Privacy Policy

This Privacy Policy sets out how CloserStill Media Limited ("CloserStill", "we", "us", "our") processes your personal data in connection with our services.

 This Privacy Policy applies to you, the person accessing our services or using our website at www.madridtechshow.es (our "Website").

This Privacy Policy was last updated on [February 13, 2025].

 1. Purpose of this Privacy Policy

This Privacy Policy explains our approach to any personal data we may collect from you or have obtained about you from a third party and the purposes for which we process your personal data. This Privacy Policy also sets out your rights in respect of our processing of your personal data.

When we talk about "personal data," we mean any information that relates to an identified or identifiable living individual. Individuals may be identified by reference to a name, an identification number, location data, an online identifier (such as an IP address), or other factors that are specific to them.

This Privacy Policy only applies to the use of your personal data obtained by us, either from you directly or from a third party. It does not apply to personal data collected by third parties in the course of your communications with those third parties or your use of their products or services (for example, when you follow links to third party websites over which we have no control, or obtain services from those third parties).

2. About us

Registered Company Name: CloserStill Media LimitedTrading as: CloserStill Media

Company Number: 5816917ICO Registration: Z1479947

Registered Office: CloserStill Media Limited, 3rd Floor, The Foundry, 77 Fulham Palace Rd, London W6 8JA

CloserStill is responsible for the processing of your personal data.

3. How to contact us

If you have any questions about this Privacy Policy or wish to exercise any of your data protection rights, please e-mail us at dataprotection@closerstillmedia.com.

4. How we collect and receive personal data

We collect and receive personal information about you using various methods:

4.1 Personal information you provide to us:

You can provide us with your personal data directly. This will be the case when:

• you submit personal data through our website;
• you contact us;
• Personal data is collected from you on-site during our events; and
• Our staff is in direct communication with you or a relevant organization.

4.2 Personal data we collect through cookies and other similar technologies:

When you access and use our website, we will collect certain technical information about your computer, browsing actions and patterns. This will include:

• personal data collected from services that use an IP address to determine from which organization visitors to our website originate;
• information about actions taken by an individual in response to direct marketing campaigns (including when an individual opens emails or follows any links that originate from our email communications);
• information related to the use and navigation of our website; and
• data used to provide personalized marketing/user experiences while visiting our website.

4.3 Personal data of third parties:

We may obtain personal data about you from third party sources, including the following:

• partners with whom we engage in joint marketing efforts;
• public data sources used to complement or validate our existing data sets;
• data services/suppliers used to obtain or supplement our existing data sets; and
• data that has been acquired as part of an acquisition or merger.

5. About whom we collect personal data

We collect and process personal data from individuals who:

• contact us;
• use any of our services (e.g., attend an event);
• using, interacting with, accessing and browsing our website; or
• file a complaint through our website.

6. Personal data we collect

We may collect and use different types of personal data about you, which we have grouped as follows:

• Identity data
  • includes first name, last name, date of birth, student number, photo ID,
• Visual data
  • includes photographs and footage of our events;
• Contact information
  • includes address, e-mail address and telephone number;
• Transaction data
  • includes details of payments to and from you;
• Marketing data
  • includes your preferences for receiving marketing from us and our third parties, your communication preferences and your response to our marketing activities;
• Professional Data
  • includes details about the organization you work for, your professional experience and demographic data related to your professional activity/interests;
• Web site data
  • includes information about how you use our website;
• Special Category Data
  • We may also collect certain special category data. Special Category Data is data that is considered more sensitive under data protection laws and needs more protection. Although we generally try to avoid collecting Special Category Data, there are some circumstances in which you may provide it to us (such as when you have dietary or accessibility requirements). The provision of this information is entirely voluntary and subject to your express consent.

7. How we use your personal data and legal basis

Below, in table format, we present a description of all the ways in which we plan to use your personal data and which of the legal bases we rely on to do so. See below for more details on our use of legitimate interests as a legal basis.

Legitimate interests

Where we process your personal data on the basis of a legitimate interest, we will only do so where the processing is proportionate and limited to what is necessary for the purpose for which it was originally collected. We will also ensure that our legitimate interests do not override your legitimate interests as an individual.

If you have previously attended one of our events, subscribed to one of our services or we have conducted an assessment of your interests based on your profession or industry, then, in the absence of consent, the lawful basis on which we have processed your personal data and communicated with you is legitimate interest. We have a legitimate interest in communicating with you in order to provide you with information about upcoming events or other services. In balancing our interests with yours, we take into account the fact that the amount of your personal data we process is minimal, that it is not sensitive data, that there is minimal privacy impact and that you can easily opt-out or unsubscribe at any time.

8. If you do not provide your personal data

Where we are required by law to collect your personal data, or we need to collect your personal data under the terms of a contract we have with you, and you do not provide that personal data when we ask for it, we may not be able to perform the contract we have or are seeking to enter into with you. This may apply where you do not provide personal data that we need to provide you with access to our services or website. In this case, we may not be able to provide you with our services or access to our website, in which case we will notify you.

