Privacy Statement Jaarbeurs

1. General information

Jaarbeurs B.V. ("Jaarbeurs") is an international exhibition and conference organisation. We organise and provide space for large-scale public and trade fairs, events, business meetings and conferences. In addition, Jaarbeurs offers various online media and communication services. When performing our services, we process personal data. In this privacy statement you can read which personal data Jaarbeurs collects and uses from you and how we deal with it. We advise you to read this privacy statement carefully.

Jaarbeurs is a data controller within the meaning of the AVG. Should you have any questions about the use of your personal data after reading this privacy statement, please contact us using the contact details provided under '11. How to contact Jaarbeurs' in this privacy statement.

2. Applicability

This privacy statement applies to all activities, including those that take place on our website, jaarbeurs.nl, (the "Website"), including the official social media channels and the Jaarbeurs App (the "App"), of companies and trade names of Jaarbeurs. Per topic, we provide the most relevant information.

3. Our processing activities

We process your data for the processing activities listed below. By following the link you will see the processing purposes for each processing activity and the personal data processed in that context.

Verwerkingsactiviteiten:

• • Fairs and events
  • Conference and meeting centre
  • Catering facilities Jaarbeurs
  • Online media services
  • Websites and social media
  • Jaarbeurs App

Applicants

We process your data in connection with your application internally within our organisation. For job applicants, Jaarbeurs has a separate job site werkenbij.jaarbeurs.nl with an associated privacy statement.

Profiling
Jaarbeurs will combine the information collected on its websites and through other sources to offer you the best (online) experience and service. The information is collected on the registration platform, the event platform, the exhibition floor, the Jaarbeurs App, the survey platform and in e-mails. Jaarbeurs may send information tailored to your personal preferences with your permission. Those preferences are derived from the data you have left behind during registration for an exhibition and/or combined with your behaviour on the event platform and the exhibition floor and your clicking behaviour in e-mails.

Use of external data for target group analysis and targeted approach

In addition to data we receive directly from you, Jaarbeurs also processes personal data of (potential) business relations obtained from external sources. This concerns, for example, company data and contact information (such as first name, surname, job title and business e-mail address) of professionals employed by companies within sectors relevant to our exhibitions and events.

This data is supplied or enriched by carefully selected external parties specialising in market analysis and lead generation. Jaarbeurs uses this data for the following purposes:

• • To analyse market penetration by comparing our visitor and exhibitor data with market-wide company information;
  • Mapping segments in which Jaarbeurs currently has limited reach;
  • Selecting relevant companies or contacts with whom there is not yet an existing customer relationship;
  • Targeting these business contacts with invitations to relevant exhibitions or business information.

The processing of this data takes place on the basis of our legitimate interest (article 6 paragraph 1 sub f AVG) in order to carry out our marketing and sales activities as relevant and efficient as possible.

4. On what basis do we process your personal data?

We may only process your personal data if we have a valid legal basis for doing so. The AVG states what these valid reasons (bases) are. For Jaarbeurs, these are mainly:

• • Performance of the agreement with you: Jaarbeurs processes personal data primarily in the context of the performance of the agreement with you. For example, the agreement with you as a visitor or exhibitor of a fair or event, the agreement for the rental of a meeting room or the purchase of a parking space.
  • Legal obligation: Jaarbeurs processes data to comply with an applicable legal obligation, for example to meet applicable minimum retention periods or tax obligations.
  • Legitimate interest: insofar as the processing is not necessary in the context of the (pre-contractual phase of the) agreement or the fulfilment of an applicable legal obligation, Jaarbeurs may process personal data on the basis of its legitimate interests. This is only the case if these interests outweigh the privacy interests of the person about whom the data are concerned. In that case, Jaarbeurs 's legitimate interests correspond to the purposes set out herein. For further information about balancing interests in a specific case, please contact us using the contact details under "11. How to contact Jaarbeurs".
  • Consent: if Jaarbeurs cannot rely on one of the aforementioned bases, your unambiguous consent will be requested for processing personal data.

Are you required to provide personal data to us?

Jaarbeurs indicates it separately if the provision of personal data is a legal or contractual obligation or a necessary condition to conclude an agreement, to the extent that it would not otherwise be obvious. In some cases we need your personal data. For example, consider the agreement with you as a visitor or exhibitor of a trade fair or event. Or the agreement for the rental of a meeting room or parking space.

Minors and other persons with legal representative

In principle, we do not target our services and processing to persons under the age of 16. Insofar as we direct our services to persons who have been placed under guardianship or in respect of whom a guardianship or mentorship has been established, Jaarbeurs takes into account the vulnerable position of these persons. Also, the way in which the processing is informed will be tailored to the target group and, where necessary, the consent of the legal representative will be requested.

