Hyve is committed to protecting your personal data and respecting your privacy. This privacy notice explains how we handle your personal data; please read it carefully.

For your convenience, this document is presented in a structured format so that you can click on specific sections using the links below.

1. The Purpose of This Privacy Notice
2. Third-Party Links
3. The information we collect about you
4. How is your personal data collected?
5. How We Use Your Personal Data
6. Customer Content (in Our Apps)
7. Change of Purpose
8. Failure to Provide Personal Information
9. Sharing Your Personal Information
10. Transfer of Personal Data Outside the United Kingdom/EEA
11. Personal Data Security
12. Retention of Personal Data
13. Children's Personal Information
14. Your rights
15. California Residents Whose Personal Information Is Processed
16. Data Subjects in Brazil
17. Contact Us
18. Glossary of Terms

This privacy notice applies only to our use of your personal data, whether obtained directly from you or from a third party. It does not apply to personal data collected by third parties during your communications with them or your use of their products or services. Our websites may include links to third-party websites, plug-ins, and applications. For example, our websites invite you to connect with us on social media platforms such as Facebook and Instagram. When you click on the links we provide to such third-party platforms, you will be redirected from our website to the respective third-party platform, and the privacy policies (and other terms and conditions) of those platforms will apply to you.

By clicking on these links or allowing these connections with third parties, you may allow them to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or terms and conditions of use. When you leave our Site, we recommend that you read the privacy policy of each website you visit and contact them if you have any questions about their respective privacy notices and practices.

Personal data, or personal information, refers to any information about an individual that can be used to identify that person directly or indirectly. It does not include data from which identifying information has been removed (anonymized data).

We collect, use, store, and transfer various types of personal data about you, as described below. In some cases, the data may not be personal data in and of itself, but when combined with other data that could be used to identify you, we will treat it as personal data:

• Identity Data includes first name, last name, username or similar identifier, title and gender, job title, and the organization you represent.
• Contact Information includes the billing address, shipping address, email address, and phone numbers.
• Financial Information includes bank account and payment card details.
• Transaction Data includes details about payments to and from you, as well as other details regarding services you have purchased from us.
• Targeted Data includes data related to your behaviors, interests, and preferences, including data collected as a result of your browsing activity and/or interaction with our Websites and/or our emails, which is obtained through the use of cookies, pixel tags, and other similar technologies; information about when your current or previous sessions began.
• Technical Data includes your Internet Protocol (IP) address, your login information, browser type and version, settings and time zone, browser plugin types and versions, operating system, platform, and other technologies on the devices you use to access this website.
• Profile Data includes your username and password, inquiries or requests you have made, your interests, preferences, feedback, and survey responses.
• Usage Data includes information about how you use our Website, Apps, products, and services.
• Marketing and Communication Data includes your preferences regarding receiving marketing communications from us and our third parties, as well as your communication preferences.
• Recruitment Data includes date of birth; gender; country of residence; nationality; details regarding your eligibility to work (including documents and information we may collect to verify this); your work preferences (including locations and dates when you are available to work); skills, qualifications, training, and work history; photographs of you; any personal data that appears on your resume or application; and any personal data you voluntarily provide during an interview or in your interactions with us.

We may also use the information above to create Aggregated Data, such as statistical or demographic data. Although Aggregated Data may be derived from your personal data, it is not considered personal data under data protection law, as this data does not reveal your identity, either directly or indirectly.

We may collect information about your dietary needs and/or accessibility (for example, information related to a disability) to ensure that you have the best experience at our events.

This information may allow inferences to be drawn about your religion or health, but it is not shared with third parties in a personally identifiable manner, unless it is necessary for a specific event. Please provide this information only if you need to and are comfortable with it being used for the intended purpose.

Otherwise, we do not collect any Special Categories of Personal Data or Sensitive Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health information, and genetic and biometric data). We also do not collect any information about criminal convictions or offenses.

