Data Protection Policy

The processing of personal data by Fedagrim ASBL/vzw (hereinafter “the data”) is subject to the law, in particular EU Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, hereinafter referred to as “the privacy legislation”.

This data protection policy applies to the following events organised by Fedagrim: Agribex, PotatoEurope (Belgian edition), Demo Green and Démo Fenaison, hereinafter “the event”

Data controller

Fedagrim ASBL/vzw, Avenue Jules Bordet 164 box 4, 1140 Brussels
Tel.: +32.(0)2/262.06.00
E-mail: privacy@fedagrim.be

To whom does this data protection policy apply?

This policy applies to personal data obtained from

People who contact us to receive information about the event;
Suppliers involved in the event
Exhibitors, former exhibitors and future potential exhibitors at the event;
Visitors, former visitors and potential future visitors of the event;
Press contacts, public relations, jury and speakers;

Categories of data processed

We may process the following types of data, depending on our relationship with you:

Exhibitors, former exhibitors and future potential exhibitors at the event

In particular:

Last name, first name, gender, language, position
Postal address, fixed and/or mobile telephone, e-mail address, fax
Information about your company: company name, legal form, postal address, fixed and/or mobile telephone, e-mail address, your VAT and company number, industry, account number
Event in which you (or your company) have (has) been an exhibitor
Event in which you have demonstrated an interest or which might interest you
Transactional information (information about your stand: type, size, location, components, etc., contractual conditions, price, payment information, any unpaid invoices, payment history, etc.)
Number of visitors who have used your barcode to take part in the event
If you take part in our competition ‘Selection of new products’, the information you send us as part of your entry
Information about sponsorship of our event
Any information you have given us voluntarily (for example in satisfaction surveys and/or registrations on our site and/or questions you have asked us).
Date on which the information and sources is recorded

Visitors, former visitors and future potential visitors of the event

In particular:

Last name, first name, gender, language
Postal address, fixed and/or mobile telephone, e-mail address
Information about your company: company name, legal form, postal address, fixed and/or mobile telephone, e-mail address, your VAT and company number, industry
Events you have visited or which you have registered for;
Events in which you have demonstrated an interest or which might interest you
When you use a barcode, information on its source (e.g. barcode related to an exhibitor, advertising in a magazine, our website, etc.)
Transactional information (information about the event, if you are a paying visitor or a guest, payment history, etc.)
Any information you have given us voluntarily (for example in satisfaction surveys and/or registrations on our site and/or questions you have asked us).
Date on which the information and sources are recorded

Press contacts, public relations, jury and speakers, people who contact us to obtain information about the event (hereinafter “Our contacts”)

In particular:

Last name, first name, gender, language, position
Postal address, fixed and/or mobile telephone, e-mail address
Information about your company: company name, legal form, postal address, fixed and/or mobile telephone, e-mail address, your VAT and company number, industry
The event in which you have participated or will participate and in what capacity (jury, speaker, etc.)
Events in which you have demonstrated an interest or which might interest you
Any information you have given us voluntarily (for example in questions you have asked us).
Date on which the information and sources are recorded

Suppliers involved in the event

In particular:

Last name, first name, gender, language, position
Postal address, fixed and/or mobile telephone, e-mail address, fax
Information about your company or the company you work for: company name, legal form, postal address, fixed and/or mobile telephone, e-mail address, your VAT and company number, sector of activity, account number
Transactional information (contract entered into, content of services expected or performed, price, event concerned, payment information, payment history, any disputes, etc.)
Date on which the information and sources is recorded

Information on cookies or other similar techniques

When you visit our website, we may collect information from our cookies. For more information on this specific use, see our ‘Cookie policy’ on the website of the concerned event.

Information from third parties

We may also collect information about you from external databases (for example from the exhibitor catalogues of similar events, from your website, through your importer if you are one of its distributors, through the Register of Legal Entities (Banque Carrefour des Entreprises) or through companies specialised in data commercialisation or from social media platforms) to update your data or send you personalised advertising.

Use of your data and legal bases

With your consent (legal basis: Article 6a of the privacy legislation), we collect and process data for the following specific objectives:

To process your request when you send a request for information;
To send you our newsletter or any other direct marketing communication you have agreed to receive by e-mail;

Any consent given can be withdrawn at any time by contacting us in accordance with the procedure set out in the paragraph “exercising your rights”

As part of requests for offers or performing your contract (legal basis: Article 6b of the privacy legislation):

To make you an offer of a contract (e.g. your exhibitor contract), to enter into, perform and monitor the contract (general contract management);
To use your data in our event catalogue by transferring your data to our publisher;
To manage admissions, tickets and visitors to the event;
To ensure security during the event
For accounting and debt recovery purposes
To combat any fraud, crimes and offences and manage any disputes and legal procedures

