PRIVACY POLICY

PRIVACY POLICY

About the Privacy Policy

The company under the name “ROTA S.A.“, based in Pallini, Attica, at 4 Anthoussas Avenue, Postal Code 15351, with Tax Registration Number (AFM) 095283750, under the Tax Office (D.O.Y.) for Large Corporations (F.A.E.) of Athens, is committed to respecting and protecting the privacy of your personal data.

Personal data is any information or combination of information that could, under certain conditions, allow your identification.

Processing of Personal Data means any operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.

In compliance with the applicable national, European, and international legislative framework, and in particular with the General Data Protection Regulation (GDPR) 2016/679 of the European Union and Law 4624/2019, this policy informs you about how your personal data is collected, stored, used, and transmitted, as well as the security measures we take to protect it.

This privacy policy applies to every website, event, application, exhibition, and any other service of ROTA S.A. that refers to or links to this privacy policy (hereinafter referred to as “Services”).

This privacy policy may be amended without prior notice, always within the currently applicable legal framework and in accordance with any changes to the current legislation on personal data protection. We therefore recommend that you check this Policy at regular intervals to stay informed of any changes that have been made.

Data Controller

The company ROTA S.A., which owns or manages the Services, is the data controller of your personal information provided to or collected by or for the Services.

How Your Data Is Collected

We collect information about you in three ways:

  1. You provide it to us when you contact ROTA S.A. for the provision of Services, when you fill out electronic forms, or send an email to be informed about or use the Services of ROTA S.A., and generally from your data entries via our online forms, invitation barcode scanners, business cards, application forms, and other similar mechanisms.

  2. From third-party sources, after you have given your consent.

  3. Through automated technologies of the browser or the mobile device you use to access our website.

In cases where your consent is required for the collection of your personal data, such as for receiving a newsletter on a regular basis, this is explicitly requested from you, and you have the right to withdraw it at any time. You can manage your receipt of commercial and non-commercial marketing communications by clicking the “unsubscribe” link located at the bottom of each marketing email from ROTA S.A.

Purpose of Processing Your Data

Personal data is collected and processed by authorized employees of ROTA S.A. solely for the purpose of providing the respective Service.

Legal Basis for Processing Your Data by Our Company

The legal basis for processing may vary each time, but is usually summarized as compliance with obligations arising from a contract between ROTA S.A. and the respective client, your free and explicit consent, and the legal obligation to collect and process your personal data (e.g., obligations under tax legislation).

Recipients of Your Data

ROTA S.A., as the recipient of your data, will not disclose, assign, exchange, grant, or otherwise make your personal data available to third parties, whether natural persons or legal entities, without your consent, unless explicitly required by law.

As part of our compliance with the principle of transparency and in order to be able to provide you with our Services efficiently, we may need to transmit your personal data to specific third parties, following your consent.

Depending on the Services provided, we share personal information with partners, service providers, suppliers, agents, and their representatives, including, but not limited to, owners or legal beneficiaries of exhibition spaces, project and customer support contractors, email service providers, IT service providers, postal and courier services, so they can process the information required to offer you the Services, complete a transaction, fulfill your request, or otherwise act on our behalf, based on our instructions and in accordance with this privacy policy, while taking all necessary and appropriate confidentiality and security measures.

The aforementioned service providers comply with our data privacy policy and are permitted to use personal data exclusively in connection with the purposes mentioned in this Policy.

Data We Collect

Data You Provide to Us

The types of personal information we collect directly from you depend on your contact with us and the Services, and may include:

  • Contact details, such as your name, email, address, social media handle (“identity”), and your telephone number.

  • Account login details, such as username and passwords, login credentials, and similar security information, all anonymized.

  • Comments, feedback, and other information you provide to us, including information you send to ROTA S.A., as well as messages, appointment requests, and other information you wish us to share with exhibitors, visitors, our partners, and others.

Data from Other Sources

We may also gather personal information about you from other third parties, such as:

  • Service providers that help us determine a location based on your IP address in order to customize certain Services according to your location.