9. How long we will keep your personal data

We store your personal data in accordance with applicable law and will not retain your personal data for longer than necessary unless required to do so by other legal or regulatory requirements or to allow us to properly investigate complaints. If you have any questions about the retention of your personal data, please contact us using the details set out in section 3 of this Privacy Policy.

10. Sharing personal data

10.1 When we will share your personal data

We will only share your personal data with others where we are permitted to do so by law. When we share personal data with others, we put in place contractual arrangements and security mechanisms to protect the personal data shared and to comply with our data protection, confidentiality and security standards and obligations. We may share your personal data in the following cases:

• You have agreed to share this information:
  • during registration for an event;
  • during the submission of the form; or
  • while attending one of our events, particularly when attending theaters and visiting booths;

• you have agreed that we may share your name and email address with carefully selected third parties (such as our exhibitors, sponsors and partners) whose products and services may be of interest to you;

• The exchange of data is necessary for us to fulfill a contractual obligation we have with you and/or your organization;

• if we are under a duty to disclose or share your personal data in order to comply with any legal obligation; and/or

• We sell or transfer, or consider selling or transferring, some or all of our business, stock or assets to a third party, in which case we will disclose your personal data to such third party (whether actual or potential) in connection with the foregoing events (including, without limitation, our current or potential investors). In the event that we are acquired by, or merged with, a third party entity, or in the event of bankruptcy or a comparable event, we reserve the right to transfer, disclose or assign your personal data in connection with the foregoing events.

The above list is not exhaustive and there may be circumstances in which we need to share personal data with other third parties.

10.2 Who we will share your personal data with

The third parties with whom we may need to share your personal data are as follows:

• entities within our group of companies(list available here);

• exhibitors and sponsors of the events it attends;

• marketing agencies that have booked a booth on behalf of an exhibitor or sponsor of an event you are attending;

• Event partners and suppliers: When we run events, we may share your personal data with third party service providers who assist us with the operation and administration of that event. If we run an event in collaboration with other organizations, we may share your personal data with those organizations for their use in connection with the event;

• third parties (such as our exhibitors, sponsors and partners): from whom we believe you will benefit from learning about their products and services from third parties (where you have opted in to our sharing of your name and email address);

• Advertising partners: We may share personal data with third-party advertising partners when you use our website. This data is used to provide you with and measure the effectiveness of online personalized advertising and for other advertising-related activities;

• third party email marketing and CRM specialists: we may share personal data with specialist providers who help us manage our marketing database and send our email marketing communications;

• Third-party organizations that provide applications/functionality, data processing or IT services: We may share personal data with third parties that support us in providing the website and help provide, run and manage our internal IT systems. Such third parties may include, for example, information technology providers, cloud-based software-as-a-service providers, identity management, website hosting and management, data analytics, data backup, security and storage services. The servers that power and facilitate this cloud infrastructure are located in secure data centers around the world, and personal data can be stored in any of them. We may also share your personal data with third-party service providers to assist us with data analysis;

• Payment providers and banks: We may share personal data with third parties who assist us with payment processing;

• auditors, lawyers, accountants and other professional advisors: We may share personal data with professional service firms that advise and assist us in connection with the legal and effective management of our organization and in connection with any disputes in which we may become involved;

• courts, law enforcement or other governmental and regulatory agencies and bodies: We may share personal data with courts, law enforcement or other governmental and regulatory agencies or other third parties as required by and in accordance with applicable laws or regulations; and

• From time to time, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to verify our compliance with applicable laws and regulations, to investigate an alleged crime, or to establish, exercise or defend legal rights. We will only comply with requests for personal data where we are permitted to do so under applicable law or regulation.

10.3 Subprocessors

In order to provide our services, we may engage third party service providers (also known as "sub-processors") to process your personal data on our behalf. These sub-processors may include, but are not limited to, companies that provide IT services, marketing services, payment processing, data analysis, event management, and customer support.

We may change or add sub-processors from time to time as part of our business operations. We will ensure that any sub-processor engaged by us is subject to data protection obligations consistent with ours and will take appropriate measures to protect your personal data.

An updated list of our sub-processors, which is subject to change, may be made available upon request by contacting us at dataprotection@closerstillmedia.com. If any sub-processor is located outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data as required by applicable data protection laws.

11. International transfers of personal data

In processing your personal data, it will sometimes be necessary for us to transfer your personal data outside the United Kingdom ("UK") and/or the European Economic Area ("EEA") to our group companies and our third party service providers.

In connection with such transfers, we will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this Privacy Policy and applicable data protection laws. This will include ensuring that:

• adequate safeguards are in place, such as binding corporate rules or the standard contractual provisions of the data protection model between any of us or between us and the recipient; or

• the United Kingdom or the EEA (as applicable) has adopted an adequacy decision so that the data protection regime in the relevant location or jurisdiction ensures an adequate level of protection for personal data; or

• One of the exceptions applies for specific situations.

