Privacy Policy UK

Odette Organises is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you register for or attend our events.

1. Data Controller
The data controller responsible for your personal data is Odette Organises, located at [Akkerstraat 44, 6822 AL Arnhem, the Netherlands). For questions about this Privacy Policy, please contact us at info@conferenceoffice.nl.

2. Data We Collect
We collect the following types of personal data when you register for an event or interact with us:

• Personal Information: Name, email address, phone number, job title, company/organization name.
• Billing Information: Payment details, billing address, and any purchase or order numbers.
• Event Information: Preferences, session selections, and dietary requirements (if applicable).
• Technical Data: IP address, browser type.

We collect data directly from you through registration forms and emails.

3. Purpose of Data Collection
Your personal data is processed for the following purposes:

• To process and manage your event registration.
• To issue invoices and facilitate payments.
• To provide event-related updates, including reminders, program changes, or logistical information.
• To analyze participation and improve our events and services.
• To comply with legal and administrative obligations.

4. Legal Basis for Processing
We process your personal data based on the following legal grounds:

• Contractual necessity: To fulfill our agreement with you, such as processing registrations and payments.
• Legal obligations: To comply with tax, accounting, or other legal requirements.
• Legitimate interest: To improve our events and services and communicate effectively with participants.
• Consent: For specific purposes, such as sending marketing materials, only with your explicit consent.

5. Data Sharing
Odette Organises does not sell or rent your personal data to third parties. However, we may share your data with:

• Service Providers: Third-party vendors who assist us with event logistics, payment processing, or IT support, under strict confidentiality agreements.
• Legal Authorities: When required by law or to protect our legal rights.
• If you have registered for a newsletter and/or accreditation from a third party, we will share your details with the respective organization.

6. Participants Under 12
Participants under the age of 12 must provide a completed permission form signed by a parent or guardian.

7. Event Photography
Photos and videos may be taken during the symposium for promotional purposes, such as on our website or social media. If you prefer not to appear in these materials, please inform us in advance via info@conferenceoffice.nl. 

8. Data Retention
We retain your personal data only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, and resolve disputes.

9. Your Rights
Under applicable data protection laws, you have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request corrections to your personal data.
• Deletion: Request the deletion of your personal data (where legally permissible).
• Objection: Object to the processing of your data for certain purposes, such as marketing.
• Data Portability: Request the transfer of your data to another organization.

To exercise these rights, contact us at info@conferenceoffice.nl. We aim to respond within 30 days.

10. Security
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or misuse. However, no system is entirely secure, and we cannot guarantee the absolute security of your data.

11. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The latest version will always be available on our website, and we will notify you of significant changes.

12. Governing Law
This Privacy Policy is governed by the laws of the Netherlands. Any disputes arising from the processing of your personal data will be subject to the jurisdiction of the Dutch courts.

Effective date: November 21, 2025