General Privacy Policy for Gyro Conference Events
Who are we?
At Gyro Conference, we are committed to protecting your privacy and ensuring that your personal information is kept safe. Gyro Conference AS is located at Storgt. 86 (2nd floor), 2615 Lillehammer, Norway.
You can contact us by phone at (+47) 61 28 73 20 or by email at privacy@gyroconference.no. Our website is https://gyroconference.no/.
This privacy policy describes how we collect, use, and disclose personal information about attendees of our events.
1. What personal information we collect
We collect personal information from attendees to ensure a smooth and personalized event experience. The personal information we collect may include attendees' names, email addresses, phone numbers, company names, job titles, company addresses, and home addresses (if necessary for the event).
We collect this information to:
- Identify attendees and provide personalized communication before, during, and after the event.
- Communicate with attendees regarding any updates or changes in the event schedule or any emergencies.
- Process event payments and issue invoices (if applicable).
- Understand the demographics of the attendees for marketing purposes.
- Comply with any legal requirements related to event registration or payments.
We collect this personal information through online registration forms via our event system – EventsAIR EventsAIR. Attendees are required to fill out their personal information on the registration form to complete their registration.
We take all necessary measures to ensure that personal information is kept safe and secure, in accordance with applicable laws and regulations.
2. How we collect personal information
We collect personal information from attendees through online registration forms via our event system EventsAIR. When attendees register for an event, they are required to fill out a registration form that asks for their personal information.
This information may include their name, email address, phone number, company name, job title, company address, and home address (if necessary for the event). We collect this information to ensure a smooth and personalized event experience for attendees.
EventsAIR is a GDPR-compliant event management system that ensures the safety and security of personal information. The system uses encryption technology to protect personal information from unauthorized access, disclosure, alteration, or destruction.
All data is stored on an EU-located server (in Amsterdam, Netherlands), and EventsAIR regularly backs up data to ensure that personal information is not lost.
For some of our events, we may use Google Analytics to track website traffic and activity, which may use cookies or other technologies to collect information about your use of our website.
You can find more information about Google's privacy practices here: https://policies.google.com/privacy.
You can choose to disable cookies through your browser settings, but please note that some features of our website may not function properly without cookies enabled.
3. How we use personal information
We use personal information for the following purposes:
- To communicate with attendees before, during, and after the event: We use attendees' personal information to send them event-related updates, reminders, and notifications. This may include information about the event schedule, speaker details, venue information, and any other relevant event details. We may also send post-event feedback surveys and follow-up emails to attendees to gather feedback and improve our events.
- To handle finance if there are payments on the event (not all events have payments): We use attendees' personal information to process event payments and issue invoices (if applicable). We may also use personal information to address any billing or payment-related issues that may arise.
- To understand the demographics of the attendees for marketing purposes: We may use personal information to gain insights into the demographics of our attendees. This information may help us tailor our events to better meet the needs and interests of our attendees. We may also use personal information to send attendees marketing communications about future events that may be of interest to them.
- To comply with any legal requirements related to event registration or payments: We may use personal information to comply with any legal requirements related to event registration or payments, such as tax or accounting laws.
- To share necessary personal information with carefully selected third parties to ensure an optimal execution of the event: In certain cases, it may be necessary to share participants' personal information with selected third parties who are an integral part of the execution of our events. This may include, but is not limited to, providers handling abstract submissions, hotels for accommodation arrangements, restaurants to cater to dietary preferences and considerations such as allergies or religious dietary restrictions, transportation companies for organizing participant transport, and other relevant third parties that contribute to making our event technically and practically feasible. We ensure that all sharing of personal information is conducted in strict accordance with our privacy standards and applicable legislation. Participants will be specifically informed about which third parties their data may be shared with for each individual event, and we will only share the information necessary to fulfill our obligations and enhance the event experience.
We take all necessary measures to ensure that personal information is kept safe and secure, in accordance with applicable laws and regulations.
4. How we store personal information
We take the security and privacy of personal information seriously and have implemented a range of measures to ensure that personal information is kept safe and secure. All personal information is encrypted via our event system, EventsAIR, which is GDPR-compliant. All data is stored on an EU-located server (in Amsterdam, Netherlands) that is maintained by EventsAIR.
EventsAIR also regularly backs up data to ensure that personal information is not lost.
We restrict access to personal information to authorized personnel who need access to it for the purposes of carrying out their job responsibilities. We also require all third-party vendors that we work with to adhere to our data security and privacy standards.
5. How we share personal information
We do not share any personal or private information with third parties without the explicit permission of the event organizer. We may share personal information with third-party service providers who help us deliver our services, such as payment processors, email service providers, or other event-related vendors. These service providers are only allowed to use personal information in accordance with our instructions and for the purposes of providing their services to us.
We may also share personal information if our customer (the event organizer) has explicitly asked us to do so with their services. In such cases, we will only share the minimum amount of personal information necessary to provide the requested services.
Vi tar alle nødvendige tiltak for å sikre at personlig informasjon er trygg og sikker når den deles med tredjeparts tjenesteleverandører. Vi krever at alle tredjeparts tjenesteleverandører som vi samarbeider med, overholder våre standarder for datasikkerhet og personvern.
6. How attendees can access and control their personal information
At Gyro Conference, we believe that attendees should have control over their personal information. We provide attendees with the ability to access and control their personal information in the following ways:
- Opting out of future communications: When sending out information emails, attendees have the option to opt-out from future information emails. However, we will always send out critical information like confirmations of attendance/confirmation of payment.
- Requesting access to personal information: Attendees can contact us to request access to their personal information that we have on file.
- Requesting correction of personal information: Attendees can contact us to request that we correct any personal information that is inaccurate or incomplete.
- Requesting deletion of personal information: Attendees can contact us to request that we delete their personal information from our records. However, we may be required by law to retain certain data for a specific period.
We take all necessary measures to ensure that personal information is kept safe and secure, in accordance with applicable laws and regulations.
7. Our data retention policy
We usually keep attendee data for a year, or as long as we need the data for financial purposes, such as issuing refunds, processing chargebacks, or addressing any disputes related to event payments. After a year, all personal information will be deleted.
However, there may be exceptions to this policy, such as situations where we are required by law to retain certain data for a longer period. In such cases, we will only retain the minimum amount of personal information necessary to comply with our legal obligations.
We may also retain anonymous or aggregated data for statistical and analytical purposes.
8. Vår «cookies» policy
Vi har «cookies» (informasjonskapsler) aktivert for våre registreringsskjemaer for å lagre deltakernes utfylte detaljer. Disse informasjonskapslene lagres lokalt på hver datamaskin for å sikre at hvis deltakerne mister forbindelsen og går tilbake til registreringsskjemaene, vil informasjonen deres fortsatt være tilgjengelig.
All cookies are deleted when participants have completed the registration form.
For some of our events, we use Google Analytics to track website traffic and activity, which may use cookies or other technologies to collect information about your use of our website.
You can find more information about Google Analytics' privacy practices here: https://policies.google.com/privacy.
You can choose to disable cookies through your browser settings, but please note that some features of our website may not function properly without cookies enabled. Please check the website of the specific event you are attending to see if Google Analytics is being used.