Privacy Notice
Ovation Global DMC Data Privacy Statement
Last updated: 25th July 2022
OVATION GLOBAL DMC, an entity of MCI Group Holding SA, 9, Rue du Pré-Bouvier, 1242 Satigny, Geneva, Switzerland or relevant OVATION GLOBAL DMC entity (“OVATION GLOBAL DMC”) is an event and association management company with operations and subsidiaries in many countries around the world which provides association, congress management, meetings and event services to its corporate or association clients (the “Client”).
MCI Benelux, 280 Boulevard du Souverain 1160 Brussels, Belgium, has been appointed as mci group main GDPR office within the European Union.
It is OVATION GLOBAL DMC´S utmost concern to constantly improve its services in order to best meet the needs of its Clients. To this end, mci group may collect and store certain information, including personal data of people like you. mci group takes the protection of your personal data very seriously in all of its business processes. This Data Protection Statement is meant to help you understand how data are collected, processed and stored to meet legal requirements and mci group’s data protection standards.
By providing personal data to mci group, you agree to have read this privacy policy and agree to abide by any obligations contained therein, as it may be amended from time to time.
1. Scope of this Data Protection Statement
This Data Protection Statement applies to all services offered by OVATION GLOBAL DMC.
This Data Protection Statement does not apply to services offered by other companies or individuals. This Data Protection Statement does not cover the information practices of other companies and organizations who advertise OVATION GLOBAL DMC services or any third party operating any website to which the OVATION GLOBAL DMC website or other digital asset may contain a link.
2. Data collected and method of collection
OVATION GLOBAL DMC collects general and personal data concerning you from:
- ou when you provide your details to mci group;
- its Clients (in such cases, Client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Data Protection Statement);
- participants at Client’s meetings and events organized by mci group;
- users of mci group’s or Client’s websites; and third parties (such as online service provider or single sign on authority).
Following the reception of the data, an electronic profile is created in mci group tools for each person or entity (the “Contact Profile”).
The Contact Profile may contain but is not limited to:
- name;
- gender;
- date of birth;
- address;
- phone numbers;
- email addresses;
- nationality
- physical location data during an event
- ADA (American Disability Act) information
- food or allergies preferences
- emergency contact information
- organization or company of employment and/or job title;
- field of activity and/or interest;
- credit card references/numbers;
- travel destinations;
- travel schedules;
- travel preferences;
- accommodation preferences;
- other communicated preferences;
- passport; and
- visa details.
- additional information as requested by Clients on events
OVATION GLOBAL DMC may process sensitive personal data based on a specific and explicit additional consent of data subjects.
By attending an event, individual authorizes, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks or its Sites, by Dorier or by any mci group company within the meaning of the regulations in force, or their partners, for the duration of exploitation of the video and/or audio recordings, and/or photographs.
3. Purpose of data collection
OVATION GLOBAL DMC uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect mci group and its users. mci group does not collect more data than is necessary to fulfil such purposes.
In addition to creating Contact Profiles, OVATION GLOBAL DMC uses your data for the following purposes and for which you give your consent:
a) Bookings: The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, OVATION GLOBAL DMC creates a booking code that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, mci group might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and often also to government bodies for certain destinations.
Legal basis: Contract;
b) Travel reports consolidation: At the request of a Client, OVATION GLOBAL DMC or a third party may prepare information reports that summarize and analyse the expenditures per destination, per travel supplier, etc. Such reports which may include certain personal data from your Contact Profile are then submitted to the requesting Client.
Legal basis: Contract;
c) Compliance with travel policy: At the request of a Client, OVATION GLOBAL DMC may report on your compliance with the event compliance policy, budget compliance policy or travel policy of such Client and identify any exceptions to the compliance.
Legal basis: Contract;
d) New products and services: With the goal of improving services and based on the data given to OVATION GLOBAL DMC, OVATION GLOBAL DMC may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.
