HADLER DMC Head Quarter Torvet 6, 4600 Køge, Denmark or relevant HADLER DMC entity (“HADLER DMC”) is an event and incentive management company with operations and subsidiaries in many countries around the world which provides association, congress management, meetings and event services to its corporate or association clients (the “Client”).
It is HADLER DMC’s utmost concern to constantly improve its services in order to best meet the needs of its Clients. To this end, HADLER DMC may collect and store certain information, including personal data of people like you. HADLER DMC 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 HADLER DMC’s data protection standards.
It will be very difficult and, in most countries, even impossible for HADLER DMC to provide you services if you refuse to allow HADLER DMC to process your data. For this reason, by providing personal data to HADLER DMC, 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, HADLER DMC 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 Hadler DMC. 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 Hadler DMC services or any third party operating any website to which the Hadler DMC website or other digital asset may contain a link.
2. Data collected and method of collection
2.1 In general
Hadler DMC collects general and personal data concerning you from:
Following the reception of the data, an electronic profile is created in HADLER DMC's proprietary tools for each person or entity (the “Contact Profile”).
The Contact Profile may contain but is not limited to:
2.2 Cookies Policy
What are cookies
Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third-party to recognize you and make your next visit easier and the service more useful to you. Cookies can be persistent or session cookies.
We use both session and persistent cookies on the Service and we use different types of cookies to run the Service:
We may use essential cookies to authenticate users.
In addition to our own cookies, we may also use various third-parties cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on.
What are your choices regarding cookies
Please note, however, that if you delete cookies or refuse to accept them, some features of the HADLER DMC website may not work properly, you may not be able to store your preferences, and some of our pages might not display properly.
Where can you find more information about cookies
3. Purpose of data collection
HADLER DMC uses the data collected to provide, maintain, protect, and improve the overall quality of its services. Data collection is also meant to protect HADLER DMC and its users. HADLER DMC does not collect more data than is necessary to fulfill such purposes.
In addition to creating Contact Profiles, HADLER DMC 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, HADLER DMC 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, HADLER DMC 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.
b) Consolidation of travel data: At the request of a Client, HADLER DMC or a third party may prepare information reports that summarize and analyze 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.
c) Compliance with travel policy: At the request of a Client, HADLER DMC 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.
d) New products and services: With the goal of improving services and based on the data given to HADLER DMC, HADLER DMC 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 activities ideas during the time of the event.
e) Promotion and marketing: HADLER DMC may use your data to personalize your experience on the HADLER DMC 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, HADLER DMC uses third party service providers to present services and offers tailored to the
preferences and interests demonstrated by your online activity over time. HADLER DMC may use your data for promotion and marketing purposes for HADLER DMC’s current or prospective Clients and/or third parties in HADLER DMC’s industry. HADLER DMC may use the data to analyze trends in order to propose other services to its Clients, such as new events or other services.
f) Technical data: HADLER DMC, or third parties instructed by HADLER DMC, evaluate this data purely for statistical purposes and only in an anonymized form, in order to optimize HADLER DMC’s website and increase user-friendliness, efficiency and safety. HADLER DMC may in particular use technical data to measure the success of HADLER DMC marketing campaigns, compile statistics about HADLER DMC website usage and response rates, and use aggregated
personal data calculate the percentage of HADLER DMC users who have a particular telephone area code.
g) Other purposes: HADLER DMC may use your data as HADLER DMC 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 HADLER DMC’s terms and conditions; (e) to protect HADLER DMC’s operations; (f) to protect HADLER DMC’s rights, privacy, safety or property, you or others; and (g) to allow HADLER DMC to pursue available remedies or limit the damages that HADLER DMC may sustain. HADLER DMC 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 HADLER DMC 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. HADLER DMC will retain general and personal data during a maximum period of five years if no specific legal requirement. You may delete your information stored by HADLER DMC by sending an email to email@example.com with the subject “GDPR Request”.
5. Location of storage and controller of database
The Contact Profiles that HADLER DMC maintains are stored in a cloud-based central database at a third-party provider’s location in Denmark. The purpose and content of HADLER DMC’s central database are determined by HADLER DMC Denmark.
