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Created: 31 July 2018, Updated 13 September 2019

Hauck & Associates, Inc. (“Hauck”) is an event and association management company with operations in many countries around the world which provides association, congress management, meetings and event services to its corporate or association clients (the “Client”/”Clients”).

According to article 27 of the GDPR, Hauck & Associates, Inc., 1000 Potomac Street, NW, Suite 108, Washington, DC 20007 USA, is the primary office location and responsible party for activities on behalf of our clients within the European Union and around the World.

As part of the services Hauck provides to its clients, it may collect and store certain information, including personal data. Hauck takes the protection of personal data very seriously in all of its business processes. This Data Protection Statement is meant to help you understand how various forms of data are collected, processed and stored to meet legal requirements and Hauck’s data protection standards. Specific clients may have Data Protection and Privacy Statements that supersede this statement.

It will be very difficult - and in most countries even impossible - for Hauck or its Clients to provide you services if you refuse to allow Hauck or its Clients to process your data. For this reason, by providing personal data to Hauck and/or its Clients, you agree to be legally bound by and explicitly consent to this Data Protection Statement, as it may be amended from time to time. If you do not agree to this Data Protection Statement or cannot form a legally binding contract, Hauck would not be able to process your personal data. In no instance, does Hauck or its Clients comingle data from any Client with another Client or third-outside party.

1. Scope of this Data Protection Statement

This Data Protection Statement applies to all services offered by Hauck and its Clients.

This Data Protection Statement does not apply to services offered by other companies or individuals. This Data Protection Statement does not cover the information practices of other companies and organizations who advertise Hauck services or any third party operating any website to which the Hauck website or other digital asset may contain a link.

2. Data collected and method of collection

2.1  In general

Hauck collects general and personal data concerning you from:

  • you when you provide your details to Hauck;

  • its Clients (in such cases, Client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Data Protection Statement);

  • participants at Client’s meetings and events organized by Hauck;

  • users of Hauck’s or Client’s websites; and third parties (such as online service provider, such as online registrations systems and/or association management systems (AMS) or single sign on authority).

Following the reception of the data, an electronic profile is created in Hauck management tools (software for example) for each person or entity (the “Contact Profile”).

The Contact Profile may contain but is not limited to:

  • name;

  • gender;

  • date of birth;

  • address;

  • phone numbers;

  • email addresses;

  • organization or company of employment and/or job title;

  • field of activity and/or interest;

  • credit card references/numbers;

  • travel destinations;

  • travel schedules;

  • travel preferences;

  • accommodation preferences;

  • other communicated preferences;

  • passport; and

  • visa details.

By attending a Hauck or Client event, individual authorizes, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks or Client sites within the meaning of the regulations in force, or their partners, for the duration of exploitation of the video and/or audio recordings, and/or photographs.

 2.2  Cookies Policy

We use cookies on our Website and in some of the management software we use. By continuing to browse our website (by loading another web page) or click on “Accept” or close the cookies banner, you consent to the use of cookies.

The Hauck or Client Cookies Policy explains what cookies are, how we use cookies, how third-­parties we may partner with may use cookies on the Service, your choices regarding cookies and further information about cookies.  Some online software or systems have their own Cookies policies and the Individual, Hauck and Client are bound by those third-party stated cookies policy.

What are cookies

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third­-party to recognise you and make your next visit easier and the service more useful to you. Cookies can be "persistent" or "session" cookies.

How Hauck uses cookies?

When you access our website, Hauck and Hauck’s third-party service providers may collect data of a technical nature in a variety of ways. We use cookies for the following purposes:

  • to enable certain functions of the website,

  • to provide analytics,

  • to store your preferences ad personalize the content,

  • to improve the user experience

  • to enable advertisements delivery, including behavioural advertising

  • to share on social networks

We use both session and persistent cookies on the Service and we use different types of cookies to run the Service: ­

  • Essential cookies

We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.

  • Third­-party cookies

In addition to our own cookies, we may also use various third­-party’s cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on.

What are your choices regarding cookies?

If you'd like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser (most commonly used, not exhaustive):

Please note, however, that if you delete cookies or refuse to accept them, some features of the Hauck website may not work properly, you may not be able to store your preferences, and some of our pages might not display properly.

How to refuse Cookies?

