Legal

This Privacy notice provides Participant with information about how Sweep uses Participant’s. Personal Data when Participant registers for and attends an Event run by Sweep. It supplements Sweep’sPrivacy Policy published on Sweep’s Website, available HERE.

Registration for an Event 

To attend an Event, Participant is required to register according to the terms mentioned in the Event invite. 

Data processed by Sweep for the Registration 

When Participant registers to participate to an Event, Participant shall consent to share the following information: 

• Participant’s full name, 
• email, 
• avatar image, 
• Job title and role within a company, 
• Any dietary requirements ( if applicable). 

Pictures and Videos registered during the Event 

During the Event, Sweep may photograph and film the Event which will be used to market our products and/or services and to promote future events. In doing so, Sweep may process Participant’s image. Sweep shall inform Participant and capture Participant’s consent by any means, for example in the invitation and on signs at the entrance to the Event. If Participant does not wish to be photographed or filmed at an Event, Participant shall contact Sweep at events@sweep.net .Where possible, Sweep shall provide photo- and film-free zones for Participant who do not want their picture taken. 

Purpose of processing 

Data collected by Sweep during the Registration process shall be processed for the following purposes: 

• To reserve a place for Participant at the Event as requested by Participant; - To provide Participant with information about the Event, such as updates, possible changes, cancellation or similar information; 
• For general administration and organization of Sweep’s Events, for example to contact Participant with information about an event or conference that Participant is involved in, or attending as Sweep needs to use Participant’s details for planning and logistics, to invoice Participant (if applicable), to provide Participant services in relation to the Event, and general administration of Participant’s attendance at the Event. 
• To fulfill and monitor Sweep’s legal responsibilities, for example, under public safety legislation;
• In accordance with Participant’s preferences, to communicate with Participant about other events, news, and services provided by Sweep (for example online webinars or events); 
• To ask Participant for feedback or review after an Event Participant attended; - To share Participant’s contact details to Sweep’s logistics partners for the management of the Event; 
• To assess the activity of Participants at Sweep’s Events;
• To film and photograph the Event which shall be used to market Sweep’ services and to promote future events on Sweep’s website, social media channels and in marketing materials;
• To improve Sweep’ services, marketing, customer relationships and experiences; and
• To plan better future events and Participant’s experience.

Legal basis of the processing 

Sweep shall only use your personal data when allowed by law, most commonly on the following grounds: 

• Participant’s prior consent,
• Execution of the contract entered into by Sweep and Participant,
• Participant’s legitimate interests
• Compliance with a legal obligation.

To the extent that Participant may provide Sweep with personal data considered sensitive (for example relating to any disability, allergies, or other dietary requirements), Sweep shall process this information with Participant prior consent. 

Sharing Personal Data 

Participant’s Personal Data is shared only with staff who need access for the processing purposes set out above. 

Sweep may share some of the information with external organizations providing services for the Event. The information shared will only be used to provide the service required and will not be retained by these external organizations after the Event is concluded. 

Data retention period 

Sweep shall only retain Personal Data for as long as reasonably necessary to fulfill the purposes Sweep collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. Sweep may retain Personal Data for a longer period in case of a complaint or if Sweep reasonably believes there is a prospect of litigation in respect to our relationship with Participant. 

For further information, please review Sweep’sPrivacy Policy published on Sweep’s Website, available HERE.

Third Party Apps 

Sweep may work with third party event app providers (“Event App”) and video conferencing platforms such as Zoom, allowing Participant to view details of the Event, download guides, book sessions, browse maps, schedules and more for Sweep Events. Those third-party apps or services are not owned or managed by Sweep. Participant shall refer to the relevant App’s and Platform’s Terms and Conditions and Privacy Policy before downloading the app and/or using the Service or Platform. Sweep does not accept any responsibility or liability for third party policies or Participant’s use of a third-party app, platform or service. 

Participant’s Rights 

Participant has rights under the GDPR or any applicable data protection laws. Some of the following rights may not be applicable depending on the situation: 

• Right of access: Participant has the right to gain access to information about the personal data that Sweep processes about Participant. 
• Right to rectification: Participant has the right to get their personal data updated or corrected. Upon Participant’s request, Sweep shall promptly correct its information inaccurately stored and/or supplement incomplete personal data completed by including a supplementary statement provided by Participant. 
• Right to erasure/right to be forgotten: Participant has the right to request to permanently delete its personal information. Participant can make such a request if Participant believes that the personal data provided are no longer necessary in relation to the purpose for which the personal data were collected or otherwise processed.
• Right to restrict the processing activities: Participant has the right to restrict Sweep’s processing activities. If Participant chooses to restrict Sweep’s processing activities regarding certain personal data, Participant may not be able to use the Site properly. 
• Right to data portability: Participant has the right to transfer their Personal Data, when possible. 
• Right to object: Participant has the right to object to the processing of its Personal Data that is carried out on the basis of legitimate interests, such as direct marketing. 
• Right Not to be Subject to Automated Decision-Making: Participant has the right not to be subject to automated decision-making, including profiling, which produces legal effects. Sweep and its affiliates do not currently engage in the foregoing on its Site or products and services. If Participant is not satisfied with the way Sweep treats its Personal Data, Participant shall reach out to Sweep at all times to discuss the issue. However, Participant always has the right to lodge a complaint to a supervisory authority (CNIL in France). 

Contact 

To exercise any of its rights under the GDPR or any applicable data protection laws, withdraw any consent or unsubscribe to specific communication, ask any questions or make any comments about this Privacy notice, Participant shall contact Sweep: 

• via email at privacy@sweep.net or 
• by post at 954 Jean Mermoz, 34000 Montpellier. 

Sweep shall promptly respond to all requests from individuals seeking to exercise their rights described in this Privacy Policy and pursuant to applicable data protection laws.