Personal Data Processing Policy
Effective Date: 01.01.2023
1. Introduction
This Personal Data Processing Policy outlines how Sapientia Group s.r.o. (“we,” “our,” “us”), operating under the brand B2B Events, collects, uses, stores, and protects personal data in compliance with Regulation (EU) 2016/679 (General Data Protection Regulation, “GDPR”). We are committed to safeguarding your privacy and ensuring transparency in our data processing activities.
2. Data Controller
Company Name: Sapientia Group s.r.o.
Registered Address: Černokostelecká 207/1, Praha 10, 100 00, Czech Republic
Email: info@b2bevents.pro
Company ID (IČO): 24146323
3. Categories of Personal Data Collected
We collect and process the following categories of personal data:
- Identification Data: Full name, job title, company name
- Contact Information: Email address, phone number, business address
- Professional Data: Industry, job role, interests related to our services
- Event Participation Data: Registration status, event attendance, dietary or accessibility preferences, travel and accommodation arrangements
- Communication Data: Inquiries, feedback, responses to surveys, and correspondence
- Marketing Preferences: Opt-in status for newsletters and marketing communications
- Technical Data: IP address, browser type, device data, website usage (via cookies)
- Photo and Video Data: Images or video footage from events (with consent)
4. Sources of Personal Data
We may obtain your data from:
- Direct submissions via registration forms, contact forms, or emails
- Third-party referrals (e.g., corporate partners, co-organizers)
- Publicly available sources (e.g., LinkedIn, company websites)
- Website analytics and cookies
5. Legal Basis for Processing
We rely on the following lawful bases for processing your personal data:
| Purpose | Legal Basis |
|---|---|
| Event registration and participation | Performance of a contract |
| Communication related to registered services | Legitimate interest |
| Email marketing and newsletters | Consent or legitimate interest (B2B) |
| Website analytics and cookies | Consent (via cookie banner) |
| Compliance with legal obligations | Legal requirement |
6. Purpose of Data Processing
We use personal data for the following purposes:
- Managing event registrations and participation
- Coordinating travel, logistics, and accommodation
- Communicating relevant information before, during, and after events
- Sending newsletters, promotional offers, and service updates
- Conducting surveys and collecting feedback
- Improving website functionality and user experience
- Ensuring legal compliance (e.g., tax or audit requirements)
7. Data Retention Period
We retain personal data only as long as necessary:
- Event-related data: 3 years after the event
- Marketing data: Until consent is withdrawn or the data is no longer relevant
- Legal or accounting data: As required by Czech and EU law
You may request earlier deletion in accordance with your GDPR rights.
8. Data Sharing and Disclosure
We may share your data with:
- Service providers: Hotels, venues, travel agents, catering providers
- Technology providers: CRM platforms, email marketing systems, registration software
- Event partners and sponsors: Only when necessary and with your consent
- Legal authorities: If required by law or legal process
All partners and processors are contractually bound to comply with GDPR.
9. International Data Transfers
When personal data is transferred outside the European Economic Area (EEA), we ensure that:
- The recipient country has an adequacy decision from the European Commission, or
- Standard Contractual Clauses (SCCs) are in place, or
- Other GDPR-compliant safeguards are implemented
10. Your Rights Under GDPR
You have the right to:
- Access your personal data
- Rectify inaccurate or outdated information
- Erase data (“right to be forgotten”)
- Restrict or object to certain types of processing
- Withdraw consent at any time
- Data portability (in applicable cases)
- Lodge a complaint with the Czech Data Protection Authority (ÚOOÚ)
To exercise your rights, please contact us at info@b2bevents.pro.
11. Data Security
We implement appropriate technical and organizational measures to protect personal data, including:
- Secure servers and encrypted communications (SSL/TLS)
- Access control and authorization management
- Regular data backups and secure storage
- Staff training on data protection
12. Use of Cookies
Our website uses cookies and similar technologies to:
- Improve functionality and user experience
- Analyze website traffic
- Customize content and communications
Cookies are used only with your consent. You can manage preferences via our Cookie Policy.
13. Email Marketing & Consent
You may opt in to receive marketing communications from B2B Events. By doing so, you consent to receiving:
- Invitations to relevant events
- Industry news and updates
- Offers for B2B services
You can unsubscribe at any time via the link in each email or by contacting us directly.
14. Changes to This Policy
We reserve the right to update this policy to reflect changes in legal, technical, or business developments. The most current version will always be available on our website.