Conferences, congresses and other events

When you arrange a conference, congress or other event with us

In order for the company or organisation (hereinafter referred to as ‘organisation’) that you represent to be able to book and carry out a conference, congress or other event, or enter into a hotel agreement, you – the contact person – must submit certain personal data to us. When making your organisation’s booking, it is stated which data is mandatory. If you do not provide this data, you will not be able to make the booking.

When you book and carry out a conference, congress or other event with us, we primarily process your personal data for the following purposes:

  • In order to administer your organisation’s booking and carry out the arrangement
  • In order to communicate with you before and during the arrangement
  • In order to send SMGT’s newsletters and targeted marketing

When your organisation has booked a conference, congress or other event with us, our communication to you will consist of:

  • Booking confirmation
  • Communication by e-mail and/or telephone in order to carry out and conclude the arrangement in the best way
  • Evaluation and feedback after the arrangement in order for us to become even better
  • Newsletters and targeted marketing about SMGT’s operations

Would you like to find out more about how we process your personal data? Read the detailed description about why we process your personal data, which categories of personal data we process, the legal basis for processing this data and how long we save your personal data.

How long do we keep your data?

If you work within a particular industry and SMGT holds events within this or a similar industry, we will save your data for as long as you are important to us as a result of our professional relationship. We carry out continuous database clearing to keep our database up to date, and if it comes to our notice that your work duties have changed or you have changed employer, you will be deleted. You can also choose to unsubscribe from our marketing at any time, or contact us to be deleted.

Would you like to find out more about how we process your personal data? Read the detailed description about why we process your personal data, which categories of personal data we process, the legal basis for processing this data and how long we save your personal data.

 

Who has access to your personal data?

As a starting point, your personal data is only processed by SMGT. However, we cooperate with other companies and organisations that can view your personal data if necessary in order to fulfil our undertakings with you as a visitor.

Below, we describe the other parties with whom we share your personal data. You can contact us if you would like more information about which parties have access to your personal data.

  • We share your personal data with IT suppliers who only process personal data on our behalf in order to provide us with technical support.
  • Your personal data will be shared with suppliers so that we can administer your booking, e.g. with the supplier who provides our booking system.
  • We will share your personal data with a supplier in order to keep your details accurate, i.e. to update your contact details.