PRIVACY POLICY

PRIVACY STATEMENT

Purpose
3novex Global is a conference and corporate training provider.  We are a international business-to-business company with divisions including 3novex Asia, 3novex MENA, CPO Series, PetroNovex and AR/VR Solutions.

The purpose of this Privacy Statement is to inform you of the types of personal data 3novex Global or 3novex Global's subsidiaries, event partners and sponsors collect, use, store or transfer, and why.

Personal Data
Personal data is any information that can be used to identify you, such as your name, email, title, phone number, profession.

What information does 3novex Global collect and why?
3novex Global collects personal information necessary for the management of conferences and events.

The most common types of information that we collect include: names, email addresses, IP addresses, other contact details, profession, organization, organization registration, qualifications, survey responses, dietary requirements, photos, credit card information, tax information, copies of Passport or ID, quotes, etc.

The information is used to process your registration, take payment, manage your flights and/or accommodation, manage flight bookings, organize meals with the appropriate supplies of food for various dietary requirements, communicate with you about other ancillary events, gain feedback, provide reports to the conference host and to inform you of future conferences.

Legal basis for processing any personal data

  1. To meet 3novex Global's contractual obligations: -
    a. To facilitate and process transactions that take place on our websites, such as when you register for a conference;
    b. To process your membership and give you access to your membership entitlements.

  2. To meet the legitimate interests of you and our third parties: -
    a. To invite you to a conference hosted by another subsidiary which you have expressed interest in;
    b. To ensure you are not omitted from receiving information about specialist events.

  3. When you give us consent: -
    a. Publishing your name in the delegate list on the website and in the program book;
    b. Sharing your personal information with exhibitor and sponsors of the conference.

  4. For the purpose which may be required by law.

  5. For the purpose of responding to requests by government, a court of law, or law enforcement authorities conducting an investigation.

What information is collected from third parties?
Conference host organizations or similar may share membership lists and previous event delegate lists with 3novex Global to allow 3novex Global to inform you of the upcoming conferences.

Who has access to your information and to whom is it disclosed?

We may disclose personal data to the following parties: -

  1. 3novex Global Group Divisions;

  2. Host organizations;

  3. Partners - who support 3novex Global in our provision of services;

  4. Hotels and Travel agencies - to book your accommodation and/or flights;

  5. Abstract handling specialists – to manage the abstract submission and review process;

  6. Marketing software – to provide you with information about the conference and association;

  7. Exhibitors and sponsors – to whom you specifically consent to share your data with.

 

We do not share your information between clients.  For example, if you sign up for a conference hosted by one association, we would not share your information with other clients organizing other conferences, even if the subject matter was similar.

Where do we transfer and store your personal information, and how do we keep your personal information secure?

3novex Global has offices in Malaysia and UAE and so your data will be processed in these countries. We may disclose your information to recipients outside of where we have offices such as to the country where the conference takes place, or where our contractors reside. We are careful to work with third parties who maintain appropriate standards of data security compliance.


We store personal information on secure servers that are managed by us and our service providers, and sometimes hard copy files that are kept in a secure location in Malaysia.  Personal information that we store or transmit is protected by access controls, such as username and passwords, access granted to only those with a need to know and encryption where possible.

What are your marketing options?
Where we have your consent to do so (e.g. if you have subscribed to one of our e-mail lists, registered for one of our conferences, or have indicated that you are interested in receiving information from us), we send you marketing communications by email about events that you have previously expressed an interest in.

 

You can ‘opt-out’ of such communications if you would prefer not to receive them in the future by using the “unsubscribe” facility provided in the communication itself.

What if you have previously shared information with others?
If you make your personal information available to other people, we can’t control or accept responsibility for the way they will use or manage that data. There are lots of ways that you can find yourself providing information to other people, like when you post a public message on a forum thread, share information via social media, or make contact with another user (such as a third party Author) whether via our Sites or directly via email. Before making your information publicly available or giving your information to anyone else, think carefully. If giving information to another user via our Sites, ask them how they will handle your information. If you’re sharing information via another website, check the privacy policy for that site to understand its information management practices as this privacy policy will not apply.

Consent
Through agreeing to this privacy notice you are consenting to 3novex Global processing your personal data for the purposes outlined. You can withdraw consent at any time by selecting “unsubscribe” to any emails that you receive from us, or by emailing marketing@3novex.com.

How long does 3novex Global keep your data?
3novex Global will retain your personal information for as long as is necessary to provide the services to you, and to comply with our legal obligations. We retain your information generally until the next cycle of conference, so that we are able to inform you of its occurrence.  If you no longer want to hear from us you can use the unsubscribe mechanism at the bottom of any marketing email.  You may also request a listing of personal data held or for that data to be edited, or erased by emailing 3novex Global’s privacy officer at the contact details marketing@3novex.com.

Your rights as a data subject
At any point whilst 3novex Global is in possession of or processing your personal data, all data subjects have the following rights: -

  • Right of access – you have the right to request a copy of the information that we hold about you

  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete

  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records

  • Right to restriction of processing – where certain conditions apply you have a right to restrict the processing

  • Right of portability – you have the right to have the data we hold about you transferred to another organization

  • Right to object – you have the right to object to certain types of processing such as direct marketing

  • Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling

 

If 3novex Global refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

3novex Global at your request can confirm what information it holds about you and how it is processed.

Contact
If you wish to make a complaint about how your personal data is being processed by 3novex Global or its partners, you have the right to complain to 3novex Global’s privacy officer at marketing@3novex.com

Updated on 13 January 2022