Privacy Policy

Thank you for visiting the website. Hannover Milano Fairs Shanghai Ltd. (“HMFS” or “Company” or “We”) is committed to respecting and protecting your privacy. Please read this Privacy Policy (“Policy” or “Privacy Policy”) carefully before using our website or services, most especially the terms highlighted in bold and underlined, which you shall focus on reading and confirm that you fully understand and agree before you start using our website and services. The Policy explains the content, time and reason of the storage of your personal data (“Personal Data” or “Personal Information” or “Data”) and clarifies the HMFS’ processing of various Data, which includes the Data we collect when you visit our website, and the use of Cookies. The protection of your Personal Information is important to us and we will strictly comply with the mandatory laws and regulations on data protection. HMFS that owns or administers the website, event, app and other service (“Services”) is the processor of your personal information provided to, or collected by or for, such Services.

I. Definition

“Personal Information” refers to information recorded electronically or otherwise and that can identify either independently or along with other information a specific natural person or reflect the activities of a specific natural person, such as a name, email address, physical address, account password, job title, employer, etc.

“Process” includes the collection, storage, use, processing, transmission, provision, disclosure, deletion, etc. of the Personal Information.

II. How to Contact Us?

If you have any questions about the protection of the Personal Information in connection with our website or the services offered there, please contact us at:

Hannover Milano Fairs Shanghai Ltd.

Address: Room 301, B&Q Pudong Office Tower, 393 Yinxiao Road, Pudong, Shanghai, China 201204

Telephone: +86 21 2055 7000

Website: www.hmf-china.com

Email: privacy@hmf-china.com

III. Your Rights as a Data Subject

Each data subject is entitled to the following rights:

1. Rights of Access and Reproduction: You can access and reproduce your Personal Information by contacting us through the contact information listed in Part II above.

2. Rights of Rectification and Supplementation: You can rectify or supplement your Personal Information by contacting us through the contact information listed in Part II above to request a rectification or supplement to your Personal Information.

3. Right of Erasure: In the following cases, you can request the erasure or anonymization of the Personal Information by contacting us through the contact information listed in Part II above:

(1) If we collect and use your Personal Information in violation of laws and regulations;

(2) If we process your Personal Information in violation of an agreement with you;

(3) If you no longer use our Services, or if you deactivate your account;

(4) If we no longer provide Services to you.

When we assist you in deleting or anonymizing the relevant Personal Information, we may not be able to instantly delete or anonymize the corresponding Personal Information from the backup system because of the applicable laws and regulations and/or the security technology, and we will securely store your Personal Information and segregate it for further processing until it can be deleted or anonymized in the backup system.

4. Deactivation of the Account: You may deactivate your account by contacting us through the contact information listed in Part II above.

5. Right to Revoke Consent: You can contact us through the contact information listed in Part II above. If the Data processing is established on the consent of the data subject, the data subject may revoke his/her consent in such processing at any time and with a long-term effectiveness.

In principle, we do not charge a fee for your reasonable requests, but we will charge a fee for multiple repetitive requests that exceed reasonable limits, at our discretion. We may refuse requests for information not directly related to your identity, for unwarranted duplication of information, for which excessive technical means are required (e.g., requiring the development of new systems or a fundamental change in current practices), or which pose a risk to the legal rights of others.

IV. Storage of Personal Information and Storage Period

1. Storage

Personal Information collected and generated in the course of our operations in the People’s Republic of China (“China”) will be stored in China. Under the following circumstances, we will provide your Personal Information to prospective offshore entities after fulfilling our obligations as required by application laws:

(1) The applicable laws and regulations does not prohibit such provision;

(2) Your separate consent is obtained; and

(3) It is necessary for entering into and performing a cross-border service contract to which you are a party.

Regarding the above circumstances, we will protect the security of your Personal Information in accordance with this Policy and in accordance with the applicable laws.

2. Storage Period

Generally, we retain your Personal Information only for the minimum time period necessary to fulfill the purpose of the Services. In determining the storage period, a variety of criteria will be considered, such as the type of service you request, the nature and duration of your relationship with us, the effect of re-registration and the deletion of Personal Information on the Services we provide to you, the mandatory storage period and the statute of limitations.

