Privacy Policy

ETHOS MEDIA S.A. takes your personal data very seriously and for that reason complies with the national legislation in force from time to time as well as Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation – GDPR).

ETHOS MEDIA S.A. is committed to fully implementing the applicable legislation and European regulations, taking into account the adoption of suitable technical and organisational measures to protect personal data.

This policy applies to personal data collected and processed via the website:

https://ethosevents.eu

Data Controller

The data controller for this website is the company with the corporate name ETHOS MEDIA S.A. whose registered offices are in Piraeus at 79-81 Filonos St., Tel.: +30 210 2109984950, Email: [email protected], hereinafter referred to as “ETHOS MEDIA S.A.”.

Purpose of this policy

The purpose of our policy is to present the following topics in as simple, comprehensible and concise a manner as possible:

The data we process via our website, for what purpose and on what legal basis
How long we retain your data for
Who receives your personal data
What your rights are and how can you exercise them
What legitimate interests we pursue
What rules apply to your consent when it is necessary
What rules apply to personal data collected via cookies
What rules apply to special categories of data
What rules apply to your data and social media
Links

When you need to provide us with your personal data

When you visit our website: (IP address, URL, Browser, OS)

ETHOS MEDIA S.A. can identify the IP address via which the computer or any other electronic device acquires access to the internet and then to our website. This is due to the way the internet operates and the purpose here is to safeguard networks from malicious acts. For the same reason, this function collects information about the type of browser and your operating system (Windows, android, iOS, etc.) as a user. That information cannot directly identify you and is stored for the minimum period necessary to ensure network security. That data does not require your prior consent before it is collected, since it is necessary for each website to operate safely and properly.

That data is held in log files on our website’s server for … months.

The legal basis for the initial collection of that data is Article 4(5)(a)(c) Law 3471/2006 which permits technical storage or access whose sole purpose is to transfer a communication via an electronic communications network or which is necessary to provide an information society service which the user has expressly requested. The legal basis for retaining your data is our legitimate interest in the proper and safe operation of our website. You have the right to object to the retention of your data on grounds relating to your particular situation, where your rights and freedoms override our legitimate interests or the need to collect data to establish, exercise or defend our legal claims. On the question of how to exercise this right, please see the section entitled “Rights”.

Information stored automatically – Cookies policy

Cookies are small data/text files stored on your computer’s hard disk by your browser.

Cookies are divided into different categories depending on the purpose they serve and how they operate, such as making it easier for you to navigate from one website to another, storing your preferences and in general improving your browsing experience.

Cookies and other similar tracking technologies are governed by the e‐Privacy Directive (Directive 2002/58/EC) which was transposed into Greek law by Law 3471/2006 and in a supplementary manner by the European General Data Protection Regulation (Regulation (EU) 2016/679 / GDPR) and Law 4624/2019.

Our website uses three categories of cookies:

Essential cookies

Essential cookies mean those which have been evaluated as necessary from a technical – operational viewpoint, since without them a (safe) connection to the website cannot be made to connect it to the internet or in general to provide the internet service specifically requested by the user (such as placing products in the shopping cart). The law does not require your prior consent for cookies in this category. For all other categories of cookies, in accordance with Article 4(5) of Law 3471/2006, cookies may only be installed if the subscriber or user has given his/her consent after having been clearly and extensively informed.

Performance (statistical analysis) cookies

If you consent to this, ETHOS MEDIA S.A. uses cookies to statistically analyse how the website operates, and to measure traffic and certain other data about the effectiveness of page operations, which are provided to us in a format which cannot directly identify you.

Targeting/advertising cookies

These cookies are used to provide content that best suits you and your interests. They can be used to show targeted advertising/special offers, limit the advertisements displayed or measure the effectiveness of an advertising campaign. These cookies can be used to remember the websites you have visited to determine which online marketing channels are most effective and allow us to reward external websites and associates who sent you to us.

A detailed list of cookies used with information about their purpose, duration and the person responsible for them can be found here.

