Privacy Policy Memotions

1. Introduction
Memotions Meeting & Congress Management (hereinafter: “Memotions” or “we”), attaches great importance to the protection of your personal data. In this privacy policy, we explain how we handle the personal data we collect via our website (www.memotions.nl) and during the execution of our services, including organizing international meetings, congresses, and events.

2. Contact details
Memotions
De Bunders 154
5467 JX Veghel
Phone: +31 (0)6 10939577
Email: meetings@memotions.nl
VAT number: NL003664147B34

3. What personal data do we process?
We process your personal data because you use our services and/or because you provide this data to us yourself. Below you will find an overview of the personal data we may process:

Via our website (e.g., the contact form):

  • Company name
  • Contact person name
  • Email address
  • Phone number
  • Content of your message
  • IP address and data about your activities on our website (e.g., via cookies and CAPTCHA).

During the execution of our services (Event, Congress & Meeting Management):
For our core activities, such as ‘Registration & Full attendee management’ and ‘Travel & Housing management’, we may process additional data on behalf of our clients or directly from attendees. This may include: job title, passport details (if necessary for travel), dietary requirements, and billing details.

4. For what purpose and on what basis do we process personal data?
Memotions processes your personal data for the following purposes:

  • Contact: To answer your questions or contact you after filling out the contact form (Basis: Legitimate interest or Consent).
  • Services: Preparing, organizing, and executing events, congresses, and meetings, including registration management and travel or hotel bookings (Basis: Performance of a contract).
  • Finance: Handling payments and budget management (Basis: Performance of a contract and Legal obligation).
  • Website optimization & Marketing: Analyzing website visits to improve the website and our services (Basis: Consent via our cookie banner).

5. How long do we keep personal data?
We do not store your personal data longer than is strictly necessary to realize the purposes for which your data is collected.

  • We keep data from contact forms as long as necessary for their complete handling.
  • Event attendee data is deleted after the completion and financial settlement/evaluation of the event, unless a specific agreement has been made with the client.
  • We keep administrative and financial data (such as invoices) for 7 years to comply with the legal retention obligation of the Dutch Tax Authorities (Belastingdienst).

6. Sharing personal data with third parties
Memotions does not sell your data to third parties. We only provide this data if this is necessary for the execution of our agreement with you, or to comply with a legal obligation. You can think of:

  • Venues and hotels (for reservations and overnight stays).
  • Airlines or transport companies.
  • External suppliers and 3rd party management (such as caterers regarding dietary requirements).
  • IT and website administrators and providers of our registration software.

We conclude a data processing agreement with companies that process your data on our behalf to ensure the same level of security and confidentiality of your data.

7. Cookies, or similar techniques, that we use
Memotions uses cookies on the website to recognize you on a subsequent visit and to optimize the site. You can always change your preferences via the website. We use the following categories:

  • Functional (always active): Necessary for the technical operation and security of the specific services on the website.
  • Preferences: To store settings and choices for better ease of use.
  • Statistics: For anonymous statistical purposes to understand how visitors use the website.
  • Marketing: To track users across different sites in order to create user profiles for targeted advertising. (We only place these after your explicit consent).

8. Viewing, modifying, or deleting data
You have the right to view, correct, or delete your personal data. In addition, you have the right to withdraw your possible consent for the data processing or to object to the processing of your personal data by Memotions. You also have the right to data portability.

You can send a request for access, correction, deletion, or data transfer to meetings@memotions.nl. To ensure that the request has been made by you, we may ask you to identify yourself. We will respond to your request as quickly as possible (within four weeks at the latest). You also have the right to file a complaint with the national supervisory authority, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

9. How we protect personal data
Memotions takes the protection of your data very seriously. We take appropriate technical and organizational measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification. If you have the impression that your data is not properly secured or there are indications of misuse, please contact us immediately via meetings@memotions.nl.