1. Who are we?
The Electronic Retailing Association Europe (ERA Europe) (hereafter also referred to as ‘we’). ERA Europe is a not for profit association registered in Brussels, Belgium, with number Electronic Retailing Association Europe Asbl, BE 0867.005.301, RPM Brussels with the official seat, Chausée d´Alsemberg 999, B - 1180 Brussels, Belgium.
Responsible Person: Dr. Julian Oberndörfer, CEO/ Administrateur Delegues
2. How do we collect which information?
We collect only anonymous information when you access the website.
If you sign up to our newsletter we receive your name and email address in order to provide the service. Any personal information (e.g. name, email, phone number and address) collected has to be disclosed by you to us, with consent for usage.
We collect personal data that we have received upon signing up for a membership or through follow-up communication in order to manage your company´s membership. We receive personal data such as the name of the member representative, e-mail address, company address, phone number.
We collect personal data that we have received upon registration for our events.
We collect personal data by photographing and filming our events.
We collect personal data from publicly accessible and disclosed the exhibitors list.
We collect personal data disclosed to us during personal encounters and exchange.
3. What kind of information do we collect?
3.1. Personal information
We collect personal information to answer your enquiries, which can include your name, title, company, email address, phone number and postal address. If you signed up to our newsletter on the website, you would have shared just your name and email address.
3.2. Technical information
We collect only anonymised information about your visit to analyse how visitors use our website. We do not collect any specific personal data that allows us to track individuals. We do not collect your IP address, only an anonymised version.
3.3.1 What is in a cookie?
A cookie is a simple text file that is stored on your computer or mobile device by a website server. Only that same server will be able to retrieve or read the information stored on that cookie. Each cookie is unique to your web browser. It will contain a variety of anonymous information such as your unique identifier and the website URL and some encrypted code.
3.3.2 How to control your cookies
If you wish to control, or even block, cookie usage on your device (tablet, mobile or desktop) you can do this through your browser settings. Most usually, the ‘help’ function within your browser should guide you through the process, however you may wish to visit www.aboutcookies.org or www.cookiecentral.com which both contain comprehensive information on cookies and how to control their use on your devices. Please note: you must change the cookie settings on each individual device you use that operates a web browser.
3.3.4 Use of information with Google
4. How do we use your personal information?
We may use your information to:
- Maintain your account
- Contact you regarding an enquiry you have made
- Notify you of any changes
- Send you the ERA Europe News (Quarterly Newsletter), marketing communications, which may include email newsletters regarding upcoming events.
- Manage a company’s membership
- Manage an event registration
Please note that we keep your personal information in our database unless you request we delete such data.
5. Who has access to your personal information?
ERA Europe will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
5.1 Third Party Service Providers working on our behalf: When administering your membership data we will forward your data to an accounting company to execute financial demands regarding your membership fees or other invoices between ERA Europe and your company.
The booking of any conference positions (e.g. exhibition booths, sponsorship, attendee tickets etc.) are organised through an event company that will have access to your data.
The registration data is processed by a technical platform that collects and provides us and our service providers with the required registration information.
When administering your conference attendance as exhibitor, attendee or sponsor we will forward your data to an accounting company to execute financial demands regarding your membership fees or other invoices between ERA Europe and your company.
We work with an external self-regulation officer who is entitled to control the compliance of your company with the industry standards laid down in our self-regulation charter which all associate and core members have submitted themselves to. We will provide the self-regulation officer with all required data to fulfil his/her duties.
We will be working with further third-party services which may include IT or communication specialists and other associated organisations for the purposes of completing tasks and providing membership services to you on our behalf.
However, when we use third-party service providers, we disclose only the personal information that is necessary to deliver the service and we try to ensure that your information is kept secure and is not used for their own direct marketing purposes.
When we promote our activities or events through pictures or film sequences and use the collected data on promotion material in print or through digital platforms such as social media, websites or mailings.
When using this data we will always ensure, that we will have your explicit consent (which can be withdrawn at any time) if the material used is not to be qualified as panoramic documentation.
5.2 Live Chat
Managed Chat & Data Retention: We currently do not have a live chat feature on our websites
6. On which legal bases do we collect your data?
We collect your data according to the regulations of the General Data Protection of the European Union (EU) 2016/679.
The data subject has given consent to the processing of his or her data, Art. 6 (1) a GDPR
As far as we have received your explicit consent to use your data for a specified purpose (e.g. signing up for newsletter and information on our activities) during the consent process, the respective processing of the data is legally permitted through the consent given.
Processing is necessary for the performance of a contract; Art. 6 (1) b GDPR
If we have closed a contract with another party (e.g. membership, event attendance) we will need to process personal data in order to fulfil all of our contractual obligations resulting out of this contract. This applies e.g. to render to all members information on respective member benefits they have signed up for. The same applies e.g. to inform broadly all our attendees about the booked events. The respective data processing is permitted by the EU data regulation. The data processing is limited by the purpose of the contractual obligation. If you do not provide the required data for the contractual purpose, we may not be able to fulfil our contractual obligations. As you do not comply with your contractual obligations to deliver the required data, you are responsible for our malperformance. You may not be indemnified for that malperformance. You will be fully responsible if we cannot fulfil our contractual duties out of the contract and may have to terminate the contractual relationship.
Processing is necessary for compliance with a legal obligation to which the controller is GDPR subject; Art. 6 (1) c
We might be obliged to forward certain data to a third party in order to fulfil all our legal obligations. This case applies e.g. for financial and tax issues where we are legally bound to render a certified financial audit.
Processing is necessary for the purposes of the legitimate interests pursued by the controller; Art. 6 (1) f GDPR
We may be processing because of a legitimate interest by us or a third party. In this case, the data may only be processed if this interest is not overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
In these cases, an assessment of potentially contradicting interest is required to ensure the legitimacy and compliance of data processing with existing regulations. In cases such as informing companies that have already attended similar events of the association, have preferred access to events due to affiliate agreements or have intentionally disclosed contact information on public directories of similar events for contact purpose, respective data processing may be permitted.
This case applies e.g. for companies that have attended ERA US (to which we were formerly affiliated) and ERA Europe events and have a long term business relationship. We update them on industry news and events. The same applies for institutions and authorities that we are in continuous exchange due to the purpose of our association acting as a, not for profit organisation representing the interests of our members vis a vis these institutions.
7. What are your choices?
We will not contact you, also for marketing purposes by email, phone or post unless we are permitted to do so by data-protection laws.
You can ask us to rectify your data or restrict data processing, and you have the right to object against data processing.
You can file a complaint against us at a supervisory authority.
8. Security in place to protect the loss, misuse or alteration of your information
We take the security of your personal information very seriously. ERA Europe has taken all necessary steps to keep your data safe, however, no system is 100% fail-proof, therefore, we do not, and cannot, guarantee the security or accuracy of the information we gather.
9. Retention of your data
We do not analyse your personal information.
11. Changes to this policy
* This policy was last updated on 17th February 2021.