6. Your duties
You must ensure that the data you provide us with are:
In particular, since HADLER DMC 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, by contacting us with the subject “CRM Profile Update”.
HADLER DMC 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. HADLER DMC does not target the digital asset to children less than eighteen (18) years of age or knowingly collect information from children for the purpose of selling products or services.
7. Transfer and communication of data
7.1 In general
HADLER DMC is a worldwide company with offices in over six countries across the Nordic region. Your personal data may therefore be transferred to and outside of Denmark, including in countries whose data protection laws may be different from, and less stringent than, those in your country of residence. You hereby agree and give your consent to HADLER DMC to transfer and communicate your data as follows:
a) Transfers within HADLER DMC: Transfers are made throughout HADLER DMC and its subsidiaries to support its activities and/or services.
b) Transfer to third-parties: HADLER DMC works with certain third parties to obtain support services in connection with travels, meetings and events services and/or other HADLER DMC services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue HADLER DMC’s mission and goals. HADLER DMC may also transfer personal data to third parties at the request of its Clients. For example, for data consolidation or emergency tracking services. HADLER DMC may transfer your data to third parties for promotion and marketing purposes as outlined under 3e) above. HADLER DMC may also transfer your data to a third-party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of HADLER DMC business, assets, or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorized transfers such as within the EU) are required to sign a data transfer agreement with HADLER DMC that requires them to follow the applicable data protection laws.
c) Regulatory transfers: HADLER DMC may be required by law to transfer data to governments and regulatory and/or supervisory authorities.
7.2. Electronic transfer of data
If you visit HADLER DMC’s website your data will be transported via an open publicly accessible network. The data might therefore be transmitted across national borders even if you and HADLER DMC are located in Denmark. This involves notably the risk that your data may be intercepted and read by third parties, allowing such third parties to infer an already existing or future business relationship between you and HADLER DMC.
Furthermore, you are notified that information you transmit or allow to be transmitted to you by HADLER DMC via an electronic medium, in particular via e-mail, SMS, contact forms, etc. are usually unencrypted and therefore neither confidential nor secure. Even in the event of an encrypted transmission, sender and recipient remain unencrypted in each case. Third parties may, therefore, be able to infer an existing or future business relationship between you and HADLER DMC.
If you provide HADLER DMC with personal information, your personal data may be transferred by HADLER DMC to countries whose data protection laws may be different from, and less stringent than, those in your country of residence as set forth above. Your personal data may in particular be transferred to the United States. You are hereby notified that your personal data might be accessed by governmental authorities in such countries (in particular by US authorities).
8. Security and organizational measures
To ensure the safety of your data on HADLER DMC’s website and systems, HADLER DMC 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 HADLER DMC 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 HADLER DMC 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.
9. Choice, access, update, and deletion of data
You have a right of access to your personal data. To contact HADLER DMC with questions or issues about HADLER DMC’s data processing, you should contact the Data Protection Officer at the following e-mail address: firstname.lastname@example.org with subject “GDPR Request”.
HADLER DMC gives you many choices regarding HADLER DMC’s use and disclosure of your personal data for marketing purposes. By contacting the Data Protection Officer at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from HADLER DMC and request that we not share your personal data with unaffiliated third parties for their marketing purposes. HADLER DMC will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, HADLER DMC will not be able to remove your personal data from the databases of unaffiliated third parties with which HADLER DMC 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 HADLER DMC, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.
Under certain conditions you also have the right to have your personal data that is stored by HADLER DMC blocked and deleted, unless HADLER DMC must 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.
This Statement may be revised and updated by HADLER DMC from time to time to comply with statutory data protection and privacy laws. HADLER DMC will post any statement changes on its website and, if the changes are significant, HADLER DMC will send a notice to the e-mail address provided in your Contact Profile.
You may always contact us through our customer care:
Hadler DMC Scandinavia (Denmark)
Torvet 6, 4600 Køge
The Data Controller has also appointed the below representative, who is also mandated to be addressed in addition to or instead of the controller by supervisory authorities and data subjects, on all issues related to processing, for the purposes of ensuring compliance with the applicable data protection regulation within the EU.
The appointed representative within the European Union is
Hadler DMC Scandinavia
Phone: +45 7027 1326