Hansen personal data policy

Information about Hansen’s processing of personal data

Through this Personal data, we aim to inform you about how your personal data is processed by Hansen.

Personal data controller

Hansen Event & Conference AB, 556405-0267, is the data controller for the personal data processed in connection with the services we provide to our customers and partners. If you have any questions regarding this policy or our processing of personal data, you can contact us at:

• Email: info@hansen.se
• Post: Hansen Event & Conference, Stampgatan 14, 411 01 Gothenburg, Sweden.

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

In connection with our corporate event service, we may collect the following types of personal data related to employees or representatives of our corporate clients:

• Contact details: Name, email address, phone number, position.
• Work-related information: Company name, business address, department.
• Event-related information: Dietary preferences, allergies, special logistical requests, clothing sizes, etc.

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.
  Legal basis: Contract (Article 6.1(b) GDPR), Consent (Article 6.1(a) GDPR)

• 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)

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.

How long we retain your personal data?

We retain the personal data for as long as necessary to fulfill the purposes for which the data was collected or as long as required by law.
The personal data no longer needed will be deleted.

• Event information is deleted no later than 120 days after the event concludes, or earlier if agreed.
• Accounting information are 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, technology providers etc. The data is shared only to the extent necessary to execute the event.
• 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. In exceptional cases where we need to transfer data to a country outside the EU/EEA, this will only occur if appropriate safeguards are in place, such as an EU Commission decision confirming an adequate level of protection in the other country or suitable safeguards ensuring your rights are protected. 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 should be deleted if it is no longer necessary for the purposes 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, machine-readable format, if technically feasible.

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 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 Officer, Hansen, Stampgatan 14, 411 01 Gothenburg, Sweden.”

Last updated: 2024-10-24

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