If you have any questions about our international transfers of personal data, please contact us using the contact details listed in section 3 of this Privacy Policy.

12. Marketing

As noted in section 7 of this Privacy Policy, we may send you marketing emails about our events and services, as well as details of products and services from third parties (such as our exhibitors, sponsors and partners where you have opted in to receive such communications). If you wish to unsubscribe from our communications, you may unsubscribe by using the link in our emails or by contacting us by email at dataprotection@closerstillmedia.com.

You can unsubscribe from third party emails by clicking on the unsubscribe link in their emails.

13. Your data protection rights

You have the following rights in relation to the personal data we hold about you.

• The right to submit a data subject access request to be informed of what personal data we hold about you. Upon request, we will confirm whether we are processing your personal data and, if so, we will provide you with a copy of that personal data (along with other details).

• Right to rectification of your personal data if it is inaccurate or incomplete. If we have shared your personal data with other persons, we will inform them of the rectification where possible. If you ask us to do so, where it is possible and lawful to do so, we will also tell you with whom we have shared your personal data so that you can contact them directly.

• The right to request deletion of your personal data in certain circumstances, such as when we no longer need it or when you withdraw your consent (where applicable). If we have shared your personal data with others, we will inform them of the deletion where possible. If you ask us to do so, where it is possible and lawful for us to do so, we will also tell you with whom we have shared your personal data so that you can contact them directly.

• The right to object at any time to the processing of your personal data, especially where the processing is carried out for direct marketing purposes. You can ask us to stop processing your personal data, and we will do so, if we rely on our own or another person's legitimate interest in processing your personal data (unless we can demonstrate compelling legal grounds for the processing) or if we are processing your personal data for direct marketing purposes.

• The right to restrict the processing of your personal information. You may ask us to "block" or delete the processing of your personal data in certain circumstances, such as when you dispute the accuracy of that personal data or object to our processing it for a particular purpose. This may not mean that we will stop storing your personal data, but, where we retain it, we will inform you if we remove any restrictions we have placed on your personal data to prevent us from processing it further. If we have shared your personal data with others, we will inform them of the restriction where it is possible for us to do so. If you ask us to do so, where it is possible and lawful for us to do so, we will also tell you with whom we have shared your personal data so that you can contact them directly.

• The right to data portability. You have the right, in certain circumstances, to obtain the personal data you have provided to us (in a structured, commonly used, machine-readable format) and to reuse it elsewhere or to ask us to transfer it to a third party of your choice.

• Rights Regarding Automated Decision-Making and Profiling. You have the right not to be subject to a decision when it is based on automated processing, including profiling, if it produces a legal effect or similarly significantly affects you, unless such profiling is necessary for the conclusion or performance of a contract between you and us.

• The right to withdraw your consent to the processing of your personal data. If we rely on your consent (or explicit consent) as the lawful basis for processing your personal data, you have the right to withdraw that consent at any time. You can exercise your right to opt-out by contacting us using our contact details in section 3 above or by using any other opt-out mechanism we may provide, such as an unsubscribe link in an email.

Your above rights can be exercised by contacting us using the contact details set out in section 3 of this Privacy Policy. We may require confirmation of your identity depending on your request.

If you have any questions or complaints regarding our use of your personal data, please contact us using the details set out in section 3 of this Privacy Policy. If you wish to take any complaint or query further, you have the right to contact a national supervisory authority at the place of your residence or at the place of the alleged breach with respect to such matters. The data protection supervisory authority in the United Kingdom is the Information Commissioner's Office and contact details can be found at https://ico.org.uk/.

 14. Security of your personal data

We take precautions to safeguard your personal data against loss, theft and misuse, as well as against unauthorized access, disclosure, alteration and destruction through the use of appropriate technical and organizational measures.

All our employees and data processors (i.e. those who process your personal data on our behalf) who have access to and are associated with the processing of personal data are obliged to respect the confidentiality of personal data. Our employees are also trained to ensure high levels of security.

We take steps to regularly validate the personal data we hold to ensure that the information is accurate and, where necessary, up to date. Information that is no longer required for any valid business purpose, and that we are not required to retain under any applicable law, will be routinely destroyed by secure means.

15. Third party links and services

Our website may, from time to time, contain links to and from third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these websites or their related policies. Please review these policies before you submit any personal data through these websites. This Privacy Policy will not apply to the processing of your personal data by a third party provider.

16. Our use of cookies and similar technologies

 Our website may use certain cookies, web beacons, pixel tags, log files and other technologies. Please see our Cookie Policy for more information about the cookies and other similar technologies we use, the purposes for which we use them, and how to manage, block or delete them.

17. Changes to this Privacy Policy

We will update this Privacy Policy from time to time to reflect any changes or proposed changes in our use of your personal data. We may also make changes to comply with changes in applicable law or regulatory requirements.

We will notify you by email of any significant changes to this Privacy Policy. However, we encourage you to review this Privacy Policy periodically to stay informed of how we use