Privacy & Cookies Policy

Employer Branding Conference

Last updated: 2016.10.28

1. Introduction

At the Employer Branding Conference (EBC), we value your privacy and are committed to protecting your personal data.

This Privacy & Cookies Policy explains how we collect, use, store and protect personal information when you visit our website, register for our events, subscribe to our communications or interact with us.

We process personal data in accordance with the General Data Protection Regulation (GDPR), applicable Portuguese data protection legislation and other relevant privacy laws.

By using our website, you can access information about how your personal data is processed and the rights available to you.

2. Who We Are

The Employer Branding Conference is organised by ABOWIN PARTNERS, LDA, a company registered in Portugal under tax identification number 513907408, with its registered office at Rua do Molhe, 256, 4150-499 Porto, Portugal.

ABOWIN PARTNERS, LDA acts as the data controller for the personal data it collects and processes in connection with the Employer Branding Conference, except where another entity acts as an independent or joint controller, as explained in this Policy.

Contact information:

• Website: www.employerbrandingconference.com

• Privacy contact: [email protected]

• Registered office: Rua do Molhe, 256, 4150-499 Porto, Portugal

For any questions regarding this Policy or the processing of your personal data, please contact us using the details above.

3. Personal Data We Collect

Depending on how you interact with the Employer Branding Conference, we may collect the following categories of personal data.

3.1. Event Registration and Participation

When you register for the Conference, we may collect:

• Full name;

• Professional email address;

• Telephone number;

• Company or organisation;

• Job title or professional role;

• Registration and ticket information;

• Billing and invoicing information;

• Attendance and workshop preferences;

• Other information voluntarily provided in connection with your participation.

This information is used to manage registrations, provide access to the Conference, issue invoices and communicate relevant event information.

3.2. Sponsorship and Business Enquiries

When you contact us regarding sponsorship, partnerships, speaking opportunities or other professional collaborations, we may collect:

• Name and contact details;

• Company or organisation;

• Professional position;

• Information included in your enquiry;

• Relevant business correspondence.

We use this information to respond to enquiries, assess partnership opportunities and manage professional relationships.

3.3. Newsletter Subscriptions

When you subscribe to our newsletter, we collect your email address and any additional information voluntarily provided.

This information is used to send updates about the Employer Branding Conference, including:

• Future Conference editions;

• Speaker and programme announcements;

• Relevant industry insights and content;

• Workshops and networking opportunities;

• Conference news and related initiatives.

You may unsubscribe at any time using the link included in our communications.

3.4. Website Usage

When you visit our website, certain technical information may be collected automatically, including:

• IP address;

• Browser type and version;

• Device and operating system information;

• Pages visited and interactions with the website;

• Date and time of access;

• Cookie identifiers and preferences, where applicable.

This information may be used for website security, technical operation and, where permitted, analytics and performance improvement.

3.5. Photography and Video

Photography, video recording and audiovisual coverage may take place during the Conference.

Depending on the circumstances, these materials may include identifiable images or voices of speakers, participants, sponsors and other attendees.

Their processing is explained in Section 7.

4. How and Why We Use Your Personal Data

We process personal data only when there is an appropriate legal basis under the GDPR.

Where we rely on legitimate interests, we assess the necessity of the processing and balance those interests against individuals’ rights and freedoms.

Providing information required for registration, payment or invoicing may be necessary to complete the relevant transaction or comply with legal obligations. Optional information and marketing consent are not conditions for purchasing a Conference ticket.

5. Communications and Newsletters

The Employer Branding Conference may send communications relating to its activities, including event announcements, programme updates, invitations, educational content and information about future editions.

Essential communications relating to an existing registration, including ticket confirmations, venue information and operational updates, do not require separate marketing consent where they are necessary to deliver the contracted service.

Marketing communications will be sent only where permitted by applicable law and on an appropriate legal basis.

Where consent is required, it will be requested separately and can be withdrawn at any time.

You may unsubscribe from marketing emails by clicking the unsubscribe link or contacting us directly.