Legal basis: Legitimate interest – improve OVATION GLOBAL DMC business activities and services;
e) Promotion and marketing: OVATION GLOBAL DMC may use your data to personalize your experience on the OVATION GLOBAL DMC website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. For example, OVATION GLOBAL DMC uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. mci group may use your data for promotion and marketing purposes for OVATION GLOBAL DMC’s current or prospective Clients and/or third parties in mci group’s industry. OVATION GLOBAL DMC may use your data to personalize your experience on the event website by presenting advertisements that are more relevant to you, and to send you marketing communications as chosen by you in the registration process. OVATION GLOBAL DMC may use the data to analyse trends in order to propose other services to its Clients, such as new events or other services.
Legal basis: Consent;
f) Statistical analysis related to websites:OVATION GLOBAL DMC, or third parties instructed by OVATION GLOBAL DMC, evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimize OVATION GLOBAL DMC’s website and increase user-friendliness, efficiency and safety. OVATION GLOBAL DMC may in particular use technical data to measure the success of OVATION GLOBAL DMC marketing campaigns, compile statistics about OVATION GLOBAL DMC website usage and response rates, and use aggregated personal data calculate the percentage of mci group users who have a particular telephone area code.
Legal basis: Consent;
g) Job opportunities management:
Legal basis: Pre-Contractual conditions
h) Creation of a resume library:
Legal basis: Legitimate interest – reinforce OVATION GLOBAL DMC recruiting process
OVATION GLOBAL DMC may disclose your Data to third parties where such disclosure is permitted and required by law or court order, or where such disclosure is necessary for the protection and defence of its rights.
Other than in these cases, your Data will not be transferred or made available to any third party without your prior consent.
4. Duration of storage
General and personal data will be kept by OVATION GLOBAL DMC no longer than necessary for the execution of the purposes aforementioned. mci group will retain general and personal data during a maximum period of five years if no specific legal requirement. For applicants, the data will be retained for a maximum period of two years.
You may cancel/delete your OVATION GLOBAL DMC account by sending an email to our Data Protection Officer: privacy@mci-group.com.
5. Location of storage and controller of data base
The Contact Profiles that OVATION GLOBAL DMC maintains are stored in cloud-based central databases at third-party providers’ location in Europe, United States and Asia. Third-party providers have signed our dedicated data protection clauses.
Any transfer of your Data outside the European Economic Area shall only take place with appropriate safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations.
You may have further information on the above by sending an email to our Data Protection Officer: privacy@mci-group.com.
6. Your duties
You must ensure that the data you provide us with are:
- correct
- accurate;
- current;
- truthful; and
- compliant with any applicable laws.
In particular, since OVATION GLOBAL DMC will mainly use email communications with you, you are required to notify us of any modification of your email address. Alternatively, you can directly update your Contact Profile.
OVATION GLOBAL DMC is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities. OVATION GLOBAL DMC does not target the digital asset to children less than fourteen (14) years of age or knowingly collects information from children for the purpose of selling products or services.
7. Transfer and communication of data
7.1 In general
OVATION GLOBAL DMC is a worldwide company with offices in over 31 countries across Europe, the Americas, Asia and the Middle East. Your personal data may therefore be transferred to and outside of Switzerland, including in countries whose data protection laws may be different from, and less stringent than, those in your country of residence.
- a) Transfers within the OVATION GLOBAL DMC group: Transfers are made throughout OVATION GLOBAL DMC and its subsidiaries to support its activities and/or services.
- b) Transfer to third-parties: OVATION GLOBAL DMC works with certain third parties to obtain support services in connection with travels, meetings and events services and/or other OVATION GLOBAL DMC services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue OVATION GLOBAL DMC’s mission and goals. OVATION GLOBAL DMC may also transfer personal data to third parties at the request of its Clients. For example, to sponsors and exhibitors or to other third parties for data consolidation or tracking services to generate statistics. During events or congresses, sponsors or exhibitors may scan participants or delegates’ badges with the consent of the latter. Therefore, collection and use of the personal data is governed by each sponsor or exhibitor’s privacy policy. OVATION GLOBAL DMC may transfer your data to third parties for promotion and marketing purposes as outlined under 3e) above. OVATION GLOBAL DMC may also transfer your data to a third-party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of OVATION GLOBAL DMC business, assets or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorized transfers such as within the EU) are required to sign a data transfer agreement with OVATION GLOBAL DMC that requires them to follow the applicable data protection laws.
