Privacy Policy

1. Introduction

This Privacy Policy explains how Iconference Events, Lda, a company headquartered at Rua de Pedrouços, 37-B, 1400-285 Lisbon, Portugal, with VAT number 518157695 (hereinafter referred to as "ICON"), collects, uses, and discloses your personal data when you use our website, event app, or purchase tickets and products.

2. Data We Collect

We may collect and process the following types of information:

• Personal Data: Name, email address, phone number, and other contact details provided during registration or purchase.
• Payment Data: Payment-related information provided directly to third-party ticket providers, such as payment confirmations, invoicing information, or billing address. Credit card details and other payment methods are solely handled and governed by the ticketing portals and not processed by ICON.
• Technical Data: IP address, browser type, operating system, and other technical identifiers.
• Usage Data: Information about your interaction with our website or mobile app, including pages visited and links clicked.
• Attendance Data: Information about your access and activity at the event, including but not limited to service usage, circulation within the venue, and participation in activities.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Performance of a Contract: To facilitate ticket purchases, event registration, and attendance management.
• Legitimate Interests: For analytics, service improvement, fraud prevention, and direct marketing related to similar events. Marketing communications will always include an opt-out mechanism.
• Compliance with Legal Obligations: Where necessary to meet regulatory or legal requirements.
• Consent: For marketing communications, cookies, and other optional data processing activities. Users can withdraw consent at any time.

4. Use of Data

We use the collected information to:

• Provide and manage event registrations.
• Inform you about access, logistics, and conditions related to event participation.
• Facilitate ticket purchases through third-party providers.
• Communicate with you regarding upcoming events and general updates.
• Inform you about special promotions, offers, or announcements (only with prior consent).
• Improve the functionality and user experience of our website, app, and events.
• Comply with legal and regulatory obligations.

5. Sharing of Data

Your personal data may be shared with:

• Service Providers: Third parties that assist us with email communications, analytics, and other essential services, all under data protection agreements and in compliance with this Privacy Policy and GDPR.
• Event Partners: Organizations involved in organizing or sponsoring our events. Your data will only be shared with these partners if necessary for event participation or if you have given explicit consent.
• Marketing Partners: Trusted organizations working directly with ICON that may communicate relevant products, offers, or promotions, only if you have opted in.
• Business Transfers: Entities involved in business mergers, acquisitions, financing, or sales of ICON assets.
• Legal Authorities: When required by law, legal processes, or to protect our rights.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance user experience on our website and mobile app. Tracking technologies used are beacons, tags and scripts to collect a track information and to improve and analyze ICON’s website or mobile app. You can manage cookie settings through your browser or mobile device preferences. Additional consent mechanisms may be implemented based on regional requirements.

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Cookie data: data from cookies stored on your device, including cookie IDs and settings.

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Tracking Technologies and Cookies: A cookie is a small file, typically of letters and numbers that we send to the cookie file of the browser on your computer’s hard disk by our web server. This for example allows our website to recognize a user’s device when a connection has been established between the web server and the web browser. The main purpose of a cookie is to allow our web server to present the user with customized web pages that make the experience of ICON website or mobile app more personal and better responding to the user’s individual needs.

You may set your browser to refuse Cookies or to indicate when a Cookie is being sent. However, please notice that rejecting Cookies may imply restrictions to the use of some parts of ICON website or mobile app.

Cookies can be “Persistent” or “Session” Cookies.

Persistent Cookies remain on your device when you go offline, while Session Cookies are deleted as soon as your close your web browser.

Learn more about cookies at All About Cookies: https://www.termsfeed.com/blog/cookies/

ICON may use both, Persistent and Session Cookies for the purposes listed below:

Operating Cookies: Allow us to remember your site preferences and choices you make on the site including username, region, and language so you don’t need to reconfigure and customize it every time you visit. This type of cookies does not collect information that can be used for marketing purposes.

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Performance and Analysis Cookies: Our website uses Google Analytics, a website analysis service provided by Google. This service uses cookies for gathering and monitor your behavior on our website, including your IP address. The information collected by Google Analytics is processed to produce statistical reports on users’ browsing activities.

For more information about Google Analytics’ cookies visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage?hl=en.

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Cookies related to the use of social media: These cookies are related to the services provided by third parties, such as the “Like” or “Share” buttons. They are used to provide you with sharing services with different social networks. We recommend that you review the privacy policies of these social networks to learn about the navigation information they can collect through these application buttons and their purposes.

We analyze and collect data that is made available by our users in our social networks according to the forms we provide in the course of the communication campaigns that each platform offers. This data is processed according to the regulations of each platform and with the prior consent of the user.

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Targeting Cookies: These cookies may be set through our site by our advertising partners. They might be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly your personal information but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

• META pixel
• Linkedin Pixel
• Google Tag Manager
• Google Ads
• Youtube
• Tiktok Pixel

Removing cookies from your device: You can delete all cookies that are already on your device by clearing the browsing history of your browser. This will remove all cookies from all websites you have visited.

Be aware though that you may also lose some saved information (e.g. saved login details, site preferences).

Managing site-specific cookies: For more detailed control over site-specific cookies, check the privacy and cookie settings in your preferred browser

Blocking cookies: You can set most modern browsers to prevent any cookies being placed on your device, but you may then have to manually adjust some preferences every time you visit a site/page. And some services and functionalities may not work properly at all (e.g. profile logging-in).

7. Automated Decision-Making and Profiling

We may use automated processing techniques to personalize your experience or to improve our services. If such processing significantly affects you, you have the right to:

• Request human intervention in decision-making.
• Express your point of view.
• Contest the decision.

For any concerns regarding automated processing, please contact us via events@iconference.io.

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8. Third-Party Links & External Services

Our website or app may contain links to third-party websites (e.g., ticketing platforms, social media). Please note that ICON is not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal data.

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9. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Personal data is exclusively stored on digital files managed by our cloud service providers, all of which are based in the EU.

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10. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this Privacy Policy and to comply with legal obligations, resolve disputes, and enforce agreements.

Unless otherwise required by regional laws, your personal data will be permanently deleted by ICON one (1) year after your last interaction with our website, events, or app.

If you request deletion of your data, we will erase all associated personal information, except where legally required to retain certain records.

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11. Your Rights

Under applicable data protection laws, you have the right to:

• Access and update your personal information.
• Request deletion of your personal data.
• Object to or restrict the processing of your personal data.
• Withdraw consent at any time, where applicable.
• Request information about any automated decision-making processes that significantly affect you.

To exercise your rights, please contact us via our website's contact form or email us at events@iconference.io. We will respond to your request within one month, in accordance with GDPR guidelines.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and significant updates will be communicated via email or through a notice on our website.

13. Contact Information

If you have any questions or concerns about this Privacy Policy, please reach out via our website's contact form or email events@iconference.io.