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

6. Sharing Personal Data with Sponsors and Partners

The Employer Branding Conference collaborates with sponsors, partners, speakers and other organisations.

We recognise the importance of professional networking while respecting participants’ privacy.

Personal contact details will not be disclosed to sponsors or partners for their independent marketing purposes without an appropriate legal basis.

Where consent is required, participants will be given a clear and specific opportunity to authorise such sharing.

The relevant purposes and categories of recipients will be explained before consent is requested.

Participants may choose not to authorise this sharing without affecting their right to attend the Conference.

Where personal data is lawfully shared with a sponsor or partner acting as an independent data controller, that organisation becomes responsible for its subsequent processing in accordance with applicable legislation and its own privacy information.

Data voluntarily exchanged directly between participants, such as business cards or contact details shared during networking activities, is subject to the responsibilities of the parties involved.

7. Photography, Video and Event Coverage

The Employer Branding Conference may be photographed or filmed for event documentation, communication and promotional purposes.

Photographs and videos may be used through:

• The official Conference website;

• Official social media channels;

• Promotional videos and publications;

• Presentations and reports about the event;

• Communications relating to future Conference editions.

The processing of identifiable images will be based on an appropriate legal basis, which may include the Organiser’s legitimate interests where these do not override individuals’ rights and freedoms, or consent where required.

Participants will be informed about photography and filming through appropriate notices before or during the event.

Where specific consent is required, particularly for certain individual promotional uses, it will be obtained.

Participants who have concerns about appearing in photographs or videos may contact the Organiser before or during the Conference.

We will assess requests to object to image processing or request the removal of identifiable content in accordance with applicable law.

8. Service Providers and Other Recipients

We may share personal data with trusted third-party service providers where necessary to organise and deliver the Conference.

These may include:

• Ticketing and registration providers;

• Payment processors;

• Website hosting and technical support providers;

• Email communication and newsletter platforms;

• Event management and logistical service providers;

• Professional advisers and other authorised contractors.

Where these entities process personal data on our behalf, we require appropriate contractual, organisational and technical safeguards.

We may also disclose personal data to competent authorities where required by law.

We only share information to the extent necessary for the relevant purposes.

9. Third-Party Ticketing and External Platforms

Conference registrations and ticket purchases may be processed through external websites or platforms linked from our official website.

When you are redirected to a third-party platform, the processing of your personal data may also be subject to that provider’s privacy information.

The respective roles and responsibilities of the Organiser and the service provider will depend on their actual data processing arrangements.

We encourage users to review the applicable privacy information when completing a transaction through an external platform.

The Organiser remains responsible for personal data processing activities for which it acts as the data controller.

10. International Data Transfers

Some of our service providers may process or store personal data outside the European Economic Area (EEA).

Where international transfers occur, we will ensure that they are carried out in accordance with applicable data protection legislation.

Depending on the circumstances, appropriate safeguards may include:

• European Commission adequacy decisions;

• Standard Contractual Clauses approved by the European Commission;

• Additional technical or organisational safeguards, where necessary;

• Other lawful transfer mechanisms under the GDPR.

Information about applicable transfer safeguards may be requested using the contact details provided in this Policy.

11. How Long We Keep Your Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations or establish, exercise or defend legal claims.

Retention periods are determined according to the nature of the information and the applicable purpose.

In particular:

• Registration and attendance data: retained for the period required to manage participation and any necessary post-event administration, then deleted or anonymised unless further retention is justified.

• Financial and invoicing records: retained for the periods required by applicable tax and accounting legislation.

• Newsletter subscriptions: retained while the subscription remains active or until consent is withdrawn, subject to limited retention of information necessary to document consent or objections.

• Business enquiries: retained for the period reasonably necessary to manage the enquiry and any resulting relationship.

• Photographs and videos: retained for as long as justified by their documented purpose and applicable rights, subject to periodic review.

• Cookie and website information: retained according to the relevant cookie or technical processing purpose.

Where personal data is no longer necessary, it will be securely deleted or anonymised, unless applicable law requires further retention.