The settings for cookies installed on our website can be changed at any time by clicking on the relevant tab entitled “COOKIES SETTINGS” which is located in the footer of our webpage.

When you send us messages using the contact form

You can submit your message on our website via the contact form. To that end, you must provide your name-surname and email address so that we can contact you to respond to your message. Optionally, you can also fill out the company you work for and your title (such as sales manager). The lawful basis for using that data is our legitimate interest in responding to messages from visitors to our website, and if in your message you request that a contract between us be entered into (such as a collaboration or purchase of products) our lawful basis for using your data is to take measures at your request before entering into a contract.

If you choose to contact us using the contact form, none of the data you provide will be stored on this website or transferred / processed by anyone. On the contrary, the data will be entered in an email and sent to us. Email content is encrypted before being sent over the internet to allow it to travel securely and is decrypted by our local computers and devices once received.

We will keep your message in our email box for 12 months from the last communication, unless it includes an order you place with us, in which case it will be retained for up to 5 years after completion of our collaboration, in order to prove our transaction and to establish/exercise legal claims which may arise on either side within the statute-barring period specified.

When you register for an in-person, hybrid or online event via our website

The website ethosevents.eu was developed to promote upcoming and past events organised by Ethos Media S.A. It allows you to register for them. If you want to register for upcoming events, you can attend them in person or watch them via our LiveOn digital platform. Registration can be done by filling out the participation form which becomes available when the specific event is published. This form can be provided either by us or by Google (Google Forms) so if you enter our website from a browser by logging into a Gmail account, certain information about you will be automatically obtained (such as your Gmail address). You will be asked to fill out your name-surname, the company you work for, your job position, your email address and a contact number. If you register on behalf of a company or other organisation and not for yourself, you will also be asked for your name as the person submitting the application to participate.

That data is necessary for us to recognise you and allow you to enter the event and the various points of interest included within it (such as talks, conferences, virtual exhibitor booths, etc.) (our legal basis for collecting that data is the contract you have entered into with us to provide you with event attendance and participation services) and to collect and evaluate information about our audience relating to the type of business activity they are engaged in and their interests, so that we can contact them about other events or services that may be of interest to them (our legal basis for collecting that data is our legitimate interest in evaluating our audience based on interests and sector of engagement so that we can promote similar services or products). You are entitled to object to receiving such promotional messages by leaving the field at the end of the registration form blank – it reads “I wish to receive promotional messages via email about similar events, services or products of ETHOS MEDIA S.A.”. You can object at any later point in time by pressing the “unsubscribe” button at the end of each such message you receive.

In addition, your job position and the company you work for are vital for us to provide you with any benefits from participating in the event (such as free participation or a discount on the participation fee for specific professionals or company executives who are exhibitors or sponsors, etc.). In these cases, you may be asked for additional information or documents which demonstrate your specific status (e.g., in cases where students participate at a discount you will be asked to send your student ID card by email). The legal basis for collecting that data is implementation of the contract we have entered into with you to provide preferential attendance at our event. Your job position and the company you work for are necessary to make it easier for you to participate in networking activities provided via the event, such as sending a request to “connect” with other participants in the event to exchange views, to find a job with participants or exhibitors who wish to hire you, etc.

Your personal data, which in accordance with the above, is deemed mandatory, is necessary for your participation in the event and without it, it will not be possible to provide the participation services you have requested. For security reasons, you need to confirm your registration by clicking a hyperlink you will receive at the email address you provided (double opt-in).

When you register for an event/fair organised by ETHOS MEDIA S.A. via LiveOn via your Google, LinkedIn or Facebook account.

At some of our online or hybrid events you can register for the online event via your Google, LinkedIn or Facebook account. In that case, you grant authorisation to your account provider to allow us to collect your account data (such as your name-surname or username, email and image). In the above cases, your identity is authenticated and you log into the online event on LiveOn via the account with that account provider using the credentials you have there.

