Personal information we collect about you
We will collect the following personal information about you.
Information you provide directly to us
When we communicate with you (including your name, email address, postal address, telephone number, any other personal information you provide and the content of our communications).
When you register for 2019 Global Tea Fair China (including your name, email address, postal address, telephone number, work position, transaction details).
When you subscribe to 2019 Global Tea Fair China email or postal mailing lists (including your name and email or postal address, as appropriate).
When you apply for a position with us either directly or via an agency (including your CV, references and other recruitment information).
Other information that you choose to provide or send to us during our relationship.
Data we derive through your interactions with us
General user information about your computer and your visits to our website (including your IP address, location, browser, operating system, referral source, length of visit and the pages you visit). This information can be facilitated by cookies .
Other information that may be generated when you use our website, interact with us online or attend our events.
How we'll use your personal information
We’ll only use your personal information for our legitimate business purposes as set out in this privacy notice. We’ll make it clear to you if we intend to use your information for any purpose that is not obvious. We use your data:
To administer our events, our websites and our business
To enable your use of our services, including registration and attendance at our events
To respond to your requests for information
To send you email or postal mail e.g. tickets, brochures or newsletters that you have specifically requested
To send invoices, reports, statements, payment reminders and collect payments from you
To deal with any enquiries or complaints by or about you
To understand how you (and others) are using our services and to help us improve and develop our services, including conducting internal analyses
To keep our events and systems secure and prevent fraud
To send you other necessary information about our services and our relationship
To contact you about new Global Tea Fair China services, offers, events or news where it is legitimate for us to do so
To otherwise manage our relationship with you or comply with our contractual obligations
As is otherwise necessary for our legitimate business interests
Electronic badges and lead scanning
We use badge scanning technology at our events for security reasons and to help improve your experience and network effectively with our delegates and exhibitors.
Everyone attending our events requires an official, printed badge. The information displayed will be provided by you during registration – either online or on site.
You’ll need to allow us to scan your badge to gain entry on to the show floor and other restricted areas.
All other badge scanning is optional. You do not have to let anyone else scan your badge.
If you allow an exhibitor to scan your badge, you’re giving them a copy of some of your registration information, just as if you were handing them a business card. The exhibitor may use this information to contact you after the event or for other purposes that you agree with them. The exhibitor’s use of your information in this situation is subject to your direct relationship with the exhibitor and their own privacy policies.
We use a third-party supplier for badge fulfilment and lead scanning services. They’ll process your information for us, and for the exhibitors that you authorise to access your information when they scan your badge.
Our cookies do not store personal information such as your name, address or registration data; they simply hold the unique ID that, once you are signed in, is associated with this information.
You can set your browser to reject cookies (see the ‘Help’ menu of your browser to find out how to do this), but please bear in mind that if you do this, certain user-generated features of our websites cannot be provided to you. You won’t be able to log in to the 2019 Global Tea Fair China websites to manage your participation online without accepting cookies.
When we share your personal information with others
We work collaboratively with others as part of providing our services and we may need to share your information with them as follows:
Everyone registered for or attending the show: Our events facilitate all kinds of interaction between those attending; this may include providing your badge, lead scanning, using online services to arrange meetings, send messages to, or network with, other attendees at our events. We will only share your personal data to deliver the show experience you have registered for, where there is a clear legitimate interest, contractual or legal obligation to do so and the appropriate safeguards for your data are in place.
Consultants, partners and service providers: We may need to share some personal information of event attendees with our consultants and partners to deliver some of the show services such as PR, catering and education programmes. This data may include your preferences (e.g. dietary requirements, educational qualifications, expertise and interests etc.) as necessary to provide these services to you.
Sales enquiries and referrals: We may share contact information (name, email, organisation, job title, contact number) of registered exhibitors, our official suppliers or our providers in response to enquiries we receive about using those services.
Registered press: We may share contact information (name, email, organisation, job title, contact number) of registered press with our registered exhibitor coordinators and partners for them to contact you to promote their presence at the show
Official show suppliers: We’ll share contact information (name, email, organisation, job title) of exhibitor coordinators and partners registered for the show, with selected official suppliers who provide key exhibiting services including internet, electricity, stand construction.
Hospitality providers: We may share your contact information (name, email, organisation, job title) with selected exhibitors so they may invite you to hospitality events during the show
Travel and accommodation providers: We may share your data with our travel agent, hoteliers and ground transfer partners to arrange your travel and accommodation at the show.