  • And/or publicly available sources and data suppliers from whom we obtain data to validate or supplement the information we hold.

Data from the Use of Our Services

Our Services may automatically collect information about how you and your device (computer, mobile phone, tablet, etc.) interact with the Services, including the following:

  • Computer IP address, device and connection information, browser type/version, operating system, platform, and other software installed on your device, unique device identifier, and other technical identifiers, such as any error reports.

  • Usage data, such as the features you used, settings you selected, clickstream data, URL details including date and time stamps, referring and exit pages, and pages you visited within our Services.

This technical information is used for the smooth operation and performance of websites and electronic services, and is not permanently stored in our infrastructure. We collect this data through our servers and the use of cookies and other technologies. You can control cookies through browser settings and other tools. However, if you block certain cookies, you may not be able to register, log in, access specific sections, or make full use of the Services. For more details on our practices regarding how we use cookies, please read below.

Cookies

ROTA S.A., for the purpose of carrying out or facilitating the transmission of a communication between ROTA S.A. and the person visiting the website, collects data regarding the use of the Services through cookies, internet server log files, tracking pixels or web beacons, and similar technologies.

Cookies, provided the visitor has chosen to accept them based on the relevant settings of their computer, are small text files placed on your computer or mobile device when you visit a website. They allow us to recognize your computer/device, store your preferences and settings, enhance your user experience by offering content relevant to your interests, conduct searches and data analysis, and assist with administrative security functions, without, however, gaining knowledge of any document or file from the visitor’s computer.

At the same time, tracking pixel, web beacon, or GIF technology is an electronic tag with a unique identifier embedded in websites, online advertisements, and/or emails. Tracking pixels are designed to provide usage information, such as ad impressions or clicks, measure the popularity of the Services and related advertising, and access user cookies. The above technologies allow us to count users who visit specific subpages of a website and help us calculate and optimize the performance of our pages and our website in general.

The above data is collected anonymously to be used for optimization purposes. The data will not be used to personally identify a visitor and will not be combined with other personal data. For example, cookies may reflect aggregated and/or de-identified website usage statistics linked to or derived from information you voluntarily submitted to us, e.g., an encrypted version of your email, which we may share with service providers only in a non-readable, anonymous format.

You can configure the browser you use in such a way that it either warns you about the use of cookies in specific services of the Website or does not allow the acceptance of cookies under any circumstances. You can also delete cookies from your computer or device at any time. However, it is noted that by not accepting cookies or some of them, certain features of a website may not be fully available. ROTA S.A. reassures that, through cookies, no personal, identifiable information about website visitors is collected or sought, such as names, addresses, email addresses, or telephone numbers.

Purpose, Legal Basis, and General Terms of Data Processing

We collect your personal data through your visit to our website and/or when you provide it to us when contacting ROTA S.A. for the provision of Services. The processing of your personal data is confidential, and ROTA S.A. takes all reasonably necessary technical, organizational, and other measures to ensure the confidential nature of this processing.

Depending on how you interact with us and the Services, we use your personal data:

  • Whenever deemed necessary to provide our Services, fulfill a transaction, enter into a contract with you, or upon your request prior to entering into a contract.

  • When necessary for our compliance with relevant legislation or other legal obligations.

  • Where applicable, with your consent, which you have the right to withdraw at any time.

  • To create an account for you in order to offer you personalized Services that take into account your wishes and preferences, and to manage your access to said Services.

  • To manage the fulfillment of a request or other transaction and to communicate with you in order to resolve disputes that may have arisen between us.

  • To provide technical and other support and help keep our Services operational and secure.

  • To enhance and improve our Services.

  • To provide targeted advertisements, promotional messages, alerts, and other information regarding the Services and your interests.

  • To provide promotional messages and other information regarding our products, events, and Services, our partners, and third parties, such as exhibitors and sponsors.

