fielddrive Privacy Policy

PRIVACY STATEMENT & COMMITMENT

This privacy policy has been formulated to inform you about the personal information fielddrive and fielddrive’s corporate affiliates/ subsidiaries (“us”, “our” or “we”) collects about you, the manner in which we use this personal information, reasons for sharing it with third parties, how long we store such personal information and your data subject rights, the essential measures we take to protect your personal information and keep it secure. 

We implement various data protection regulations and best practices prevalent in the industry and for protecting your information and ensuring that you can access and control them at any time. 

HOW TO READ THIS POLICY

Privacy, data protection and security of your information is imperative to us at fielddrive. We value your privacy and are committed to protecting and processing your personal information responsibly when you use our product or services. 
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This privacy policy applies where we are acting as a data controller and data processor with respect to the personal data. This privacy policy does not apply to information collected by any third party, including through any third-party application or content (including advertising) that links to or is accessible from our applications or websites.
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If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.

In case you have any questions related to Privacy at fielddrive, you can contact us at privacy@fielddrive.com.  

ABOUT FIELDDRIVE

fielddrive provides global onsite event tech services: registration data integration, live badging, access control, session scanning, lead retrieval and facial recognition to our customers wherein they can license fielddrive’s product and services  and can connect with the Attendee .  

If fielddrive is collecting information directly from you, then fielddrive will act as the Data Controller. If fielddrive is receiving information from its Customer, fielddrive will act as a Data Processor and shall process data as per the instructions received by the Data Controller.  If you have any questions related to handling of your Personal Data by fielddrive or to exercise your rights to privacy  you can contact us at privacy@fielddrive.com. 

DEFINITIONS

• "Applicable Data Protection Laws" collectively means all data protection laws and regulations, which includes the following :
  • EU Data Protection Laws, including but not limited to General Data Protection Regulation  (GDPR) and any other laws pertaining to data protection in any territory of the world that may be applicable to the processing of Personal Information (also known as “Personal Data”) under the Privacy Policy 
  • California Consumer Privacy Act (CCPA), including amendments and final regulations
  • California Privacy Rights Act ( CPRA), effective from 1st January, 2023
  • UK GDPR
  • Lei Geral de Proteção de Dados (LGPD), Brazil
  • Personal Data Protection Act (the "PDPA"), Singapore
  • Personal Information Protection and Electronic Documents Act (PIPEDA), Canada
• “Attendees” means the clients and all individuals who shall, from time to time, be attending or participating in the events organized by the Customer.
• "Commercial Purposes" and "Sell" have the meanings assigned to them in section 1798.140 of the CCPA.
• “Customer'' or “Data Controllers'' means the Organizer that has a service agreement with fielddrive to use/access fielddrive Platform to host onsite events, which term shall include its employees, independent contractors, consultants, Affiliates, successors and assigns using/ accessing the Platform/ Services. They are Responsible for the safe custody, transport, and storage of the data and implementation of business rules. The natural or legal person, public authority, agency, or any other body that alone or jointly with others determines the purposes and means of the processing of Personal Data. Where the purposes and means of processing are determined by national or community laws or regulations, the controller or the specific criteria for the nomination of the controller may be designated by national or community law.
• “Customer Personal Data” means any Personal Data that the Customer shares with or permits fielddrive to access, store, host, modify, share, delete and further Process for the performance of the Services, which is processed by fielddrive and /or its Affiliates.
• “Personal Data” means any information relating to a Data Subject; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. This includes any special categories of Personal Data defined in Art. 9 of the GDPR, data relating to criminal convictions and offenses or related security measures defined in Art. 10 of the GDPR and national security numbers defined in Art. 87 of the GDPR and national supplementing law.
• “Processor” or “Data Processor” means a natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Data Controller and as instructed by the Data Controllers, usually for specific purposes and services accessible to the Data Controller.
• “Data Protection Officer”(DPO) means, where applicable, an individual who is responsible for protection of Personal Data at fielddrive.
• “Data Subject” or “Data Owners” means a natural person whose Personal Data is processed by a controller or processor.
• “Exhibitor” means a person, firm or company that showcases its products or services at an exhibition event that has been organized by the Customer. The Customer provides exhibition spaces for each person/ firm/ company to set up their booths and stands.
• “Sensitive Personal data” means special categories of Personal Data that are defined in Article 4(13), (14) and (15) of GDPR.
• “Sub-processor" means any person appointed by or on behalf of the Processor, or by or on behalf of an existing Sub-processor, to process Personal Data on behalf of the Controller, as defined in Art. 28(4) of GDPR.
• “Supervisory Authority” shall have the meaning assigned to it under the GDPR.

