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Privacy Policy

Last updated: [March 5, 2024]

1. What does this Website Privacy Policy cover?

Imagine5 believes it is important that you understand how Imagine5 collects, stores, shares and uses information from and about our website visitors, partners and subscribers. This Website Privacy Policy (“Policy“) and our Cookie Notice here set out how Imagine5, (defined below) uses your Personal Data when you visit this website, are one of our partners or subscribe to our newsletter. 

This website (the “Site”) is administered and operated by Stichting 5 Media, Singel 134, 1015 AG, Amsterdam, the Netherlands, (“Imagine5”, we”, “our” or “us”). Stichting 5 Media acts as “the data controller” with respect to your Personal Data that is processed through this Site. This means that Stichting 5 Media is responsible for how Personal Data is dealt with.

Personal Data will be processed in compliance with applicable data protection legislation (including the EU General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”). “Personal data and “Controller” have the meanings given in the applicable data protection laws.

2. Personal Data we collect

  • General categories of Personal Data

    collects the following types of Personal Data when you visit and use the Site:

    • Information you provide to Imagine5 directly. We collect Personal Data that you choose to provide to Imagine5 when filling out enquiry forms on this website, when subscribing to e-mail notifications (including newsletters), when downloading publications or other documents from our websites or when otherwise corresponding with Imagine5 on this Site. Such Personal Data includes: your first name and surname, email address, place of residence, telephone number, information about your preferences and interests (such as upcoming Imagine5 or other events and services) and payment information (if required for the performance of the service and/or invoicing).
    • Information automatically collected by Imagine5. Whenever you visit or interact with this Site, our newsletters, and services, we automatically collect Personal Data about you, your visit and interactions about how you use our Site and services and your interactions with us and others, including information we collect automatically (e.g., using cookies and pixel tags), as well as information we derive about you and your use of the Site. Such information includes:
      • Device and browser information: we use cookies, log files, pixel tags and other technologies to automatically collect information when you access or use our Site and services, such as your IP address and other unique identifiers for the computer, mobile or other device you use to access this Site and any referring website. The date, time and duration of your visit, your browser type, device type, device ID, internet service provider, referring and exiting URLs, your operating system and whether you clicked on certain links on our website and/or newsletters, domain name, language, clickstream data, and similar device and usage information. We may also collect or derive location information about you, such as through your IP address or general location information.
        For more information on the use of cookies see our Cookie Notice here.
    • Information shared within Imagine5 group companies. Imagine5 may also obtain Personal Data from other entities within the Imagine5 group.

3. What is the lawful basis for the processing of Personal data?

In general, we use, disclose, and process Personal Data for purposes described below. Where GDPR or other similar laws apply, we have also set forth the lawful basis for such processing below Imagine5 processes your Personal Data when visiting this website based on one of the following Lawful Bases:

Lawful Basis: Your consent, as permitted by applicable law.
Purpose: When you sign up to our marketing communications through this website or otherwise expressly consent to the use of your Personal Data.
You may revoke your consent for receiving marketing communications at any time, free of charge by following the instructions in any marketing communication.

Lawful Basis: To administer our contract with you or to enter into such contract with you.
Purpose: To send notifications or mailings to you which are related to an agreement between you/your company and Imagine5 or a group company of Imagine5; to discuss any future contractual relationship between you/your company and Imagine5 or a group company of Imagine5; to provide you with information about products and/or services or to invite you to activities or events.

Lawful Basis: Necessary for the purposes of a legitimate interest of Imagine5 or other third parties.
Purpose: Providing services to our Imagine5 customers; for event planning and management, including registration, attendance, connecting you with other event attendees, and contacting you about relevant events and services; information technology and related infrastructure provisions; email distribution; list processing and analytics; marketing and customer relationship management; to receive and handle complaints and requests; where necessary to the establishment, exercise or defense of legal claims; to analyze visits to and use of this website; to improve and develop our services and give you a better user experience; to administer this website; for internal operations and customer support, such as troubleshooting; to understand and measure the effectiveness of advertisements; to deliver relevant advertising, data analysis, statistical and survey purposes; to ensure the security of our services and website; to prevent fraud, hacking and spamming.

Lawful Basis:Compliance with law and legal obligations
Purpose: We may process your personal data if required under applicable law or due to a legal obligation.

