Services in scope
Unless indicated otherwise, this Privacy Policy relates to our use of any personal information we collect or use in relation to the following services :
– Arabia CSR & Sustainability Awards’ events;
– Arabia CSR & Sustainability Awards’ websites and their related subdomains, including those pertaining to registration for attendance and/or volunteering at Arabia CSR & Sustainability Awards’ events;
– Arabia CSR & Sustainability Awards’ apps and the web-app;
– Online surveys relating to the Arabia CSR & Sustainability Awards’ events;
– Messages sent via Arabia CSR & Sustainability Awards’ apps, portals, websites;
– Notes and descriptions created in Arabia CSR & Sustainability Awards’ apps and portals; and
– Arabia CSR & Sustainability Awards’ events official social media channels.

2. Information we collect

When we provide the services, we collect and receive information in several different ways. In many cases, you may choose what information to provide. In some others, certain information is required for us to provide you the services.

2.1 Directly from you, or approved third parties
We collect a variety of information from you when you provide it to us directly, when we request it from you, or when you give us permission to get it from a third party source. These information include, but are not limited to:

– Attendee registration information. When you register to attend an event, you must provide us with information such as name, address, email address, telephone number, date of establishment, category and other details of the organization. We also give you the option to provide additional information.
– Conference survey responses. We may ask you to participate in optional surveys regarding your experience at the event in order to help us improve it and for related commercial purposes.
– Customer Support. So that we may provide customer services, respond to and resolve any enquiries or complaints.
– Third party social media accounts. If you choose to connect your social media account(s) with the Arabia CSR & Sustainability Awards app, we may receive certain information from that account, such as your title, picture, and other information you authorize. We may use your friends or connections lists to make recommendations in the app, for example to suggest mutual connections.

2.2 Information you generate using our services

We may collect information about the ways in which you use and interact with our services, such as, but not limited to, the types of tickets you buy or the ways in which you interact with our app.

To understand and enhance your user experience, we may use tools for experience insights and behaviour analytics purposes. These tools may allow us to access heatmaps, recordings, surveys, and user interviews, for instance.

2.3 From your browser or device
We automatically collect certain information from your browser or device when you use certain services or read a message from us.
For example, we collect:
– data regarding the device you are using, such as its unique identifier and operating system; logs will be recorded by our servers based on the information sent from your app or browser;
– information automatically as you navigate through our websites using cookies and other tracking technologies. (Information collected automatically may include usage details, email address, IP addresses, and information collected through cookies and other tracking technologies).

Information may be recorded by cookies and similar technologies when you use the services.

2.4 Sponsor and Speaker participation
If you choose to apply to join us as a Sponsor or Speaker you will complete an application including your name, contact details and any other information necessary for us to review and to get in touch with you.

If your application is successful, you will be asked to share more personal data in order for you to participate in our event. For example, you will be asked to complete your Startup or Speaker profile. The amount of information you share depends on your participation but generally includes your name and email address.

3. How we use your information

We use your information in order to provide, operate, improve, understand, customise, support, and market our services, including:

3.1 Providing and improving the requested services
We use your personal information as necessary to run the events, such as to register attendees, issue tickets, facilitate information sharing with partners with whom you have consented for us to share information, and provide you with relevant connections and content during the event based on this information and your use of the app.

Where you have provided us with your consent, we may access your contacts to help you find mutual connections during one of our events (“sync functionality”). To enable the synchronisation of your address book, we need to import information from your contacts, such as phone numbers, which are then hashed and securely stored. You can stop synchronising your address book at any time by contacting us. When you do this, it will delete all previously imported contacts. The same will happen if you ask for the deletion of your profile. All contact details from non-attendees are automatically deleted once the Conference is over.

3.2 Communicating with you
We use your personal information to contact you regarding your registration to attend, volunteer or speak at an event, to notify you of any changes to our policies and practices, for commercial, sales or investment purposes, and to respond to any requests or inquiries you may submit to us. If you subscribe to marketing, such as newsletters, we will use your information as described below. To opt out of our marketing communications and newsletters, please click the unsubscribe button at the bottom of marketing emails from us or alternatively email us via the contact info below. We may collect information from these communications to improve our services and for the training and development of our staff.

3.3 Marketing
If you opt-in to receiving marketing communications from us, we will use your personal information for outreach and marketing, such as to send you information about our future events and to exhibit attending companies. You can opt-out of these communications by using the unsubscribe links in our communications or by changing your app settings.

We may also use your image in our published list of event attendees, which is visible in our websites; as well as on promotional communications (such as emails), posts and videos of our events. If you want to object to this use, please contact us via the contact details at the bottom of this policy.