WHAT INFORMATION WE COLLECT ABOUT YOU

We collect information about you when you provide it to us, when using our website , product or services, and when other sources provide it to us.

The following are the list of ways in which we collect personal information about you :

1. CATEGORIES OF PERSONAL INFORMATION FIELDDRIVE COLLECTS AS CONTROLLER

When navigating on our website, we will collect information about you which will help us in providing better services as part of fielddrive business functioning. As a Data Controller, fielddrive collects such Personal Data from individuals for product demonstrations, marketing purposes or for job vacancies or for other purposes when the individual/ customer business person of contact provides explicit consent.

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2. CATEGORIES OF PERSONAL INFORMATION FIELDDRIVE COLLECTS AS PROCESSOR

As a Data Processor, fielddrive has built-in features on its Platform wherein the Customer can choose to collect the Personal Data of the Attendees who will be attending the events organized by the Customer on our Platform. This collection shall be as per the Customer’s privacy policy. The Customer may collect the following Personal Data

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As the purpose for collection of the Personal Data, when Customer is the Data Controller, is defined by the Customer, fielddrive merely processes the personal data, it does not control the data or define the purpose of its collection, thus fielddrive merely acts on the instructions of the Customer for collection and processing of such Personal Data.

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3. OTHER TRANSACTIONAL/ PAYMENT DETAILS COLLECTED THAT ARE NOT PERSONAL DATA

When using our services, you may provide your company bank account details ( such as, IBAN Account Number, IFSC, UPI ID, Swift Code) these details will only be used along with other payment methods provided to you by fielddrive. Kindly note that these details pertain to Customer’s or Exhibitor’s company transaction/ payment details and not individual event organizers and are not Personal Data under the Applicable Data Protection Laws.

Cookies or similar tracking technologies may be used on the site to automatically collect certain information about your device. We usually do not collect your Personal Data, however, should it happen, this may include Personal Data as explained in this section.

For more details on the cookies we use, refer to cookie policy. Where appropriate, you can also read how tracking technologies work on other websites you use by accessing the respective cookie policy. We accept no responsibility for the privacy practices of these third-party services and encourage you to review their privacy policies for more information.

WHAT COOKIES AND TRACKING TECHNOLOGIES WE USE?

fielddrive collects and processes your Personal Data only for the following reasons :

• To assist Customers with product and service inquiries
  We access your Personal Data through our website or your customer account at fielddrive when you provide your Personal Data for:some text
  • Request a demo or a quotation
  • Subscribe to our solution or
  • Agree to receive our newsletters, for upcoming products or to follow us and see our initiatives
• We may have to identify you when you interact with us to respond to your queries and to deal with any inquiries that you may have in the context of a pre-contractual or contractual relationship with us.
• Contracting purposes
  We collect and Use Personal Data of:some text
  • Customer business partners: including staff and third parties with whom you collaborate in the context of the services that you provide to us or in the context of a business relationship. 
  • Customer’s business point of contact: when we keep your information to manage the contract with you in relation to the product or services your request from us. Populating request for information forms that are sent by the Customers. 
• This includes obtaining Personal Data before, during and after we enter into a contract with you, your organization and your staff. 
• Improve our customer service
  We also use information to improve our customer service. Refer to our cookie policy. 
• Profiling and feedback
  To better understand our audience and Customers, we use certain Personal Information about you, including information that pertains to:some text
  • Your country, such as via your IP address and region
  • Your language
  • Your e-mail domains
  • Number of pages visited
  • Number of e-mails received and when you open it
  • Your communications with us, such as instant messages, phone calls, and e-mails exchanged with us
• We will only use aggregate information for this purpose. 

