Eventpartners - Bezoekersregistratie
Visitor registration and privacy
Eventpartners - Bezoekersregistratie|
March 27, 2024

Privacy: a topic that is becoming increasingly important. Anyone who comes into contact with someone else's data must comply with all kinds of laws and regulations. As a trade fair organizer you also have to deal with a lot of personal data. For example, from exhibitors and their relations. But also from sponsors and other visitors to the fair. Caution is therefore required and that is sometimes quite difficult. Because you don't want to make mistakes when it comes to private data. But what are the actual rules that you have to comply with? And how do you offer your exhibitors and relations sufficient protection?


Protection of personal data is a fundamental right of everyone

The General Data Protection Regulation (GDPR) law has been in force in Europe since 2018. In the Netherlands we have incorporated this European law into the General Data Protection Regulation (GDPR). The Dutch Data Protection Authority (AP) ensures that all these rules are complied with.


As an organizer of an art fair, you also process personal data

This is often not only the data of the exhibitors, but also of sponsors, visitors, stand builders and the press. A group that requires special attention is that of the customers and relations of your exhibitors. For exhibitors, their customers are their raison d'etre. They usually do not hand over this data. It is therefore important to take this into account and find a solution.


What do you have to think about as an organizer of an art fair?

Caution is therefore advised. But how do you do that properly? A number of topics you should take into account:

- Data minimization

Only ask for data that you actually use. So, for example, no address details if you work with online tickets.

- Transparency

Make sure you can clearly indicate in advance why you need that data and what you do with the requested data. And who can see it.

-Right to be forgotten

If someone wants you to delete his or her data, you must comply with that request and delete the data from your file.


Do you want to know whether you as an organizer comply with all the rules regarding privacy?

We understand that sometimes it is all quite a quest. But you don't have to do it alone. There are plenty of helplines. For example, take a look at the website of the Dutch Data Protection Authority (AP). There you will find the GDPR regulation help. This allows you to check whether you comply with the currently applicable regulations. Or that you need to take action.


Eventpartners' event software provides control and overview

At Eventpartners we know what is important when organizing an art fair. Also when it comes to privacy and securing personal data. Reliability is at the top of our priority list and through our years of experience we know how to best achieve this. A sneak peek:

- Each exhibitor receives its own secure environment with 2-factor authentication to invite his or her relations. You as an organizer enter into a processing agreement with your exhibitors about this. This means that you can offer your exhibitors the certainty that no one else will see this data.

- We only work with hosting parties that meet the required ISO certifications and write our software according to privacy by default and privacy by design principles. We therefore already take privacy-enhancing measures during the development of our software. And the default settings are set to be as privacy-friendly as possible. This creates the safest possible system and the software is maximally watertight.

- We advise you as an organizer throughout the entire process. Together we will look at what data you really need. How can we collect this and what can you use this data for?

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