4. How we disclose your Personal Data

In general, we may disclose and make available Personal Data to third parties as described in this section:

  • Our Group Entities: Imagine5 group entities are a global group of companies. As such, we may disclose personal data to other group entities as part of our business operations and administration of our Sites and Services;
  • Processors and service providers: We may disclose Personal Data to third-party processors (including contractors and service providers) who perform services on our behalf. For example, we use third-party processors to provide us with technical support, payment processing, and to perform analytics and other work that we may need to outsource.
  • Vendors and business partners: We may also disclose Personal Data to other companies, vendors and business partners that perform certain functions for us.
  • Third-party platforms and services: We may disclose or make available Personal Data to third-party platforms and providers that we use to provide or make available certain features or portions of the Services, or as necessary to respond to your request.
  • Marketing, advertising and analytics providers: We may disclose certain information that includes Personal Data to third-party ad network providers, sponsors and/or traffic measurement services, who may use this data to improve and measure the effectiveness of our ads and those of third parties. For more information, see our Cookie Notice. We may also engage third party analytics companies to collect information about Site usage in order to help us to understand how users access and use the Site, to improve our Site and services and other products and offerings, and for other research and analytical purposes;
  • In support of our legal and compliance obligations: We may disclose your Personal Data to others where such disclosure is necessary for compliance with a legal obligation by law, whether in court proceedings or in an administration to which we are subject insofar as reasonably necessary for these purposes and as permittee or out-of-court procedure.
  • In connection with a business transaction: We may disclose your Personal Data in connection with a merger, acquisition, restructuring, or transfer of assets or similar business transfer, to buyers, their lawyers or professional advisors, where needed to affect the sale or transfer of business assets (such as a merger or acquisition) including related to due diligence conducted prior to such event, where permitted by law.
  • Security and protection of rights: We may disclose Personal Data where we believe it is necessary to investigate, prevent or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, violations of our terms of use and other agreements, to respond to claims asserted against us, or as evidence in litigation in which we are involved. We may also share Personal Data where necessary in order to protect your vital interests or the vital interests of another natural person, or where we believe necessary to protect the Site and our services, as well as our business operations and our rights, such as to prevent and detect fraud, unauthorized activities and access, and other misuse.

5. How we protect Personal Data

We have implemented technical and organizational measures designed to protect your Personal Data against unauthorized, accidental or unlawful destruction, loss, alteration, misuse, disclosure or access and against all other unlawful forms of processing. However, no environment or security procedures or protocols are ever guaranteed to be 100% secure or error-free.

6. Transfers outside the European Economic Area

The Personal Data transferred within or outside Imagine5 may also be processed in a country outside the European Economic Area (the “EEA”), which for purposes of this Policy covers the EU Member States, Iceland, Liechtenstein and Norway. Non-EEA countries may not offer the same level of Personal Data protection as EEA countries.

If your Personal Data is transferred outside the EEA, we will put suitable safeguards in place to ensure that such transfers are carried out in compliance with the applicable data protection rules, including through appropriate written data processing terms and/or data transfer agreements and/or other legally acceptable mechanisms according to applicable local laws. If you are in the EEA, you may request additional information in this respect and obtain a copy of the relevant safeguard by sending an email to [email protected].

7. Do Not Track (DNT).

Our Sites currently do not respond to Do Not Track signals. You may, however, disable certain tracking mechanisms in the cookie preference settings of your web browser and opt out of certain third-party ad cookies on our Sites.

8. How long do we keep and store your data?

Imagine5 aims to keep your Personal Data up-to-date and to delete unnecessary data as appropriate. In general, customer data will be de-identified or deleted after a maximum of two years after your last interaction with Imagine5. Generally, we will only retain Personal Data for as long as necessary to fulfil the purpose for which it was collected (as described in this Policy or otherwise notified to you), unless otherwise permitted or required by applicable law, such as where necessary to or to comply with legal, regulatory or internal policy requirements, or to establish, exercise or defend our legal rights (including to respond to actual or potential legal claims).

9. What Rights and Choices do you have?

Depending on the jurisdiction you reside in, you may have certain privacy rights with regard to the Personal Data that Imagine5 processes about you. Subject to applicable law, these rights include request access, request rectification or correction, request erasure, request restriction of Processing, request data portability and object to the Processing.

You may revoke your consent for receiving marketing communications at any time, free of charge by following the instructions in any marketing communication (e.g., clicking the unsubscribe link).

You can exercise the above-mentioned rights by sending an email to [email protected]. Subject to applicable law, you also have the right to lodge a complaint with your local supervisory authority.

Imagine5 will honour any of the above requests, withdrawal or objections as required under the applicable data protection rules, but these rights are not absolute; they do not always apply, and exemptions may apply. We may, in response to a request, ask you to verify your identity and/or provide information that helps us to understand your request better. Whenever reasonably possible and required under applicable laws, we will strive to grant these rights within one month. If we do not comply with your request, we will explain why.

10. Children

Our Site is not designed for, or directed at, children under the age of 16 and we do not knowingly collect Personal Data from individuals in this age group. If you believe we have inadvertently collected Personal Data about a child, please contact us and we will take steps to delete this data.

 11. Updates to this Policy

This Policy is current as of the Last Updated date set forth above. Imagine5 reserves the right to update this Policy at any time and without notice, so be sure to review this Policy periodically for changes. We will post any changes to this Policy on our Site. If we make any changes to this Policy that materially affect our practices with regard to the Personal Data we have previously collected from you, we will endeavor to provide you with notice in advance of such change by highlighting the change on our Site or notifying you electronically. Where required by law, we will obtain your consent to such changes.

12. Contact Us

If you have questions about his Policy or our data practices, you can contact [email protected].