Amadeus Privacy Notice for Events

Basic information about the processing of Personal Information

Data Controller

Amadeus Group is made up of different legal entities under the control of Amadeus IT Group S.A.with registered office at Calle Salvador de Madariaga, 1, 28027 Madrid (Spain). This Notice is issued on behalf of Amadeus Group. When a reference is made to Amadeus, it refers to the relevant company or companies in the Amadeus Group responsible for handling the event. Where a specific privacy notice has been provided, the details of the Amadeus entity which is data controller will be provided in the specific privacy notice.

This Event Privacy Notice (“Notice”) is applicable to all the information collected by Amadeus from you for the purposes defined below.

Purposes of Personal Information Processing

The personal information you share with us and that we collect about you before, during and after the event will be used to facilitate and manage your participation in events arranged by Amadeus. We may also need to process information about your dietary requirements and allergen information for the purpose of meal planning and ensuring your safety during the events. Likewise, we may process information regarding disabilities for the purpose of providing appropriate accommodation and enabling your participation in the events.

We could also contact you to inform you about future events you may be interested in, as well as sending commercial communications about our services based on your consent.

Also, based on your consent, your personal information may be shared with other participants of the event who may reach out to you for networking related interactions.

We could also process your identification data as an attendee to the event for handling post event and future repeated events, based on Amadeus’ legitimate interest. If you don’t want Amadeus to process your personal data in this way, you can object according to section “Your Rights” of this Privacy Notice.

This Notice does not apply to personal data that may be collected or processed by Amadeus for other purposes, such as through Amadeus websites, Amadeus HR or recruitment services,or the personal data of travelers included in travel information processed in the Amadeus GDS. Where personal data is collected for other purposes, the relevant privacy notice will be provided explaining the purpose the personal data is being processed for.

Legal grounds for processing

We process your personal data based on:

• Your consent to collect the required information for your participation in the event;
• Amadeus legitimate interest in the case of your identification data as an attendee of the event, for handling post event and future repeated events, which you can object (see section “Your Rights”).
• Legal obligations in case we have to share your personal data with authorities where required by law.
  

Information Amadeus collects from you

This Notice covers any personal information you provide us with when you submit your information and that we collect during the event registration process and/or during your access to the event venues, such as:

• Name
• Surname
• Date of birth
• Nationality
• ID / passport information
• Address
• Email address
• Telephone number
• Transportation information
• Image, if applicable
• Dietary requirements
• Disabilities

You are responsible for the content of the information you provide to us and you must ensure it is legal, truthful, accurate and not misleading in any way and does not infringe on any third party’s rights or is not otherwise legally actionable by such third party.

Recipients of personal information

We may share personal data with Amadeus affiliates, who may be in any location around the world. These Amadeus affiliates may process personal data for the purposes described in this Notice.

In addition, we may also disclose your information to:

• third-party service providers, which may be located outside of the European Economic Area, including hotels, transportation companies, the event management platform company, and offsite venues, to manage event logistics;
• other participants of the event, where you have consented so;
• if necessary: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal processes; (c) to respond to requests from public and government authorities, including public and government authorities outside your country of residence; (d) to enforce our terms and conditions; (e) to protect our operations or those of any of our affiliates; (f) to protect our rights, privacy, safety, property, and/or that of our affiliates, you, or others; and (g) to permit us to pursue available remedies or limit the damages that we may sustain.
  

Where such disclosures take place Amadeus requires the appropriate technical and organizational security measures to be in place to protect personal data, and for personal data to be processed lawfully. Amadeus only allows affiliates and third-party service providers to use personal data for specified purposes and in accordance with Amadeus’ instructions.

International Transfer of Personal Data

When Amadeus shares your personal data with its affiliates and third-party service providers who process personal data on behalf of Amadeus, this may involve transferring personal data outside the European Economic Area (“EEA"). When personal data is transferred to a third country, it will continue to receive adequate protection through contractual or other arrangements put in place with Amadeus´ affiliates and third-party service providers. For these transfers, at least one of the following appropriate safeguards will be implemented:

• Personal data will be transferred to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission;
• Standard contractual clauses as approved by the European Commission which, together with supplementary measures, will ensure personal data transferred will retain the same protection it has in EEA; or
• Any other lawful transfer mechanism as foreseen in applicable laws and/or as approved by the European Commission or relevant Data Protection Authority.
  

Further information on the appropriate safeguards used when transferring personal data outside the EEA can be requested through the contact details set out below in the section legal rights. When requesting this information please make a reference to the transfer of personal data outside the EEA.

Retention Period

• Your specific event data (i.e., dietary requirements (including allergens) or/and information about disabilities and accommodation needs during the event) will be deleted 3 months after the conclusion of the event in question unless Amadeus is legally required to retain the personal data.
• Your name and surname, email address and company name will be kept for handling post event and future repeated events. This data will be retained 18 months after the conclusion of the event in question unless Amadeus is legally required to retain the personal data.
• If you have granted your consent for receiving commercial communications, your data will be handled according to the specific privacy statement, which can be found here:

  https://amadeus.com/en/policies/business-privacy-policy

Security and Integrity of Personal Information

We use reasonable organizational, technical and administrative measures to protect personal data under our control. When personal data is processed on behalf of Amadeus, access is limited to those who have a business need to know, and personal data will be processed in accordance with the instructions of Amadeus and those who have access are subject to a duty of confidentiality.

Amadeus has procedures in place to deal with any suspected personal data breach and will notify individuals and any applicable regulator of a breach where legally we are required to do so.

Your rights

You may exercise your rights of access, erasure, to object, to rectification and/or to restrict the processing of your personal data by sending a request via email: dataprotection@amadeus.com or by sending your request to our registered office at Calle Salvador de Madariaga, 1, 28027 Madrid (Spain).

When exercising your rights please make specific reference to the Event your request refers to.

Although Amadeus intends to carefully address any request and/or claim from you, as well as carefully process your Personal Data, you are entitled to file any claim or complaint before the relevant data protection authorities.

Contacting Us

If you have any questions regarding this Privacy Notice, please contact us atdataprotection@amadeus.com or by sending your request to our registered office at Calle Salvador de Madariaga, 1, 28027 Madrid (Spain).