We use various methods to collect data from and about you, including through:

• Direct interactions. You may provide us with your Identity, Contact, and Financial Data by filling out forms, giving us your business card, or communicating with us by mail, phone, email, or other means. This includes the personal data you provide when you (or your relevant organization):
  • request or inquire about one of our services; register to participate in one of our events;
  • are involved in an incident at one of our events; when you create an account on one of our websites;
  • when you sign up for and participate in activities using our Apps; when you subscribe to a service we provide;
  • request that marketing information be sent to you; participate in a contest, promotion, or survey;
  • give us feedback;
  • to provide us with products and services;
  • interact with us on social media platforms (for example, LinkedIn); and/or
  • apply for a formal job with us or any other type of permanent or temporary position with us, whether through our Websites or by other means.
• Technologies or automated interactions. As you interact with our Website or our Apps, we may automatically collect Technical Data and Targeting Data about your device, actions, and browsing patterns. We collect this personal data using cookies and other similar technologies. We may also receive technical data about you if you visit other websites that use our cookies. Please see our Cookie Policy For more information
• In Our Apps. With regard to our Meetup apps, we will also collect your device ID, username, password, other registration information, personal description, and photo. For example, this will also include details about the event you registered for.
• Third parties or publicly available sources. We may receive personal data about you from publicly available sources, such as Companies House, or from third parties (examples of which are listed below), which may be based outside the United Kingdom or Brazil. Once we receive such data, we will handle it in accordance with the terms of this privacy notice.
  • Examples of third-party sources:
    - Analytics providers, search information providers, social media providers, and advertising networks that provide technical data about your use of websites and social media platforms.
    - Technical service providers, visitor tracking providers, payment processors, and delivery providers that provide us with Contact, Financial, and Transaction Data relevant to the services provided to you.
    - Third-party data brokers, aggregators, or sales agents (“Data Brokers”) that provide us with Identity Data and Contact Data of individuals who are likely to be interested in our services.
    - Our event partners who provide us with Identification and Contact Data when you interact with us during an event (actions such as using a messaging or meeting service, scanning a QR code, sharing online or physical business cards, or having your name badge scanned).
    - Third-party recruitment agencies that submit your Recruitment Data on your behalf.

We will only use your personal data to the extent permitted by law. We use your personal data for the purposes set forth in this section and rely on the legal bases described here. If we wish to make any changes to these purposes, or if we wish to use your personal data for any purpose not listed in this section, we will notify you using the contact information we have on file for you.

Generally, we do not rely on obtaining your consent as the legal basis for processing your personal data, unless you have gone through a specific consent process for a particular service.

When using our websites

To ensure that our apps function properly and to provide you with our in-app features and notifications

Delivery of Our Services

Event Management

Health and Safety at an Event

Customer Service and Inquiries

Surveys and Feedback

Prize drawings, contests, and other promotions

Use of Third-Party Data Brokers

Insight, analysis, and reorientation through Coo

Marketing

Receipt of products and services from our suppliers

Corporate Governance and Legal Compliance

Recruitment

Customer content is the “in-session” information that you provide to us directly through the use of our Apps (including the Shoptalk Meetup for Women app), such as:

• meeting data,
• chat logs,
• files and
• any other information uploaded while using the App.

Hyve uses customer content solely in connection with the provision of our services—we do not monitor, sell, or use customer content for any other purpose.

We do not control the actions of any other Controller with whom you or any other user of the App may choose to share information. Therefore, we cannot and do not guarantee that any customer content that you or any user provides to the App will not be viewed by unauthorized persons. Nor can Hyve control the information a user chooses to share during a meeting. You should exercise caution regarding the access you grant to others when using the App, and the information you choose to share while using the App. The Shoptalk Meetup for Women app includes networking features, such as video meetings and chat functionality. When using these features, please ensure that you do not send any personal data that you do not want to be viewed, collected, or used by other users.

We will only use your personal data for the purposes for which we collected it or for a compatible purpose, if we reasonably believe that we need to use it for that purpose and that the reason is compatible with the original purpose. If you would like an explanation of how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so. This privacy notice will be updated to reflect any changes in how we process your data.

When we are required by law to collect your personal data, or need to collect your personal data under the terms of a contract we have with you, and you fail to provide that personal data when requested, we may not be able to perform the contract we have with you or are attempting to enter into with you. This may apply when you do not provide the personal data we need to provide the services you have requested from us. In this case, we may have to cancel the provision of the relevant services to you, in which case we will notify you.

