Event Privacy Policy

This policy applies to events organised by IFS, including IFS Connect, SAKO and Unleashed. IFS will retain the personal data submitted by you (the “Attendee”) in this registration form such as but not limited to, first name, last name, job title, company, country of origin, mobile telephone number, dietary preferences and/or restrictions and accessibility requirements. IFS uses the personal data for the purpose of administering the Attendee´s participation at the event, including competitions the Attendee enters into at the event, and to inform the Attendee about subsequent events and additional services. To this end, IFS may disclose the Attendee’s personal data to third party service providers (e.g. mailing houses and any other providers engaged by IFS to assist in the conduct of the event) as well as IFS Partners and event sponsors and other attendees at the event. This personal data does not include any form of financial information. All personal data is gathered and processed in line with the applicable data protection laws, including the EU General Data Protection Regulation (GDPR), and the IFS privacy policy.

Processing of personal data in relation to the administration of the event is based on the agreement which the Attendee entered with IFS when registering to participate in the event. Any follow up or further contact which IFS may have with the Attendee is based on IFS’s legitimate interest to contact the Attendee in relation to the event or for marketing purposes, except that any contact via WhatsApp or SMS will be based solely on the Attendee’s explicit consent as described in the ‘WhatsApp and SMS Communications’ section below, and not on legitimate interest. Excluding general information such as the Attendee’s participation at an event, and the Attendee’s place of employment, IFS will delete the information which the Attendee has submitted in the registration form one (1) year after the event has taken place. Regarding general information such as the Attendee’s participation at the event and the Attendee’s place of employment, IFS will delete such information two (2) years after the event takes place.

Regarding sensitive personal data such as dietary preferences and/or restrictions and accessibility requirements, IFS bases the processing of such personal data on the Attendee’s consent provided to IFS through the registration form filled in by the Attendee. Such sensitive personal data will be deleted by IFS directly after the event takes place. The Attendee has the right to withdraw such consent at any time by contacting globalevents@ifs.com, whereupon such sensitive personal data will be immediately deleted by IFS. However, by doing so, the Attendee understands that IFS will not be able to make suitable or necessary accommodations related to any dietary preferences and/or restrictions and accessibility requirements.

In order to enable contact and networking amongst the attendees at the event, the Attendee’s basic profile (including the Attendee’s name, company, job title and country) will be visible to other attendees using the applicable event app (“the App”). The Attendee will have the opportunity to opt out of this within the App. Various attendee group assignments (such as the Attendee’s choice of Social Activity) may also be visible in some parts of the App. Attendee group assignments are created so that IFS may send the Attendee relevant notifications during the course of the event. The Attendee’s email address will not be displayed in the App; however other attendees will be able to make contact via the App, which will obfuscate the Attendee’s email address. Should the Attendee reply to these notifications, the Attendee’s clear email address will be shared at that time.
If the Attendee during the event provides personal data in connection with the Attendee’s attendance in a session and/or a booth hosted by an exhibitor other than IFS, the Attendee acknowledges and agrees that such information will go to a non-IFS company and IFS accepts no liability for how that company uses the Attendee’s personal data.

Consent for IFS’s usage of photographs and/or videos of the Attendee

IFS will record videos and take photographs during the event. This means that you, the Attendee, may appear in such photographs and/or videos. Such photographs and/or videos might be shared by IFS at or after the event via social media channels or through other event communication channels. IFS supports the publishing of pictures and/or videos based on your consent which is provided to IFS through your participation at the event, acknowledgement and agreement of this Event Privacy Policy and acceptance of Terms and Conditions applicable to the event.

You, the Attendee, have the right to withdraw your consent at any time. If you do not wish to be photographed or recorded during the event, please notify globalevents@ifs.com in advance so that IFS can take reasonable steps to accommodate your request. You can also withdraw your consent after the event by sending an email to globalevents@ifs.com stating that you request your consent to be withdrawn. Upon receiving such a request by you, IFS will delete any and all photos and/or videos of you. In order for us to do this effectively, we would appreciate if you could attach the specific photos and/or videos in which you appear in your email to us.

If IFS uses your personal data in social media channels or on its website, this currently means that a transfer of your personal data occurs to third countries outside the EU/EEA area. The transfer will take place in accordance with the transfer mechanism in place and in accordance with applicable data protection laws. In the third country to which your personal data will be transferred, however, the GDPR does not apply, which may entail an increased risk in terms of privacy, including opportunities for authorities in third countries to access your personal data and for your opportunities to exercise control over your personal data. The transfer to a third country is necessary to be able to carry out the communications in IFS’s social channels or on the website.

You have certain rights according to the GDPR, such as withdrawing your consent and objecting to processing. For more information on your rights, the identity of the data controller, and the contact details of the Data Protection Officer, please visit IFS privacy policy.

Except as described herein, IFS will not disclose your personal data to any other third party without your consent except where required to do so by law.

WhatsApp and SMS Communications

If IFS uses your personal data in social media channels or on its website, this currently means that a transfer of your personal data occurs to third countries outside the EU/EEA area. The transfer will take place in accordance with the transfer mechanism in place and in accordance with applicable data protection laws. In the third country to which your personal data will be transferred, however, the GDPR does not apply, which may entail an increased risk in terms of privacy, including opportunities for authorities in third countries to access your personal data and for your opportunities to exercise control over your personal data. The transfer to a third country is necessary to be able to carry out the communications in IFS’s social channels or on the website.

IFS may send the Attendee informational and promotional messages relating to the event via WhatsApp and/or SMS, including event logistics, session reminders, training sign-up confirmations and post-event follow-up communications. IFS will only send such messages where the Attendee has provided explicit, prior consent through the registration form or a dedicated opt-in mechanism at or before the event. 

To deliver these messages, IFS uses the HubSpot platform integrated with WhatsApp Business (operated by Meta Platforms, Inc.). By opting in, the Attendee acknowledges that their mobile telephone number and message content will be processed by HubSpot, Inc. and Meta Platforms, Inc. (and their group companies) as sub-processors acting on IFS’s instructions. 

This processing involves the transfer of personal data to the United States and potentially other countries outside the EU/EEA where HubSpot and Meta operate infrastructure. These transfers are carried out in accordance with applicable data protection laws and appropriate transfer mechanisms (which may include the EU-US Data Privacy Framework and/or Standard Contractual Clauses). In the countries to which personal data is transferred, the GDPR may not apply, which may entail different levels of data protection. IFS has assessed these transfers and implemented supplementary measures where required. 

The Attendee may withdraw consent to WhatsApp and/or SMS communications at any time by: (a) replying “STOP” to any WhatsApp or SMS message received from IFS; (b) updating preferences in the registration portal; or (c) contacting globalevents@ifs.com. Upon withdrawal, IFS will cease sending WhatsApp and/or SMS communications to the Attendee and will delete the Attendee’s mobile telephone number and messaging preferences. Withdrawal of consent will not affect the lawfulness of processing carried out prior to withdrawal. 

IFS will retain the Attendee’s mobile telephone number and messaging preferences for the same period as registration data (one year after the event), unless the Attendee withdraws consent earlier, in which case such data will be deleted promptly subject to any overriding legal obligation to retain it. Message delivery logs will be retained for six months after the event for compliance and audit purposes, after which they will be deleted. 

By registering your attendance at the event you consent to the use of your data in accordance with the above, except where separate consent is required as described in the ‘WhatsApp and SMS Communications’ section.