  • Reject a Video Cookie

Our website uses video cookies to display videos on our site. This service places cookies on users' computers for:

  • optimize the use of the video service by its users;

  • Customize the ad before or after the video.

  • Record data needed to play back audio video content, such as image quality, buffer settings, and network connection speed.

You can also click on the following links to learn more about their practices and make your choice:

For Youtube: www.google.fr/intl/fr/policies/privacy/

  • Reject a Cookie of targeting

Audience measurement and segmentation cookies are registered by Google.

For audience measurement cookies, you can click on the following deactivation link which will save in your browser a cookie whose sole purpose is to deactivate them:

For the Google Analytics cookie: www.google.com/analytics/learn/privacy.html

  • Reject an Ad Cookie

You can manage the use and operation of these cookies by visiting the Advertising Cookies management platform offered by advertising professionals [http://www.youronlinechoices.com/fr/controler-ses-cookies/] and following the instructions given there.

You will thus be able to know the companies registered with this platform, which offer you the possibility of refusing or accepting the Cookies used by them to adapt to your information of navigation, the advertisements likely to be displayed.

Some Cookies for behavioral advertising purposes are deposited by third-party partner providers. You can also click on the following links to learn more about their practices and make your choice:

For DoubleClick for Publishers Cookies [https://adssettings.google.com/u/0/authenticated]

Attention, to proceed to this deactivation will prevent the display of all targeted advertisements with regard to your centers of interest nevertheless you will continue to receive the other advertisements. Disabling these cookies prevents the collection of information allowing better advertising targeting during your visits.

Where can you find more information about cookies?

If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to decline the use of cookies. You can learn more about cookies and the following third­-party websites:

3. Purpose of data collection

Hauck uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect Hauck and its users. Hauck does not collect more data than is necessary to fulfil such purposes.

In addition to creating Contact Profiles, Hauck uses your data for the following purposes and for which you give your consent:

a) Bookings: The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, Hauck creates a booking code that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, Hauck might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and often also to government bodies for certain destinations.

b) Consolidation of travel data: At the request of a Client, Hauck or a third party may prepare information reports that summarize and analyze the expenditures per destination, per travel supplier, etc. Such reports which may include certain personal data from your Contact Profile are then submitted to the requesting Client.

c) Compliance with travel policy: At the request of a Client, Hauck may report on your compliance with the event compliance policy, budget compliance policy or travel policy of such Client and identify any exceptions to the compliance.

d) New products and services: With the goal of improving services and based on the data given to Hauck, Hauck may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.

e) Promotion and marketing: Hauck may use your data to personalize your experience on the Hauck website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. For example, Hauck uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. Hauck may use your data for promotion and marketing purposes for Hauck’s current or prospective Clients and/or third parties in Hauck’s industry. Hauck may use the data to analyze trends in order to propose other services to its Clients, such as new events or other services.

f) Technical data: Hauck, or third parties instructed by Hauck, evaluate this data purely for statistical purposes and only in an anonymized form, in order to optimize Hauck’s website and increase user-friendliness, efficiency and safety. Hauck may in particular use technical data to measure the success of Hauck marketing campaigns, compile statistics about Hauck website usage and response rates, and use aggregated personal data calculate the percentage of Hauck users who have a particular telephone area code.

g) Other purposes: Hauck may use your data as Hauck believes to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce Hauck’s terms and conditions; (e) to protect Hauck’s operations; (f) to protect Hauck’s rights, privacy, safety or property, you or others; and (g) to allow Hauck to pursue available remedies or limit the damages that Hauck may sustain; (h) to allow you to apply for an Hauck job offer.

Hauck will ask your consent before using data for a purpose other than those that are set out in this Statement subject to mandatory laws.

4. Duration of storage

General and personal data will be kept by Hauck only as long as reasonably necessary taking into consideration its need to answer queries or resolve problems, to provide improved and new services and to comply with legal requirements under applicable laws or with inquiries from Clients on past events or travel activities. Hauck will retain general and personal data during a maximum period of five years if no specific legal requirement. For applicants, the data will be retained for a maximum period of two years.

You may cancel/delete your Hauck account by sending an email to: ghauck@hauck.com

5. Location of storage and controller of database

The Contact Profiles that Hauck maintains are stored in cloud-based central databases at third-party providers’ location in Europe, United States and Asia. Third-party providers have their own dedicated data protection clauses which Hauck keeps on file, many are posted on these third-party providers’ respective websites.