12. Your Data Protection Rights

Under the GDPR, individuals have several rights concerning their personal data, subject to applicable legal conditions.

These include:

• Right of access: Request confirmation of whether your personal data is being processed and obtain access to that information.

• Right to rectification: Request the correction of inaccurate or incomplete personal data.

• Right to erasure: Request the deletion of personal data in circumstances provided by law.

• Right to restriction: Request the restriction of processing in certain situations.

• Right to data portability: Receive applicable personal data in a structured, commonly used and machine-readable format.

• Right to object: Object to processing based on legitimate interests in applicable circumstances, and object at any time to direct marketing.

• Right to withdraw consent: Withdraw consent at any time where processing relies on consent.

• Rights relating to automated decision-making: Exercise applicable rights concerning decisions based solely on automated processing.

To exercise your rights, please contact:

[email protected]

We will respond within the time limits established by the GDPR, generally within one month, subject to legally permitted extensions.

You also have the right to lodge a complaint with the Portuguese Data Protection Authority:

Comissão Nacional de Proteção de Dados (CNPD)

Website: www.cnpd.pt

13. Personal Data Security

We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, alteration, destruction or unlawful disclosure.

These measures may include access controls, secure communication protocols, restricted permissions, data backups and appropriate contractual safeguards with service providers.

No internet-based system can guarantee absolute security. However, we regularly assess the measures appropriate to the risks associated with the processing activities for which we are responsible.

14. Cookies Policy

14.1. What Are Cookies?

Cookies are small text files stored on your device when you visit a website.

They may help websites function correctly, remember preferences, improve the user experience or collect information about website usage.

Similar technologies, including local storage and tracking identifiers, may also be used.

14.2. Categories of Cookies

Depending on the services enabled on our website, the following categories may apply.

Strictly Necessary Cookies

These cookies are essential for website operation, security and functions expressly requested by the user.

They do not require consent where the applicable legal conditions for exemption are met.

Functional Cookies

These cookies support additional functionality and may remember certain user preferences.

Consent will be requested where required by law.

Analytics Cookies

These cookies help us understand website usage, including visitor interactions and website performance.

Analytics cookies requiring consent will not be activated before the relevant consent has been obtained.

Marketing Cookies

These cookies may be used to measure advertising performance or support personalised promotional activities.

Where used, they will only be activated in accordance with applicable consent requirements.

14.3. Cookies Used on Our Website

The exact cookies used on the Employer Branding Conference website depend on its active technical configuration and third-party services.

Before publication, the following register must be completed using a verified cookie audit.

See above*

The final published register must identify the cookies and comparable tracking technologies actually used on the website.

14.4. Managing Cookie Preferences

Where non-essential cookies or comparable technologies are used, visitors will be given appropriate information and a genuine choice about their activation.

Users must be able to accept or reject non-essential cookies and withdraw consent as easily as it was given.

Cookie preferences can be reviewed and changed through the website’s cookie management functionality:

See above*

Users may also manage or delete cookies through their browser settings.

Disabling certain cookies may affect optional website features.

15. External Links and Embedded Content

Our website may include links to external websites or embedded content provided by third parties, such as videos, maps or registration services.

These third parties may process personal data in accordance with their own privacy policies.

Where embedded content uses non-essential cookies or tracking technologies, the necessary consent mechanisms will be applied.

We encourage visitors to review the privacy information of external services before providing personal data.

16. Updates to This Policy

We may update this Privacy & Cookies Policy to reflect changes in our activities, legal requirements, website functionality or data processing practices.

The latest version will always be available on the official Conference website.

The date of the most recent update will be indicated at the beginning of this document.

Where changes materially affect the processing of personal data, we will provide additional information or request consent where required by law.

17. Contact Us

For privacy-related questions or requests concerning personal data, please contact:

Employer Branding Conference

Organised by ABOWIN PARTNERS, LDA

Rua do Molhe, 256

4150-499 Porto, Portugal

VAT Number: PT513907408

Email: [email protected]

Website: www.employerbrandingconference.com