5. How do we obtain your data?

We obtain your data in different ways:

• • You provide data about yourself. Some data about you we receive directly from you. Examples include your orders, information in your messages to us and information you enter in our forms.
  • You provide data about others yourself. You may share data about others with us, for example address and other contact details.
  • Obtained from third parties. We may also obtain data about you from other individuals, external parties or from public sources.
  • Advertising Website. We may receive information about you from private third parties, such as for the advertisements shown on the Website(s). More information about this is contained in our cookie policy.
  • Applicants. We may obtain information from a reference made by you in your application. We obtain this information via a separate job site werkenbij.jaarbeurs.nl, for which the corresponding privacy statement can be consulted.
  • Automatically obtained. We obtain some data automatically, for example through the use of cookies and similar techniques. When your computer or mobile device makes contact with our web servers (e.g. when you visit the Website), our web servers automatically collect usage information. Such usage information includes information about how our website visitors use and navigate the Website. More information about this is contained in our cookie policy.
  • Derived. Certain data we do not receive directly, but may be derived from information already in our possession, such as your language preference.

6. Cookies and related technologies

When you use our websites, we register your settings and preferences regarding your use of our website by means of cookies and related technologies. We use these cookies, among other things, for the proper functioning of the website and for analytical purposes. For more information, please see our cookie policy.

7. To whom do we provide your personal data?

We may share your personal data with third parties if this is necessary for our services or involvement of the third party. Parties involved in the organisation of exhibitions and events, such as exhibitors and IT suppliers, are only given access to the personal data they need for their part of the service.

We reserve the right to provide your personal data to the following agencies and organisations:

• • Providers of whitepapers and suppliers of products. When you download whitepapers or request product information via our online portals, your personal data may be shared with the provider or supplier.
  • Advisers. We provide personal data to advisors involved in the organisation of exhibitions or events, legal advisors and financial advisors.
  • Authorities.We provide personal data to enforcement authorities or anti-fraud organisations when necessary to comply with a legal obligation, such as a requisition. For example, a requisition requires us to provide personal data to the police, the Public Prosecutor's Office and the Tax Office, among others.
  • Exhibitors, providers and participating companies. We process personal data in the context of cooperation with third parties such as exhibitors, providers and third-party companies. For example, we may share data with exhibitors and providers when you participate in (online) sessions provided by them. In addition, an online networking platform is used at certain exhibitions and events, on which your personal data is shared with exhibitors, providers and participating companies.
  • IT suppliers. We process personal data using external IT suppliers who support us in hosting, maintaining and securing our systems, databases and applications.
  • Suppliers of facility services. We provide personal data to suppliers involved in the rental and management of parking facilities. This includes security and logistical support.
  • Other. We provide data to external parties, for example as part of the online environment for exhibitors. In addition, we may share your data now or in the future with other organisations that are part of us as a result of a restructuring, merger or acquisition.

8. Will your personal data be provided to countries outside the European Union?

Your data is processed and stored both inside and outside the European Economic Area ("EEA"). In doing so, these countries may not have the same level of protection as within the EEA, including the United States. Jaarbeurs takes appropriate safeguards in that case.

The transfer of your personal data may primarily be legitimised on the basis of an adequacy decision of the European Commission deciding that the relevant (part within the) third country ensures an adequate level of data protection. In the case of transfers to the United States, there may be legitimisation of transfers by the EU - U.S. Data Privacy Framework. See this link for more information on the EU - U.S. Data Privacy Framework and participating organisations.

If your personal data is transferred to a country outside the EEA for which there is no adequacy decision, an applicable standard contract (Standard Contractual Clauses) is agreed by us with the relevant party. This is a standard contract to ensure the protection of your personal data, which has been approved by the European Commission. Additional measures will be taken where necessary.

If you would like additional information on how we legitimise the transfer of your personal data to countries outside the EEA, please contact us using the contact details provided under "11. How to contact Jaarbeurs".

9. How long does Jaarbeurs store your personal data?

Jaarbeurs will not keep your personal data longer than strictly necessary to realise the purposes for which your data are collected. For certain categories of personal data, Jaarbeurs has to keep them for longer because Jaarbeurs has to comply with legal retention obligations. An example of this is the fiscal retention obligation.

Your personal data will be deleted or anonymised when they are no longer necessary to achieve the purposes for which the data were collected. Personal data will be kept longer in case they are needed longer in the context of legal proceedings, to comply with an applicable minimum retention period, or to fulfil another applicable legal obligation. Below are the retention periods per processing:

We periodically assess whether there is a sound reason for retaining personal data. If there is none, our retention obligation ends and we destroy the personal data. This means that your personal data will be deleted after a specific period of time. Certain personal data, such as meter number and meter readings will remain available in our archives.

