Privacy statement

Exhibitions and events

Jaarbeurs itself organises exhibitions and events or accommodates exhibitions and events of other organisations. As a visitor or an exhibitor at such exhibitions and events, you provide Jaarbeurs with personal data, for instance when you order tickets for an exhibition, take part in an exhibition, park your car, or request information.

It is also possible that you, as a visitor or exhibitor, will be filmed or photographed. This material may be published by Jaarbeurs to the extent permitted by law. If you are identifiable our photographer of videographers will ask your consent for the publishing. For images of minors, consent will be asked of the parent or guardian. You have the right to withdraw the consent you have given at any time,  but the images published until that time will then have been lawfully processed. For atmospheric images, where you are not directly or indirectly identifiable, consent is not required. There is also an exception that applies to press and media photographers and videographers, among others. In principle, for the publishing of images for pure journalistic purposes consent is not required. These photographers and videographers are itself responsible for compliance with the law.

Personal data
Jaarbeurs processes the following personal data in respect of an exhibition or event:

  • name and address details
  • contact details, such as telephone number and email address
  • sex
  • title
  • visual material
  • date of birth
  • date of visit
  • number of visits
  • internal administrative number
  • (access pass with) photograph
  • areas of interest
  • information for lead generation (such as trademark use, purchasing behaviour or intention, and investment needs)
  • the composition of your family
  • opt-in information
  • visit registrations in your name
  • badge and ticket scans:
  • o the scanning of your badge or ticket at the entrance to establish the number of visitors and to obtain information on show/no-show
  • o the scanning of your badge in lecture theatres, whereby the lecturer is provided with your data
  • o the scanning of your badge by an exhibitor: if you actively have your badge scanned, the exhibitor receives your data from Jaarbeurs
  • registrations for sessions
  • information about matchmaking activities (such as connections and appointments)
  • position and company name
  • decision-making powers
  • sector in which you work
  • interest in Jaarbeurs services
  • interest in offers (including third-party offers)
  • manner of transport
  • click behaviour
  • transactions and history
  • IP address
  • details of your communications with Jaarbeurs
  • data from evaluations and customer satisfaction surveys
  • signing authority
  • dietary preferences
  • Chamber of Commerce details
  • VAT number
  • cost centre
  • invoice address
  • social media
  • payment details
  • registration number
  • signature
  • time of parking
  • details of parking form and details of parking authority
  •  your involvement in an incident, stating the claim amount and details in appendices to the parking form
  • lost property and any personal data it contains
  • information in your claim form in the event of incidents involving theft or damage
  • CCTV images, stating the time, date and place
  • details of breakdown reports

Purposes of data processing
Jaarbeurs processes these personal data for several purposes, such as:
communication purposes
the organisation and performance of agreements regarding fairs and events and participation in them
registration of your visit
(Online) matchmaking
handling reservations for parking spaces
granting access to parking facilities
granting parking authority (issuing parking passes, exit tickets, etc.)
reading and sending login codes
sale of products
provision of services
processing and handling of orders (including catering)
account management, PR and marketing, including sending mailings and information on products and services of Jaarbeurs
lead generation
cross selling and up selling
finding equivalent profiles/prospecting purposes
improving services
analyses to improve visitor experience
monitoring, collecting and acting on leads
establishing interest profiles for advertising purposes
personalising digital marketing campaigns
organising specific campaigns and competitions
performing customer satisfaction and other surveys
invoicing and payment purposes
handling payment disputes
checking logistic flows, such as the flow of persons, parking and transport
the security of buildings, grounds and goods
the processing of theft or damage reports
the registration and processing of lost property
personal safety
recording and handling breakdowns, complaints and incidents
making payments
data collection, including assigning debt collection to third parties;
settling disputes and ordering an audit;
maintaining contact with customers or suppliers
direct marketing
the ability to offer personalised advertisements via social media
complying with statutory obligations and court orders
inspection of stand designs
provision of information in the case of non-standard stand construction
reading and sending login codes
planning and sending offers and invoices for stand and event security
complying with regulations and court orders
conducting legal proceedings

Third parties
Jaarbeurs may pass on your personal data to third parties when providing its services, such as parties involved in the organisation and implementation of exhibitions and events of or in the Jaarbeurs. IT suppliers and suppliers of facilities services. Jaarbeurs also uses various advisors who may gain access to your personal data, such as management consultants and lawyers.

As visitor, Jaarbeurs will inform you, during the online registration for access to one of our fairs or events, about sharing your registration details (like name, company name, position, e-mail address, phone number, etc.) with exhibitors, among others. Such as, registration details that will be passed on to the exhibitor when you use their registration link and when you sign up for a session or watch a session (via livestreaming) online. When you physically visit a fair or event and you let your badge scanned by an exhibitor or at a theatre, you give by scanning your badge your consent to share your registration details with the exhibitor or provider of the session. The sharing of this personal data, when you register through the link of the exhibitor, when you let your badge scanned and when you sign up for a session, happens solely with your consent. The exhibitor or organiser of the session in question is exclusively responsible for the ultimate processing of your personal data. You may contact them for further information on how they handle your personal data. 

As a visitor or exhibitor, at certain events, you can get access to an online networking platform. At the platform your profile is visible for other registered visitors, participating companies and providers of the sessions. That way you can easily make connections, network, initiate appointments, sign up for sessions or watch sessions (via livestreaming) online before, during and after the fair or event. You decide whether you take the initiative or accept the invitation of others and with whom you share your contact details. More information about the processing of your personal data in the online network platform  you receive during the registration process of the fair or event in question. 

As an exhibitor, you have access to a specially organised online environment of Jaarbeurs. Jaarbeurs may pass on the information that you provide there to third parties, which may contact you regarding services that may supplement those provided by Jaarbeurs. The reason for passing on this information is to generate additional income and to offer you as comprehensive a range of services as possible, so that you can optimally promote yourself as an exhibitor at Jaarbeurs. 

We may also be required by law to pass on your personal data to third parties. The police and municipality, for instance, may request us to provide data, for instance regarding fraud, safety or an investigation.