CLS Data Privacy Statement
CLS Events, Bin Mahmoud Street, Brooq 1 Building, 5th Floor, Doha, State of Qatar, is an event and association management company which provides association, congress management, meetings and event services to its corporate or association clients (the “Client”).
It is CLS’s utmost concern to constantly improve its services in order to best meet the needs of its Clients. To this end, CLS may collect and store certain information, including personal data of people like you. CLS takes the protection of your personal data very seriously in all of its business processes. This Data Protection Statement is meant to help you understand how data are collected, processed and stored to meet legal requirements and CLS’s data protection standards.
It will be very difficult and, in most countries, even impossible for CLS to provide you services if you refuse to allow CLS to process your data. For this reason, by providing personal data to CLS, you agree to be legally bound by and explicitly consent to this Data Protection Statement, as it may be amended from time to time. If you do not agree to this Data Protection Statement or cannot form a legally binding contract, CLS would not be able to process your personal data.
1. Scope of this Data Protection Statement
This Data Protection Statement applies to all services offered by CLS.
This Data Protection Statement does not apply to services offered by other companies or individuals. This Data Protection Statement does not cover the information practices of other companies and organizations who advertise CLS services or any third party operating any website to which the CLS website or other digital asset may contain a link.
2. Data collected and method of collection
CLS collects general and personal data concerning you from:
you when you provide your details to CLS;
its Clients (in such cases, Client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Data Protection Statement);
participants at Client’s meetings and events organized by CLS;
users of CLS’s or Client’s websites; and third parties (such as online service provider or single sign on authority).
Following the reception of the data, an electronic profile is created in CLS tools for each person or entity (the “Contact Profile”).
The Contact Profile may contain but is not limited to:
name;
gender;
date of birth;
address;
phone numbers;
email addresses;
nationality
physical location data during an event
ADA (American Disability Act) information
food or allergies preferences
emergency contact information
organization or company of employment and/or job title;
field of activity and/or interest;
credit card references/numbers;
travel destinations;
travel schedules;
travel preferences;
accommodation preferences;
other communicated preferences;
passport; and
visa details.
additional information as requested by Clients on events
By attending an event, individual authorizes, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks within the meaning of the regulations in force, or their partners, for the duration of exploitation of the video and/or audio recordings, and/or photographs.
3. Purpose of data collection
CLS uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect CLS and its users. CLS does not collect more data than is necessary to fulfil such purposes.
In addition to creating Contact Profiles, CLS uses your data for the following purposes and for which you give your consent:
a) Bookings: The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, CLS creates a booking code that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, CLS might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and often also to government bodies for certain destinations.
Legal basis: Consent, contract;
b) Consolidation of travel data: At the request of a Client, CLS or a third party may prepare information reports that summarize and analyse the expenditures per destination, per travel supplier, etc. Such reports which may include certain personal data from your Contact Profile are then submitted to the requesting Client.
Legal basis: Consent, legitimate interest;
c) Compliance with travel policy: At the request of a Client, CLS may report on your compliance with the event compliance policy, budget compliance policy or travel policy of such Client and identify any exceptions to the compliance.
Legal basis: Consent, legitimate interest;
d) New products and services: With the goal of improving services and based on the data given to CLS, CLS may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.
Legal basis: Consent, legitimate interest;
e) Promotion and marketing: CLS may use your data to personalize your experience on the CLS website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. For example, CLS uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. CLS may use your data for promotion and marketing purposes for CLS’s current or prospective Clients and/or third parties in CLS’s industry. CLS may use your data to personalize your experience on the event website by presenting advertisements that are more relevant to you, and to send you marketing communications as chosen by you in the registration process. CLS may use the data to analyse trends in order to propose other services to its Clients, such as new events or other services.
Legal basis: Consent, legitimate interest;
f) Technical data: CLS, or third parties instructed by CLS, evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimize CLS’s website and increase user-friendliness, efficiency and safety. CLS may in particular use technical data to measure the success of CLS marketing campaigns, compile statistics about CLS website usage and response rates, and use aggregated personal data calculate the percentage of CLS users who have a particular telephone area code.
Legal basis: Consent, legitimate interest;
g) Other purposes: CLS may use your data as CLS believes to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce CLS’s terms and conditions; (e) to protect CLS’s operations; (f) to protect CLS’s rights, privacy, safety or property, you or others; and (g) to allow CLS to pursue available remedies or limit the damages that CLS may sustain; (h) to allow you to apply for an CLS job offer.
Legal basis: Consent, legitimate interest.
CLS will ask your consent before using data for a purpose other than those that are set out in this Statement subject to mandatory laws.
4. Duration of storage
General and personal data will be kept by CLS only as long as reasonably necessary taking into consideration its need to answer queries or resolve problems, to provide improved and new services and to comply with legal requirements under applicable laws or with inquiries from Clients on past events or travel activities. CLS will retain general and personal data during a maximum period of five years if no specific legal requirement. For applicants, the data will be retained for a maximum period of two years.
You may cancel/delete your CLS account by sending an email to our Data Protection Officer: XXX
5. Location of storage and controller of data base
The Contact Profiles that CLS maintains are stored in cloud-based central databases at third-party providers’ location in Europe, United States and Asia. Third-party providers have signed our dedicated data protection clauses.
Any transfer of your Data outside the European Economic Area shall only take place with appropriate safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations.
6. Your duties
You must ensure that the data you provide us with are:
correct
accurate;
current;
truthful; and
compliant with any applicable laws.
In particular, since CLS will mainly use email communications with you, you are required to notify us of any modification of your email address. Alternatively, you can directly update your Contact Profile.
CLS is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities. CLS does not target the digital asset to children less than fourteen (14) years of age or knowingly collect information from children for the purpose of selling products or services.
7. Security and organizational measures
To ensure the safety of your data on CLS’s website and systems, CLS has implemented appropriate technical, contractual, administrative, physical and organizational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws. However, we cannot and do not guarantee the security of your personal data and therefore cannot assume any liability in this respect.
Only authorized CLS staff, third party companies’ (i.e. service providers) staff or our Clients’ authorized staff (who have contractually agreed to keep all information secure) have access to your personal data. All CLS staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.
8.Your rights
In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability to the extent applicable. Moreover, you have a right to lodge a complaint with a supervisory authority.
Under certain conditions you also have the right to have your personal data that is stored by CLS blocked and deleted, unless CLS has to keep these data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the above-mentioned e-mail address
To contact CLS with questions or issues about CLS’s data processing, you should contact the Data Protection Officer at the following e-mail address: XXX
As per GDPR requirements, CLS gives you many choices regarding CLS’s use and disclosure of your personal data for marketing purposes (right to be forgotten, to modification, to limitation…). By contacting the Data Protection Officer at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from CLS and request that we not share your personal data with unaffiliated third parties for their marketing purposes. CLS will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, CLS will not be able to remove your personal data from the databases of unaffiliated third parties with which CLS has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request). Please also note that if you do opt-out of receiving marketing-related messages from CLS, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.
9. Changes
This Statement may be revised and updated by CLS from time to time to comply with statutory data protection and privacy laws. CLS will post any statement changes on its website and, if the changes are significant, CLS will send a notice to the e-mail address provided in your Contact Profile.
10. Contact
If you need further assistance, please contact our Data Protection Officer via:
Email : XXXX
Address : CLS Events, Bin Mahmoud Street, Brooq 1 Building, 5th Floor, Doha, State of Qatar