Privacy statement

CTP Con respects your privacy and handles personal data with care.

This privacy statement explains which personal data we collect, why we use it, with whom we share data and what rights you have.

VXO Group B.V.

Organiser of CTP Con

9946 RL Woldendorp, the Netherlands

Chamber of Commerce: 42168598

Email: privacy@ctpcon.nl

• name
• email address
• telephone number
• address details
• company name and company details
• billing details
• payment details
• details of tickets purchased
• details of a vendor booking or reservation
• information you enter yourself in a form or message
• dietary or accessibility requirements where necessary
• communications with CTP Con
• photographs and video recordings
• technical data, such as IP address and information about use of our website

We collect only the data needed for the purpose concerned.

These communications may also include content, offers, prize draws or other campaigns that CTP Con organises with sponsors or commercial partners.

As a rule, CTP Con remains the sender. Your personal data is not automatically passed on to the sponsor or partner concerned.

We send these communications on the basis of your consent.

You may withdraw your consent at any time using the unsubscribe link in our emails.

After you unsubscribe, we no longer use your email address for our general marketing communications. We may keep a minimal record of your unsubscribe request to prevent you from receiving unwanted messages again.

Sharing data in joint campaigns

For some campaigns, prize draws or partnerships, personal data may also be shared with a sponsor or partner.

When this happens, we make clear in advance:

• which organisation receives your data
• which data is shared
• for what purpose the data is used

Where consent is required, we request separate, explicit consent for this.

Consent to CTP Con marketing therefore does not automatically mean that you consent to marketing by a sponsor or partner.

We do not sell our mailing list or other personal data to sponsors or commercial partners.

This may include:

• name
• email address
• billing details
• selected ticket
• order number
• payment status and payment details

We use this data for:

• processing your order
• processing and checking payments
• sending your ticket
• admission control
• customer service
• necessary communications about the event

The legal basis for this is performance of the contract you enter into with us.

Ticket checks

Your ticket or QR code may be scanned on entry.

This may involve recording the ticket number, validity and time of entry, among other details. We use this information to grant admission, prevent ticket misuse and, where necessary, monitor visitor numbers.

Required data

Some personal data is necessary to buy a ticket or enter into another contract with CTP Con.

If you do not provide this data, we may be unable to fulfil the order, booking or service concerned.

We do not automatically use ticket buyers' data for our general newsletter. We ask for separate consent for that, unless the law allows us to send certain communications without separate consent.

This may include:

• name
• company name
• contact details
• website and social media channels
• information about products or services
• desired stand or table space
• practical requirements
• billing and payment details
• correspondence with CTP Con

During an initial application or reservation, we use this data to assess your request and prepare for a possible contract.

Once a vendor booking becomes final, we use the data for:

• performing the contract
• payments and invoicing
• communications about participation
• admission registration
• practical organisation of the event

Where necessary for catering, we may ask about dietary requirements, food allergies or other relevant dietary information.

Some of this data may reveal information about a person's health or other sensitive personal circumstances.

Therefore:

• we ask only for information necessary for catering
• providing such information is generally voluntary
• we use the information solely to provide suitable catering and reduce risks relating to food allergies
• we share it only with people or caterers who need it to provide the catering
• where legally necessary, we request separate, explicit consent to process special categories of personal data

We do not keep this data longer than needed for the event edition concerned and its practical follow-up.

For this, we may process business contact details such as:

• name
• position
• organisation
• business email address
• business telephone number
• publicly available professional information
• previous communications with CTP Con

This information may come directly from the person or organisation concerned, or from public business sources, company websites, professional networks or existing business contacts.

We use this data to:

• identify relevant business contacts
• discuss sponsorship and partnership opportunities
• send proposals and offers
• communicate about collaborations
• maintain existing business relationships

Where applicable, we base this processing on our legitimate interest in developing commercial collaborations for CTP Con.

You can always tell us that you no longer wish to be approached for these purposes.

If discussions lead to a contract, we may further process data to prepare and perform that contract.

Depending on the activity, we may process, for example:

• name
• email address
• social media account
• entry
• contact details
• details needed to award a prize

We use this data to organise the activity, assess or select entries and contact winners.

If a sponsor or partner receives personal data, we inform participants in advance and request separate consent where necessary.

Taking part in a prize draw does not automatically subscribe you to marketing communications.

Visitors may be recognisable in these images.

For general atmosphere shots and overview images, where applicable we base processing on CTP Con's legitimate interest in documenting and communicating about the event.

For focused portraits, interviews or other productions in which one or a few people are clearly the subject, we assess separately whether consent is necessary or appropriate.

