Hansen
Privacy policy

Processing of personal data
When you register for an event organized by Hansen, or otherwise interact with us, we collect your personal data.

Types of data we collect
We may collect the following types of personal data about event participants, employees or representatives of our corporate clients and suppliers, visitors to our website, and people applying for jobs with us:

• Contact details: Name, email address, phone number, position.
• Work-related information: Company name, business address, department.
• Event-related information: Dietary preferences, special logistical requests, clothing sizes, etc.
• Health data: Information about allergies, special diets or other needs, etc. This data constitutes sensitive personal data and is only processed if you have given your explicit consent.
• Travel and identity data: Passport number and other passport details, and information required for booking flights, trains and hotels.
• Photo and video material: Photographs and videos taken in connection with events.
• Website data: IP address, device and browser information, and information about how you use the website collected via cookies and similar technologies, as well as information you submit through our contact form.
• Job applicant data: Name, contact details, CV, record of qualifications and references.

We only collect data necessary to fulfill the purpose of the processing.

Purpose and legal basis for processing your personal data
We process personal data for the following purposes:

• Service Provision: To plan and execute corporate events in accordance with the agreement with our client company, including participant administration. Legal basis: Contract (Article 6.1(b) GDPR) or legitimate interest (Article 6.1(f) GDPR) where the agreement has been entered into with the client company. Health data, for example allergies, is processed on the basis of your explicit consent (Article 9.2(a) GDPR), which you may withdraw at any time.
• Communication: To maintain contact with representatives from our corporate clients before, during, and after events.
  Legal basis: Contract (Article 6.1(b) GDPR), Legitimate interest (Article 6.1(f) GDPR)
• Billing and Accounting: To meet financial and administrative obligations.
  Legal basis: Contract (Article 6.1(b) GDPR), Legal obligation (Article 6.1(c) GDPR)
• Aftermarket and Marketing: To send information and offers about future events to contact persons, provided they have given their consent or there is a legitimate interest.
  Legal basis: Legitimate interest (Article 6.1(f) GDPR), Consent (Article 6.1(a) GDPR)
• Travel Booking: To book and manage flight, train and hotel reservations before and during events, which requires passport details. Legal basis: Contract (Article 6.1(b) GDPR) and legitimate interest (Article 6.1(f) GDPR).
• Photo and Video: To document events and, by agreement with the client company, use the material in communications. Legal basis: Legitimate interest (Article 6.1(f) GDPR) or consent (Article 6.1(a) GDPR) when images are used in marketing.
• Recruitment: To handle job applications and unsolicited applications. Legal basis: Legitimate interest (Article 6.1(f) GDPR). If we wish to keep your application for future recruitment, we will ask for your consent (Article 6.1(a) GDPR).
• Website, Analytics and Online Marketing: To ensure the website functions, for statistics and for targeted marketing via, for example, Google, Meta, LinkedIn, Microsoft and Leadinfo. Legal basis: Necessary cookies are used on the basis of legitimate interest (Article 6.1(f) GDPR). Other cookies are only used if you have given your consent via our cookie banner (Article 6.1(a) GDPR and Chapter 9, Section 28 of the Swedish Electronic Communications Act (2022:482)).
• Administration using AI Tools: We use paid versions of AI tools to sort, organize and allocate data in participant and contact lists, for example room allocation. The AI tools are used to support our employees. No decisions that produce legal effects concerning you or similarly significantly affect you are made solely by automated means. The provider of the AI tool is not permitted to use your data to train its models.

Legal basis: Legitimate interest (Article 6.1(f) GDPR) in efficient event administration, or the client company’s legal basis when we act as data processor. Health data, for example allergies, is only processed in AI tools if necessary and covered by your explicit consent (Article 9.2(a) GDPR). Passport details are only processed in AI tools when necessary for the booking.

How we collect personal data
We primarily collect your personal data directly from you, for example, when you register for an event, or communicate via email, phone, or similar means. We may also receive your data from your employer if they are a client of ours.

You are not obliged to provide personal data to us. However, if you do not provide the necessary data, for example passport details for travel, we will not be able to complete the booking or your participation in the event. Data about website visits is collected automatically via cookies.

