General privacy guidelines for our events

Who are we?

At Gyro Conference, we are committed to protecting your privacy and ensuring that your personal information is secure. 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://www.gyroconference.no.

This privacy policy outlines how we collect, use, and share personal information about participants at our events.

1. What kind of personal information do we collect?

The personal information we collect may include participants’ 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 participants and provide personalized communication before, during, and after the event.

• Communicate with participants regarding updates or changes to the event program or in case of emergencies.

• Process payments for the event and issue invoices (if relevant).

• Understand the demographics of participants 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 management system – EventsAIR. Participants must provide their personal information on the registration form to complete the registration.

We take all necessary measures to ensure that personal information is safe and secure, in accordance with applicable laws and regulations.

2. How we collect personal information

We collect personal information from participants through online registration forms via our event management system, EventsAIR. When participants register for an event, they are required to fill out a registration form requesting 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 participants.

EventsAIR is a GDPR-compliant event management system that ensures the security and privacy of personal information. The system uses encryption technology to protect personal information from unauthorized access, disclosure, alteration, or destruction.

All data is stored on a server located in the EU (in Amsterdam, Netherlands), and EventsAIR performs regular backups to ensure that personal information is not lost.

At 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 the 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 participants before, during, and after the event: We use participants’ personal information to send them event-related updates, reminders, and notifications. This may include information about the event program, speaker details, venue information, and other relevant event details. We may also send feedback forms after the event and follow-up emails to participants to gather feedback and improve our events.

To manage finances if there are payments for the event (if relevant): We use participants’ personal information to process payments for the event 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 participants for marketing purposes: We may use personal information to gain insights into the demographics of our participants. This information can help us tailor our events to better meet the needs and interests of our participants. We may also use personal information to send participants 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 optimal execution of the event: In certain cases, it may be necessary to share participants’ personal information with selected third parties that are integral to the execution of our events. This may include, but is not limited to, vendors handling abstract submissions, hotels for accommodation arrangements, restaurants to accommodate food 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 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 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 number of measures to ensure that personal information is safe and secure. All personal information is encrypted via our event management system, EventsAIR, which is GDPR-compliant. All data is stored on a server located in the EU (in Amsterdam, Netherlands) maintained by EventsAIR. EventsAIR also performs regular backups to ensure that personal information is not lost.

We restrict access to personal information to authorized personnel who need access to it to perform their job responsibilities. We also require that all third-party vendors we work with 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 express permission of the event organizer. We may share personal information with third-party service providers who assist us in delivering our services, such as payment processors, email service providers, or other vendors associated with the event. These service providers are only permitted to use personal information in accordance with our instructions and to deliver their services to us.

We may also share personal information if our client (the event organizer) has requested 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. We take all necessary measures to ensure that personal information is safe and secure when shared with third-party service providers. We require that all third-party service providers we work with comply with our data security and privacy standards.

6. How participants can access and control their personal information

Participants can access and control their personal information in the following ways:

• Opting out of future communications: When we send informational emails, participants have the option to opt out of receiving future emails. However, we will always send critical information such as participation/payment confirmations. • Requesting access to personal information: Participants can contact us to request access to the personal information we have stored. • Requesting correction of personal information: Participants can contact us to request correction of any inaccurate or incomplete personal information.

• Requesting deletion of personal information: Participants can contact us to request that we delete their personal information from our records. However, we may be required to retain certain data for a specified period in accordance with legal obligations. We take all necessary measures to ensure that personal information is safe and secure, in accordance with applicable laws and regulations.

7. Our data retention policy

We typically retain participant data for up to one year or as long as necessary for financial purposes, such as issuing refunds, processing chargebacks, or handling any disputes related to event payments. After one year, all personal information will be deleted. However, there may be exceptions to this policy, such as situations where we are legally required 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 anonymized or aggregated data for statistical and analytical purposes.

8. Our “Cookies” Policy

We have cookies enabled for our registration forms to store participants’ entered details. These cookies are stored locally on each computer to ensure that if participants lose their connection and return to the registration forms, their information will still be available. All cookies are deleted once participants have completed the registration form.

At some of our events, we use Google Analytics to track traffic and activity on our website, 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 via your browser settings, but please note that some features on our website may not function properly without cookies enabled. Please check the website for the specific event you are attending to see if Google Analytics is being used.