However, we may change the storage period of Personal Information due to the necessity to comply with requirements of applicable laws and regulations in the following circumstances:

(1) To comply with applicable laws and regulations and other relevant provisions, such as the maintenance of business and financial related records;

(2) To comply with provisions of court judgments, rulings or other legal proceeding;

(3) To comply with requirements of relevant government authorities or legally authorized organizations；

(4) To safeguard public interests and other legitimate rights and interests.

V. Personal Information We Collect and Use and the Purpose

1. Booking of Exhibition Space and Exhibitor Services

As an exhibitor representative, when you apply to exhibit, the Personal Information you are required to provide to us includes name, company name, address, cell phone number, email address and fax number.

When an exhibitor pass is created for you, you will also be required to provide us with ID information as well as your company name and your position.

Information listed above is necessary for the booking of exhibition space and the exhibitor services, and you understand and agree that all Personal Information required is provided voluntarily by yourself.

2. Visiting exhibition or Participating in the Concurrent Conferences

To visit the exhibition or participate in the concurrent conferences as a visitor, the Personal Information you are required to provide to us includes name, company name, department, position, email address, cell phone number and telephone number.

If the exhibition requires real-name admission in accordance with the relevant regulatory rules, you will also be required to provide ID information.

Your biometric information will also be collected in the following scenarios:

· The exhibition will utilize face recognition technology to collect facial information and record the time of entry at the venue gate in accordance with the requirements of the relevant regulatory authorities for real-name entry.

· At the site of the exhibition, in accordance with the requirements of the relevant regulatory authorities to organize the exhibition and to ensure the security of the venue, image capture equipment needs to be installed to collect your facial information.

For public health purposes, we will collect medical health information (including negative nucleic acid test reports and proof of vaccinations) and trip tracking information from you.

The above Personal Information is necessary to visit an exhibition or participate in events, and you understand and agree that all Personal Information required is voluntarily provided by your.

Additionally, for the purpose of exhibition promotion, we will take photos and videos of various scenes and events at the exhibition site, and your facial information may be collected in the process. We will use such information in accordance with the requirements under the applicable laws and regulations.

3. Getting Free Visitor Badge (By Pre-Registration)

Getting free visitor badge (for trade fairs, symposiums or other events) requires you to set up your own user account and provide your name, company name, department, position, cell phone number, mailing address and/or email address to obtain physical or electronic tickets. Via this account, you will also have access to other show services. After getting your free visitor badge, you can deactivate such account at any time through the contact information listed in Part II of the Policy.

As an alternative to setting up an own user account, you can use your social  media accounts with WeChat for completion of your  pre-registration. The Personal Information you use to log in to the relevant social media platform will then be used for the  setting up and allocation of your user account with HMFS.

After login to the user account via your existing social media account you have the option to disconnect the link to the social media platform service. HMFS will not transfer any Data to the social media platform. Nonetheless, the social media platform may store your registration with HMFS. In this case, the relevant social media platform will have sole  responsibility for any Data processing.

Once you are registered as a visitor, you will have access to information about the exhibition, the conference, etc. via the user account. In addition, the Data will be used for services necessary to visit the exhibition, such as the production of a pass as required to visit the exhibition/attend the conference.

4. Purchase of Visitor Ticket On-Site

In case you do not make use of pre-registration you may purchase a ticket on-site. Meanwhile, you are requested to provide your name, company name, department, position, email address, cell phone number and telephone number. HMFS will enter your Personal Data into the visitor database.

5. Process of Letter of Invitation for Visa

As a visitor or exhibitor representative, you will also be required to provide passport information when you need a letter of invitation for a Visa.

6. Participation in Online Meetings or Events

As a visitor or exhibitor representative, you will be required to provide your name, company name, cell phone number, phone number and email address if you need to attend an online meeting or event.

7. Subscription to Emails and Marketing Newsletters

As a visitor and exhibitor representative, HMFS will use your name and email address for further purposes of customer retention and customer reactivation, as well as to provide further e-marketing materials for products and services that HMFS would like to promote to you and to build long-term customer relationships.