When you register as a contestant in an in-person, hybrid or online competition event/award ceremony via our LiveOn digital platform.

Some of our events are competitions. Nominations can be submitted for those events by organisations/businesses and/or individuals via our website ethosevents.eu. Nominations can be declared by filling out the nomination form which can be found in the published page relating to the specific event. If you submit a nomination form on behalf of your organisation or company, you will be asked to fill out the corporate name, trade name, website and any social media accounts, and the name-surname of the CEO and the name, email and phone number of the person filling out the form. Moreover, you will be asked to provide all information about the nomination needed in the context of the specific competition and the prize criteria (such as the text justifying the nomination, company profile, photographs, etc.). You will also be asked to fill out the nominee’s invoicing details and the person responsible for receiving the relevant invoice (name-surname, email, phone number).

The personal data of the person who submits the nomination on behalf of their organisation/company, its CEO, and the person appointed as the person responsible for receiving the invoices to be issued are necessary for us to contact you in order to participate in the competition, issue the relevant invoice, and for any other necessary communication in the context of the contract you have entered into with us relating to the nomination of your organisation/company.

Note that all information and nomination documentation submitted by you will be posted on the ethosevents.eu awards website when the public and jury voting process commences. If you use information from third parties, you must have obtained their permission and be certain that you are not infringing the intellectual property rights of any third party.

In all other respects, the points made below about the audiovisual materials for the event and (in the case of online or hybrid hosting via the LiveOn platform) the points made in the privacy statement for the LiveOn platform apply to participation by representatives of the competitor in the in-person/online/hybrid event.

When you participate via LiveOn as a speaker at an in-person/online/hybrid event organised by ETHOS MEDIA S.A.

If you participate via LiveOn as a speaker at an in-person/online/hybrid event organised by Ethos Media S.A. we collect your name-surname, job post and title, the company you represent, your photograph and may also collect your CV. If you so wish, you can also include links to your social media accounts (such as LinkedIn, Twitter, Facebook, Instagram, etc.) in the information you send us.

That information is published both on the event page on LiveOn and is accessible even to non-participants, and on the website of ETHOS MEDIA S.A. ethosevents.eu which promotes ETHOS MEDIA events so that they are available to parties interested in attending the event. Moreover, if you are a speaker at a public event, such as our events, the points made below about your inclusion in audiovisual materials for the event also apply to you.

The legal basis for collecting and publishing all information which is mandatory in accordance with the above is the agreement between us on your participation as a speaker in the event. Where your data is optional, the legal basis is the consent you give us to publish it in accordance with your wishes. You can withdraw your consent at any time without retroactive effect by sending a message to [email protected]. Acceptance of your request will entail deleting that non-mandatory information from the publication. Your other personal data, which is set as mandatory in accordance with the above, is necessary for your participation in the event and without that it will not be possible to provide the participation service we have agreed upon.

Audiovisual materials which include your image.

If you are a speaker at an event or ask a question during a conference talk or participate in an event held in-person and/or broadcast via LiveOn and/or via third parties reporting on the event, you may be shown in the event’s audiovisual material (videos or images). This material may be visible either in real time (at the time the event is broadcast live) or in videos and photographs published subsequently in the context of the event on LiveOn (video on demand), in the conference review material published on the ethosevents.eu website and sent to participants, and in the mass media (print or digital), which may cover the event or republish its data. Please bear in mind that our events are public events and if you do not want to be included in such materials you should not register. The legal basis for collecting and transmitting that data is implementation of the contract with you to participate in the event, which by its nature as a public event entails the said uses. The legal basis for storing and further publishing your data is our legitimate interest in promoting our public events. You have the right to object beforehand to such uses, only by not registering to participate, since after the event it is practically impossible to isolate and delete your data from the audiovisual material.

Uses of your personal data for events you participate in via our LiveOn digital platform

To ensure you are fully informed about other uses of your personal data in the context of your participation in an event on our LiveOn digital platform, please see the platform’s privacy policy.

