1. INTRODUCTION. WHO WE ARE.

The data controller is NZEB HUB S.R.L., with its registered office in Bucharest, 144-146 Vasile Lascar Street, 2nd Floor, Room 12, District 2, registered with the Trade Register under no. J40/3243/2024, Unique Registration Code RO49597140 (hereinafter also referred to as the “Company”). For more information about the Company, please contact us at contact@nzebexpo.ro.

The Company is committed to respecting your privacy, in compliance with all applicable data protection laws and regulations, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

“Personal data” within the meaning of the GDPR means any information relating to an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

This policy (together with the Terms and Conditions of this website and any other documents referred to in the content of this policy) aims to provide you with information about the personal data we collect from you or that you provide to us through this website and how it will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will handle it.

2. WHAT TYPES OF PERSONAL DATA DO WE PROCESS, FOR WHAT PURPOSES, AND ON WHAT LEGAL GROUNDS?

In the process of administering this website, the Company will collect certain information (“personal data”) relating to identified individuals or that may lead to the identification of individuals, which is provided by users of this website either directly (first name, last name, email address) or indirectly (IP address).

We will process personal data for the following purposes:

✓ To monitor website traffic and improve its content;

✓ To respond to all your questions, requests, or complaints;

✓ For marketing purposes, to inform you about our activity and the events we organize (newsletter);

✓ To register you for events you request to attend and for which you voluntarily express your intention and consent, and to keep you informed about updates regarding those events;

✓ To conduct surveys, customer satisfaction studies, and collect customer feedback.

2.1. Browsing the website. Use of cookies

When you visit our website, we use cookies to automatically collect technical information that may identify the user, such as the IP address, the type of internet browser used to browse our website, and your operating system.

The main purpose of using cookies is to help you have an improved browsing experience and, also, for advertising purposes, so that we can inform you about the events we organize. Therefore, to the extent that you have expressed your consent regarding the use of cookies, we will use them to provide you with a personalized and relevant browsing experience on our website and to understand how you interact with our advertising content.

For more information about the use of cookies on this website and the purposes for which they are used, as well as the options to control and/or disable cookies, please consult our Cookie Policy.

2.2. Responding to your questions, requests, or complaints

We will process your personal data, such as first name, last name, phone number, email address, and any other information or details you may provide to us in correspondence, in order to handle and respond to your questions, complaints, or requests, depending on the communication channel through which you contact us, as described below.

2.3. Direct marketing communications

We may process personal data to inform you about our events, products, and services and for newsletter subscriptions. As a general rule, such personal data will be processed for direct marketing purposes only with your consent and by using the communication channels (e.g., email, SMS, etc.) to which you agreed when you provided your consent. However, to the extent that you have provided us with your email address when participating in an event or submitting a request/complaint/question, we may use the email address, in accordance with the applicable legal provisions that allow us to send you commercial communications regarding similar events, products, or services, based on our legitimate interest; in this case, when we obtain your email address and thereafter, with each marketing message we may send you, we will provide you with the possibility to object to this use of your email address (unsubscribe).

2.4. Registration for events you request to attend and for which you voluntarily express your intention and consent; event updates.

2.5. Surveys, customer satisfaction studies, and customer feedback

We will process your personal data when you decide to participate in our surveys or market research studies, in customer satisfaction surveys, or when you provide us with feedback regarding our events, products, and services. Such personal data will be processed for the above purpose only based on your consent, also taking into account our legitimate interest in helping us understand customers’ needs and expectations regarding our events, products, and services. Your participation in such surveys or market research studies is voluntary. Consequently, it is your choice whether or not to provide us with personal data (such as first and last name, information regarding preferences for social events, or other personal data you choose to provide), by completing participation forms on our website or other similar forms provided within those surveys or studies.

3. TO WHOM DO WE DISCLOSE YOUR PERSONAL DATA?

In order to achieve the purposes described above, the Company uses the services of several contractual partners, processors, or employees of the Company, and your personal data may be provided to them to be used exclusively within the limits of the obligations they have assumed towards the Company. The personal data we disclose to our processors is limited to the minimum personal data necessary for the provision of those services, and we require these third parties not to use personal data for any other purpose. We make every effort to ensure that all entities we work with store your personal data in safe and secure conditions.

Some of these are third parties who do not intend to process the data, but may have access to it in the performance of their tasks or in their interactions with the Company, such as companies providing technical maintenance, financial or legal auditors.

The personal data indicated above may also be made available or transmitted to third parties in the following situations: (i) public authorities, auditors, or institutions with powers to carry out inspections and controls over the Company’s activity and assets, which request the Company to provide information, by virtue of the Company’s legal obligations. These public authorities or institutions may include the National Agency for Fiscal Administration, the Romanian Police, the National Institute of Statistics; (ii) to comply with a legal requirement or to protect the rights and assets of our Company or other entities or persons, such as courts of law; (iii) third-party acquirers, to the extent that the Company’s business would be transferred (in whole or in part), and the data of data subjects would be part of the assets subject to such a transaction.

The persons and entities to whom we may disclose personal data are as follows:

1. a) For the purpose of browsing the website and for purposes related to the use of cookies, we may transmit personal data to analytics and search engine service providers so that they can provide maintenance services for our website;
2. b) To respond to your questions, requests, or complaints, we may disclose your personal data to our call center service providers;
3. c) For organizing and managing promotional campaigns, as well as analyzing their effectiveness, we may disclose your personal data to advertising and marketing agencies, digital media agencies, or social media agencies;
4. d) For direct marketing communications, we may transmit personal data to advertising and marketing agencies that carry out communications on our behalf;
5. e) To conduct surveys or market research studies, customer satisfaction surveys, or to obtain feedback from our customers regarding our events, products, and services, we may disclose personal data to survey or market research/customer survey service providers.

