Privacy Notice

Updated 3 February 2025

We take a proactive approach to user privacy and to ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to General Data Protection Regulation 2016/679 (EU) laws and requirements for user privacy.

This data protection and privacy statement is to inform you about how we process your personal data.

Data co-controllers and data processors

ITMA Services NV, as well as its subsidiary, ITMA Services Pte Ltd (collectively referred to as “ITMA Services”) is the Organiser of ITMA (Exhibition), ITMA-related platforms (online and offline) and ITMA-related events, with address at Amber Building, Hermes Avenue 7, 1831 Machelen, Belgium. Both companies act as joint controllers of your personal data as described in 2016/679 (EU).

ITMA Services employs vendors to provide registration and other services pertaining to your service requests and to disseminate materials, information and marketing collaterals. With those vendors, data processing agreements have been finalised as described in 2016/679 (EU).

Purposes for collecting your data

We collect, store and process the information you provide us with for the following purposes:

to enable you to be registered at our website and/or online platform
the ITMAconnect platform has as a purpose to allow our ITMA exhibitors to keep in touch and better connect with our visitors, and where they can upload their webinars or online events
to process your registration for any of the services, exhibitions or events you wish to register for
to process and accommodate your request for a service offered through www.itma.com, www.itmaconnect.com and/or any ITMA-related platform
to send information related to your service request and participation in exhibitions, business matching or events to which you have registered; that includes updates, processing and confirmation of the participation or service request and corresponding documents, invoices and payment information
to promote and to conduct service quality surveys
subject to your consent or, when applicable, our legitimate interest (if you are already a client/attendee to our events): to share information on any of our services, events or exhibitions that might be of interest to you or to send marketing communications to you. This information may concern service or products from sponsors/partners but this does not imply that your personal data will be shared with these sponsors and partners.
to update lists of removal/withdrawal of data in the event you decide to change your preferences
to improve your user experience of our services and products
to enable the operation of our website, through technical and functional cookies, as detailed in our cookies settings that is managed by OneTrust
to comply with legal obligations
to enable contractual/pre-contractual relationships linked to your voluntary accessing and browsing of the website and your requests for information and services
to facilitate our legitimate interest in improving the website, online platform and its security
to enable users’ consent, regarding the sending of customised marketing communications implying a profiling activity

Type of data collected

Data supplied by you

ITMA collects the data you supply to us for example upon registering to any of our events, online platform, ITMAnetwork or e-newsletters. Data collected is for example your coordinates.

Via the website and online platform

Via the website and online platform we collect technical data about every individual who visits our website and online platform. Examples include the IP address, browser, information about the device and the external website that referred us. We also keep track of how each visitor uses the website and online platform. This way we know when people visit our website and online platform, how a web page is viewed, where exactly they clicked, where they leave the website and online platform again, and so on. These analyses allow us to improve the usability of our website, online platform or app. This information is also used to tailor the website and online platform to your personal preferences and interests. Cookies allow us to build this knowledge across different visits to our website and online platform. A cookie is a piece of information that your browser stores for us and sends us again at a later time - for example on a subsequent visit. You can find more information about how we use cookies in our that is managed by OneTrust.

User accounts

We offer services for registered users. The registration processes for those services involve the creation of user accounts.

We may use the information submitted to answer any questions or queries you may have submitted and to complete the services you requested for.

We may use the information to improve your user experience and inform you about further developments of our services and products that might be of interest to you.

Data storage

Your data will be stored and processed for a period of 10 years:

if you have attended any ITMA, ITMA Asia, ITMAconnect or other ITMA-related events,
if you have set up a user account for the ITMAnetwork

The personal data of the prospect that has not been interacting with ITMA (such as renewal of consent or not subscribing to ITMA branded events), shall be stored for 4 years or by the next ITMA Europe edition whichever is later and thereafter your personal data shall be deleted.

Security

We store your personal data on protected servers. Server access is restricted to a small group of authorised persons empowered to administer the technical, commercial and content-related aspects of the server.

User contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required. Every effort has been made to ensure a safe and secure form to email submission process but users using such processes are advised that they do so at their own risk.

Sharing personal data

For subscribers to the newsletters/electronic mailers, registered ITMA and ITMAconnect exhibitors, visitors, partners and members of the ITMAnetwork, your data will not be transferred.
When we offer you a service through a third-party service provider, your data will be communicated to this service provider, acting as a data processor in the sense of 2016/679 (EU), with strict obligation of confidentiality and after the formalisation of the corresponding contract for the provision of services between us and the third-party service provider.
ITMAconnect runs on a platform powered by Jublia. If you need assistance, contact [email protected]. Please review and accept Jublia's privacy notice (if applicable).
Your personal data will not be sold or rented to third parties.
We may disclose your personal data to enforce our policies, to comply with our legal obligations or in the interests of security, public interest or law enforcement in any country where we have entities or affiliates. For example, we may respond to a request by a law enforcement agency or regulatory or governmental authority. We may also disclose data in connection with actual or proposed litigation, or to protect our property, security, people and other rights or interests.
In the event that ITMA is sold or integrated with another business, your details will be disclosed to any prospective purchaser’s adviser and will be transferred to the new owners of the business. In this case, we will implement the appropriate safeguards to ensure the integrity and confidentiality of your personal data. However, use of your personal information will remain subject to this Notice.
We may transfer your personal data to third party providers who are located in third countries (outside the European Economic Area (EEA). This data transfer outside the EEA is legitimate if the recipient of the data is located in a country which provides an adequate level of protection following a European Commission adequacy decision. Some of these countries may not have equivalent data protection legislation to protect the use of your personal data. In this case, we have assessed whether appropriate safeguards as within the EU are possible by, for example, executing standard contractual clauses. In particular cases, we will obtain your preliminary consent for transferring your personal data outside the EEA. For more information regarding the transfer of information you can follow the procedure as described in the Article on the Rights of the Data Subjects.

Data protection rights

We assure you that you can:

revoke your consent for the processing and use of your personal data at any time, insofar as the processing activities are based on your consent
access to your personal data
obtain the erasure of your personal data
request the rectification of inaccurate data or deletion of your data
withdraw consent granted for the use of your data
oppose the processing of your data, including for the sending of advertising information by electronic means
exercise your right to the limitation of the processing, so that your data will not be removed but its processing will be subject to limitations
exercise your right to data portability

As our personalised service relies on processing personal data which you have provided, therefore, if you revoke your consent, we may not be able to provide a personalised service.

You can exercise your data protection rights by informing the data controller through the address: [email protected], and proving your identity. You can at any time unsubscribe from our updates or promotional materials by clicking on the unsubscribe button in the digital promotional materials. You can also file any claim or request related to your data protection rights with the relevant data protection authority.

Applicable legislation and jurisdiction

Belgian law is applicable to our website, this policy and disputes that may arise with regard to these. In the event of a dispute, only the courts of Belgium shall have jurisdiction.

Privacy notice changes

We reserve our right to change our Privacy Notice from time to time. Changes will be posted on the website. We encourage users and subscribers to frequently check this page. By accessing the website or using the service after we make any changes to this Privacy Notice, you accept those changes. Please be aware that, to the extent permitted by applicable law, our use of the information is governed by the Privacy Notice in effect at the time we collect the information.

Contact

If you have questions, suggestions or comments regarding data protection and the disclosure of personal data to third parties, they should be sent via email to ITMA Services at: [email protected] or send it to Amber Building, Hermes Avenue 7, 1831 Machelen, Belgium.