In your capacity as a visitor, we will also use your name, phone number and mailing address to send marketing materials to you.

This is not a required service and the legal basis for these processing activities is your consent. You may unsubscribe from our marketing emails by opting out through the link provided in each email. You may also withdraw your consent by contacting us through the contact information listed in Part II of the Policy.

8. Participation in Questionnaires and Lotteries

As a visitor or exhibitor representative, if you separately consent to participate in a questionnaire or lottery, you are required to provide us with your name, company name, job title, cell phone number, email address and mailing address.

This Service is not required and the legal basis for these processing activities is your consent. You may withdraw your consent by contacting us through the contact information listed in Part II of the Policy.

9. Business Matchmaking

As a visitor or exhibitor representative, you are required to provide us with your name, company name, job title, cell phone number and email address for the exhibitor-visitor supply and demand matching services provided on our or an affiliate’s platform.

10. Other Personalized Services

To provide you with improved personalized services, such as on-site map navigation based on your location, or access to certain events, we may also collect your precise location information and cell phone MAC information.

Location information is personal sensitive information. If you turn off location permissions, we will not obtain your location information. We will also collect cell phone MAC information only with your consent. If you do not agree to the collection of such information, it will not affect the other Services we provide to you.

11. Access to the Website

When you access our website / app, some pieces of general information will automatically be collected. Like most websites, our servers will automatically record web requests that you make when you access our website. These “server logs” typically include your web page request, IP address, browser type, browser language, request date and time, and one or several Cookies that accurately identify your browser. In addition, your IP address will be transferred and used for the purpose of providing the service requested by you. This information is technically required to accurately provide the contents of websites you call up and are inevitably collected when using the internet.

VI. Personal Information We Collect from Third Parties

If you visit our website through a third party (such as email, WeChat or Weibo, etc.) or share content from our website to a third party social media platform, that third party will send us some Personal Information about you as allowed by the third party platform and your account settings: the Personal Information we receive depends on that third party’s privacy policy and your account settings with the third party service provider.

Meanwhile, when you participate in marketing and survey activities organized by us, we will collect your name, company name, department and position, cell phone number, email address, address, device ID and cell phone MAC information, as well as your interests and consumption habits through third-party marketing and survey agencies. Please be aware that we will protect the Personal Information we indirectly obtain by using means and measures no less protective than those we use for our own users’ Personal Information.

VII. Authorization

1. Authorization. If the information you provide contains Personal Information of other users, you need to ensure that you have obtained legal authorization before providing such Personal Information to us. If the Personal Information of minors is involved, you need to obtain the consent of the corresponding guardian of the minors before publishing, and the guardian has the right to contact us through the contact information listed in Part II of the Policy to request correction or deletion of the content involving the Personal Information of minors.

We will obtain your prior consent if we use your Personal Information for purposes other than those described in the Policy, or use your Personal Information collected for other purposes, or if we obtain your Personal Information from a third party on our own initiative.

2. Exceptions for Obtaining Authorized Consent

You fully understand and agree that we collect and use your Personal Information without your authorized consent and that we may not respond to your requests for correction, deletion, deregistration or withdrawal of consent in the following scenarios:

(1) The Personal Information concerns national security or national defense security.

(2) The Personal Information concerns public safety, public health or significant public interest;

(3) The Personal Information concerns judicial or administrative enforcement of law, such as crime investigation, prosecution, trial or judgement;

(4) The Personal Information is for the purpose of protecting your or other individuals’ life, property, and other significant legal rights and interests but where it is difficult to obtain your consent;

(5) You disclosed the Personal Information to the public at your own discretion;

(6) The Personal Information was collected from legitimate publicly disclosed information, such as legitimate news reports, government information disclosure and other sources;

(7) The Personal Information is necessary to enter into and perform the relevant agreement or other written document with you.

(8) The Personal Information is necessary for legitimate journalism;

(9) The Personal Information is necessary for an academic research institution to conduct statistical or academic research in the public interest, and where the results of the academic research or description are made available to the public, the Personal Information contained in the results is de-identified.

(10) Other circumstances specified in laws and regulations.

