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This Privacy & Cookies Policy ("Policy") replaces our previous policies. Please take the time to review before you continue to use our products and services.
The ML Forward Summit is an international scientific gathering dedicated to the advancement of technology. For the purpose of applicable data protection laws, the Data Controller is the Organizing Committee of ML Forward Summit.
We are committed to protecting and respecting your privacy. This privacy policy explains the types of personal information we collect, how we use that information, who we share it with, how we protect that information, and your legal rights in relation to your information. We are committed to abiding by this privacy policy, as well as the requirements of applicable laws, in the operation of our business.
Please read this policy carefully as it explains our views and practices regarding your personal information and how it is handled. By accessing or browsing our websites, attending our events in person or virtually, you confirm that you have read, understood, and agree to this privacy policy in its entirety.
Information We May Hold About You
This policy covers all personal information collected and used by ML Forward Summit. In this policy "personal information" means information that (either in isolation or in combination with other information held by us) enables you to be identified as an individual or recognized directly or indirectly. This may include:
- Your name, date of birth, gender, postal address, email address, computer IP address, and phone number.
- Credit card number, payment processing information, and billing details.
- Login information and technical information from the devices you use to receive our services.
- Information from or about you which is uploaded to any virtual event platform, or generated on it or recorded through it – for example recordings of speeches or presentations, chat content, questions, poll results, and audio-visual content incorporating your likeness, image, or opinions.
Collection of Personal Information
We may collect information about you from different sources detailed below.
Information you give us
When you access and browse our websites (including when you register for an event onsite or virtually or fill in forms on our websites) and when you correspond with us by phone or email or other electronic means, you may give us information about yourself. The information you give us may include your name, payment processing information, postal address, email address, landline and/or mobile telephone number, delivery details, dietary and access requirements, and information about your employment (including your job title, responsibilities, and employer’s details).
Information we collect about you
With regard to each of your visits to our website(s) (including any virtual event platform), we may also use cookies and other technologies to automatically collect the following information:
- Technical information, including the Internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, and operating systems.
- Information about your visit, including the full Uniform Resource Locators (URL) clickstreams, products you viewed or searched for, page response times, download errors, and length of visits.
Information we receive from other sources
We may receive information about you from other services that we provide. We also work closely with third parties such as payment processors, hotel booking partners, and app providers and may receive information about you from them. We may also collect information about you from publicly available sources, including publicly available content on social media (e.g. your name, job title, and industry).
Our Use of Your Personal Information
We may use your personal information for the following purposes:
| Purpose / How we use personal information | Legal Basis for Processing |
|---|---|
| Provide you with goods and services: We use your info where necessary to perform our obligations under a contract with you (e.g., registration, abstract submission). | Necessary to perform our contractual obligations to you. |
| Ensure requirements are met: To better understand your requirements and preferences so we can provide a tailored experience. | Legitimate interest to personalize our events to better meet your needs as a customer. |
| Process payments: To keep your payments safe and secure and protect against fraudulent transactions. | Legitimate interest to keep our customers' payments secure. |
| Diagnose server problems: Using IP addresses to diagnose server issues or rectify technical issues with virtual events. | We will ask for your consent to the use of cookies before processing. |
| Comply with legal requirements: Health and safety, Trade Sanctions, and financial auditing. | Legitimate interests to comply with legal requirements to which we are subject. |
| Virtual Event Functionality: To make recordings, chat functionality, and user-generated content available for future attendees. | Legitimate interest to provide functionality and enhance the experience at a virtual event. |
| Badge Scanning: Where you consent to having your badge scanned at an event by us or a third party (exhibitor/sponsor). | By allowing your badge to be scanned, you are consenting to your information being processed and shared with that third party. |
| News and Publishing: To provide news, features, video, podcasts, event recordings, and conference proceedings. | Legitimate interests to provide you with our news and insights content. |
Transfers of Personal Information
We may share your personal information with affiliated organizations and selected third parties in connection with the event for direct marketing purposes, in order to enable you to access the services, provide you with customer support, and conduct other activities described in this policy.
We use other companies, agents, or contractors ("Service Providers") to perform services on our behalf. For example, we may engage Service Providers to provide market research, marketing, advertising, event management (including logistics, health and safety, and audio-visual services), accommodation bookings, IT, and payment processing. These third parties are contractually bound only to use personal information to perform the services that we hire them to provide.
Badge Scanning & Virtual Interaction: If you use one of our virtual products or choose to allow your badge to be scanned at an event, we may pass the information you provide to third parties. Generally, this will be via a process whereby you, as the user, visit or interact with a third party (e.g., visit a stand at an exhibition, have your badge scanned). In these cases, the data you provided to us will be given to the sponsor/exhibitor.
Where We Store Your Data
The data that we collect from you may be transferred to, and stored at, a destination outside the UK or EEA (European Economic Area). It may also be processed by staff operating outside the UK or EEA who work for us or for one of our suppliers. We will take all steps that are mandatory or reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy and applicable data protection laws.
Data Retention
We store your data for no longer than necessary in relation to the purpose under which such data was collected. This is determined on a case-by-case basis and depends on things such as the nature of the data provided, why it was collected, the legal basis we rely upon, and our relevant legal or operational retention requirements. For example, if you request to delete your account, we still have to retain some data for fraud prevention purposes and financial auditing.
Security
We use administrative, technical, and physical measures to safeguard personal information against loss, theft, and unauthorized uses, access, or modifications. Certain areas of our websites may be password protected. Where we have given you (or where you have chosen) a password, you are responsible for keeping this password confidential.
Your Rights
Changes to our privacy policy
We reserve the right to amend this privacy policy at our sole discretion, without prior notice to you. We will notify you of any such changes (including when they will take effect). Your continued use of our services or our websites or attendance at the event following the posting of changes to these terms means that you consent to those changes.
Contacting Us
If you have any questions about this privacy policy, you can contact the conference secretary.
If you wish to exercise your rights under applicable data protection law and this privacy policy, please contact us in writing at:
The Data Protection OfficerML Forward Summit Organizing Committee
Contact the conference secretary