10. What rights do you have and how can you exercise these rights?

You have several rights that you can exercise. The extent to which you can exercise these rights depends on the circumstances of the processing, such as how we process personal data and the basis for doing so. In brief, you have the right to:

1. 1. To withdraw your consent where we process personal data pursuant to your consent (right to withdraw consent);
   2. To access your personal data (right of inspection);
   3. To rectification of personal data when incorrect, incomplete or irrelevant (right to rectification);
   4. To removal of personal data when we are not allowed to process this personal data (any longer) (right to data erasure);
   5. That we transfer certain personal data about you to you or a party designated by you (right to data portability);
   6. To object to processing of your personal data in certain circumstances (right to object);
   7. That we restrict the processing of personal data about you at your request (right to restrict processing);
   8. Not to be subject to a decision based solely on automated processing without human intervention (right regarding automated decision-making) in circumstances; and
   9. To lodge a complaint.

We have explained some of your rights in more detail below. More information about your privacy rights can be found on the website of the Personal Data Authority.

How can you indicate that you no longer wish to receive commercial communications?

You always have the right to object to the use of personal data for commercial communications. If you indicate that you no longer wish to be contacted (via a particular medium), Jaarbeurs will include you and the required data in a file for that purpose and your personal data will no longer be used for these purposes.

Can you withdraw consent once given?

You can withdraw consent once given at any time. Furthermore, withdrawing consent is only possible when you have actually given it.

Exercising your rights

Would you like to exercise your rights or do you have any questions about this privacy statement or the processing of your personal data by Jaarbeurs? If so, please send a message to:

Jaarbeurs B.V.
Department Legal
P.O. Box 8500
3503 RM Utrecht
or an e-mail to: jaarbeurs

Please indicate clearly the type of request.

Processing your request

In principle, Jaarbeurs will inform you no later than one month after receipt of your request whether we can comply with your request. This period can be extended by two months in specific cases, e.g. when the request is complex. We will inform you about such an extension at the latest within one month of receiving your request. Under privacy legislation, we may refuse your request under certain circumstances. If this is the case, we will explain why. If you object to the processing of your personal data for direct marketing purposes, we will always respect this request.

How can you file a complaint?

If you have any questions or complaints please contact us using the details below. Although we appreciate it if you give us a chance to resolve your complaint, you also always have the right to complain directly to an appropriate regulator if you believe there has been a privacy breach. We make every effort to come to an agreement with you. In most cases, fortunately, we succeed. Still not satisfied with how your complaint was resolved? Then you can send your complaint to the Dutch regulator, the Personal Data Authority.

11. How can you contact Jaarbeurs?

If you have any questions about this privacy statement, requests, or complaints about how we handle your privacy, you can reach us in the following ways:

Via internet:
the contact page

By post:
Jaarbeurs B.V.
Department Legal
P.O. Box 8500
3503 RM Utrecht

By email:
privacy@jaarbeurs.nl

Visitors:
ijaarbeursrbeurs.nl
+31(0)30 295 5911

Participants/organisers:
service@jaarbeurs.nl
+31(0)30 295 2999

12. When was this privacy statement last modified?

Jaarbeurs may amend its privacy statement. New versions are always published on our websites. You can find the date of the latest adjustments at the bottom of this paragraph.

This privacy statement was last amended on 9 October 2025.

We process personal data in connection with the rental of our conference or meeting venues and parking spaces. As a visitor or tenant of a conference or meeting venue, you provide Jaarbeurs with personal data, for example for your registration as a visitor or when parking your car.

Personal data

In connection with the rental of conference or meeting venues and parking spaces, Jaarbeurs processes the following personal data:

• Personalia, such as name and address details, contact details ((private) email address and phone number), age, gender, date of birth, education, family composition, dietary requirements, mode of transport, license plate, payment details and signature;
• Job and company data, such as name, position, sector, industry, Chamber of Commerce data, VAT number, signing authority, billing address and decision-making authority;
• Data related to a visit, including date of visit, number of visits, visit registrations, internal administration number, visitor photo (for an access pass), access authorisations, badge and ticket scans, parking data, session registrations, images, matchmaking activities and stand and cost centre data;
• Invoice data, such as payment details and transactions with history;
• Web data, such as click behaviour and online visit data, opt-in information, areas of interest, login codes, IP address, browsing history, purchase intention, session and entrance scans and data from evaluations and customer satisfaction surveys;
• Communication data, such as the content of online communications with Jaarbeurs about services or offers (from third parties);
• Security and logistics flow data, such as camera images (with time, date and location) and access control; and
• Data in the context of fault reports, damage, found objects, incidents and dispute resolution.