Please be aware that, in accordance with applicable laws and regulations, if we adopt technical or other necessary measures to process the Personal Information in such a way that the recipient of the data cannot re-identify a specific individual and cannot recover it, or if we may de-identify the information collected for research, statistical analysis and prediction purposes, for the purpose of improving our content and layout, to support products or services for business decisions, or to improve our services, such processed Data may be used without separate notice to you and without your consent.

VIII. How We Share, Transfer and Disclose Personal Information

1. Share

We do not share your Personal Information with any enterprises, organizations and individuals outside HMFS, except for the following:

(1) Affiliates and Service Providers. We may share your Personal Information, based on necessity, with our affiliates (subsidiaries, joint ventures, etc.) as well as third party service providers and any subcontractors, to engage affiliated parties, i.e., third-party service providers, to provide services to you. We send the Personal Information to external service providers who support our services with the production of exhibitor/visitor badges, door security systems, call center services, online registration systems, etc. For enterprises, organizations and individuals with whom we share the Personal Information, we will require them to process the Personal Information in accordance with our instructions, the Policy and any other relevant confidentiality and security measures. If we share your Personal Information that is not explicitly stated in the Policy or if the recipient of the Personal Information changes the purpose for which the Personal Information is used and processed, your authorized consent will be requested again.

(2) Third-Party Marketing and Advertising Firms. We will commission third-party partners to process information related to advertising coverage and effectiveness, but we will not share your Personal Information with partners who provide advertising or analytics services, or we will de-identify such information so that authorized partners cannot identify you personally with the information unless we have your permission to do so. Such partners may combine the above information with other data that they have lawful access to in order to perform the advertising services or marketing recommendations that we have commissioned.

(3) Sharing With Your Explicit Consent. We may share your Personal Information with third parties after obtaining your explicit consent.

2. Transfer

We will not transfer your Personal Information to any enterprises, organizations or individuals, except as follows:

(1) Transferring with Your Explicit Consent. We may transfer your Personal Information to third parties after obtaining your explicit consent.

(2) Transfer Arising from a Change in Control. Personal Information may be transferred to third parties as a result of a sale, acquisition, merger, reorganization or other change of control. If we sell, merge or transfer any part of our business, part of that sale may include your Personal Information. In such cases, we will require the new company, organization or individual holding your Personal Information to continue to be bound by the Policy, or we will require the company, organization or individual to seek your authorized consent again.

3. Disclosure

We will only disclose your Personal Information under the following circumstances:

(1) Disclosure with Your Explicit Consent. We may disclose your Personal Information to third parties after obtaining your explicit consent.

(2) Legally Required Disclosures. We may disclose your Personal Information in response to lawful requests from government authorities (including to fulfill law enforcement inquiries). We may be obligated to disclose or share your Personal Information to comply with legal obligations in order to enforce or apply our terms and other agreements, or to protect our rights, property and safety, or to protect the rights, property or safety of others. This also includes exchanging Personal Information with other enterprises and organizations in order to prevent fraud.

4. Exceptions for Sharing, Transferring, and Disclosing Personal Information with Prior Authorized Consent

Your prior authorized consent is not required for the sharing, transferring, or disclosure of your Personal Information under the following circumstances:

(1)  The Personal Information concerns national security or national defense security.

(2)  The Personal Information concerns public safety, public health or significant public interest;

(3)  The Personal Information concerns judicial or administrative enforcement of law, such as crime investigation, prosecution, trial or judgement;

(4)  The Personal Information is for the purpose of protecting your or other individuals’ life, property, and other significant legal rights and interests but where it is difficult to obtain your consent;

(5)  You disclosed the Personal Information to the public at your own discretion;

(6)  The Personal Information was collected from legitimate publicly disclosed information, such as legitimate news reports, government information disclosure and other sources.

Please be aware that, in accordance with applicable laws and regulations, if we adopt technical or other necessary measures to process the Personal Information in such a way that the recipient of the data cannot re-identify a specific individual and cannot recover it, such processed data may be shared, transferred and disclosed without separate notice to you and without your consent.