How long do we retain your personal data?
We retain personal data for as long as necessary to fulfill the purposes for which the data was collected, or for as long as required by law. Personal data that is no longer needed will be deleted.

• Event information is deleted no later than 120 days after the event concludes, or earlier if agreed.
• Application documents are deleted no later than 120 days after the recruitment process has concluded, unless you have consented to longer storage.
• Travel and booking data is deleted automatically after 120 days. Information about cancelled or credited tickets is kept for up to one year, as these may be used as part payment.
• Cookies are stored for the period stated in our cookie banner.
• Data that we enter into AI tools is not kept longer than the retention periods stated above.
• Accounting information is kept in accordance with legal requirements for a minimum of seven years.

You can contact us at any time to withdraw your consent or request the deletion of your data.

Who may access your personal data?
We may share your personal data with:

• Partners and Subcontractors: For example, hotels, airlines, travel booking systems, technology providers, etc. The data is shared only to the extent necessary to execute the event.
• IT and System Providers: Providers of email and collaboration tools, participant and registration systems, business systems, AI tools, and web analytics and advertising. These process the data as data processors under contract. Providers of web analytics and advertising, for example Google, Meta and LinkedIn, may in some cases be independent data controllers.
• Group Companies: Companies within Moment Group, of which Hansen is a part, to the extent necessary for shared IT systems and administration.
• Authorities: If we are legally required to share information.

Our partners are always required to process personal data in compliance with current data protection laws and our instructions.

Transfer of personal data to third countries
We strive to process your personal data within the EU/EEA. Some of our suppliers, as well as providers of web analytics and AI tools, may transfer data to the United States. Such transfers take place on the basis of the European Commission’s adequacy decision (EU-U.S. Data Privacy Framework) or the European Commission’s standard contractual clauses. When we arrange events and travel outside the EU/EEA, data may need to be provided to, for example, hotels and organizers at the destination, which takes place when necessary for the performance of the contract (Article 49.1(b) and (c) GDPR). If you wish to obtain a copy of the safeguards Hansen has implemented or information on where these are made available, you can contact us (see contact details).

Your rights
In accordance with applicable data protection legislation, you have certain rights when we process your personal data. You have the right to:

• Access: Request a copy of the personal data we process about you.
• Rectification: Request that incorrect or incomplete data be corrected.
• Erasure: Request that your data be deleted if it is no longer necessary for the purposes for which it was collected, or if the processing is based on your consent.
• Restriction of processing: Request limited processing under certain circumstances.
• Objection: Object to the processing of your personal data based on legitimate interests.
• Data portability: If we process your personal data based on consent or a contract, you have the right to receive your data in a structured, commonly used and machine-readable format, if technically feasible.
• Automated decision-making: Not be subject to a decision based solely on automated processing, including profiling, if the decision produces legal effects concerning you or similarly significantly affects you. Hansen does not make such decisions, including with the help of AI tools.
• Withdrawal of consent: If the processing is based on consent, you have the right to withdraw it at any time. The withdrawal does not affect the lawfulness of the processing carried out before consent was withdrawn.

To exercise these rights, please contact us using the details provided under “Contact”.

All communication and actions Hansen takes regarding your rights will be provided free of charge. Hansen reserves the right to charge a reasonable fee to cover administrative costs for handling requests that are manifestly unfounded or excessive, or to refuse to comply with such requests.

Data protection measures
Hansen implements appropriate technical and organizational measures to protect personal data from unauthorized access, loss, alteration, and unlawful dissemination. Our security measures include, for example, encryption, firewalls, and access control.

Changes to this policy
We reserve the right to update this privacy policy at any time. The latest version of the policy will always be available on our website.

Complaints
If you have any complaints regarding our processing of your personal data, you have the right to file a complaint with the Swedish Authority for Privacy Protection (IMY) or another competent supervisory authority overseeing companies’ handling of personal data.

Contact
If you wish to exercise your rights as described above or otherwise wish to contact us regarding our processing of your personal data, you can do so by contacting Hansen at info@hansen.se or by writing to “Data Protection, Hansen, Trädgårdsgatan 2, 411 08 Gothenburg, Sweden”.

Last updated: 2026-10-19