R-Events takes your privacy very seriously and that is why we created this Privacy Policy. We would like to demonstrate our commitments to your privacy and security of the data provided.

1) Who are we

R-Events is an event and meeting management company. We provide meetings and events services to our clients. We have offices in Brasschaat, Belgium, EU and Austin, TX, USA. Transfers of personal data to each of these countries will be protected by appropriate safeguards, GDPR, EU-US Privacy Shield and /or the European Commission improved version of the Standard Contractual Clauses issued on June 4, 2021 . Any transfer of your personal data outside the European Economic Area shall only take place with appropriate safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations. You consent to any such transfer of personal information outside of your country as necessary to provide our services to you. By providing personal data to R-Events you explicitly consent to this Privacy Policy, as it may be amended from time to time.

2) Data Collection

R-Events collects personal data concerning you from our clients and when you provide your details to R-Events when registering for a meeting. R-Events will usually collect and process the following personal information, but it is not limited to:

• Name
• Gender (flight/train tickets)
• Date of birth (flight/train tickets)
• Email address
• Phone number
• Country
• Job title
• Company name
• Dietary requirements (if shared)
• Travel preferences
• Accommodation preferences (for example ADA Accessibility if needed and if shared)
• Other communicated preferences
• Passport details (if needed for Visa application)
• Bank account details (if needed for reimbursement of meeting related costs)

3) Purpose and legal basis of Data processing or controlling

Personal data will be processed on the basis of your consent and legitimate interest and necessity to fulfil obligations for the purpose of organizing a meeting for our client.

R-Events organises physical and online meetings. We collect the personal data needed to organise the meeting on behalf of our client and to provide information regarding the meeting. We only collect personal data that is necessary for the intended purpose.

Organization of meetings usually includes the following purposes:

• Processing invitations and attendance lists
• Reimbursements of meeting related cost
• Booking Travel and lodging arrangements
• Arranging meals
• Arranging Visa for certain destinations
• Coordination of meeting materials, surveys and feedback
• Organizing the meeting and catering to special requirements

4) Sensitive data

You are not obligated to share sensitive data with R-Events, meaning dietary requirements and if ADA accessible room is needed. If you do voluntarily share that data when registering for a meeting, you explicitly provide us with consent to process those data as needed for provision of the services to you.

5) How we collect and process your data, retention of data

Our client provides R-Events with your name, email, phone number, country, company details, job title. We will use your personal data to invite you to register for the event using our website portal (Zkipster) . All data collected or processed through this portal will only be used for the provision of our services and will not be shared, sold or traded with such third parties for promotional services. This information will be shared among R-Events organization, related companies, affiliates, partners, subcontractors and agents (travel agency, hotels, ground transportation companies) as necessary for the services provided. In which case we use contractual arrangements to ensure personal data is processed in accordance with the data protection legislation and with due care.
All of R-Events’ employees who have access to your personal data have signed a Non-Disclosure Agreement. Personal information received and collected by R-Events will be stored on the R-Events server and Data Centers in the United States. You consent to any such transfer of personal information outside of your country as necessary to provide our services.
R-Events will retain and use this personal information for maximum of period of 6 months. The period might be extended as necessary to comply with our legal obligations, resolve disputes and enforce our agreements.

6) Age of the individual

By consenting to this Privacy policy, you declare that you are 16 years old or older.

7) Your rights

• You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedom of others are not affected, we will supply to you a copy of your personal data.
• access to your personal data
• the right to rectify your personal data
• the right to erasure of your personal data. In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed, and you withdraw consent to consent-based processing. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for compliance with a legal obligation; or for the establishment, exercise, or defense of legal claims.
• the right to restrict processing in some circumstances. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defense of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise, or defense of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
• the right to object processing of your personal data for direct marketing, statistical or historical research purposes. The right to object processing only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise, or defense of legal claims.
• the right to data portability. Providing the rights and freedom of others are not affected, we will supply to you a copy of your personal data. If processing is carried out by automated means, you have the right to receive your personal data from us in structured and commonly used format.
• the right to complain to supervisory authority. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
• the right to withdraw consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

8) Amendments and updates of the privacy policy

We may update or amend this policy from time to time. We may notify you of changes to this policy or invite you to read the updated version of it. This version was last updated and amended on 20 December 2022.

9) Data Security

R-Events Server and other internet portals have security measures in place to protect from loss, abuse or unauthorized access, disclosure, destruction, and alteration of personal data. To protect data in transfer we use Transport Layer Security (TLS), creating a secure tunnel protected by 128-bit or higher Advanced Encryption Standard (AES) encryption. Store data at rest is encrypted using 256-bit AES encryption.
Our internet portals and/or databases are certified (ISO 27001, ISO 22301, ISO 27017, ISO 27018, ISO 22301, ISO 27701,SOC I, II and III attested and audited by independent third party. We employ industry-standard protection techniques, including firewalls, network security monitoring, and intrusion detection systems to ensure only eligible traffic is able to reach out data infrastructure.
All of R-Events’ employees who have access to your personal data have signed a Non-Disclosure Agreement. Data Processing Agreements are in place with all companies that we work with or have access to your personal data, to make sure these data remain secure.

10) Data Integrity

R-Events uses the personal data only for the purposes outlined in this privacy policy. All data collected or processed will only be used for the provision of our services and will not be shared, sold or traded with such third parties for promotional services. While trying to make everything safe as possible, R-Events cannot guarantee that our measures will prevent any illegal or unauthorized activity regarding your personal data.

11) Contact information

If you require any information, or you want to access, change, or update your personal data, withdraw your consent or need more information about this privacy policy or issue a complaint, please email aida@r-events.com.