Data Privacy Notice

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data for residents of countries in the European Union (EU) is governed by the General Data Protection Regulation 2016/679 (the GDPR).

Who are we?

Red Velvet Events, Inc. (RVE) is data controller in certain instances, and a data processor in other instances. If RVE collects your personal data directly, then we are the data controller and we decide how your personal data is processed and for what purposes, as detailed below. If another company collects your personal data and then shares it with RVE, then we are the data processor; in those instances, RVE’s client (or some other third party) is the data controller and decides how your personal data is processed and for what purposes – one of which may be to transfer your personal data to RVE so that we can assist them in execution of an event or program.

How do we process your personal data?

RVE stores and processes your personal data securely, protected by physical, electronic, and procedural safeguards. We do not collect or retain excessive amounts of data, and we protect personal data from loss, misuse, unauthorized access and disclosure by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

  • To enable us to provide service as specified in the agreements that we have with our clients;
  • To manage and administer event registration records;
  • To maintain our business accounts and records;
  • To keep you informed about news and services available from RVE;
  • To inform you of relevant details about an event for which you are a participant or attendee;
  • To process payments for services through credit card services or other financial institutions;
  • To share your personal data with our event partners who deliver services to guests as specified in agreements we have with those partners (see “Sharing your personal data” for more information).

What is the legal basis for processing your personal data under the GDPR?

RVE relies on a number of legal bases to use or process your information, including where:

  • You have consented to the processing, which you can revoke at any time;
  • Processing is necessary for the performance of a contract or agreement, or to take steps to enter into a contract or agreement;
  • Processing is necessary for your legitimate interests, or the legitimate interests of RVE or a third party, except where such interests are overridden by your interests, rights or freedoms.

Protecting RVE’s Legitimate Interest

Each of the use cases below constitute a legitimate interest of RVE to process or use your personal data. If you disagree with this approach, you may object against RVE’s processing or use of your personal data by contacting privacy@redvelvetevents.com.

  • Contacting you for billing purposes if you are the contact listed on an Agreement or Invoice
  • Contacting you with information about RVE’s services in response to you providing your contact information to RVE directly, or through our affiliate, Global DMC Partners (GDP). Examples include, but are not limited to: if you provided your business card to RVE or GDP at a trade show, or if you sent an email to RVE or GDP to inquire about event services RVE can provide.

Sharing your personal data

Your personal data will be treated as strictly confidential and will be shared with our event partners only to the extent necessary to carry out the services for which we contract such partners. Examples include, but are not limited to:

  • Names on a travel manifest provided to transportation service providers to arrange transfers;
  • Names provided to tour and activity vendors to arrange for tours and other activities;
  • Names and dietary restrictions/preferences provided to catering service providers to arrange for meals;
  • Name and contact information to refer you to one of our event partners, if RVE is not able to provide the event services in which you have expressed interest;
  • Name and contact information of client representatives present on-site included in a run-of-show document for a program;
  • Names provided to printing companies to print nametags for an event.

RVE will never share your personal information with third parties for their promotional or marketing purposes.

How long do we keep your personal data?

We keep your personal data for no longer than reasonably necessary. We retain your data only for the following purposes and use the following criteria to determine how long to retain your personal data:

  • Personal data for program attendees on transportation manifests, nametag lists, catering lists, etc. shall be maintained no longer than ninety (90) days after our contractual obligation to our client ends to allow us to close out the program(s);
  • Personal data for client representatives (including contract signatories, billing contacts, onsite contacts, etc.) shall be maintained indefinitely as part of RVE’s business records;
  • Personal data for individuals who have expressed interest in receiving information about RVE’s services shall be maintained indefinitely, provided that consent has been obtained.

Your rights and your personal data

You have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which RVE holds about you;
  • The right to request that RVE corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for RVE to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right to request that RVE provide you with your personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to
  • The right to object to the processing of personal data;
  • The right to lodge a complaint with an applicable regulatory body in your jurisdiction.

Further Processing

If we wish to use your personal data for a new purpose not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, inquire about your data, or register complaints, please contact privacy@redvelvetevents.com.