LEADING TRADE FAIR ORGANISER IN THE BALTIC STATES

Privacy Policy

SIA “BT1” (hereinafter - “we”) take appropriate steps to ensure that your personal data is always safe with us and that the processing of your personal data is carried out according to the applicable data protection laws, our internal policies and guidelines. We have appointed a data protection officer tasked with controlling how we comply with these laws, guidelines and procedures.

We respect your right to privacy and undertake to protect it according to this privacy policy (hereinafter - the “Privacy Policy”). In this Privacy Policy we will inform you on how we process your personal data. We undertake to be honest with you and to provide clear and understandable information on what personal data we process, the purpose of processing, how long we store personal data for and the legal grounds for such processing, as well as other information that we are obligated to provide in accordance with applicable laws and regulations.

Contents of this Privacy Policy:

1. Purposes for processing and categories of personal data

We process the following categories of personal data, and processing has the following purposes and legal grounds:

1.1. Presentation of the process of organised events

During the events organised by us in venues, where photographs are taken and videos are recorded, the photo and video images of the participants and visitors may be processed, keeping them in our archives and placing them on our website, our administrated social network profiles and other informative materials.

When selecting information for publishing, we always apply the highest ethical standards, thus trying to ensure that your rights and freedoms are not affected by these publications. At the same time we understand that we possibly do not know all the facts and circumstances on the potential impact, so, in order to ensure honest data processing, we do not forbid anybody from contacting us at any time, using the provided contact information, for you to be able to object to the relevant data processing.

Categories of personal data

Legal grounds of processing

Image, audio, video and other personal data and actions that are in the field of view of video surveillance cameras

Our legitimate interests to present our organised events in the mass media and social networks, thus ensuring recognisability of our organised events and brand.

We plan to keep this data permanently. In addition, in order to comply with the principle of honest data processing we explain that taking into account the aforementioned data processing purpose - to publish information regarding our events - a part of the acquired materials may be made publicly available, and thus any third party may access it.

Taking into account the fact that the purpose of personal data processing is to reach an unlimited circle of persons, published data will be received by anyone visiting the websites and social networks maintained by us.

To perform our legal obligation and exercise our legitimate interests, we can transfer your personal data to law enforcement institutions, as well as state and municipal institutions, upon their request.

1.2. Booking of the exhibition area, application and participation therein

In order to provide the clients of our organised exhibitions with a building area, ancillary equipment and ensure the building of stands, we need to process the data of the contact person of our client companies, which we collect during the booking and applying for participation at the exhibition.

Categories of personal data

Legal grounds of processing

• Name
• Surname
• E-mail address
• Phone number
• Name of the company
• Position

To ensure fulfilment of the contract, for accounting and client administration purposes and for the exercising of our legitimate interests

We plan to keep this personal data permanently. In certain situations, the storage time of this data could be 10 years after entering into a cooperation agreement.

Recipients of personal data may be our authorised employees and attracted personal data processors, our co-controllers in the scope of the company group. Data may be transferred to third parties in the scope of the signed contract, to perform any function necessary for the fulfilment of the contract, for example, in the event of an insurance contract - for exercising our legitimate interests, i.e. to a service provider to improve a service or provide a high quality service to the visitors of the events and exhibitions.

Taking into account the fact that some of the purposes of personal data processing may need to reach an unlimited circle of persons, the published data (for example, the exhibition catalogue) will be received by anyone visiting the social network websites maintained by us.

To perform our legal obligation and exercise our legitimate interests, we can transfer your personal data to law enforcement institutions, as well as state and municipal institutions, upon their request.

1.3. Invoices to natural persons

Categories of personal data

Legal grounds of processing

• Name
• Surname
• VAT registration number (if registered for VAT)
• Number of the certificate of the economic operator
• Address
• E-mail address
• Phone number

We process your personal data to perform the obligations specified in the applicable laws and regulations.

However, if we store your personal data for the purpose of protecting our legitimate interests, for example, to recover debts and/or collect other payments, then such protection of our legitimate interests serves as the grounds for processing personal data.

We process your personal data to be able to correctly issue or receive invoices, i.e., according to the requirements of the laws and regulations and to be able to ensure correctness of the information that must be provided to the State Revenue Service. We process your personal data to allow us to recover debts and/or collect other payments, if necessary, and to bring, pursue and defend legal claims according to our legitimate interests.

Your personal data will be stored for 10 years after the issue or receipt of an invoice.

We can disclose your personal data to banks, state institutions (mostly, the State Revenue Service), auditors, financial and legal consultants, and accounting software maintenance companies.

1.4. Purchasing of admission tickets and cards Registration of professional visitors, guests and visitors

Categories of personal data

Legal grounds of processing

• Name
• Surname
• E-mail address
• Phone number
• Profession
• Employer
• Country
• Position

Our legitimate interests to maintain statistical data on professional visitors, guests, etc., as well as to send direct marketing offers based on consent.