As part of its activities, OVATION GLOBAL DMC works with a certain number of recurring partners who process personal data on our behalf for specific purposes:
- Accor (hospitality)
- ALHI (hospitality)
- B-COM by PSiDEO (event management platform)
- Crowdcompass (mobile event app)
- CVENT (event management platform)
- Deutsche Hospitality (hospitality)
- DoubleDutch (mobile event app)
- Entegy (benchmark)
- EventsAIR (event management platform)
- Hilton (hospitality)
- Ilunion (hospitality)
- Kempinski (hospitality)
- Key4Events (event management platform)
- KLIK (badge provider)
- M-anage (event management platform)
- Marriot (hospitality)
- Melia (hospitality)
- Preferred Hotels & Resorts (hospitality)
- Radisson (hospitality)
- Shopman
- SpotMe (engagement platform)
- Wyndham (hospitality)
This is not exhaustive and can be updated from time to time. We invite you to regularly consult this list to keep up to date with any changes.
- c) Regulatory transfers: OVATION GLOBAL DMC may be required by law to transfer data to governments and regulatory and/or supervisory authorities.
8. Security and organizational measures
To ensure the safety of your data on OVATION GLOBAL DMC’s website and systems, OVATION GLOBAL DMC has implemented appropriate technical, contractual, administrative, physical and organizational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws. However, we cannot and do not guarantee the security of your personal data and therefore cannot assume any liability in this respect.
Only authorized OVATION GLOBAL DMC staff, third party companies’ (i.e. service providers) staff or our Clients’ authorized staff (who have contractually agreed to keep all information secure) have access to your personal data. All OVATION GLOBAL DMC staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.
9.Your rights
In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability to the extent applicable. Moreover, you have a right to lodge a complaint with a supervisory authority.
Under certain conditions you also have the right to have your personal data that is stored by OVATION GLOBAL DMC blocked and deleted, unless OVATION GLOBAL DMC has to keep these data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the above-mentioned e-mail address
To contact OVATION GLOBAL DMC with questions or issues about OVATION GLOBAL DMC’s data processing, you should contact the Data Protection Officer at the following e-mail address: privacy@mci-group.com.
As per GDPR requirements, OVATION GLOBAL DMC gives you many choices regarding OVATION GLOBAL DMC’s use and disclosure of your personal data for marketing purposes (right to be forgotten, to modification, to limitation…). By contacting the Data Protection Officer at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from OVATION GLOBAL DMC and request that we not share your personal data with unaffiliated third parties for their marketing purposes. OVATION GLOBAL DMC will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, OVATION GLOBAL DMC will not be able to remove your personal data from the databases of unaffiliated third parties with which OVATION GLOBAL DMC has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request). Please also note that if you do opt-out of receiving marketing-related messages from OVATION GLOBAL DMC, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.
10. Changes
This Statement may be revised and updated by OVATION GLOBAL DMC from time to time to comply with statutory data protection and privacy laws. OVATION GLOBAL DMC will post any statement changes on its website and, if the changes are significant, OVATION GLOBAL DMC will send a notice to the e-mail address provided in your Contact Profile.
11. Contact
If you need further assistance, please contact our Data Protection Officer via:
E-mail address: privacy@mci-group.com
Address: MCI Group Holding SA, Data Protection Officer, rue du Pré-Bouvier 9, 1242 Satigny, Switzerland.
For US residents and requests under CCPA (California Consumer Privacy Act): +18337910490