Automated decision-making

We do not use your personal data for automated decision-making which could have legal or other major consequences for you, nor do we engage in profiling based on your personal data.

What are your rights under the General Data Protection Regulation (GDPR)?

RIGHT OF ACCESS AND RECTIFICATION

You are entitled to know whether the personal data relating to you was or will be processed and, in all events, to require ETHOS MEDIA S.A. to correct your personal data if it is inaccurate or to supplement it in the case of shortcomings. When updating your personal data, you may be asked to verify your identity before we can satisfy your request.

RIGHT OF PORTABILITY

You can receive your personal data in electronic format. This right applies:

A) if you provided the data yourself either
B) by giving your consent or
C) to conclude a contract with us.

You will receive the data in a structured, commonly used and machine-readable format (in other words in a type of electronic file widely used and easily readable by ordinary software) so you can send them or request that they be sent by us to another controller, provided that this does not adversely affect the rights and freedoms of other persons.

RIGHT OF ERASURE

Under the conditions laid down by law, you can request the erasure of your personal data and -in specific cases- the restriction of processing of existing data. The personal data which we are obliged to retain due to legal obligations cannot be erased. Deleting personal data which is necessary to implement a contract may lead to cancellation of the contract or inability to implement it.

RIGHT TO OBJECT

You are entitled to object at any time to the processing of data relating to you.

Your right applies where the reason for processing that data by us is our legitimate interest and you have an objection due to your own particular situation (for personal, professional or social reasons).

That applies to data automatically collected when you browse the internet and our website, and when you send us a message via the contact form on our website, and wherever else referred to in this text.

RIGHT TO RESTRICT PROCESSING

You are entitled to request that processing of your data be restricted.

That will apply if you contest the accuracy of your data and until we verify it, when you consider that the processing done is unlawful, when we no longer need the data, or when you have exercised your right to object.

RIGHT TO WITHDRAW CONSENT

When we process your personal data based on the consent you gave us, you are entitled to freely withdraw that consent at any time, without retroactive effect, and without suffering any consequences for other services we provide you for other reasons (e.g., based on our product sale agreement).

RIGHT TO COMPLAIN

You are entitled to submit a complaint to the Hellenic Data Protection Authority if you consider that your data is being unlawfully processed. The Authority recommends that you first contact us to submit any complaint or request. You can do this free of charge by email sent to the Data Protection Officer appointed by ETHOS MEDIA S.A. at [email protected]. We will make concerted efforts to satisfy your request. If you are not satisfied with our response, you can submit your complaint to the Authority (1-3 Kifissias Ave., Athens GR-11523, tel. 210- 6475600, www.dpa.gr email:[email protected]).

How to exercise these rights:

To exercise your rights and for any information about the processing of your personal data, you can submit a request to the email address [email protected] .

We may need to ask for your ID particulars before responding to confirm that someone else is not exercising your rights.

As a rule, your request will be met within one month of us receiving it, or if it is particularly complex, you will be notified within one month at least about delays which could be entailed by the complexity of the request.

Information and all relevant steps to respond to requests are provided free of charge unless those requests are excessive or recurring.

Retention period for your personal data

Your personal data is only retained for such time as is necessary for the purpose for which it was collected, in accordance with the distinctions made in the above use cases. The published event materials (photographs, videos, speaker data, etc.) are kept on our website for 5 years from the event to promote our events and to achieve our legitimate interest in promoting our activities and further developing our company. Subject to the conditions and restrictions mentioned above you are entitled to object to such retention on grounds relating to your particular situation (for personal, professional or social reasons). You can submit this declaration to [email protected]

Your contact data (name-surname, position and email address) collected when you registered, if you did not state your objection to receiving emails about new events, services and products which may be of interest to you, will be retained for such time as you do not express any objection by pressing the “unsubscribe” button at the end of each such message you receive.

Who can receive your personal data?

