PRIVACY POLICY

Usage of photo, video and audio material
 
We do care about data security and would like to give you the chance to decide yourself.
 
In general the following agreement applies: By participating in our event you give your agreement that photographs will be taken including your person as well as being used and published for the purpose of reports on this event and beyond. Any photo, video or audio recording of you may be used for press, the event websites and social media channels without restrictions. Furthermore, you agree that any photo recordings of you may be used in future print media for VR NOW Con & Awards. Please note that the content will just be published as a documentation regarding the event and won’t be for sale on any platform. 
 
Please be aware that you have the right to object to the publication of my recordings at any given time, and in retrospect contact vrnowcon@booster-space.com. The organizer is then bound to remove the respective files from the platform of display. 

Effective Date: June 01, 2018

VR NOW Con is brought to you by the VIRTUAL REALITY E.V. BB. (VRBB) and is organized by Booster Space and Factory-C. VRBB assigned Booster Space to organize and produce the events, the VR NOW Award and respective satellite or side events, therefore this privacy policy applies to the privacy practices for Booster Space Events & Consulting GmbH and the website http://www.vrnowcon.io/. This privacy notice applies solely to information collected by this website, except where stated otherwise. We take the protection of your personal data very seriously and want you to be able to take fully part in the activities and offers we provide. 

Our privacy policy will notify you of the following:

  • What information we collect and why we collect it
  • Who we share your data with
  • How long we retain your data
  • What rights you have over your data
  • How we protect your data
  • How to address concerns over misuse of personal data.

WHO WE ARE

Booster Space Events & Consulting GmbH is an event specialist and consulting agency, based in Berlin (“we”, “us”, “our”, and “Booster Space”). This includes, not limited to, events such as the #gamesweekberlin, VR NOW Con & Awards and Womenize! Games and Tech. http://booster-space.com/

WHAT PERSONAL DATA WE COLLECT AND WHY WE COLLECT IT

We are the sole owners of the information collected on this site. We only collect non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. On top of that we only have access to personal information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone. 

For certain services, such as ticket registration and newsletter distribution, we use third-party tools. In the respective categories below, you’ll find brief summaries on what personal data these tools may collect and links to the Privacy Policies and Terms of Use. We recommend you read these Privacy Policies as we only summarized information that we consider most important for you. Furthermore, we cannot guarantee the completeness and accuracy of the information below, as privacy practices of third-parties may change from time to time.

Cookies

This website uses cookies. A cookie is a piece of data stored on a site visitor’s hard drive to help us improve your access. We use cookies to track and target the interests of our users to enhance their experience on our site, to provide social media features and to analyse our traffic. Usage of a cookie is in no way linked to any personally identifiable information on our site.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one month.

Deactivating Cookies: You can refuse the collection of cookies in our cookie notice or block collection of your information and site activity by turning off cookies. You will find further information on how to turn off cookies in the support page of your respective browser. Deactivating cookies may hinder your ability to enjoy certain features of the site.

Newsletters

We occasionally send out newsletters that keep our readers up-to-date with information about Booster Space, news on VR NOW Con or other brands of Booster Space or partner events and exclusive ticket discounts. If you subscribe to our newsletter we will collect your required email address and optional information you provide in the form such as name, company/organization and country. We use “MailChimp” as our marketing automation platform. MailChimp may collect your IP address, browser, email client type, and other similar details to measure the performance of our email campaigns and to provide analytics information.

If you confirm your subscription in our double opt-in confirmation mail, you agree that we’re allowed to send you information, commercial offers and news and that we may store and use your personal data for distribution of newsletters send out by Booster Space. You also acknowledge that the information you provide will be transferred to MailChimp for processing in accordance with their Privacy Policy and Terms.

You always have the option to change your mind by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at hi@booster-space.com. 

Please note that we have a separate marketing and communications team which has access to the data stored in MailChimp. The rest of the team does not have access to these tools or the data stored and processed there.

Contact

When you fill out contact forms on the site we only collect the data requested in the form. If you contact us using one of the various “contact buttons” we provide on our website, we’ll only collect your email address. We will not share your information with any third party outside of our organization, other than as necessary to fulfil your request. Your email may be stored in our email servers. If you want us to delete your email you always have the option to ask us to. We will not store your information in any other way unless you want us to.

Google Forms

Certain services require you to fill out a Google Form (for example when you apply as exhibitor, speaker or volunteer or submit a project to our VR NOW Con Awards). The personal information you provide on this form will be collected and stored to review your application, determine whether to select you to participate in the event and contact you to communicate about your application and the following steps. As with Newsletters, we have a separate team processing event related submissions.