We may share your personal data with selected third parties, including:

• Other companies within the Hyve Group that may be acting as joint controllers or independent controllers—for example, for sales or marketing purposes—or as operators and/or providers of IT services, system administration, and internal reporting activities.
• Companies outside the Hyve Group that act as sales agents on behalf of Hyve in certain countries.
• Service providers that supply IT systems, payment systems, customer management systems, visitor registration systems, event management systems, and administrative services, and who will process your data in accordance with the terms of our data processing agreements with them. These include providers such as Coditas, Personatech, HubSpot, Google, Amazon Web Services, Microsoft Azure, Stripe, Aventri, Marketo, and N200.
• Venue providers or event service providers who need to process your personal data in order to fulfill contracts with you or with Hyve to provide services at our events or to offer you venue services at an event.
• Event sponsors, so they can better plan their sponsorship to enhance the participants’ experience and, when applicable, select guests for briefings, meetings, or private dinners. These sponsors must agree to confidentiality restrictions and to the use of any personal information we share with them exclusively for this purpose.
• Exhibitors, when interactions occur during an event (such as using a messaging or meeting service, scanning a QR code, sharing business cards—whether online or in person—or having your name badge scanned) so that exhibitors can send you marketing communications.
• We may also share your data with data brokers in order to improve the data we have and provide our exhibitors with aggregated reports that offer a profile of event attendees (for example, type of organization, length of service within an organization, etc.). These aggregated reports shared with our exhibitors will not contain your personal data.
• If you have registered for our Apps, your data may be shared in the following ways:
  • Media outlets and equity analysts who are attending our events, provided you have given the appropriate permission for your information to be shared.
  • Other participants in our events, for purposes specific to their attendance at those events.
  • With regard to Meetup apps, to allow participants to interact with one another through the app, a web browser, or email.
  • Other delegates on the Website and the Official Events App (if applicable) to allow delegates to contact one another and facilitate networking. No email addresses or phone numbers will be made public through the delegate directory or otherwise. You may opt out of delegate communications through this channel at any time.
• Regulatory agencies in accordance with our health and safety obligations when hosting an event.
• Government authorities, when required by the local governments where we are hosting or organizing our events. Specifically, when we organize an event in Dubai, we are required to collect and share the following information with the Dubai Department of Tourism and Commerce Marketing (DTCM);
  • All registered participants in the event: personal information will include country of residence, nationality, and attendance
  • Event speakers: Personal information will include passport numbers
  • When support for visa-free travel to Dubai is required: You may be asked to share your identification information, contact information, passport details, flight information, and a copy of your visa directly with the DTCM. Your personal data will be processed by the DTCM in accordance with the DTCM’s privacy notice.

We may share your information with law enforcement agencies, public authorities, or other organizations if we are legally required to do so, or if we believe in good faith that such use is reasonably necessary to:

• to comply with a legal obligation, legal proceeding, or request;
• to enforce our terms and conditions and other agreements, including investigating any possible violations thereof;
• detect, prevent, or otherwise address security, fraud, or technical issues; or
• to protect our rights, property, or safety, as well as those of our users, third parties, or the public, as required or permitted by law (including exchanging information with other companies and organizations for the purposes of fraud prevention and credit risk mitigation).

We may also disclose your information to third parties:

• if we sell or purchase any business or asset, in which case we may disclose your information to the potential seller or buyer of such business or asset; or
• If we or substantially all of our assets are acquired by a third party, the information we hold about our users will be one of the assets transferred.

We require all third parties to respect the security of your personal data and to process it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes, and we only allow them to process your personal data for specific purposes and in accordance with our instructions.

At times, we may transfer your data to third parties outside the United Kingdom or Brazil to support the organization of our events within the European Economic Area (EEA) or our events in other territories, including the U.S., Brazil, Russia, Turkey, Ukraine, China, the United Arab Emirates, South Africa, and India. If this occurs, we remain responsible for the transfer, processing, and storage of your information.

Countries outside the EEA do not have the same data protection laws as the United Kingdom, the EEA, and Brazil. In particular, countries outside the EEA and Brazil may not provide the same level of protection for your personal data, may not grant you the same rights regarding your personal data, and may not have a data protection supervisory authority to assist you if you have any concerns about the processing of your personal data. However, when transferring your personal data outside the United Kingdom, the EEA, or Brazil, we will comply with our legal and regulatory obligations regarding your personal data, including having a legal basis for the transfer of personal data and putting in place appropriate safeguards to ensure an adequate level of protection for your personal data. We will take reasonable measures to ensure the security of your personal data in accordance with applicable data protection laws.

When transferring your personal data outside the United Kingdom, the EEA, or Brazil, we will implement, where required by applicable law, at least one of the safeguards set forth below. Please contact us if you would like more information about the specific mechanisms we use when transferring your personal data outside the United Kingdom, the EEA, or Brazil.

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used or accessed without authorization, altered, or disclosed. In addition, we limit access to your personal data to employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data in accordance with our written instructions and are also subject to a duty of confidentiality.