Any transfer of your Data outside the European Economic Area shall only take place with appropriate safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations.

6. Your duties

You must ensure that the data you provide us with are:

  • correct

  • accurate;

  • current;

  • truthful; and

  • compliant with any applicable laws.

In particular, since Hauck will mainly use email communications with you, you are required to notify us of any modification of your email address. Alternatively, you can directly update your Contact Profile.

Hauck is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities.

7. Transfer and communication of data

7.1  In general

Hauck is a worldwide company with offices in over 31 countries across Europe, the Americas, Asia and the Middle East. Your personal data may therefore be transferred to and outside of Switzerland, including in countries whose data protection laws may be different from, and less stringent than, those in your country of residence. You hereby agree and give your consent to Hauck to transfer and communicate your data as follows:

a) Transfers within the Hauck group: Transfers are made throughout Hauck and its subsidiaries to support its activities and/or services.

b) Transfer to third-parties: Hauck works with certain third parties to obtain support services in connection with travels, meetings and events services and/or other Hauck services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue Hauck’s mission and goals. Hauck may also transfer personal data to third parties at the request of its Clients. For example, to sponsors and exhibitors or to other third parties for data consolidation or emergency tracking services. Hauck may transfer your data to third parties for promotion and marketing purposes as outlined under 3e) above. Hauck may also transfer your data to a third-party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of Hauck business, assets or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorized transfers such as within the EU) are required to sign a data transfer agreement with Hauck that requires them to follow the applicable data protection laws.

c) Regulatory transfers: Hauck may be required by law to transfer data to governments and regulatory and/or supervisory authorities.

7.2.  Electronic transfer of data

If you visit Hauck’s website your data will be transported via an open publicly accessible network. The data might therefore be transmitted across national borders. This involves notably the risk that your data may be intercepted and read by third parties, allowing such third parties to infer an already existing or future business relationship between you and Hauck.

Furthermore, you are notified that information you transmit or allow to be transmitted to you by Hauck via an electronic medium, in particular via e-mail, SMS, contact forms, etc. are usually unencrypted and therefore neither confidential nor secure. Even in the event of an encrypted transmission, sender and recipient remain unencrypted in each case. Third parties may therefore be able to infer an existing or future business relationship between you and Hauck.

If you provide Hauck with personal information, your personal data may be transferred by Hauck to countries whose data protection laws may be different from, and less stringent than, those in your country of residence as set forth above. Your personal data may in particular be transferred to the United States. You are hereby notified that your personal data might be accessed by governmental authorities in such countries (in particular by US authorities).

8. Security and organizational measures

To ensure the safety of your data on Hauck’s website and systems, Hauck has implemented appropriate technical, contractual, administrative, physical and organizational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws. However, we cannot and do not guarantee the security of your personal data and therefore cannot assume any liability in this respect.

Only authorized Hauck staff, third party companies’ (i.e. service providers) staff or our Clients' authorized staff (who have contractually agreed to keep all information secure) have access to your personal data. All Hauck staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.

9. Your rights

In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability to the extent applicable. Moreover, you have a right to lodge a complaint with a supervisory authority.

Under certain conditions you also have the right to have your personal data that is stored by Hauck blocked and deleted, unless Hauck has to keep these data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the above-mentioned e-mail address

To contact Hauck with questions or issues about Hauck’s data processing, please email ghauck@hauck.com

As per GDPR requirements, Hauck gives you many choices regarding Hauck’s use and disclosure of your personal data for marketing purposes (right to  be forgotten, to modification, to limitation…). By contacting the Data Protection Officer at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from Hauck and request that we not share your personal data with unaffiliated third parties for their marketing purposes. Hauck will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, Hauck will not be able to remove your personal data from the databases of unaffiliated third parties with which Hauck has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request). Please also note that if you do opt-out of receiving marketing-related messages from Hauck, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.

10. Changes

This Statement may be revised and updated by Hauck from time to time to comply with statutory data protection and privacy laws. Hauck will post any statement changes on its website and, if the changes are significant, Hauck will send a notice to the e-mail address provided in your Contact Profile.

11. Contact

If you need further assistance, please contact Hauck & Associates, Inc. President Graham Hauck, ghauck@hauck.com, or a member of your client service team.