PERSONAL DATA PROTECTION POLICY

At ProConventa – Conference and Event Management, we are committed to protecting the privacy and security of our clients’ personal data. This Personal Data Protection Policy outlines how we collect, use, store, and protect personal information in compliance with applicable data protection laws.

1. DATA CONTROLLER

ProConventa Ltd. is the data controller responsible for the processing of personal data as described in this policy. If you have any questions regarding the processing of your personal data, you can contact us at:

– Email: proconventa@proconventa.hr

– Phone: +385 1 5804 958

– Address: Trg Antuna Mihanovića 2, Zagreb (Croatia)

2. PERSONAL DATA WE COLLECT

We may collect the following types of personal data from clients, participants, and vendors in connection with event planning and management:

• Contact Information: Name, address, phone number, email address.  
• Event-related Information: Details such as dietary preferences, special accommodations, travel itineraries, or any specific requirements.  
• Financial Information: Payment details (for billing purposes).  
• Marketing Preferences: Preferences for receiving communications and marketing materials.  
• Technical Data: Information from devices used to access our website (e.g., IP address, browser type).

3. PURPOSE OF DATA COLLECTION

We collect and process personal data for the following purposes:

• Event Planning & Management: To organize and manage events, coordinate with vendors, book venues, and handle logistics.  
• Communication: To send event-related notifications, updates, and respond to inquiries.  
• Billing & Payment: To process payments, issue invoices, and manage financial transactions.  
• Legal Compliance: To comply with legal obligations, such as tax and accounting requirements.  
• Marketing & Promotions (with consent): To send newsletters, offers, or information about future events and services.

4. LEGAL BASIS FOR PROCESSING

The legal basis for processing your personal data may include:

• Contractual Obligations: Processing necessary to fulfill the contract with you (e.g., event management).  
• Consent: Processing based on your explicit consent for specific purposes, such as receiving marketing materials.  
• Legal Compliance: Processing required to comply with legal obligations.  
• Legitimate Interest: Processing based on our legitimate interests, such as improving services and ensuring the security of our systems.

5. DATA SHARING

We may share your personal data with third parties under the following conditions:

• Event Vendors and Partners: To facilitate event organization (e.g., hotels, caterers, venues, transportation providers).  
• Service Providers: Third-party service providers who assist us with IT, payments, and logistics.  
• Legal Requirements: If required by law or to protect the rights, property, or safety of our company, clients, or others.

We ensure that all third parties who process your personal data comply with data protection regulations and use appropriate safeguards.

6. DATA RETENTION

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting obligations.  

• Event-related data: Retained for 1 year after the event, unless otherwise agreed or legally required.  
• Marketing data: Retained until you withdraw consent.

7. DATA SECURITY

We take appropriate technical and organizational measures to safeguard your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of sensitive information.  
• Regular audits and monitoring of systems.  
• Restricted access to personal data.

8. YOUR RIGHTS

You have the following rights regarding your personal data:

• Right to Access: Request a copy of your personal data that we hold.  
• Right to Rectification: Request corrections to any inaccurate or incomplete personal data.  
• Right to Erasure: Request the deletion of your personal data when no longer needed for the purposes for which it was collected.  
• Right to Restriction of Processing: Request that we limit the processing of your personal data.  
• Right to Data Portability: Request to transfer your personal data to another service provider.  
• Right to Object: Object to the processing of your personal data, particularly for direct marketing purposes.  
• Right to Withdraw Consent: If processing is based on your consent, you may withdraw that consent at any time.

To exercise any of these rights, please contact us at proconventa@proconventa.hr. We will respond to your request within 14 days, as required by law.

9. COOKIES AND TRACKING TECHNOLOGIES

Our website may use cookies and other tracking technologies to improve user experience, analyze usage, and assist with marketing efforts. You may adjust your browser settings to disable cookies, although this may limit some functionality on our website.

You can read more about cookie policy at https://proconventa.com/cookie-policy/ 

10. INTERNATIONAL DATA TRANSFERS

In certain cases, your personal data may be transferred to and processed in countries outside the European Economic Area (EEA) or your jurisdiction. We ensure that such transfers are made in accordance with data protection laws, including the use of standard contractual clauses or other safeguards.

11. CHANGES TO THIS POLICY

We may update this policy from time to time. Any changes will be posted on our website, and we will notify you of significant updates via email or other means, as required by law.

12. CONTACT INFORMATION

If you have any questions or concerns regarding this policy or the processing of your personal data, please contact us:

– Email: proconventa@proconventa.hr

– Phone: +385 1 5804 958

– Address: Trg Antuna Mihanovića 2, Zagreb (Croatia)