Jaarbeurs organises exhibitions and events itself or hosts exhibitions or events of other organisations. As a visitor or exhibitor of these exhibitions and events, you provide Jaarbeurs with personal data, for example when ordering an admission ticket for an exhibition, by your participation in the exhibition, when parking your car or asking for information.

In addition, as a visitor or exhibitor, you may be filmed or photographed. This material may be published by Jaarbeurs to the extent permitted by law. If you are identifiable, our photographers or videographers will ask your permission before publication. For images of minors, the consent of the parent or guardian is requested. You have the right to withdraw the consent you have given at any time, but images published up to the time of withdrawal will continue to be lawfully processed. For mood images, where you are not directly or indirectly identifiable, consent is not required. There is also an exception for press and media photographers and videographers, among others. Publishing images for purely journalistic purposes does not, in principle, require consent. The relevant photo or videographer is himself responsible for complying with the regulations.

Personal data
In connection with an exhibition or event, Jaarbeurs may process the following data from you:

• Name and address details;
• Contact details, such as (mobile) phone number and email address;
• Gender;
• Titling;
• Images;
• Date of birth;
• Date of visit;
• Number of visits;
• Internal administration number;
• (Access pass with) photo;
• Areas of interest;
• Information for lead generation (e.g. brand usage, buying behaviour or intent, investment needs);
• Family composition;
• Opt-in information;
• Visitor registrations in your name;
• Badge & ticket scanning:
  • scanning your badge or ticket at the entrance to determine the number of visitors and gain insight into show/no-show
  • scanning your badge at lecture theatres, giving the speaker your details
  • having your badge scanned by an exhibitor: by actively having your badge scanned, the exhibitor will receive your details from Jaarbeurs
• Session registrations;
• Information on matchmaking activities (such as connections and appointments)
• Function and company name;
• Decision power;
• Sector/industry you work in;
• Interested in Jaarbeurs services;
• Interest in offers (from third parties);
• Mode of transport;
• Click behaviour;
• Transactions with history;
• IP address;
• Content of your communication with the Jaarbeurs;
• Data from evaluations and customer satisfaction surveys;
• Signing authority;
• Dietary requirements;
• Chamber of Commerce details;
• VAT number;
• Cost centre;
• Billing address;
• Social media;
• Payment details;
• Registration number;
• Signature;
• Time of parking;
• Content of parking form and details of parking authorisations;
• Your involvement in an incident with claim amount and details located in the attachments to the parking form;
• Lost property and any personal data therein/on;
• Details on your report form in case of incidents concerning theft or damage;
• Camera footage with time, date and place;
• Content of fault messages.

Purposes of processing
Jaarbeurs processes these personal data for various purposes, such as:

• Communication purposes;
• Organisation and execution of agreements relating to (participation in) trade fairs and events;
• Registration of your visit;
• (Online) matchmaking;
• Handling parking space reservations;
• Granting access to parking facilities;
• Granting parking powers (issuing parking passes, exit cards and the like);
• Reading in and sending login codes;
• Product sales;
• Provision of services;
• Processing and handling orders (including catering);
• Relationship management, PR and marketing, including sending mailings and information about Jaarbeurs's products and services;
• Lead generation;
• Cross selling and up selling;
• Finding equivalent profiles/acquisition purposes;
• Service improvement;
• Preparation of analyses to improve visitor experience;
• Monitor, collect and follow up on leads;
• Building interest profiles for advertising purposes;
• Personalise and improve digital marketing campaigns;
• Carrying out specific actions and competitions;
• Conducting (customer satisfaction) surveys;
• Billing and payment purposes;
• Settlement of payment disputes;
• Control of logistics flows such as passenger movements, parking and transport;
• The security of buildings, premises and property;
• Processing reports for theft or damage;
• Registration and handling of found objects;
• Protecting the safety of persons;
• Recording and handling faults, complaints and incidents;
• Making payments;
• Collection of claims, including placing them in the hands of third parties;
• Handling disputes and commissioning audits;
• Liaising with buyers or suppliers;
• Direct marketing;
• Being able to offer personalised ads through Social media;
• Comply with legal obligations and court orders;
• Inspection of stand designs;
• Provision of information in case of non-standard stand construction;
• Reading in and sending login codes;
• Planning, quoting and invoicing stand and event security;
• Regulatory compliance and compliance with court orders;
• Litigation

Third parties
In connection with the performance of its services, Jaarbeurs may exchange your personal data with third parties. For example, the parties involved in the organisation and execution of exhibitions and events by or at the Jaarbeurs, IT suppliers and suppliers of facility services. In addition, Jaarbeurs uses various advisors who could have access to your personal data, such as organisational advisors or lawyers.

As a visitor, during your online registration for access to our exhibitions or events, you will be informed about the sharing of your registration data (such as your name, company name, position, e-mail address, phone number, etc.) with exhibitors, among others. Such as sharing your registration data when you go through our registration via an exhibitor link and when you register for a session or watch a session online (via livestreaming). As a visitor at a physical fair or event, when you have your badge scanned at an exhibitor or at a theatre, you thereby consent to sharing your registration data with the relevant exhibitor or session provider. The sharing of this personal data, in response to your registration via a link from the exhibitor, having your badge scanned and registering for a session, is only done with your consent. The processing of your personal data by the relevant exhibitor or session provider is the sole responsibility of the relevant exhibitor or session provider. You can contact them for further information on how they handle your personal data.

As a visitor and exhibitor, you can access an online networking platform at certain exhibitions or events. In this, a profile of you is visible to other registered visitors, participating companies and session providers. This way, you can easily make connections, network, initiate appointments, register for sessions and watch online sessions (via livestreaming) before, during and after the trade show or event. It is of course up to you whether you take the initiative to do so, accept invitations from others and with whom you ultimately share your contact details. You will receive more information about the processing of your personal data in the online networking platform during the registration process of the relevant trade fair or event.

As an exhibitor you have access to a specially set up online environment of Jaarbeurs. The information you provide there may be provided by Jaarbeurs to third parties who may approach you for services that are complementary to those provided by Jaarbeurs. The reason for this provision is, on the one hand, to obtain additional income and, on the other hand, to be able to offer you the most complete service possible, so that you can present yourself optimally as an exhibitor at Jaarbeurs.

In addition, we may have to provide your personal data to third parties if we are required to do so by law. For example, the police or the municipality may request data from us in the context of fraud, security or investigation.