In addition to the above-mentioned purposes, We are also collecting Personal Information to provide you with a secure, smooth, efficient, and customized experience on our platform and services. We process Your Personal Data and non-Personal Data to create, develop, operate, deliver, and improve our platform and services. We will not collect any additional categories of Personal Data or use the Personal Data collected by us for materially different, unrelated, or incompatible purposes without seeking your express consent.

REASONS FOR COLLECTION AND PROCESSING OF PERSONAL DATA

This is a global privacy policy and shall apply wherever you reside. In this section, We describe our legal justifications (commonly referred to as “legal basis”) and purpose(s) for the collecting and processing your Personal Data related to each of our above mentioned main processing activities.

Please note: depending on the country where you reside, the law of your country may not require that we use a specific legal basis to justify collecting and processing your Personal Data, including transfers of your Personal Data outside your country of residence (e.g.: in certain US federal or State laws). If your jurisdiction requires consent to process your Personal Data when you interact with us, we will obtain your consent prior to the collection and processing  of such Personal Data.

Below, we explain to you which legal basis and purpose(s) we choose or use when collecting and processing your Personal Data :   

• Based on our contract with you : necessary for performance of a contract
  As one of our Customers or business partners, we will keep and store your personal or professional contact details to interact, and provide you with related offers as a Customer, and manage the (pre-) contract or your account, and for administrative or billing purposes.
  Any Attendee data that is collected and processed by fielddrive for the purpose of hosting onsite events, fielddrive does so in the capacity of a data processor and merely processing all attendee data on strict instructions of the Customer based of the Service Agreement and the Data Processing Agreement fielddrive enters into with the Customer. 
• Based on your prior consent (where permitted or required by law upon)some text
  • We collect information about you when navigating on our sites and other features, when you submit queries or interact with us via our website by “Request for demo” option 
  • We use your information in the context of a sale to propose you similar offers or inform you about upcoming products and send newsletters; or 
  • Use metrics for statistics purposes.
• Depending on your country of residence, we may have to request your prior consent for example: 
  • When subscribing to our newsletters;
  • Sharing or disclosing your Personal Data to third parties outside of your country of residence in countries that do not provide the same level of protection to your privacy as in your country of residence;
  • Using forms, when creating your user account; or
  • When using cookies or similar technologies.

To comply with applicable law or data protection laws : Legal obligationIn some limited instances, We may have to keep some limited Personal Data about you longer than needed to fulfill the above mentioned purposes such as for tax or accounting purposes.

PURPOSES AND LEGAL BASIS FOR COLLECTION AND PROCESSING OF YOUR PERSONAL DATA

fielddrive will retain your Personal Data only for as long as is necessary for the purpose(s ) set out in this privacy policy.

For individuals who apply for career or jobs at fielddrive, customers business partners, customers business point of contact and prospective customers who have provided their Personal Data to fielddrive on our website, we will keep Personal Data we collect about you for as long as necessary for providing the product information and services and to comply with any other legal obligations (e.g.: to comply with applicable legal, tax or accounting requirements and for archiving purposes).

fielddrive shall retain the attendee Personal Data for 15 days from the date of termination of the event for which the Customer entered into a contract with fielddrive. Fielddrive shall not use this data for any purpose apart from retaining it for the Customer and under strict processing instructions of the Customer. Post completion of the above mentioned retention period, fielddrive shall completely anonymise the data or automatically delete all data provided by the Customer from all fielddrive database(s).

Table for data retention, legal basis and purpose for each category of Personal Data by fielddrive.

HOW LONG DO WE STORE YOUR INFORMATION?