Only authorised associates of ETHOS MEDIA S.A. have access to data whenever that is necessary. We may give access to your data to our associates who provide their services to us (such as web hosting providers, website administrators, IT support providers, transport companies, bulk mailing, etc.) where their services are necessary for our operations and for your convenience. All our associates have made a contractual commitment to us to protect your personal data and have undertaken not to disclose it to anyone else.
Access to some of your data, in line with the distinctions made for each type of processing, is available to all participants in the specific event you registered for and who have a user account, for such time as the event is hosted on LiveOn’s servers (usually up to 5 years).
If you are a speaker at an event, your name-surname, photograph and title/role are published both on the event page on LiveOn, accessible by anyone (even non-registered users), and on the website of ETHOS MEDIA GROUP S.A. ethosevents.eu.
If you provide your express consent when registering for our events in any manner, we will send the sponsors/associates of the specific event your name-surname, job position, phone number and email address in order for them to subscribe you to their newsletter or contact you. The sponsors/associates of each event can be seen in the announcement for each event either when you register for it on LiveOn or in the section entitled Upcoming events on our website ethosevents.eu. Before giving your consent, you should consult the policy of each sponsor/associate. Please note that notice of withdrawal of your consent should be addressed to each sponsor on whose list you registered.
If when registering for our events in any manner you provide your express consent, we will send the sponsors/associates of the specific event and/or interested sponsors/associates of the upcoming similar event an anonymous list which only contains the title of each participant and the name of the company they come from. No other information about you is included in this list. It is sent for the purpose of the sponsor/associate reporting on the event (quantitative and qualitative measurement of the audience, statistical evaluation of categories of business sectors involved, etc.) and to promote Ethos Media S.A.’s events to interested sponsors and associates at subsequent events.

In all events, your personal data will not be sent or disclosed to anyone for marketing purposes without your prior express consent.

Transfers to third countries

Your personal data are not transmitted to third countries outside the EEA or to international organisations which do not hold an adequacy decision on the protection of personal data or do not provide the necessary safeguards specified in the GDPR. The data on our website is stored on secure servers located within the EU.

Security of your personal data

ETHOS MEDIA S.A. implements suitable technical and organisational measures to ensure a suitable level of security for your data against risks. However, no information system is 100% secure. In all events, ETHOS MEDIA S.A. has prepared a plan to deal with any breach, in order to eliminate or limit the consequences thereof, according to which if there is a high risk to your rights or freedoms, you will be notified immediately.

Social media and embedded third-party content – Links

Our website may offer the option to share content on social networks and other related tools which allow you to share posts, articles and other materials on the website with other applications, websites or mass media, and vice versa. Using such features allows information to be exchanged with your friends or the general public, depending on the settings you have specified in your personal profile on the social media you are posting to. Moreover, if you follow us on these social media or send us messages via them, we collect any data you provide on those media (name-surname or alias you use, photo or avatar, etc.) in order to provide you with information or to respond to your messages.

Moreover, you can find third-party content on our website (such as You Tube videos, images, articles, etc.) or hyperlinks to third-party websites. From a technical viewpoint, this embedded content or clicking on the link functions exactly like visiting the actual relevant website. These websites may collect data about you, use cookies, include additional third-party monitoring and monitor your interaction with that embedded content. This privacy policy does not apply to user access to other websites. From time to time please consult the privacy policy of the website you are visiting.

Where hyperlinks on our website or embedded content led to websites where protected intellectual works are presented to the public, we bear no liability in the case where those websites make such presentation without the rightholders’ permission. In all events, ETHOS MEDIA S.A. will not install hyperlinks for profit and will check those hyperlinks to the extent possible in relation to the websites they link to, so that it does not present protected works without the permission of the rightholder of those intellectual or related rights.

Updates and amendments

ETHOS MEDIA S.A. reserves the right to amend/update individual sections of this Policy without any obligation to give you advance notice of that. Please always read the Privacy Policy before using our website to learn about the current version of the Policy if any amendments or updates have been made.

This Policy was last updated in: July 2022