Ticket Registration

We sell all our event tickets through the ticketing and registration platform Eventbrite. If you register for an event, Eventbrite will process your Personal Data to help administer that event on behalf of the Organizer (for example: sending confirmation, promotional and feedback emails, processing payments, etc.).

If you register for a paid event, you will provide financial information (e.g., your credit card number and expiration date, billing address, etc.) some of which may constitute personal data. In addition, as an Organizer we set up event registration pages to collect information from you in connection with registration for our event.

Your email address is available to us, if you registered for an event. Eventbrite allows us to use their email tools to contact you if you registered for current and past events from Booster Space. You may receive emails from the Eventbrite system with updates on the event. We also use the Eventbrite platform to reach out to attendees directly. You can always request to delete your personal data by contacting us at hi@booster-space.com.

You can also “opt out” of receiving electronic communications by clicking on the “Unsubscribe” link at the bottom of any such email. In addition, you may also manage your email preferences at any time by logging into Eventbrite (or signing up and then logging in), clicking on “Account” and then “Email Preferences”.

We cannot guarantee the accuracy of the information above, as the Privacy Policies of our service providers may change from time to time. We recommend you to read their Privacy Policy and Legal Terms for more and accurate information on how Eventbrite collects and uses your data.

Important note regarding business tickets:

For several events we use “MeetToMatch”, a premium event networking service. If you purchase a business ticket for one of these specific events, you will be automatically signed up for this service (whether MeetToMatch will be available for this event or not can be found in the respective ticket description). 

The MeetToMatch software will collect your personal information to fulfill their service. They may also use your information to send you direct marketing e-mails. As we are not liable for the accuracy of the information on how MeetToMatch collects and uses your data, we recommend that you read their Privacy Policy.

Embedded content from other websites

This site and blog posts may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

In our case such embedded content comes from social media platforms (for example: YouTube videos) and service providers, such as MailChimp, Google Forms or Eventbrite.

Links

This website contains links to other sites. Please be aware that we are not responsible for the content or privacy practices of other sites. We encourage our users to be aware of this fact and when they leave our site to read the privacy statements of any other site that collects personal data.

Analytics

Google Analytics: We use Google Analytics reports to improve our site, track our success at reaching audiences, and optimize delivery of site content in line with the interests our page visitors seem to have. In this process Google Analytics anonymizes your IP, hence we do not collect any personally identifiable information. The information we use for analysis is the following:

  • User counter – how many users visited our website?
  • How long did a user stay on our website?
  • Which subpages get the most views?
  • Where did the visitor come from? (Referral, organic search or social media for example)
  • Language Preference of our users
  • Browser type and device of our users


Eventbrite: We use the data collected by Eventbrite to help us analyse our event’s performance. With your ticket purchase through Eventbrite you also acknowledge that the information you provide will be transferred to Eventbrite. 

If you register for an event, Eventbrite will process your Personal Data to help us target and understand the success of our event and event planning (for example: providing event reports, using analytics to gain insights into the effectiveness of various sales channels, etc.). For more information on how Eventbrite collects and uses your data, please read their Privacy Policy and Legal Terms.

Surveys

If you attend one of our events as a guest or cooperate with us as a partner, we might ask you to share your opinion in a survey with us. We use Survey Monkey as our survey tool. As a respondent to our survey, this tool will collect and process personal information for legitimate interests. The following information about how and why Survey Monkey collects your data can be found in their Privacy Policy. We cannot guarantee the accuracy of the information below. We recommend you to read their Privacy Policy and Terms of Use.

Survey Monkey may collect information using cookies when you take a survey. These cookies are used to ensure that the full functionality of their survey service is operational. Survey Monkey may also collect your email address, your IP address and anonymized data on how you use their services.

WHO WE SHARE YOUR DATA WITH

In general, we will not sell or pass on your information to any third party. In order to ensure an efficient entry management, we work with event fulfilment personnel who have access to the basic information you entered for registering (typically name, function, company) during the entry hours. The team typically also has to prepare badges and tickets a couple of days before the event starts. The teams do not have access to your financial data and cannot access the data after fulfilment of the entry process.

For special attendees such as speakers or sponsoring partners we need to share your data with the respective team of speaker and program management as well as with the press-agency.

HOW LONG WE RETAIN YOUR DATA

Our data retention is depending on what kind of data we’re collecting. 