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FIELDDRIVE EMPLOYEES

Only duly authorized fielddrive employees can access your Personal Data on a need to know basis.

DISCLOSURE OF PERSONAL DATA TO THIRD PARTY SERVICE PROVIDERS

In certain limited cases, authorized third parties service providers  / vendors / sub-processors (“Third Party Service Providers”) outside our organization may access your Personal Data. These may include:

• Third Party Service Providers who provide us with their services for the administration of our platform (such as IT services in the event of a breakdown or for the maintenance of our platform).
• For our internal business purposes that include administering access and use of our platform and services, data analysis, securely identifying Customers upon logging onto our website, enhancing or modifying our services, determining the effectiveness of our marketing campaigns, billing for Services, and operating our business.
• Other Third Party Service Providers, such as auditors, data centers or to prevent, detect, mitigate, and investigate fraudulent or illegal activities related to our Services other authorized Third Party Service Providers only when required by law or by a court decision, to defend legal claims or in case of an investigation by a supervisory authority.

You expressly consent to the disclosure of your Personal Data to the relevant Third Party Service Providers whose services fielddrive uses for the following non-exhaustive list of services, such as, marketing, analysis, advertisement, contract management, billing, consent management, data subject rights management, cloud service management. 

When engaging Third Party Service Providers, we have entered into agreements with them for the processing of your Personal Data about you so that such processing is carried out in accordance with our instructions, in a confidential, secure, transparent manner, to protect your privacy rights and comply with the Applicable Data Protection Laws.

Please find the list of approved Third Party Service Providers of fielddrive on our website here.

WITH WHOM DO WE SHARE INFORMATION ABOUT YOU

Where permitted and feasible, and to protect Your right to privacy, fielddrive will take reasonable steps to remove or anonymize information that may directly or indirectly identify you and restrict to the minimum the amount of Personal Data that we use, submit or transfer to Third Party Service Providers.

DATA MINIMIZATION

You always have the opportunity to easily unsubscribe, at any time, from our marketing communications. You can achieve this by using the "unsubscribe" link in our communications or by contacting us at privacy@fielddrive.com.

HOW TO UNSUBSCRIBE FROM NEWSLETTERS AND/ OR MARKETING?

Where fielddrive processes your Personal Data on the basis of consent, you have the right and may choose to withdraw your consent at any point in time. Kindly notify fielddrive of such withdrawal by communicating to us at privacy@fielddrive.com.

In case you do not wish to provide your consent or later withdraw your consent, we request you not to access the website and use our product and/ or services. Additionally we also reserve the right to not provide you any services or information about fielddrive. On such instances wherein you have withdrawn your consent, fielddrive may delete your information (personal or otherwise) or de-identify it so that it is anonymous and not attributable to you (except to the extent, as detailed in Clause 6 of this privacy policy).
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Wherever fielddrive acts as Data Processor, it merely processes Personal Data under the direction of the Customers and has no direct control or ownership of the Personal Data we collect and process.

It is the responsibility of the Customers for complying with any regulations or laws requiring notice, disclosure or obtaining consent prior to transferring the data to fielddrive for further processing purposes. If the Customer requests fielddrive to delete, rectify or access the Personal Data of an Attendee or seeks cooperation of fielddrive to answer the data subject request of an attendee in order to comply with Applicable Data Protection Laws, fielddrive will answer such a request within the required time frame under the Applicable Data Protection Laws.

Kindly note that fielddrive will not process a Data Subject request to change information that may cause the information to be incorrect, fraudulent, misrepresented or violates any law of land or legal statute. In such instances, we will inform the Customer about the legal obligations that prevent us from fulfilling the request.

WITHDRAWAL OF CONSENT

We implement appropriate technical and organizational controls to protect your Personal Data that we hold to prevent unauthorized processing, loss of data, disclosure, use, alteration, or destruction. Where appropriate, we may use protective techniques such as encryption, pseudonymisation, de-identification and other technologies that can assist us in securing the information about you, including measures to restore access to your information. We also ensure that our Third Party Service Providers comply with reasonable and recognized data privacy, confidentiality, integrity, availability and security requirements.

