SFM 2025 - Legal notice

Data protection and privacy policy

1 - Who we are

Alpha Visa Congrès
624 rue des Grèzes
34070 Montpellier – France
Contact: mail@alphavisa.com

Hosting service provider

The website is hosted by:

Amazon Web Services, Inc.
P.O. Box 81226
Seattle, WA 98108-1226
http://aws.amazon.com

The AWS (Amazon Web Services) servers used are located in France. The servers are managed in accordance with standard practice and benefit from the safety measures specific to the Amazon infrastructure.

2 - Information we collect about you

We collect information about you for a variety of reasons. We need to know your contact details so that we can contact you, and we need to verify your identity if you are attending the conference.

The types of data collected can be grouped into two categories: non-technical data and technical data:

Non-technical data:

Identification: surname, first name, pseudonym, etc.
Contact details: e-mail address, postal address, landline and/or cell phone number, etc.
Photo: in cases where access to the event requires a photo, notably for identification and security purposes.
Professional life: profession, position, specialty, business numbers, etc.
Financial data: bank details, etc.
Video images: video recordings of congresses, video surveillance.

Technical data:

Identification data: IP address.
Connection data: access logs, connection information.
Acceptance data: recording of clicks on acceptance buttons.
Location data: information on geographical position.
Traceability data: history of access to event locations.
Cookies: files stored on the device used to access the service.
It is important to note that the collection of this data may vary according to the context of use and the services offered.

Consent:

Before providing us with information about another person, you must obtain their consent. You must also show them our data privacy notice and ensure that they understand that their personal information will be shared with us for the purposes described in our data protection and privacy notice.

Sensitive data / Special categories of data: we do not collect sensitive information about you, as defined by the GDPR. Information for which you have given us your consent.

This may include:

Information you have consented to provide to us when submitting your item or registering;
Information you have given us directly;
Your consent to be contacted through certain channels for relevant services;
This may also include telephone and image records, information on data access, correction, restriction, deletion, portability requests and complaints.

We may collect and use your information even if you are not one of our customers, in which case we will apply the principles described in our data protection and privacy notice when processing your information.

3 - Origin of information collection

As you use our services, ask questions and interact with us, we collect information about you. In addition, we may collect information about you from other people and parties, for example when you browse our website.

Data may be collected directly:

When you use our website and the online services we offer, including mobile applications.
When you provide us with information verbally or in writing. This information may appear on application forms, in records of your transactions with us or when you make a complaint.
When you use our services, in particular by managing your account.

Data may be collected indirectly:

via event organizers (membership files, prospects, participants, website users, etc.);
via Europa Group's partners and suppliers involved in the organization and holding of events;
via the employers of the persons concerned;
via sponsorship campaigns;
via companies specializing in the sale or rental of databases.

We also collect information about you from publicly available sources, such as professional or academic directories, online forums, websites, Facebook, Twitter, YouTube or other social networks.

4 - Purpose of processing personal data

We use your information to confirm your identity, facilitate the processing of your account and enhance your experience with us. We will always treat your information with care and in accordance with the principles set out in our data protection and privacy notice.

In the course of carrying out its duties as a software publisher, Alpha Visa Congrès processes and collects Personal Data from Organizers for the following purposes:

To provide more information about our products and services;
To improve the customer experience.

When concluding a Contract or fulfilling contractual obligations, Alpha Visa Congrès processes personal data of its Customers for the following purposes:

To create an Organizer account to use the Services;
To offer a product or service;
Sales and billing processes;
Technical assistance to Users.

5 - Retention period for personal data and cookies

The length of time Personal Data is retained depends on the Processing carried out and the Contract.

Data relating to customers taking part in events are kept for 5 years from the end of the event, or as authorized.
Data relating to the personal space on websites and applications is deleted on unsubscription or, failing that, after 2 years of inactivity.
Data relating to prospective scustomers is kept for a period of 3 years from the date of collection or from the last positive act on the part of the prospective customer, such as a request for documentation or a click on a hypertext link.
Technical data is kept for 1 year.
Bank details are deleted as soon as the transaction has been completed, unless the customer expressly agrees otherwise. In the event of a disputed transaction, bank details are stored for 13 months from the date of debit.

Cookies are kept for 13 months from the date they are deposited on your terminal, i.e. from the last time you use the website or mobile application.
After this period, data is either deleted or stored anonymized, notably for statistical purposes. Data may be kept for pre-litigation and litigation purposes.
You can delete cookies stored on your computer via your browser settings.
Customers and prospects are reminded that the deletion or anonymization of data is an irreversible operation and cannot be restored at a later date.

6 - Your right to information

In accordance with your rights under European data protection legislation, you have the right to access the information we hold about you, as well as the purposes for which it is used and any disclosures to third parties.

We aim to respond to access requests within one month. However, we reserve the right to verify your identity and, in the case of complex requests, may need up to two months to respond. In some cases, an administrative fee may be charged for excessive or manifestly unreasonable requests.

We may also ask you for additional information to locate the data you are seeking. Please note that there are legal exemptions to your right of access under European data protection legislation.

Under European data protection legislation, you have the following rights, which you can exercise by sending us a written request:

Right to rectification of inaccurate or incomplete personal data held by us;
Right to erasure of personal data as soon as it is no longer required for the purposes for which it was collected;
Right to object to automated processing of your personal data, where applicable (for example, for automated background check decisions);
Right to object to the use of your personal data for direct marketing purposes;
Right to object to or restrict the use of your personal data for purposes other than those specified above, unless there is a legitimate reason;
Right to the portability of your personal data to another data controller where such data has been collected with your consent or under contract and is processed automatically.

Please note that, in order to be fully compliant, these requests may be forwarded to third parties involved in processing your personal data on our behalf.

If you wish to exercise any of these rights, please contact us at the address below.

If you submit a request and are not satisfied with our response, or if you believe that we are processing your personal data unlawfully, you have the right to lodge a complaint with the CNIL.

Under certain conditions, you may also request the blocking or deletion of your personal data held by Alpha Visa Congrès, unless we have legitimate grounds to retain it from a legal point of view.

If you have any questions or concerns about our data processing, please contact our Data Protection Officer at the following e-mail address: mail@alphavisa.com.