect information from children for the purpose of selling products or services.


7. Transfer and communication of data

7.1  In general

Your personal data may be transferred to and outside of Switzerland, including in countries whose data protection laws may be different from those in your country of residence.

a) Transfers within the WOS: Transfers are made throughout the WOS, its subsidiaries and its franchises to support its activities and/or services.

b) Transfer to third-parties: The WOS secretariat works with certain third parties to obtain support services in connection with travels, meetings and events services and/or other WOS services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue WOS mission and goals. The WOS secretariat may also transfer personal data to third parties at the request of its Clients. For example, to sponsors and exhibitors or to other third parties for data consolidation or tracking services to generate statistics. During events or congresses, sponsors or exhibitors may scan participants or delegates’ badges with the consent of the latter. If you do not wish your personal data to be passed on to them, please let them know by not scanning your badge. Therefore, collection and use of the personal data is governed by each sponsor or exhibitor’s privacy policy. The WOS secretariat may transfer your data to third parties for promotion and marketing purposes as outlined under 3e) above. The WOS may also transfer your data to a third-party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of WOS business, assets or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorized transfers such as within the EU) are required to sign a agreement with WOS that requires them to follow the applicable data protection laws.

As part of its activities, the WOS Congress works with a certain number of recurring partners who process personal data on our behalf for specific purposes:

·      Badge provider

·      Benchmarking tool

·      Event management platforms

·      Hospitality

·      Mobile event application

This list is not exhaustive and can be updated from time to time. We invite you to regularly consult this list to keep up to date with any changes.

WOS Congress is using  servers located in EU and Switzerland.

c) Regulatory transfers: The WOS may be required by law to transfer data to governments and regulatory and/or supervisory authorities.

 

8. Security and organizational measures

To ensure the safety of your data on WOS Congress website and systems, the WOS has implemented appropriate technical, contractual, administrative, physical and organizational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws.

Only authorized WOS staff, third party companies’ (i.e. service providers) staff or our Clients' authorized staff (who have contractually agreed to keep all information secure) have access to your personal data. All WOS staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.


9. Your rights

In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability, unless the WOS secretariat has to keep these data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the above-mentioned e-mail address. Moreover, you have a right to lodge a complaint with a supervisory authority.

To contact WOS secretariat with questions or issues about WOS data processing, you should contact the Data Protection Officer at the following e-mail address: info@wos-congress.com.

By contacting the Data Protection Officer at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from WOS Congress and request that we not share your personal data with unaffiliated third parties for their marketing purposes. The WOS Congress secretariat will try to comply with your request(s) as soon as reasonably practicable.

Please note that if you opt-out as described above, the WOS secretariat will not be able to remove your personal data from the databases of unaffiliated third parties with which WOS Congress has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request).

Please also note that if you do opt-out of receiving marketing-related messages from the WOS, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.


10. Changes

This Privacy Policy may be revised and updated by WOS secretariat from time to time to comply with statutory data protection and privacy laws. The WOS Congress secretariat will post any Policy changes on its website and, if the changes are significant, the WOS secretariat will send a notice to the e-mail address provided in your Contact Profile.


11. Contact

If you need further assistance, please contact our Data Protection Officer via:

E-mail address: info@wos-congress.com

Address: Stadthausstrasse 51, 8400 Winterthur, Switzerland