3.4 Tracking
Cookies & Web Beacons.
We may use information from beacons and cookies collected from your use of our website and app to target your online activity, browser or apps, with certain advertisements. We may also use these tools to determine the popularity of certain content or advertisements on our website.

3.5 Third-Party Tracking
We may use third party tools such as Facebook Advertising, Facebook Pixel Remarketing, LinkedIn Insight Tag, and Google’s remarketing technology. These tools allow us to understand and deliver ads and make them more relevant to you. The collected data remains anonymous and we cannot see the personal data of any individual user.

3.6 Combining your data for personalised direct marketing and analytics
To help us form a better overall understanding of you as a customer, we combine your personal data gathered across our cookies, form submissions, chat functionality on our websites and from our app, for example when you request to receive email communications from us. In order to do this we also combine the data that we collect directly from you with data that we obtain from third parties to whom you have given your consent to pass that data onto us. These third parties include Facebook, Instagram, Linkedin and Twitter. If that combination permits you to be identified, we will treat the combined information as personal data for as long as it is combined.

3.7 Legal obligations and rights
We may use your personal information to protect Arabia CSR & Sustainability Awards’ rights and properties in connection to our services, to enforce our policies and prevent fraud or potentially illegal activities, to comply with our legal obligations, to resolve any disputes we may have with you, and to enforce our agreements with third parties.

4. Legal bases for processing your information

We rely on a number of bases to lawfully process your personal information for the purposes described in this Privacy Policy. We process your personal information:

– when necessary to perform our Terms and Conditions and other legal policies, or to provide you with the services;
– where you have consented to the processing, which you may revoke at any time;
– when necessary for us to comply with a legal obligation, a court order, or to exercise and defend legal claims;
– when necessary to protect your vital interests, or those of others, such as in the case of an emergency;
– where you have made the information manifestly public;
– where necessary in the public interest; and
– where necessary for the purposes of our, your, or a third party’s legitimate interests, such as those of partners or other attendees or volunteers.

If you have questions or need further information about the legal bases on which we collect and use your personal information, please contact us.

5. Our legitimate interests

As indicated above, in certain cases we use your information where necessary to pursue our, your and others’ legitimate interests. These cases include, but are not limited to:

– Implementing and enhancing security measures and protections in respect to our websites, apps and services in general, protecting you and others against fraud, spam and abuse;
– Enforcing our policies, such as our Terms and Conditions;
– Enhancing the event and our services in general, as well as our websites and apps, to improve your user experience;
– Conducting access control and enforcing security at the events;
– Conducting data analysis and analytics across our services;
– Recording sales and other calls to you for our business interests in the training and development of our staff (where you have not objected);
– Making your profile discoverable in the app of the particular event you are attending so that you can network with other participants;
– Using your image in our marketing materials in order to highlight the attendees participating in our events. We also use photos and audio-visual footage from past events which may contain your image or voice; and
– Providing seamless services with the Arabia CSR & Sustainability Awards Group companies and affiliates.

If you want to exercise your right to object to any of these uses please email us via the email at the bottom of this page.

6. Sharing with third parties

We share information with attendees, service providers, affiliates, partners, and other third parties where it is necessary to perform the Terms and Conditions, this Privacy Policy and any other legal policy we may have; to provide the services; and for other purposes described in the Privacy Policy.

6.1 Our Group companies
We may share your personal information within the Arabia CSR & Sustainability Awards Group or with our joint controllers to enable us to provide you with services and/or to carry out the purposes set out in the accepted Terms and Conditions and Privacy Policy.

6.2 Sharing with other attendees and organisations
Our services, such as the Arabia CSR & Sustainability Awards app, provides attendees with the means of making connections with other attendees. For example, the profile information that you choose to provide us will be accessible to other attendees of the event, subject to your settings. QR code scanning functionality on your badge is activated by default. You can provide your information to other attendees and organisations (e.g., partners, investors, startups, etc.) by allowing them to scan the QR code on your attendee badge at our events and/or by clicking “Connect” or accepting the connection request on the App with another attendee or organisation. Once this happens, you may consent to the sharing of your contact information with these individuals and companies.

If you use the Arabia CSR & Sustainability Awards App to collect leads and/or act on behalf of an organisation (e.g., partner, investor, startup, etc.), we will share your usage data with the respective organisation. This includes, but is not limited to, sharing information on how many leads you have collected on their behalf via their company profile.

6.3 Marketing
We rely on third-party marketing platforms and service providers to assist us and perform certain marketing services for us.

If you share your email address with us we might use information we hold about you to tailor sponsored content on social media sites, like Facebook, Google or Twitter. We securely match encrypted email addresses via our third party processor. The social media site can only see an email address if it’s already used for an account on their site. We don’t provide any new data on users.

