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Privacy Policy

Welcome to AESI Events' Privacy Policy

AESI Events respects your privacy and is committed to protecting your personal data. This Privacy Policy will inform you about how we handle your personal data, your privacy rights, and how the law protects you.

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1. Who We Are and How to Contact Us

We are AESI Events, an event management company based in Italy. This privacy policy covers all our operations.

If you have any questions about this policy, you can contact our data privacy team at info@aesi.events. You can also reach us by mail at:

AESI Events Jelačićev trg 7, 51000, Rijeka, Croatia

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2. The Data We Collect About You

Personal data, or personal information, refers to any information that can identify an individual. It does not include anonymous data.

We may collect, use, store, and transfer various types of personal data about you, which we have categorized as follows:

  • Identity Data: This includes your first name, last name, and title.

  • Contact Data: This includes your billing address, email address, LinkedIn profile ID, and telephone number.

  • Usage Data: This covers your interactions with our event platform, website, and social media channels.

  • Marketing and Communications Data: This includes your preferences for receiving marketing communications from us.

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3. How Your Personal Data Is Collected

We collect data from and about you through various methods, including:

  • Direct Interactions: You may provide your Identity and Contact Data when you fill in forms, correspond with us via various communication channels, engage with our content, enter into agreements, request marketing materials, or provide feedback.

  • Data from Third Parties: We may receive data about you from third parties and process it for specific purposes. For example:

    • We collect and process data on our event platform to ensure security and privacy.

    • We collect opt-in data from LinkedIn for marketing purposes.

    • We use analytics providers like Google Analytics for tracking website usage.

 

4. Disclosures of Your Personal Data

We may share your personal data with specific third parties for the purposes explained in this policy. We require these third parties to treat your data securely and in accordance with the law.

Some of the third-party providers we use include:

  • Hubspot. We use the Hubspot CRM system to collect and store information regarding our communications with you regarding potential and actual products and services that we may deliver to you. We also use it to manage marketing opt-ins.

 

5. Subject Access Request/Data Subject Request

If you want to request a copy of your personal data that we may hold, please contact us at info@aesi.events. Include the following details:

  • Your full name.

  • Your preferred contact method.

  • Specify the types of data you wish to access, or we will assume you want access to all your data.

 

6. Right to Be Forgotten

Under applicable data protection laws, you have the right to request the erasure of your personal data. If you want us to delete your data, please email us at info@aesi.events.

 

7. Right to Rectification of Data

If you believe we hold incorrect personal data about you, you can request updates by contacting us at info@aesi.events.

 

8. Data Transfer

Occasionally, we may transfer your personal data outside the EU or EEA, such as to our offices in Italy. We ensure secure data transfers through encryption and other appropriate measures.

 

9. Retention of Records

We retain personal data based on the following criteria:

  • HR data on freelancers, temporary employees and interns/volunteers, including name, address, career history (CV) and contact details. This is retained for six years post termination of contract, in accordance with HR law.

  • Financial records pertaining to payment of freelancers and interns (invoices including name, address, bank details, NI number, contact details). This is retained for 7 years from the date of creation in accordance with HMRC regulations.  

  • First Aid/Accident/Health and Safety records. Retained for a maximum of one year  

  • Data on AESI Events clients, targets, prospects etc, including name, address, telephone number (corporate, personal and mobile), email address (personal or corporate), job title. This is retained as per our Retention of Records policy. Please contact us at info@aesi.events for details.

  • Data on media suppliers including name, job title and contact details. This is retained as per our Retention of Records policy. Please contact us at info@aesi.events for details. 

 

10. Data Sharing Policy

AESI Events is committed to maintaining the security and integrity of all data it collects and processes. We only share data as required by law or with your explicit consent.

If you have questions about data sharing of specific records, please contact us at info@aesi.events.

 

11. Complaints Procedure

If you have concerns about how we collect, store, process, or handle your data, please contact us at info@aesi.events. We are dedicated to ensuring the security and integrity of your personal data.

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