  • To identify usage trends and develop data analysis, among others, for research, auditing, reporting, and other business operations, including determining the effectiveness of our promotional campaigns and evaluating our business performance, and/or

  • To comply with our legal obligations, resolve disputes, and enforce our agreements.

Principles Governing Processing

ROTA S.A. processes your personal data in a fair and lawful manner for specified, explicit, and legitimate purposes. The personal data processed by ROTA S.A. is limited to what is necessary to achieve the purposes of processing, is accurate and up to date, is kept for a period determined by the purposes of processing, is protected by adequate security measures, and is not transmitted to countries that do not ensure an adequate level of protection.

In cases where personal data is transferred from the European Economic Area (EEA) or Switzerland to a country that has not received an adequacy decision from the European Commission, we rely on appropriate safeguards/guarantees such as the Standard Contractual Clauses approved by the European Commission and the EU-U.S. and Swiss-U.S. Privacy Shield.

Data Storage Period

Your personal data is retained for as long as required by the nature of the Service provided by ROTA S.A. that you have chosen, for as long as specified by relevant legislation, or until you request its erasure.

However, certain necessary personal data relating to your transactional relationships with ROTA S.A., as well as your notification, consent, and withdrawal of consent for the processing of your data, may remain as information for the registered user/client to ensure proof of the lawfulness of data processing by ROTA S.A., protect the legal claims of the parties, maintain business and financial records, maintain security, detect fraud and abuse, and enforce our agreements.

Disclosure of Information

We will disclose your personal information if this disclosure is necessary to:

  • Comply with any applicable law, regulation, legal process, or other legal obligation.

  • Investigate and prevent cases of security breaches, fraud, or technical issues.

  • Protect the rights, property, or safety of ROTA S.A., our users, our employees, or other individuals.

Data Security

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

Access to the contact details of visitors/users of the ROTA S.A. Website is restricted to authorized persons bound by confidentiality (employees, service providers) who are reasonably deemed to need to know this data to provide products or services to the visitors/users of the Website or to perform their work.

Rights Regarding Your Personal Data

You have the right at any time to:

  • Access your data: You can find out what personal data of yours we process, for what purposes we do so, if we give it to third parties and to whom, as well as receive a free copy of your personal data upon request.

  • Rectify your data: You can request the update and/or correction of your data, as well as the cessation and/or restriction of its processing.

  • Right to be forgotten (Erasure): You can request its deletion from the systems of ROTA S.A., provided there is no other statutory obligation to retain it. You also retain the right to data portability and/or the right to object to the processing of your personal data.

Specifically, regarding the newsletter subscription service, there is an option to unsubscribe by following the instructions included in each newsletter, so that the processing of personal data related to this service stops.

Special Links to Other Websites

Any connection of this website via special links and redirections (links, hyperlinks, banners) to any other website does not imply the assumption of any responsibility on the part of ROTA S.A. for the policy followed on those websites regarding personal data protection.

Amendment of These Terms

From time to time, we will update the privacy policy. Any changes will be posted on this page, which will also indicate the date of the update. If we make material changes, you will be informed through these Services or by other means.

Contact

To exercise any of your rights regarding the processing of your personal data, as well as for any matter regarding your personal data and/or clarifications, you can contact the Data Protection Officer (DPO) of ROTA S.A., either by phone at ………… or via email at dpo@…………..gr, always stating your full details and the reason for contacting the company.

In any case, we may ask for your identity details to ensure that we do not disclose your personal information to anyone else.

ROTA S.A. makes every effort to ensure that your requests are answered within a reasonable period, taking into account the complexity of the request and the number of requests.

In case you are not satisfied with how we process your personal data and how we assist you in exercising your rights, you have the right to contact the relevant competent supervisory authority:

HELLENIC DATA PROTECTION AUTHORITY

Postal Address: Hellenic Data Protection Authority, 1-3 Kifissias Avenue, Postal Code 115 23, Athens

Call Center: +30-210 6475600

Fax: +30-210 6475628

Email: [email protected]

Data Protection Officer (DPO)