At the same time, your data may be transmitted to partners/exhibitors participating in our events, if you choose to allow them to scan the badge/wristband that will be provided to you by us after registration for the respective event. Your data will therefore be collected by these partners/exhibitors by scanning, with your express consent, the wristband/QR code allocated to you, during your interaction with these exhibitors at their own stands within the events organized by us, for which you registered voluntarily. Allowing partners/exhibitors participating in the events organized by us constitutes your express consent to their collection of your data / our transmission of your data, which you provided to us voluntarily. In this regard, the data will be transmitted to the partners/exhibitors participating in our events through the MYCONNECTOR platform – a network-associated software platform that facilitates communication, message configuration, and business meetings before, throughout, and after the event. The MYCONNECTOR platform is owned and operated by UNIVERSUM APPS S.R.L., with its registered office in Romania, Bucharest, 2-4 and 4B Ing. George Constantinescu Street, Building C1, Space 3.2, 1st Floor, District 2, registered with the Trade Register under no. J40/5242/2018, Unique Registration Code 39199686.

4. TRANSFER OF PERSONAL DATA ABROAD

In the context of the operations described above, your personal data may be transferred abroad to countries in the European Union (“EU”) or the European Economic Area (“EEA”).

We hereby inform you that any transfer carried out by the Company to an EU or EEA Member State will comply with the legal requirements set out in the GDPR.

5. HOW LONG DO WE STORE YOUR PERSONAL DATA

We will store your personal data only for the period necessary to achieve the processing purposes set out above, while also complying with the applicable legal requirements. If the Company determines that it has a legitimate interest or a legal obligation to continue processing your personal data for other purposes, you will be duly informed accordingly.

We estimate that the processing activities detailed above will require storing personal data for the following periods:

Once the processing period indicated above expires and the Company no longer has legal or legitimate grounds to process your personal data, the data will be deleted in accordance with its procedures, which may involve archiving, anonymizing, or destroying it.

6. PROCESSING OF DATA OF CHILDREN UNDER 16 YEARS OF AGE

This website is not intended for use by minors under the age of 16. All personal data processing activities presented in this Policy relate exclusively to persons who are at least 16 years old. The use of systems, as well as the results of processing, is prohibited with regard to children who have not reached this age without the consent of their parents/legal representatives. If, despite our reasonable prevention efforts, such processing nevertheless occurs, we will cease it once we become aware that users have not reached the age mentioned above.

7. SECURITY OF PROCESSING

The Company hereby informs you that it constantly evaluates and updates the security measures implemented to ensure that personal data is processed in safe and secure conditions.

8. RIGHTS OF DATA SUBJECTS

In the context of processing your personal data, you have the following rights:

1. The right of access to processed personal data: you have the right to obtain confirmation as to whether or not your personal data is being processed and, if so, to access the type of personal data and the conditions under which it is processed, by submitting a request to the data controller;
2. The right to request rectification or erasure of personal data: you may request, by submitting a request to the data controller, the rectification of inaccurate personal data, completion of incomplete data, or erasure of your personal data where (i) the data is no longer necessary for the original purpose (and there is no new lawful purpose), (ii) the legal basis for processing is the data subject’s consent, the data subject withdraws consent and there is no other legal basis, (iii) the data subject exercises the right to object and the controller has no overriding legitimate grounds to continue processing, (iv) the data has been processed unlawfully, (v) erasure is necessary for compliance with EU law or Romanian law, or (vi) the data was collected in connection with information society services offered to children (if applicable), where specific consent requirements apply;
3. The right to request restriction of processing: you have the right to obtain restriction of processing in cases where: (i) you consider that the processed personal data is inaccurate, for a period enabling the controller to verify the accuracy of the personal data; (ii) the processing is unlawful, but you do not want us to erase your personal data, but rather to restrict the use of such data; (iii) where the data controller no longer needs your personal data for the purposes mentioned above, but you require the data to establish, exercise, or defend a right in court; or (iv) you have objected to processing, for the period during which we verify whether the controller’s legitimate grounds override the rights of the data subject;
4. The right to withdraw your consent to processing, where processing is based on consent, without affecting the lawfulness of processing activities carried out up to that point;
5. The right to object to the processing of data on grounds relating to your particular situation, where processing is based on legitimate interest, as well as the right to object, at any time, to the processing of data for direct marketing purposes, including profiling;
6. The right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning the data subject or similarly significantly affects them;
7. The right to data portability, meaning the right to receive the personal data you have provided to the data controller in a structured, commonly used, and machine-readable format, as well as the right to transmit that data to another controller, where processing is based on your consent or the performance of a contract and is carried out by automated means;
8. The right to lodge a complaint with the Data Protection Authority (ANSPDCP) and the right to bring an action before the competent courts.

The above rights may be exercised at any time. To exercise these rights, we encourage you to submit a written request, dated and signed, to the following address: Bucharest, 144-146 Vasile Lascar Street, 2nd Floor, Room 12, District 2, or electronically, by email to contact@nzebexpo.ro.

Also, if you wish to withdraw the consent you have given for direct marketing purposes, you may use the “unsubscribe” option included in each marketing communication.

9. CHANGES TO THIS POLICY

This Privacy Policy may be amended from time to time and may be updated by the Company as necessary. The Company will notify you of any material or substantial changes to this Privacy Policy and will ensure that such notification is made in a manner that ensures you are made aware of them, for example by using the email address you have provided to us, or any other appropriate means to ensure effective communication.

10. CONTACT

You may address any questions regarding this document to NZEB HUB S.R.L., which may be contacted using the following contact details: Bucharest, 144-146 Vasile Lascar Street, 2nd Floor, Room 12, District 2, Email: contact@nzebexpo.ro.

We will respond to your questions as soon as possible.