5. Third-Party Plug-Ins

In order to provide and optimize our Services, we may have third-party SDKs under our control embedded in our website, which may collect your Personal Information and provide it to third parties, while such third-party SDKs cooperate with us to provide you with more comprehensive services. We will take the necessary measures to control the collection and use of your Personal Information by such third-party SDKs and ensure, including through contracts, that your Personal Information will be protected to a degree no less than that set forth in the Policy. For details on the identity of the third parties, the purpose of collection, etc., please refer to the description of the third-party SDKs in Annex I of this Policy.

IX. Our Cookies Guidelines

1. General Information on the Use of Cookies

Our website uses so-called Cookies. Cookies are small text files that are placed on your device and stored on your browser. Their purpose is to make our offer more user-friendly, more efficient, and more secure. We use temporary Cookies that are automatically deleted when you shut down your browser (so-called “Session Cookies”) as well as permanent (“Persistent”) Cookies.

You have the option to choose whether you want to allow the placing of Cookies. You can adjust the settings of your browser accordingly. Your options are to accept all Cookies, to be informed when Cookies are placed, or to accept no Cookies at all. If you opt for the third alternative, you may not be able to use our services to the full extent.

Regarding the use of Cookies, it is important to distinguish between indispensable Cookies and Cookies placed for further purposes (access quantification, marketing).

2. Cookies That Are Indispensable for the Use of Our Website

We use Session Cookies that are indispensable for the use of our website. These include Cookies that enable us to recognize you when you visit our site for a single session. These Session Cookies help to make our site more secure, e.g., by ensuring safe operation of the shopping cart function and payment processes.

3. Use of Cookies with Your Prior Consent

Hereinafter, we provide you with an overview of the Cookies we use if we have obtained your respective consent upon access to our website. These Cookies are used for the purpose of analyzing user behavior and for marketing purposes. Respective opt-out options are included in each description.

(1) Use of Cookies to Analyze Usage Behavior (Tracking)

The use of tracking Cookies allows us to “recognise” users when they revisit our website and to allocate usage events to an internal indicator (pseudonym). Thus, we can capture and analyse the repeated access to our website

(2) Use of Cookies for Marketing Purposes

We use Cookies for marketing purposes, e.g., to display our advertisements in accordance with the interests of our users. Moreover, Cookies are used for frequency capping (i.e., to limit the frequency of advertisement displays) and ad efficiency evaluation. By tracking which websites and which products were clicked, we can collect information on usage behaviour in order to display interest-based advertising. This information will be shared with third parties. In such cases, the cookies will be placed directly by our marketing partners

X. Security of Personal Information

We provide appropriate security to protect your Personal Information from loss, misuse, unauthorized access and disclosure.

We will adopt various security measures, with a reasonable security level, to safeguard your Personal Information.

We have established special management systems, processes and organizations to ensure the security of Personal Information. For example, we strictly limit the range of individuals who have access to the Personal Information, requiring them to comply with confidentiality obligations, and we conduct reviews.

In the event of a security incident such as Personal Information leakage, we will initiate an emergency plan to prevent the security incident from expanding and inform you by push notification, announcement or other means.

XI. Protection of Minors

We take the protection of the Personal Information of minors under the age of fourteen very seriously, and we do not collect Personal Information from minors. We do not provide services directly to minors, nor use the Personal Information of minors for marketing purposes.

If you are the parent or other guardian of a minor and you believe that the minor has provided us with any Personal Information, please contact us through the contact information listed in Part II above. We will take measures to delete such information.

XII. Amendment

Subject to relevant laws and regulations, HMFS reserves the right to amend the Policy at any time.

We will not reduce your rights under the Policy without your explicit consent. We will post any amendment to the Policy on our website and other service platforms. We will also provide more prominent notice of material changes (including, for certain services, sending notices by email and/or posting or popping up windows describing specific amendments to the Policy).

Last updated: 31 Mar. 2022

Annex I: Description of Third-Party SDKs

In order to provide and optimize our services, we may have third-party SDKs embedded in our website. These third-party SDKs may collect your Personal Information while cooperating with us to provide you with more comprehensive services. The following is a list of the names of the third-party organizations and SDKs we currently use and the purposes for which the Personal Information is collected. If you have questions about third parties collecting your Personal Information through the SDKs, please refer to the privacy policies of those third parties.