Other third-party suppliers: We also work with a number of other suppliers in our business e.g. IT and software companies, hosting and communications providers, payroll providers etc. to provide our services to you, who may need to process your data for us. All of our data processors are contracted to protect your information and comply with applicable data protection law.
HJC Group companies: We may share your information across our group of companies for the same purposes.
Corporate transactions: If we sell or transfer the whole or part of our business or assets we may transfer personal information to the buyer or transferee.
Professional advisors and insurers: We may have to provide information to our advisors as necessary for running our business.
Regulatory bodies and law enforcement: We may disclose personal information to a third-party authority, such as a law enforcement agency, if required to do so by law.
How we store your information and keep it secure
We’ll take care to ensure that your personal information is secure.
We follow good practice security protocols across our business to ensure that information is protected
We regularly review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to our systems
We restrict access to personal information to 2019 Global Tea Fair China staff, contractors and agents on a need-to-know basis
When we share information with our suppliers we enter into agreements with them requiring them to comply with all applicable laws and controlling further distribution or disclosure of the information to other parties
How we transfer your information internationally
HJC is an international business with a global customer base. We may need to transfer personal information between any of the countries we operate in and to our suppliers in other countries. For example, our event registration and management system is hosted and backed up on a server in Germany. We may also need to transfer your personal information to countries outside the European Economic Area to make arrangements for any exhibition you have registered to attend, or in any other case where we have your specific consent.
We do not transfer any data to other countries or international organisations unless they are deemed by applicable law to have adequate privacy protection, or recognised legal mechanisms are in place to ensure adequate protection of your information.
How long we will hold your information
We’ll try not to keep your personal information for longer than necessary for the permitted purposes. We regularly review the data we hold and implement programmes to delete unnecessary information from our systems.
We may need to keep certain information for reasonable business or legal purposes (e.g. accounts information, unsubscribe records, information needed to prevent identity theft, legal disputes and misconduct) even if deletion has been requested.
Your data protection rights
You have these rights in relation to your information:
Access: You can obtain confirmation of whether we hold any information about you and, if so, you can access your information and details of how we process it, as long as this does not adversely affect the rights and freedoms of others.
Rectification: We will rectify any errors in the personal information we hold on request.
Erasure: You can ask us to delete your personal information from our systems in the following situations:
The information is no longer necessary for the purpose for which it was collected
You withdraw your consent on which the information processing is based and where there is no other legal ground for the processing
You object to the information processing and there are no overriding legitimate grounds for the processing
The information has been unlawfully processed
The information has to be deleted for compliance with a legal obligation to which we are subject.
Right to restrict processing: You have the right to restrict our information processing on specified grounds.
Notification: Where you’ve asked us to rectify, delete or restrict processing of your information, we’ll pass on your instructions to anyone we’ve shared your information with, unless this proves impossible or involves disproportionate effort, in which case we’ll let you know.
Data portability: You have the right in specific circumstances (where automated processing is based on consent) to receive your information in a structured, commonly used and machine-readable format and have the right to transmit the information to another entity without hindrance.
Right to object: In certain circumstances you have the right to object to our processing of your information, including in relation to profiling, direct marketing or scientific or historical research purposes.
Automated individual decision making: We don’t carry out this kind of decision making. However, for your information, you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you unless this is necessary for our contract, is authorised under applicable law or is based on your explicit consent.
How to exercise your rights
To exercise any of your rights contact us at email@example.com. We may need evidence of your identity and if so we’ll provide you with a form to complete and return to us.
If you’re requesting access to your information, the first copy will be provided without charge, but reasonable administration fees will be charged for additional or subsequent copies or we may refuse repeated or excessive requests.
We’ll respond to your requests without undue delay and in any event within one month.
Please note that if you delete or restrict information we hold about you, it may prevent you from making full use of our services.
Making a complaint
If you want to make a complaint about how your personal data is being processed by us, please contact our Data Protection Officer. Our complaints procedure is available firstname.lastname@example.org
Contacting us about your privacy
Our Data Protection Officer is Jessy Gao. You can contact him with any questions or comments at email@example.com or by post using our registered office address. For any other questions or comments, please contact us.
We are Shenzhen HJC Industrial Group, company number 9144030074889098X7 with our registered office at Bao'an Stadium, Bao'an District, Shenzhen City, Guangdong Province, China.