We have established procedures to address any suspected personal data breach, and we will notify you and any applicable regulator of a breach when we are legally required to do so.

We will retain your personal data only for as long as necessary to fulfill the purposes for which we collected it, including to comply with any legal, accounting, or reporting requirements, and for no longer than six years (unless a longer period is required by law).

Under certain circumstances, you may ask us to delete your data: see your rights below for more information.

In certain circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without prior notice.

We do not specifically target our website or our services at children or adolescents. However, due to the nature of our organization and the services we provide, we may periodically collect and process personal data relating to individuals under the age of 18. For example, children may participate in educational events that we organize, and we will receive certain Identifying Information (first name, last name, and school) related to participating children from schools that have registered for an event. This information will be provided in person at an event or online. When we process children’s personal data, we will comply with all applicable laws and regulations regarding the processing of minors’ personal data. However, if you are under 18, you must ask a parent or guardian for permission before using our websites and our products and services. If you are a parent or guardian, please supervise your child’s use of our websites and services.

You have the following rights regarding the personal data we hold about you:

• Request a copy of any information we have about you.
• Withdraw any consent you have given.
• Request that we correct any inaccurate or incomplete information we have about you.
• Request that we delete your information from our records.
• Request that we send a copy of your information to a third party in a portable data format.
• Object to the processing of your information when we process it for direct marketing purposes based on our legitimate interest.
• Request that the processing of your information be suspended.
• File a complaint with us, the Information Commissioner’s Office, or any other relevant supervisory authority regarding how we handle your personal data.

If you wish to exercise any of the rights listed above, please fill out our online form. You may also contact us directly at the address below. There is generally no fee to exercise your rights (although we reserve the right to charge a reasonable fee if your request is unfounded, repetitive, or excessive). We will ask you to provide identification to ensure that we are providing information to the correct person. We will respond to your requests within the timeframes prescribed by applicable data protection laws.

If you are a California resident (as defined in the California Consumer Privacy Act of 2018), you may have the right, under Section 1798.83 of the California Civil Code, to obtain certain information regarding the types of personal data we shared with third parties for direct marketing purposes during the prior calendar year, including the names and addresses of those third parties, and examples of the types of services or products marketed by those third parties.

If you are based in BRAZIL, you have, in addition to the rights mentioned in Section 11, the rights set forth in Law No. 13,709/18 (“LGPD”). Your rights under the LGPD are:

• Confirmation of existing treatment;
• The anonymization, blocking, or deletion of personal data that is unnecessary, excessive, or processed in violation of the Brazilian General Data Protection Law (LGPD);
• Deletion of personal data processed with the consent of the data subject, subject to the exceptions provided for in the LGPD;
• Information regarding the public and private entities with which we share personal data;
• Information about the option to withhold consent and its consequences;
• Withdrawal of consent under the provisions of the LGPD.

Please contact us at data.privacy@hyve.group if you wish to exercise any of the rights described above regarding your personal data. Please allow up to 30 days for a response.

Controller Hyve is comprised of various legal entities. This privacy notice is issued on behalf of the Hyve Group; therefore, when we refer to “Hyve Group,” “Hyve,” “we,” “us,” or “our” in this privacy notice, we are referring to the relevant Hyve Group company responsible for processing your data.

Hyve PLC Group is the controller and is responsible for this website.

Contact Information Legal Entity's Full Name: Hyve Group PLC
Contact:data.privacy@hyve.group
Mailing Address: Hyve Group PLC, 2 Kingdom Street, London W2 6JG, United Kingdom
Phone Number: +44 20 3545 9400

Any request to exercise your rights may be submitted using our online request form.

If you have any questions about this privacy notice, please contact us at data.privacy@hyve.group.

Hyve has appointed Ametros Group Limited (“Ametros”) to act as its representative for the purposes of Article 27 of Regulation (EU) 2016/679, the GDPR. Ametros’ registered address is Unit 3D, North Point House, North Point Business Park, New Mallow Road, Cork, Republic of Ireland.

You have the right to file a complaint at any time with the Information Commissioner's Office (ICO), the United Kingdom's supervisory authority for data protection matters (www.ico.org.uk), or with the applicable local authorities. However, we would appreciate the opportunity to address your concerns before you contact the ICO or other authorities, so please contact us first.

Updates

This privacy notice was last updated on July 7, 2022. Any future changes to this privacy notice will be posted on this page. Please check back frequently for any updates or changes to this privacy notice.

Please note that we may process your personal data for more than one legal basis, depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis on which we are relying when processing your personal data.