Purposes of data processing

Jaarbeurs processes these personal data for various purposes:

• Facilitating conference and meeting venues and executing the related rental agreements, including visitor registration, (online) matchmaking, parking registration and access, reading and sending in login codes;
• Maintaining communication, including managing the calendar and address book and putting tenants in touch with each other;
• Performing logistics and security work, such as controlling logistics flows and securing buildings, grounds and goods;
• Processing orders, making payments and collecting receivables;
• The deployment of marketing and promotional activities, such as improving services, generating, monitoring, collecting and following up leads, building interest profiles, personalising and improving marketing campaigns, cross- and upselling, customer relationship management, researching equivalent profiles and acquisition purposes, PR and (direct) (email) marketing; and
• Complying with legal obligations and court orders, carrying out audits, dealing with (payment) disputes and processing theft, damage and found objects and recording and handling malfunctions, complaints and incidents.

Basis

Jaarbeurs processes personal data on various legal bases:

• Performance of an agreement: The processing is necessary for facilitating conference and meeting venues, registering visitors, managing access and parking data and processing payments.
• Legal obligation: Certain processing is necessary to comply with legal obligations, such as audits and dispute resolution.
• Legitimate interest: Jaarbeurs has a legitimate interest in improving its services, carrying out marketing and promotional activities and securing buildings and premises. It is carefully considered here whether this interest outweighs the privacy rights of those involved.
• Consent: For specific processing, such as processing dietary requirements or collecting images, we ask for explicit consent. This consent can be withdrawn at any time.

We process personal data on our websites on which content or product information is offered. For example, personal data are processed when you leave your details to download content.

Personal data

In the context of online media services, we process the personal data listed below:

• Personal data, such as name and address details, contact details (email address and phone number) and gender;
• Job and company details, such as industry, authority and role;
• Website data, such as the downloaded document, date of download, information from application forms, channel of origin, IP address and opt-in data;
• Communication data, such as the content of contact with Jaarbeurs; and
• Data in the context of dispute resolution.

Purposes of data processing

Jaarbeurs processes these personal data for various purposes:

• Providing an online marketplace for content and product information and executing agreements with content and product information providers, matching supply and demand, handling queries and complaints and providing services;
• Maintaining communications, including putting applicants and suppliers of content and/or products in touch;
• Systems security;
• Deploying marketing and promotional activities, such as improving services, generating, monitoring, collecting and following up leads, researching and analysing satisfaction and experience, building interest profiles, personalising and improving marketing campaigns, cross- and upselling, customer relationship management, researching equivalent profiles and acquisition purposes, PR and customer relationship management, and conducting promotions and competitions; and
• Complying with legal obligations and court orders and handling disputes.

Basis

Jaarbeurs processes personal data on various legal bases:

• Performance of an agreement: The processing is necessary for the provision of online media services, such as making content and product information available, matching supply and demand and dealing with queries and complaints.
• Legal obligation: Certain processing operations are required to comply with legal obligations, such as tax and administrative regulations.
• Legitimate interest: Jaarbeurs has a legitimate interest in improving its services, generating and following up leads, carrying out marketing activities and securing systems. In doing so, a careful balancing of interests is made to safeguard the privacy rights of those involved.
• Consent: For specific processing operations, such as the collection of opt-in data for marketing purposes, explicit consent is requested.

Jaarbeurs processes personal data to offer, maintain and improve the App. Visitors to exhibitions and events can use the App to access additional services, such as hall navigation or adding an e-ticket. Upon installation of the App, the user gets access to specific information about the fair or event. The App can be used as a guest or as a registered user. Registration is required for certain services.

Personal data

When using the App, the following personal data may be processed:

• Login details, such as email address and password;
• Settings, such as certain phone settings, opt-in settings, notification settings, device information, network connection, starts and operating system;
• Usage data, such as user ID, timestamps, language, updates, app usage, logs and data from Bluetooth connections;
• Location data, such as device sensor data, radio data, floor number and course,
• Ticket details, such as email address, order number and QR code; and
• Data from Bluetooth connections.

Purposes of data processing

Jaarbeurs processes personal data through the App for the following purposes:

• Providing access to the App;
• Registering a user: some services, such as storing preferences or managing tickets, require registration to provide a personalised experience.
• Navigation within the event grounds: the App provides location-based services, such as route guidance within the exhibition or event halls, so that visitors can find their way more efficiently;
• Managing and using an e-ticket: users can store their e-tickets in the App, enabling quick and secure access to events; and
• Analysis and improvement of App functionalities: Jaarbeurs collects data on the use of the App to optimise performance, troubleshoot failures and improve the user experience.

Basis

The processing of personal data through the App is based on various legal bases:

• Execution of an agreement: Access to and use of the App requires the processing of certain personal data. For example, for managing a user account or loading an e-ticket.
• Legitimate interest: Jaarbeurs has a legitimate interest in improving the App, analysing user behaviour and providing an optimal user experience. In doing so, it carefully balances this interest against the privacy rights of users.
• Consent: Explicit consent is requested for specific processing, such as receiving notifications or using Bluetooth functionalities. This consent can be withdrawn at any time via the settings in the App.