6.4 Third party service providers
We may share your personal information to help us operate, provide, improve, understand, customise, support, and market our services. These third parties provide us with services including for customer support, data storage and website hosting, ticketing and payments processing, legal advice and compliance, and marketing and data analysis. These third parties are contractually required to use it only to provide their service to us, and prohibited from using it for their own purposes.

6.5 Business reorganisation
In instances where we are subject to a reorganisation, such as a merger or acquisition of some or all of its assets, we may, in accordance with our legitimate interests, need to share information in the course of the transaction. In such circumstances, your information may be disclosed, where permitted by applicable law, in connection with such corporate restructuring, sale, or assignment of assets, merger, or other changes of control or our financial status.

6.6 Legal and safety reasons
We may retain, preserve, or share your personal information if we have a good-faith belief that it is reasonably necessary to (a) respond, based on applicable law, to a legal request (such as, a subpoena, search warrant, court order, or other request from government or law enforcement); (b) detect, investigate, prevent, and address fraud and other illegal activity, security, or technical issues; (c) protect our rights, property, or safety; (d) enforce our Terms and Conditions or any other agreements we have with you; or (e) prevent physical injury or other harm to any person or entity, including yourself and members of the general public.

We may also share your personal information with competent authorities from the country where a Arabia CSR & Sustainability Awards event will take place upon their request and, particularly, (a) where this is necessary to ensure compliance with a legal obligation; and/or (b) where you request a VISA confirmation letter from us, and a confirmation of the authenticity of the referred letter is required for your VISA application to be processed.

6.7 Aggregated information
We may also share aggregated or de-identified information, such as counts of attendee job titles or their affiliated companies, with companies we do business with, including our advertisers, partners as well as other organisational members.

7. Data retention

We will retain your personal information for as long as necessary to provide you with the services, maintain our legitimate interests and business operations, and/or exercise, defend or establish our rights.

Generally, we will maintain your personal data for up to a period of six years after such information is collected to achieve the purposes set out in this Privacy Policy. If we record a call to you for training and development purposes, we will generally delete the recording after a period of 4 weeks. However, we may need to keep some of your information for a longer period to comply with our legal and regulatory obligations, to resolve disputes, and to enforce our Terms and Conditions.

8. Your rights

You have a number of rights in relation to your information that we process. While some of these rights apply generally, certain rights apply only in certain limited cases. We describe these rights below.

If you wish to exercise your rights, please contact us.

8.1 Access and Portability
You can access much of your information by logging into your profile. If you require access to additional information, or you do not have a profile, please contact us. Where legally required, we will provide your information in an easily accessible format and assist in transferring some of this information to third parties.

8.2 Rectify, Restrict, Delete
You can amend, update and delete some of your information by logging into your profile. If you don’t have a profile, or want us to amend, update or delete other information, please contact us.

8.3 Object
Where we process your information based on the legitimate interests described above, or in the public interest, you can object to the processing in certain circumstances. We will generally stop processing your information unless we have compelling grounds to continue processing, such as where needed for legal reasons. Where we use your information for direct marketing, you can always object using the unsubscribe link in such communications, changing your profile settings or by contacting us. When we inform you that we will record a call to you, we will provide you with the opportunity to object to such recording.

8.4 Withdraw consent
If we have specifically asked for your consent to use your information, you have the right to withdraw your consent at any time. For example, if we ask for your consent for direct marketing purposes, you can revoke your consent using the unsubscribe link in such communications, changing your profile settings or by contacting us.

8.5 Complain
If you wish to raise a concern about our use of your information (and without prejudice to any other rights you may have), you have the right to do so with your local supervisory authority or the lead supervisory authority, the Irish Data Protection Commission.

9. Security

The security of your personal information is important to us. We implement reasonable and appropriate security measures to help protect the security of your information both online and offline and to ensure that your data is always treated in accordance with this Privacy Policy. These measures vary based upon the sensitivity of your information. Despite these measures, the Internet is not a fully secure environment and we cannot guarantee that your personal information will never be intercepted or improperly accessed.

10. Changes to this privacy policy

We may update this Privacy Policy from time to time so please review it occasionally. If we make material changes, we will take steps to notify you. The date of the most recent revisions will appear on the top of this page.

11. Contact us

If you have any questions or concerns about this Privacy Policy or our privacy practices generally, or if you would like to exercise your statutory rights, you can contact us at:

– Email: awards@arabiacsrnetwork.com.
– Address: Villa No. 117a, JMR – 68
Jumeirah-1, Dubai, UAE.