In order to provide services and exercise our legitimate interests, we may collect and process your personal data, as a professional visitor, guest or visitor, in order to:

• ensure that you can purchase admission cards;
• sign agreements, implement them and/or contact you in the event that it is necessary to ensure mutual cooperation or handle matters and offers potentially interesting to you;
• in order to facilitate new cooperation and maintain the existing one, we may send you news, information, and offers that might be interesting to you and related to the provision of our services if your consent has been received or you have used our services before;
• maintain the annual statistics database of exhibitions which is an important aspect in the organisation of exhibitions and similar events;
• via online forms - applying for trade fairs, registering as a professional visitor and press representative of the events, and to ensure the creation of personalised admission and accreditation cards.

We shall use and store this personal data as long as necessary or allowed for the purposes for which data was acquired or to ensure the exercising of our legal interests.

We shall process your personal data used for direct marketing while your consent to this relevant processing is in force. We emphasize that this processing may be terminated at your first request, maintaining a note on your refusal in respect of this processing. You are always entitled to waive receipt of such data by writing to: info@bt1.lv

Recipients of personal data may be our authorised employees and attracted personal data processors, our co-controllers in the scope of the company group. Processing of your personal data, as a professional visitor, guest or visitor shall not be transferred to third parties without a justified reason or otherwise shared.

1.1. Virtual Assistant

Our Virtual Assistant is available to the users of the RIGA COMM exhibition website and Facebook Messenger. The aim of Virtual Assistant is to provide customers with answers to frequently asked questions about conferences, forums and exhibitions, events programme and lecturers.

Users of the Virtual Assistant on the RIGA COMM website, of course, have the opportunity to specify their personal data in conversations. BT 1 SIA however urges not to include personal information in communication.

When signing in Facebook Messenger, the users of Virtual Assistant confirm information they send to Facebook. Data is stored in accordance with the Facebook Terms and Conditions accepted by each user. Accordingly, BT 1 SIA receives the data about communication, as well as the user's name and surname stored immediately in accordance with the Facebook Messenger Terms and Conditions.

The presence of personal data in the Virtual Assistant communication is possible only if entered by the user. BT 1 SIA does not process such data. BT 1 SIA does not make communication data available to third parties.

2. Protection of personal data

We apply the following precautionary measures with respect to personal data provided by you:

2.1. Security

We use various technical and organisational security measures for protecting your personal data. Your personal data is stored securely and is only available to a limited number of people.

2.2. Cross-border transfer

We do not transfer your personal data to third countries outside of the European Union and the European Economic Area.

3. Your rights

You have all of the rights of a data subject guaranteed by the General Data Protection Regulation and the laws and regulations of the Republic of Latvia. Your rights include, without limitation, the following:

3.1. the right to access your personal data and receive information on how it is processed;
3.2. the right to request the correction of inaccurate or incomplete personal data;
3.3. the right to be forgotten (you have the right to request that your personal data should be erased and that processing should stop, if the personal data is no longer necessary for the purposes for which it was collected, or if you have withdrawn your consent. However, the right to be forgotten is not absolute and it cannot be exercised in situations when we have a legal obligation to process, including store such data, or if processing is necessary to allow the protection of our legitimate interests);
3.4. the right to data portability (the right to receive the personal data concerning you, which you have provided to a controller, in a structured, commonly used and machine-readable format and the right to transmit those data to another controller);
3.5. the right to restrict the processing of your data (in certain cases you have the right to restrict the processing of your personal data);
3.6. the right to object against the processing of your data (you have the right to object to the processing of your data by us. This applies to cases when data processing is justified by our legitimate interests or that of third parties);
3.7. the right to turn to the Data State Inspectorate.

In order to exercise your right to access your personal data and receive information on how it is processed (request by the data subject), you can submit a request to exercise your rights:

• in writing in person in our office in Riga, Ķīpsalas iela 8, by presenting an identity document (passport or ID card);
• in electronic form by using a secure electronic signature.

When we receive a data subject’s request, we need to check your identity to ensure the security of personal data processing and to guarantee that personal data is not disclosed to unauthorised persons, and therefore requests for information that are not drawn up according to the indicated requirements, for example, requests that do not have a secure electronic signature, will not be processed as the data subject’s requests.

4. Changes to our Privacy Policy

We regularly review our Privacy Policy. This Privacy Policy has been updated on 9 October 2018.

5. Contacts

If you have questions about the processing of your personal data, requests or you wish to provide feedback, please, contact us:

SIA “BT 1”, registration number: LV40003241394, legal address: Ķīpsalas iela 8, Rīga, LV-1048, Latvia, phone number: +371 67065000, e-mail address: info@bt1.lv.

You can also contact our data protection officer, phone number: +371 67065000 or by sending an e-mail message to vl.1tb@opd.



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