When we have a legitimate interest, as part of our marketing activities. Some processing of your data is necessary for performing our activities. In this case, we will always ensure a balance between this legitimate interest and respect for your privacy (legal basis: Article 6f of the privacy legislation):

To send you direct marketing communications by e-mail based on your implicit consent, because you are one of our clients (visitors who have bought an admission ticket or whose admission ticket has been paid for by a third party, exhibitors, etc.) and we have received your e-mail address from you. You may object to this use of your e-mail address at any time, free of charge.
In order to contact you for direct marketing purposes through other communication channels that do not require your prior consent
For sponsorship requests
In order to centralise, combine and enrich your data using necessary information from external partners
In order to contact you in the course of satisfaction surveys or market research
If you are one of our Contacts, to send you our press releases or any other useful information about our event
In order to improve our products or services, adapt our events, websites or mobile applications according to the preferences of our visitors, exhibitors, contacts or prospects.
To combat any fraud, crimes and offences and manage any disputes and legal procedures

In order to meet the legal obligations by which we are bound (legal basis: Article 6c of the privacy legislation):
In some cases, we are also subject to legal obligations requiring the processing and/or transfer of certain personal data to the authorities or institutions determined by the law.

Transfer of your data to third parties

Your data may be sent to third parties in the following cases:

To our subcontractors for services they perform on our behalf (e.g. external ticketing, catalogue publisher, suppliers of services for the stands, advertising agency, IT suppliers, clouds, debt collection agencies, etc.), based on our instructions.
To our logistics and events partners
To our legal successors
To certain authorities to comply with our legal obligations

Transmission of data outside the European Union

Your data will not be transferred outside the European Union

Data retention period

Your data will be stored in our database for the following periods:

Categories of data subjects	Retention period
Prospect exhibitors/ prospect sponsors/prospect visitors	The retention period may vary depending on the frequency of organisation of the event Potato Europe: 2 editions Agribex: 3 editions Demovert/Demogroen: 3 editions Demo Fenaison/Grasland Demo: 2 editions
Exhibitors/sponsors	10 years starting from the last event in which you have participated. Note: This storage time does not apply if you owe an unpaid debt. In this case, your data will be kept until collection of the debt
Jury/speakers	10 years starting from the last event in which you participated
Visitors/people who registered for the event but did not attend	10 years starting from the last event in which you participated
Newsletter	Until you inform us that you no longer wish to receive any newsletters
Press contacts, public relations	As long as you perform the function of press contact/public relations for which your data have originally been registered
Suppliers	10 years starting from the end of your contract
Archiving	Your personal data may also be kept longer if needed for other purposes, e.g. to comply with our legal obligations (such as accounting and tax obligations) or to allow us to present certain information as legal evidence in the event of a dispute. Access to archived data is limited.

Data security

We will make every effort to take the appropriate organisational and technical security measures necessary to protect your data and respect your privacy, in particular to prevent loss, unlawful use or alteration of the information we collect.
Our staff with access to your data are aware that they are processing data protected by the law and their access to the data is limited to what is strictly necessary to perform their tasks correctly.

Description of your rights and how to exercise them

Your right of access and rectification

In accordance with the privacy legislation, you have the right to access your data. You also have the right to ask us to correct any inaccurate information concerning you or to complete any incomplete information.

Your right to withdraw your consent:

If the processing of your personal data is based on your consent, you can withdraw this consent at any time.

Your right to object

At any time and without justification, you have the right to object to the processing of your data for direct marketing purposes.

Your right to be forgotten

You have the right to request that your data is totally removed from our database in the cases set out in the law.

Your right to restriction of processing

In the event of a dispute over your data processing, you can request restriction of the processing of your data. In this case, we will no longer use your data until the dispute has been resolved.

Your right to portability of your data

You can request the portability of the data you have sent to us. In this case, we will transfer it to the recipient of your choice.

Exercising your rights

You must send us a written request. We reserve the right to ask you to send us proof of your identity (to prevent us disclosing your data to other people).

You can contact us at the following address: Fedagrim ASBL/vzw, Avenue Jules Bordet 164 box 4, 1140 Brussels, for the attention of the ‘Privacy’ department or by e-mail to the address privacy@fedagrim.be.

If you request this information in electronic format, unless you state otherwise, we will reply to you in electronic format.

In accordance with the privacy legislation, your request will be processed within thirty days, from the moment when we are in possession of all the information required to process your request. If your request is complex, this time limit may be extended by a maximum of two months, after prior information.

For more information on our data protection policy or for any complaint about your privacy, you can write to us at the address given above.

You also have the right to seek recourse with the Data Protection Authority, at Rue de la Presse 35, 1000 Brussels, or by e-mail to contact@apd-gba.be.