European SharePoint, Office 365 & Azure Conference (“ESPC”) is part of QualTech Ltd., and our registered company address is European SharePoint, Office 365 & Azure Conference, Galway Business Park, Dangan, H91 P2DK, Galway, Ireland.
It also describes generally ESPC’s practices for handling Other Information (e.g., interests, demographics and services usage) collected through our ESPC Services or from a third party to the extent such information is associated with a particular device, user or user account. We also describe the measures we take to protect the information, your options for choice and access, and how you can contact us about privacy practices.
• What information do we collect about you?
• How long do we keep the data?
• How will we use the information about you?
• Access to your information and corrections
• How we protect and retain personal data
• Other websites
• How to contact us
What information do we collect about you?
We collect and use information about you to ensure that we can continue to provide you with a quality conference, community or visitor experience. We collect information about you when you register to attend a conference with us, when you download our content (e.g. eBooks), when you register for a webinar, and when you sign up for our newsletter, communications or community membership. We also collect information when you voluntarily complete customer surveys, provide feedback and when you participate in competitions. Occasionally we might receive information about you from a third party, where you provided your consent to that third party, for example when we support another event, or work with a specialist third party data provider to build and maintain accurate and relevant data records. Website usage information is collected using cookies.
We collect the following: your name, email address, and typically, relevant role-related information such as: company, industry, area of interest, job title and country. Upon booking for a conference or signing up for a community account, we ask for relevant information to administer your booking or account, for example billing address, contact number, username or profile picture. While certain information is marked required, other information is often optional.
For Online Events, including ESPC21 Online, attendees will be able to see basic details of other attendees (name, company, country, job role). Attendees will have rights during the event to restrict what data is visible to other attendees.
At ESPC events, video and photography equipment will typically be present. This includes the filming/ photography of events presentations, interviews with partners and delegates and highlights footage. Prior consent will be required for events presentations and interview footage to be shared. Meanwhile for events highlights footage or general photography, we do not normally obtain express consent from individuals who are incidentally caught on camera as part of the general scene. Signage will also indicate that photography will be taking place at our events. If an individual or organisation asks us to not to include them in the shot, due to a concern about privacy, we should normally do so, unless it is editorially justified to continue.
“Other Information” is any information that is not intended to reveal your specific identity to us, such as browser information, usage data, information collected through cookies and other technologies, demographic information, and aggregated information.
How long do we keep the data?
In general we will only retain your data for as long as you have asked us to provide you with content, or as long as you choose to remain active on our mailing list. If you stop interacting with us, we’ll send you a reminder after 12 months, another at 15 months, and delete your data completely after 18 months if we haven’t had any engagement from you.
However, if you participate as a delegate at a conference we keep a record of that data both for historical purposes and to let you know about future conferences we believe will be of interest e.g. by location, for purposes of loyalty discounts etc. You still have the right to opt-out or request to be forgotten at any point.
How will we use the information about you?
We collect information about you to; manage your account, improve our services, deliver relevant content and recommendations (e.g. based on your job role or ‘area of interest’), and, if you agree (in other words, provide your consent), to contact you about other products and services we think may be of interest to you.
In some cases, we assume a ‘legitimate interest’ applies and may send you details of new or existing products and services we believe will be of direct relevance or interest to you. For example, if you are buying a ticket to attend one of our events, we sometimes need to send you more information in order to serve you well, for example to process your order, share new session announcements and relevant content, activities or post-event information. You can opt-out of these communications at any point. Furthermore, if you do not engage with these messages for a given time period, we will typically remove you from that list, campaign, or our database more broadly.
We may make your Personal Data available to third party service providers, such as contractors or agents, who help us manage or provide our products and services by, for example: developing or supporting products and features; sending email messages on our behalf; processing payments; fulfilling orders; delivering subscriptions; auditing; processing data or statistics; cleaning or enriching data and serving, customizing or delivering marketing.
Our third-party service providers may be based in countries outside your country of residence, including the United States, and may have different data protection laws than in your country. These third-party service providers are required to protect Personal Data entrusted to them and not use it for any other purpose than the specific service they are providing on our behalf. Where we ask third parties to work on our behalf, before sharing information we always make sure that they have sufficient information security measures in place.
Beyond providing our services to you, QualTech Ltd (covering the European SharePoint, Office 365 & Azure Conference and online community) will not share your information with companies outside the QualTech Group.
Videography & Photography
Conference presentations will be made available on the ESPC App for delegates and sometimes posted on the ESPC website for our members to access. Interview footage will be used in ESPC videos to promote content and marketing for ESPC. Participants have the right to receive updates from ESPC for the usage of any footage in future campaigns/products.
Highlights footage will be processed following each conference to create highlights videos. All footage may also be used in events highlights videos to promote our future events and used in marketing campaigns on the ESPC website, emails and social media. Photographs may be published on the ESPC website to promote the events, they may also be used in association with the event presentation library, as a cover image or thumbnail.
We would like to send you information about ESPC products and services that may be of interest to you. In most cases we seek your explicit consent before sending you any marketing communications. In some cases, as referenced in the previous section, we use the principle of “legitimate interest” to send marketing information we believe is important or relevant based on the services you have signed up for. For example, if you are booked to attend a conference, or are a community member we will occasionally send you relevant information to help deliver the experience you might reasonably expect.
You may opt out of marketing communications at any point. You have a right at any time to stop us from contacting you for marketing purposes. All of our communications contain an unsubscribe link. You can also contact us to request this or request the right to be forgotten.
Access to your information and corrections
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of the personal information we hold, please email or write to us at the following GDPR@sharepointeurope.com.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
How we protect and retain personal data
ESPC uses a combination of administrative, technical, personnel and physical measures to safeguard Personal Data in its possession against accidental, unlawful or unauthorized loss, use, access, disclosure or modification. We make reasonable efforts to ensure a level of security appropriate to the risk of the processing, taking into account the costs of implementation and nature of the processing of Personal Data. However, no one can guarantee the complete safety of your information. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel the security of any account you might have with us has been compromised), please immediately notify us of the problem by contacting us generally, or at GDPR@sharepointeurope.com.
How to contact us
You can email us on: GDPR@sharepointeurope.com