We conduct tests and reviews of our technologies and processes, including a review of our business partners and vendors, so that our security controls remain effective. Also, when not needed anymore, we will further anonymize your Personal Data or delete it when it is no longer needed for the purpose for which We originally collected such Personal Information from you.

Where we use third party suppliers to help us with information security measures, they have committed to comply with strict data protection requirements to ensure maximum confidentiality, integrity, and availability of your Personal Data.

HOW DO WE ENSURE SECURITY OF YOUR PERSONAL DATA

When we receive information about you, such as for applying to fielddrive or exchanging information with us, we will collect, process and store your Personal Data according to Applicable Data Protection Laws and in accordance with this privacy policy.

When you exchange information with other Third Party Service Providers, you acknowledge that Personal Data about you or other data subjects may leave your country of residence, which may require implementing appropriate/ supplementary or additional safeguards in accordance with Applicable Data Protection Laws.

Kindly note that fielddrive will follow appropriate level of protection and deploy all necessary safeguards for data that constitutes Sensitive Personal Data and  Personal Data, additionally such transfers, to any countries which do not ensure an adequate level of data protection, fielddrive will ensure that the transfer is  through one of the following mechanisms:

i) Binding Contractual Rules, or 

ii) the Standard Contractual Clauses set forth and approved by the European Commission 

In the event that European Union (“EU”) authorities or courts determine that the Privacy Shield is not an appropriate basis for transfers, fielddrive and Customer agree to promptly execute an approved EU Standard Contractual Clause to govern such transfers.

CROSS BORDER TRANSFERS

Links to other websites
Our service may contain links to other sites that are not operated by Us. If You click on a third-party link, You will be directed to that third party’s site. We strongly advise You to review the privacy policy of every website you visit. We have no control over and assume no responsibility for the content, privacy policy or practices of any third party sites or services.
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Children’s Privacy
Our service does not address anyone under the age of 16 (“Children”/ “Child”). We do not knowingly collect Personal Data from anyone under the age of 16 on a voluntary basis. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental, judicial or guardian’s consent, we will take steps to remove that information from our data servers.

Data breach and incidents
We have procedures and safeguards in place to identify, assess, investigate and report data breaches at the earliest possible time. Our procedures are robust and have been disseminated to our staff who are regularly trained and informed about industry certified best IT security practices. We also ensure the confidentiality, integrity and accessibility of your Personal Data at all times.

OTHER INFORMATION ABOUT YOUR PRIVACY

Data retention, deletion and return

For individuals who have provided their Personal Data to fielddrive on our website, we will keep Personal Data we collect about you for as long as necessary for providing the services and to comply with any legal obligations (e.g.: to comply with applicable legal, tax or accounting requirements and for archiving purposes).
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Where we have no legitimate business interest to continue to process your Personal Data or if you ask us for deletion, we will either delete, anonymise it or, if this is not possible (for example, if Personal Data has been stored in secured archives), we will securely store and isolate your information from any further processing until the deletion becomes possible and delete it as soon as technically possible. We will use advanced technology that are certified as best (practices) in the industry or other means to protect your Personal Data and mitigate any risks, such as obfuscation, blanking or encryption.

All Attendee data is deleted as per the terms of the agreement between the customer and fielddrive. If the Customer wishes for the Personal Data to be returned, they can do so by contacting us at privacy@fielddrive.com

Post expiration of the retention period, all Customer and the Attendee data will be automatically deleted by us from all fielddrive database.

HOW LONG DO WE KEEP YOUR INFORMATION?

As a user of our services and a Customer on our Platform, and depending on your country of residence, you may have the right to exercise your rights and / or file a complaint in front of a competent Data Protection Authority/ Supervisory Authority. 