Cookies
Session cookies exist only while the user navigates the website. Web browsers erase session cookies when the user closes the browser. These kinds of cookies are not retained after the browser is closed. They do not collect information from the user’s computer and will only store information of a session identification that does not personally identify the user.

Persistent cookies (often referred to as tracking cookies) expire after a specific length of time, which can be as long as its creators want. In our case these cookies are stored for 1 month.

Newsletter
The contact information you provide when you subscribe to our newsletter will be retained as long as you wish to stay subscribed. As soon as you unsubscribe we will erase your data.

Eventbrite
Account data you used for creating your account on Eventbrite is saved on the platform as long as you keep your Eventbrite account. In order to fulfil the event, we need to keep your data saved for minimum two years after the event has taken place. Data relevant for accounting needs to be stored for ten years. This applies especially to events with ticket fees as the ticket data is relevant for tax administration.

As with all other data, you can always ask us to share the data-sets we have stored in the Eventbrite system with you.

Email Contact
Your emails and the information you send us via email may be stored in our email servers. If you want us to delete your email, please inform us viahi@booster-space.com. If you want us to confirm the deletion of your email from our server, please send us a letter with a self-addressed and pre-stamped envelope so that we can print out a screenshot of the steps of deletion and send it back to you 

Google Analytics
The data we process in Google Analytics expires after 26 months.

WHAT RIGHTS YOU HAVE OVER YOUR DATA

If you’ve provided your data through one of the procedures listed above, you can request information of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

YOUR CONTACT INFORMATION

As stated above, we’ll only collect your data for the purpose for which the data has been provided. The following summary will give you an overview for which purposes we collect contact information.

Newsletter
When you subscribe to our newsletter you are required to fill in contact information such as your email address and optional information such as name, company/organization and country. You can always delete or change your personal information by changing your preferences or by unsubscribing from our newsletter. You find these options in the footer of any newsletter you receive from us.

Email Contact
If you contact us with your email address or through a contact form we’ll only have access to the contact information you provide us with. Your email may be stored in our email servers. If you want us to delete your email you always have the option to ask us to. Please note that especially this does not include emails we are obliged to keep for administrative, legal, or security purposes.

Eventbrite
If you register for one of our events, your email address is available to us. Eventbrite allows us to use their email tools to contact you if you registered for current and past events from Booster Space (for example: sending confirmation, promotional and feedback emails, processing payments, etc.). You may receive emails from the Eventbrite system which were written by us but are sent through the Eventbrite platform. If you have created an Eventbrite account, you can always delete or change your personal data in the administration backend of Eventbrite. If you did not create an account, please contact us at hi@booster-space.com.

You can also “opt out” of receiving electronic communications by clicking on the “Unsubscribe” link at the bottom of any such email. In addition, you may also manage your email preferences at any time by logging into Eventbrite (or signing up and then logging in), clicking on “Account” and then “Email Preferences.”

Attending an event as speaker, exhibitor or volunteer
If you attend one of our events as speaker, exhibitor or volunteer, we will collect and store your contact information in order to communicate with you about the event. We will keep your information after the event in case we need to contact you for follow-up questions, bills or reimbursements. If you are a volunteer at one of our events we will keep your information, so we can contact you for future events, only to ask whether you’re interested to help again or not.

In these cases, only the respective departments at Booster Space and the respective fulfilment partners of Booster Space have access to your data. This is: Event Management for entry management and volunteers management; speaker management and program editors for speakers; event management, sales management and partner management for exhibitors or sponsors. In all cases our administrative team needs access to your data in order to process the bookkeepings.  

How we protect your data

Only the respective teams who need to work with the data provided in order to fulfil the tasks for organizing the events or projects have access to your data during the event period. We have a separated file management system for each event and project we run at Booster Space. On top all accounts, such as Eventbrite, MailChimp, or SurveyMonkey are secured by individual passwords to which only the specific teams have access to.

What data breach procedures we have in place

All computer systems used by the team members of Booster Space are protected by a firewall and the anti-virus software, Bitdefender.

What third parties we receive data from

All data we store and process we either receive directly from you or from one of the tools we’re using to provide you with our services. We do not buy any data from other third-parties for marketing purposes.

What automated decision making and/or profiling we do with user data

None.

HOW TO CONTACT BOOSTER SPACE

You may contact us with any questions about this Privacy Policy at: 

Booster Space Events & Consulting GmbH
Oranienstr. 37
10999 Berlin

Email: hi@booster-space.com.
Phone: 030 55237819