Would you rather not be recognisably photographed or filmed? You can tell the photographer, videographer or event organisation. We will try to take this into account where reasonably possible.

If you subsequently object to a specific publication in which you are clearly recognisable, contact us at privacy@ctpcon.nl. We assess the request in light of the circumstances and applicable law.

Images of minors

We take extra care with recognisable images of children.

For focused photography, interviews or other content productions involving minors, we assess in advance whether consent from a parent or legal guardian is required.

We use this data to:

• answer your question
• handle your request
• continue communicating where needed

We keep such communications no longer than reasonably necessary, unless their content becomes part of a contract, dispute or legally required records.

The payment service provider processes the data needed to make the payment.

CTP Con generally does not receive full payment card or bank details, but does receive information such as:

• payment status
• amount
• transaction reference
• data needed to link the payment to an order

As a rule, we keep data forming part of our tax records for 7 years, insofar as the statutory retention obligation requires this.

We may share personal data with parties we need to organise CTP Con and provide our services.

These may include:

• website and hosting providers
• email and newsletter services
• form and cloud providers
• ticketing and webshop software
• payment service providers
• accounting and administration services
• caterers
• IT and security providers
• suppliers necessary to run the event

Where necessary, we make data protection arrangements with parties that process personal data on our behalf.

Sponsors and commercial partners

Sponsors and commercial partners do not automatically gain access to personal data of CTP Con visitors, newsletter subscribers, ticket buyers or other contacts.

Where personal data is shared with a sponsor or partner for a specific joint campaign, we inform you in advance and request separate consent where necessary.

International processing

Some service providers may be based outside the European Economic Area or process data there.

If so, we ensure that a valid legal basis and appropriate safeguards are in place.

When you use such a service, the information entered may be processed through that provider's systems.

We use the information only for the purpose for which the form or service concerned is provided.

Some of these are necessary for the website to function properly.

For cookies or technologies requiring consent, we request that consent before they are placed or activated.

This may concern, for example:

• analytics
• marketing pixels
• advertising measurement
• personalisation
• services from external platforms

Further information is in our cookie statement.

CCTV may be operated by the venue manager or a security provider independently responsible for it.

If CTP Con is responsible for CCTV footage itself or has access to it, the footage is used only for security purposes, investigating incidents or where legally necessary.

Where CCTV is the responsibility of the event venue, that venue's privacy policy applies.

If that service is provided directly by an external party and CTP Con does not receive personal data, that party is responsible for the processing concerned.

If CTP Con itself processes personal data through such a service, we inform users and include this processing in our privacy records.

Our website and commercial forms are not intended to collect personal data independently from young children without necessity.

Where personal data of minors is necessary, we collect only what is needed for the purpose concerned.

If processing is based on consent and privacy law requires consent from a parent or legal guardian, we request that consent.

As a starting point, we use:

• newsletter: until you unsubscribe
• vendor registrations and applications that do not proceed: at most 24 months after the last relevant contact
• business sponsor and partner contacts: at most 36 months after the last relevant contact, unless there is a current or ongoing business relationship
• general questions and correspondence: generally at most 2 years after the last substantive contact
• data for prize draws and giveaways: generally at most 3 months after completion and awarding of prizes
• dietary requirements, allergies and similar catering information: until shortly after the event edition concerned has ended at the latest, unless longer retention is necessary to handle an incident
• administrative and financial data: for as long as the statutory tax retention obligation applies, generally 7 years
• ticket and contract data: for as long as needed to perform the contract, handle any claims and meet statutory record-keeping obligations
• ticket-checking data: for as long as needed to run and follow up the event edition concerned
• photographic and video material: for as long as it is reasonably relevant to CTP Con's event coverage, communications, promotion or archive

When data is no longer needed, we delete or anonymise it.

If that changes in the future, we will update this privacy statement.

Access to personal data is restricted as much as possible to the people and parties who need it for their work.

Among other things, you can ask us for:

• access to your personal data
• correction of inaccurate data
• deletion of data
• restriction of processing
• transfer of certain data
• objection to certain processing

If processing is based on consent, you may withdraw that consent at any time.

For direct marketing processing, you can always object to further use of your personal data for that purpose.

Send a message to privacy@ctpcon.nl for this.

We may ask for additional information where necessary to verify your identity.

You also have the right to lodge a complaint with the Autoriteit Persoonsgegevens, the Dutch data protection authority.

The latest version is always available at www.ctpcon.nl.

For significant changes, we may also inform visitors, customers or other people concerned.