• Access, Restrict, Rectification, Erasure
  Under Applicable Data Protection Laws, you have the right to control your data you may request a copy of information about you held by us. You also have the right to rectify, restrict, or erase/delete such information. Your rights to such information may be subject to limited legal and regulatory restrictions.
• Objection to processing and additional rights
  Under Applicable Data Protection Law, you can formally object to the processing of your Personal Data. In certain circumstances, you  have the additional right to restrict or suspend aspects of the processing of Your information or ask for a copy of your Personal Data to be provided to you, or a Third-Party Service Provider, in a digital and machine-readable format (portability). 
• Objection to direct marketing
  You have the right to object to certain processing of your information. This includes the right to object to our processing of your information for direct marketing. If we process our information based on our purpose and basis for collecting and processing Personal Data, you can object to this processing, and we will cease processing your information, unless the processing is based on compelling legitimate grounds or is needed for legal reasons. Where we process your information for direct marketing for our own services, you can always object and opt out of future marketing messages using the unsubscribe link in such communications. 
• US State privacy laws
  Under certain US State laws, you may have certain rights attached to our use of your Personal Data. In particular, if you are located in a US State that regulates the sale of your information, fielddrive does not sell your information, nor discloses or shares any information about You with third parties for their commercial benefit, when you are located in these US States. You can contact us for more information.
• California-Specific Data Privacy Rights
  The California Consumer Privacy Act 2018 (CCPA) and its upcoming amendments such as the California Privacy Rights Act (CPRA), California residents have specific rights regarding their Personal Dataheld by private companies. In particular, we do not: (i) sell any Personal Data from individuals located in California, (ii) share any such Personal Data with third parties for their own commercial benefits, nor (iii) discriminate against you in any way.
  In addition to the above mentioned rights under California Law You have the right to (subject to statutory or restrictions):some text
  • Request to access/ disclosure of  the Personal Data, that is, disclosure of fielddrive’s collection and use of Your Personal Data over past 12 months from the date We receive the request;
  • Request that fielddrive delete all of your Personal Datacollected from you;
  • Opt out from the "sale" of your Personal Data;
  • Opt out of the "sharing" of your Personal Data for cross-context behavioral advertising (applicable  from 1 January 2023).
• All Personal Data that is collected from you is in accordance with this Policy, including the use of different categories of your Personal Data that has been collected from you, the disclosure of your Personal Data is as per this Policy. 
  Californian individuals can exercise their rights by submitting your request here. 

Rights of European Individuals to complain in front of Data Protection Authorities
In the event that any individual located in the EEA countries, UK and Switzerland believes that we have processed information in a manner that is unlawful or breaches your rights or has infringed the “General Data Protection Regulation”, the ICO UK, or the Swiss Federal Data Protection Act, you have the right to complain directly to the competent data protection authority. The list of those authorities can be found on the European Data Protection Board website or here: https://edpb.europa.eu/about-edpb/board/members_en.

YOUR RIGHTS

You may exercise your rights of access, rectification, restring processing and erasure by submitting a request here. Please note that we may ask you to verify your identity before responding to such requests. If you make a request, we will try our best to respond to you as soon as possible and within the stipulated time frame under the Applicable Data Protection Laws.

IN EXERCISING YOUR RIGHTS

We may update our privacy policy from time to time. You are advised to review the updated privacy policy periodically for any changes. Changes to this privacy policy are effective when they are posted on this page and any modifications can be ascertained by referring to the date that is displayed at the top of the page marked as, “ Last updated”.

CHANGES TO THIS PRIVACY POLICY

We provide easily accessible information via our website or on request. If you have any questions or requests related to data protection, please contact us at the following contact details: 

• Contact Detail of fielddrive:
  Mechelsesteenweg 303, 2830 Willebroek (Brussels North), Belgium
  Email: privacy@fielddrive.com ‍
• Contact details of fielddrive Data Protection Officer:‍
  ‍Name :Yuvraj Saxena
  ‍Email : syuvraj@hubilo.com, privacy@fielddrive.com

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